Lotus Notes User Guide

2 Lotus Notes User Guide

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

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

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

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

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

5. Additional Features - Using Chat• Configuring and using Chat ........................................................................................................................... 49

able of ContentsT

Lotus Notes User Guide 3

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

Introduction to Lotus Notes at Old Dominion University1

Elements of Notes

Please refer to the graphic above for the location of various “elements” of Notes. Several of theseelements are discussed on subsequent pages in this handbook:

1. Action bar (this graphic shows buttons for Mail Inbox view)2. Address box - enter an Internet address and press the enter key to go directly to a web site3. Bookmark bar4. Bookmark folders5. Shortcut menu to Calendar and To Do list6. Status Bar7. Toolbar8. Window tabs


Launching Notes from the Novell Application LauncherLotus Notes is one of several applications delivered to your desktop through your Novell Application Window (NAL). The NALwindow opens automatically when you log in to your University workstation. To launch Lotus Notes, double-click on theapplication icon. At the password prompt, enter your Lotus Notes Client password. (Note: when a Lotus Notes account is created,the default password is notes4odu). You may also receive a second log in box for Lotus Instant Messaging. The password for LIMis your Notes Browser password. (See Additional Features section of this manual for information on using LIM.)

After your first successful log in, you should change your Client password. If you plan to access your Lotus Notes mail andcalendar from off-campus, you will also need to give yourself a Lotus Notes browser password.

Changing your Lotus Notes Client Password (University workstation access) Password changes are effective immediately.

1. With your Lotus Notes account open, from the “File” pull down menu at the top left corner of your mailbox window,highlight “Security” and then highlight “User Security.” You will be prompted for a password - enter your current LotusNotes password. Your personal User Security window will open.

2. Click on “Security Basics” at the top left corner of the window. Click on “Change Password.” When the “Enter Password”window opens, type in your current password. Click OK.

3. When the first “Change Password” window opens, enter your new password in the first text field; re-enter your newpassword in the second text field. Click OK. (You may also click the Generate Password tab to view a list of systemgenerated passwords.)

5. You will return to your User Security window. Click “OK” to close this window.

Getting Started With Lotus Notes2


TIPThe University faculty/staff Lotus Notes package includes an Internet browser access feature for yourmail and calendar files. This access also requires a password, which is set differently from the Clientaccess password. Your Lotus Notes user ID and browser password are also used for authentication toseveral University web-based applications, including download of University licensed software.

Setting up your Lotus Notes Browser Password

One of the features of the Lotus Notes Account is the ability to access your mail via the Internet. Before you can use this feature,you will need to set a Browser Mail (Internet) password for yourself.

1. With your e-mail account open, click to open your Databases bookmark folder (see graphic on Page 3).

2. Click on the bookmark titled ODU’s Address Book.

3. Highlight “People.”

4. Begin typing your last name; a “Quick Search” window will appear. Click Search to search for your name entry.

5. Double-click on the name entry. When the PERSON window opens, click on Edit Person. Be sure the Basics tab is high-lighted.

6. In the “Internet Password” field, and delete all information currently in the field (including the brackets) and key in yourdesired Internet password.

7. Click “Save and Close.”

Getting Started


Out of Office UtilityYou can have Notes automatically reply to mail that you receive while you're out of the office. Notes runs an agent that sendsmessages to the people who send you mail, telling them you're out and when you're returning.

• The out-of-office message is not an automatic broadcast; someone must send you a message in order to see it.• While you are gone, Notes sends only one message to each person who sends you mail, no matter how many messages

the person sends you.• On the return date you specify, Notes starts sending you daily "Welcome Back" messages until you disable out-of-office

mail. The "Welcome Back" message includes, for your convenience, a list of the people Notes sent messages to while youwere out.

To enable out-of-office mail

1. Open your mail database and choose Actions > Tools > Out of Office.2. On the Dates tab, specify the dates on which you are leaving and returning. The out-of-office agent responds to incoming

mail for all the days you specify, no matter how far in advance you enable the agent.3. Click the Out of Office Message tab to type a more detailed message.4. Click the Special Message tab to create a special message that will be sent to specified users.5. Click the Exceptions tab to specify domains to which the message should not be sent.6. Click Enable.

To disable out-of-office mail

1. Open your mail database and choose Actions - Tools - Out of Office.2. Click Disable and then click Yes and OK as many times as necessary.

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

Getting Started


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

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

Favorite Bookmarks Folder

The Favorite Bookmarks folder includes bookmarks to core Notes applications and can be used to keep bookmarks to otherfrequently visited databases and web sites.

Databases Bookmarks Folder

When your account is created, all of the standard Lotus Notes databases are stored in your Databases Bookmarks folder, includingthe University Address Book and Help Files.

More Bookmarks Folder

The More Bookmarks contains a subfolder called Internet Search Sites for bookmarks to commonly used Web search engines.This is also a place to keep bookmarks to views obtained via a Notes database search. The Create subfolder in the More Book-marks folder contains links to new e-mail memos, calendar entries, and tasks.

Adding program shortcut bookmarks

You may also add bookmarks to launch common Windows applications, such as Word or Excel, or frequently used files. Create ashortcut on your Windows Desktop; then click and drag the shortcut from the Desktop to the Bookmark Bar.

TIPTo lock a Bookmark window open, click on the push pin icon in the upper right corner. Click on the icona second time to unlock the window, then click on the X to close the window.

Getting Started

Calendar

Address Book

Task List

Internet Explorer Bookmarks

Favorite bookmarks

Databases

More bookmarks

Note that your Bookmarkicons may be different fromwhat is pictured here.


Organizing and Managing Your BookmarksAs your collection of bookmarks grows, you have a variety of tools to organize them:

• Add frequently visited links to the Bookmarks bar.• Drag and drop links between bookmark folders.• Drag and drop to sort bookmarks within a bookmark folder.• Create and rename folders.• Rename and change the icon for a bookmark.

Follow these steps to add, organize and remove bookmark:

Getting Started

Step ActionAdd a Notes bookmark to the Bookmarks bar.

1 Move the cursor over a window tab

2 Click and drag the window tab to the Bookmark bar

Add a bookmark to a bookmark folder1

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

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

Organize bookmarks

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

Add a bookmark folder to the Bookmarks bar

1

2 Enter the name for the new folder. Click OK.

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

Remove a bookmark link or folder

1

3 Click Yes.

Move the cursor over the bookmark link.

2 Right-click and select Remove Bookmark or Remove Folder.

Add an application or document shortcut to the Bookmarks bar.

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

2 Minimize your Notes client window.

3 Click and drag the shortcut from your Windows desktop to the NotesBookmark bar.


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

With window tabs, you can:• Have your calendar and your mail open at the same time.• Have up to 20 tabs open at the same time, eliminating the 9-window limit.• Always see exactly what is open.• Switch between multiple screens in any order.• Rearrange tabs to any order by clicking and dragging.

In addition to navigating forward and back between open windows, you can maneuver between pieces of information as needed.As you work with different kinds of information, tabs keep track of where you have been; so getting back to information is quickand easy.

TIPIf the full name is not displayed on the window tab, move the cursor over the tab to see the completelabel.

TIPPress ESC to close an open page. You can also press ALT + W to display a number for each open page.Press the number key corresponding to the page to open that page.

Getting Started


Using The Navigation Tool Bar

In Notes, you can navigate among open pages using “universal navigation buttons” that appear on your Notes tool bar. Thebuttons function in the same way as the navigation buttons in a typical Web browser.

TIPYou can easily return to a page that you have closed without havingto reselect the bookmark or cycle back and forth. Click the drop-down arrow to the right of the Go Back navigation buttons to displaya history list of your most recently opened pages. Select a page andNotes automatically reopens it for you.

Getting Started

Back Forward

Stop Refresh

Search

Button Action

Go Back Goes back to the last opened page. Includes a drop-down history list ofrecently opened pages.

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

Stop Discontinues the current operation. This is the equivalent of pressingCTRL+BREAK.

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

Search Allows you to access all of the Notes search features. Also providesbookmarks to your favorite Internet search engines. Provides supportfor searches ranging from those that search all documents in a singledatabase to searches across multiple databases. Please note that somesearch features may not be available if your version of Notes does notprovide full Indexing capabilities.

“Address” Enter a URL address that you wish to access and press the Enter keyon your keyboard for quick access to the Internet. Includes a drop-down history list of recently opened pages. If you receive an e-mailwith a web address that it not a hot link, copy the address and pasteinto the address field.


Lotus Notes ToolbarEach Lotus Notes account has a default toolbar with shorcut icons for the most commonly used actions. You may customize thetool bar by adding icons for the commands that you most frequently use. Note that icons on the toolbar will differ depending uponthe view. For example, certain tools will be available only when you are in the New Message view.

1. From the File pulldown menu, select Preferences, Toolbar Preferences.

2. The Toolbar Preferences window will open.

3. From the Basics tab, you may choose to remove the toolbars from view. You may also change the way the tool buttonsdisplay (icon or text) and change the size of the tool button.

4. From the Toolbars button, you may select from a list of available standard toolbars

5. From the Customize tab, you may select individual tools to add to standard toolbars.

Getting Started


Getting Started

Customizing Your Lotus Notes ToolbarUse the following steps to customize your Lotus Notes toolbar.

1. From the File pulldown menu, select Preferences, Toolbar Preferences to open the Toolbar Preferences window.

2. Click the Customize tab.

3. From the dropdown list, Select the Toolbar to Modify.

4. From the Available Buttons pane, click the button you want to add, and click Add Button. Repeat this step for each addi-tional button. (Note: to remove a button, click the button icon in the Toolbar Contents area and then click Remove.

5. After completing all toolbar customizations, click Save Toolbar.

6. Click OK to close the Toolbar Preferences window.


Lotus Notes E-Mail3Opening your Lotus Notes MailboxThe Welcome page contains a direct link to your Mail database. In addition, a bookmark to your Mail database is on the Bookmarkbar. One click opens your Inbox.

Welcome Page E-Mail Icon

Mail Switcher Menu

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

Mail database bookmark


Basic Preferences - MailMail Preferences include:

• Automatic spell check of a message before it is sent• Ability to append a signature file, including text or graphics• Ability to modify the Mail Delegation profile

To access Mail Preferences, with your mail box open, select Tools from action bar at the top of the view. (Note: The Tools dropdown selections vary according to active view.)

Selecting a letterhead

To select a letterhead for your outgoing mail, click the Letterhead tab on your Mail Preferences window. As you scroll throughthe list of letterheads, you will see a preview of that selection. Highlight your choice and click OK.

Your mail signature

To create a signature for your outgoing mail, click the Signature tab on your Mail Preferences window. You may choose to haveyour signature automatically append to each outgoing message.

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

Lotus Notes E-Mail


Delegation Preferences - MailTo set Delegation Preferences for your mail, click Tools, Preferences.

1. Click on the Access & Delegation tab.2. Select Access to Your Mail and Calendar.3. Click Add Person or Group.4. Under the Enter or choose a user/group header, click the dropdown arrow next to the text field to access the University

address book and pull indvidual names to add to your access list.5. Select delegation areas (mail, calendar, etc.) and access levels.6. When you are finished, click OK to save your settings.

Lotus Notes E-Mail


ViewsYour Lotus Notes mail box provides several different mail views; some views are displayedindividually, others are collapsed within a container called Views. All Documents and MailThreads, accessed by clicking the plus sign beside the Views container, are composite viewsof your mail and display all documents contained in your e-mail account regardless of thefolder in which they are stored. These are useful views to search for messages. Do NOTdelete messages from these views; this will also delete them from any folder in which they arestored.

Unread message display

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

Lotus Notes E-Mail

Two unreadmessages.

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

View Purpose

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

Drafts Stores messages you have closed using Save As Draft. You mayreturn to the messages at a later time to complete the message andsend.

Sent

Junk Mail

Stores all messages you have sent.

Trash

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

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

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

Contains all of the folders you have created for mail storage (seesection on Folders).

Folders

Contains your Archives, Rules, and Stationery (see separate sectionson these tools for details on use).

Tools


Columns in Mail ViewsEach view of your mail provides several columns for sorting of documents, including a Time column and a column that displays

Reply to and Forward indicators. You may sort on any column that has a carat indicator.

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

Rearranging Column Headings

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

Viewing “Unread” Messages List

Use the View Unread button on the Action bar to view only your unread messages. This button toggles between View Unread andView All.

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

Lotus Notes E-Mail

Forward indicator Reply to indicator


Setting Automatic Notification of New MailYou can set up your Lotus Notes account to provide audible or visible (or both) notification of new incoming mail. This feature willwork as long as your Lotus Notes account is open, even if you are working in another application.

1. With your mailbox open, from the File pull down menu at the top left corner of your mailbox window, highlight Preferences,and then highlight User Preferences. Your User Preferences window will open.

2. Click on the Mail option and highlight General, then mark your personal notification choices and set notification guidelines.You may choose audible and/or visible notification of new mail. You may also designate how frequently you would like thesystem to check for new mail.

3. You will receive new mail notification only if your Lotus Notes application is running (you do not need to have the LotusNotes window active).

Lotus Notes E-Mail


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

Lotus Notes E-Mail

Command Purpose

Forward Allows you to forward the original message to another person withyour comments. Clicking the Forward command automatically opensa new message window with the original message appended. You mayforward with or without attachments that were included in the originale-mail. Details on working with attachments are provided on Page 22.

Reply Allows you to reply to the message. Clicking the Reply commandautomatically opens a new message window with the originalsender’s e-mail address in the To: field.

Reply To All

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

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

Reply WithHistory

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

Reply to AllWith History

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

Move to Folder

Moves the document to the Trash view. Document will remain inTrash view until “soft delete” expires or you “empty” the trashfolder.

Delete


Previewing E-mailThe Preview feature allows you to view the contents of e-mail messages without opening the document. If you use the PreviewPane, Notes remembers and opens in the size used by you most recently.

To turn on Preview, click the Preview Pane button on the toolbar or click Preview at the bottom of the list of messages.

Working with attachmentsWhen you receive a message with an attachment, there are several options for working with the attachment. (Note that messageswith attachments are marked with a paper clip icon.) To work with an attachment, double-click the attachment and select:

• View to read the file using the built-in attachment viewer.• Open to open the file in its associated application. Any changes made are not saved back to the Notes document.• Edit to launch the file in its original application AND save changes back to the Notes document. The file is automatically

updated in the Notes document.• Save to place a copy of the attached file on a disk.• Delete to remove the attached file from the Notes document.

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

Row Color By SenderYou may customze Notes to display messages from specific individuals in a different row or font color. You may set options forthree different individuals or sets of individuals.

1. From the Action bar, select Tools, Preferences, then click the Mail tab and the Colors tab.

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

Lotus Notes E-Mail


Flagging Messages for Follow-up

You may “flag” a mail message to indicate that the message requires further action. Flagging a message also places it in the FollowUp view and a mini view on the lower left side of the navigation pane that only displays messages requiring follow-up. If you movethe flagged message from your Inbox to a folder, the flag stays with the message.

1. From a mail view, select one or more messages that will require follow up. (You can also add a flag to an open message asyou read it.)

2. From the Action bar, select Follow Up, Add or Edit Flag. The following dialog box displays:

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

Lotus Notes E-Mail


Creating an e-mail messageWith your mail box open, click the New Memo icon on the tool bar. In the To: field, type the e-mail address of the person to whomyou want to send the message and press ENTER. (To send the message to more than one person, type in the e-mail address ofeach recipient, separated by a comma and a space.) Repeat these steps for the CC and BCC fields.

In the Subject field, type a brief description of the topic of your message.

In the area below the Subject field, type the body of your message. To access basic word processing/text formatting functions,click on the Text dropdown menu and select Text Properties.

If you have chosen not to have your signature automatically appended and would like to insert it on the message you are creating,click on the Tools button on the tool bar and select Insert Signature.

Using the University Address BookWhen composing a new message, including using the Reply and Forward functions, you may use the University Address Bookfeature to select University E-mail addresses. The University Address Book uses faculty, staff and students’ Notes ID addresses(notesid/departmentname/FS/ODU@ODU). Using the Notes addressing format allows the mail delivery system to recognize thatthe recipient is another user of the University’s Notes domain. This feature is important when taking advantage of Notes othercapabilities such as scheduling meetings or assigning tasks.

1. From the New Memo window, click on the Address button on the action bar. The Address Book window will open.

2. From the Choose address book dropdown, select ODU’s Address Book.

3. In the Find names starting with field, begin typing the person’s last name. As you type, the address book listings willautomatically scroll to locate the name. The Address Book also contains precreated groups for all departments on campus tohelp you target group mailings.

4. Highlight the individual name or group name and click To:, cc: or bcc: to place the names in the appropriate recipient field.

5. When you have selected all recipient names, click OK to return to your message window.

Lotus Notes E-Mail


Options when sending mailPrior to sending your e-mail message, you may specify options for delivery of the message by clicking the Delivery Options tab.

NOTE: If you frequently use delivery options, Notes provides a feature for easier access to some delivery options by adding

those options to the Actions Bar. Click on the right side of the Action Bar to toggle the options on or off. (This button isonly available within a new message.)

Lotus Notes E-Mail


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

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

Step ActionAdd a contact directly to your Address Book

1 Open your Address Book and click New and select “Contact.”2 Enter the Contact’s name and e-mail address.

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

Edit a contact

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

4 Click “Save and Close”

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

2 Click Tools and choose “Add Sender to Address Book”

3 Verify the information Notes displays and click OK.

1 Open your address book and open the contact.

2 Make your changes and click “Save and Close.”

Delete a contact

1 Open your address book and select the contact.

2 Click “Delete.”

Address a message to one or more contacts

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

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

Schedule a meeting with one or more contacts

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

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

Lotus Notes E-Mail


Creating stationery for mailStationery lets you use the format and/or recipient list of a message over and over. This is useful when you frequently send amessage, such as a status report, in the same format to the same people.

Managing your mail - deleting messagesThere are several ways to delete a message. With the message open, click the Delete button on the Task Bar. You may also deletea message from any view by selecting the message and clicking on the Delete button on the Task Bar. Both of these actionsremove the document from view and place it in the Trash folder. You may also click and drag the message to the Trash folder.Items placed in your Trash folder remain there until one of three things happen:

1. You remove the deleted item from the Trash folder by emptying the trash. You may also permanently delete individualitems by placing a check mark in front of the items (s) and clicking Delete Selected Item.

2. You restore the item to its original view. To restore individual items, place a check mark in front of the items (s) and clickRestore. To restore all items, click the Restore All button.

3. The soft deletion expire time has passed. The time is set in your Mail Preferences; by default, the time is 48 hours.

Lotus Notes E-Mail

Step ActionTo create stationery

1 Open your Mail.2 Create the message that want to save as stationery.

To create a message using stationery

3 Click Tools and choose “Save as Stationery.”

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

1 Open your Mail.

2 Click Tools and choose New Memo - Using Stationery.

3 Select the Stationery you want to use and click OK.


Using folders to manage mailFolders offer an easy way to sort and store mail. You can move a document to an existing folder, create a new folder in which tostore a selected document, or remove a document from a folder.

1. To create a new folder, click the Folder button on the Actions Bar and select Create Folder. Enter the Folder name, click OK.2. To create a subfolder, after selecting Create Folder, click to highlight the name of the main folder in which you want to

create the subfolder, type the name of the new subfolder name, then click OK.3. To move documents to a folder, with one or more documents highlighted, click the Folder button on the Actions Bar. (Note:

to select multiple documents, click to place a check mark in front of each document.) Select Move to Folder and scroll to/select the folder or subfolder to which you want to move the document. Click OK.

Use the Remove from Folder option to remove documents from your In Box view without moving thedocuments to a folder. The documents will be accessible in your All Documents view.

Working with foldersTo display a complete list of your folders, expand the Folders view on your views/folders pane. After you have created a folder,there are several additional options available. Access these options by opening the folder, then selecting Folder Options from theActions pulldown menu.

To rename a folder, select Actions, Folder Options, Rename and type in the new folder name.

To move a folder, select Actions, Folder Options, Move and select the desired location. You may also drag and drop folders intoother folders.

To remove a folder, Actions, Folder Options, Remove Folder (or right-click the folder and select Remove.) This does not delete thedocuments that are in the folder; they will still be accessible from the All Documents view. To delete both the messages and thefolder, delete the messages first.

Lotus Notes E-Mail


Managing Junk MailLotus Notes automatically sends messages you specify to a Junk Mail folder. Notes: messages in this folder must be deletedmanually.

1. In your mail file, open a message from the sender whose messages you want to block. You can also block messages fromseveral senders at once by selecting a message from each sender to be blocked.

2. From the Action bar, select Tools, Block Mail from Sender. The Block Mail from Sender dialog displays, confirming theaddress to be blocked.

3. Select the desired option.4. Select "Block mail from this sender ([email protected])," where [email protected] is the sender of the message, to

block mail from that specific sender.5. Select "Block mail from any address that ends with (domain.com)," where @domain.com is the message's originating

domain. Choosing this option blocks all mail from this domain, regardless of sender. NOTE: This option is only available ifthe sender has an internet-style address rather than a Notes-style address.

6. Click OK. All future incoming messages from this sender, as well as the selected document, will be added to the Junk Mailfolder. If you have selected multiple messages, the confirmation dialog will be presented multiple times.

Unblocking MailTo remove a sender from your Junk Mail (blocked sender) list:

1. In your Junk Mail folder, select the message(s) from the senders whose messages you no longer want to block.2. From the Action bar, click Unblock. A dialog box displays, confirming that you want to remove the e-mail address from the

Blocked Senders list.3. Click Yes.

Lotus Notes E-Mail


Automatic Mail Handling - Setting rules for filtering mailIn addition to Block Mail From Sender, Notes provides Mail Rules which can set to have Notes act automatically on new messagesthat meet one or more conditions. For example, you could create a rule that checks for messages from a certain sender or with acertain subject and have Notes automatically move those messages to a specified folder.

Notes stores the mail rules you create in the Rules folder (inside your Tools folder). Select the Rules folder to add new rules, as wellas work on the ones you’ve created. For example, you can edit rules, change their order so that one rule has priority over another,turn rules off when you don’t want to use them, or delete them entirely.

The following screen shows a mail rule where Notes checks for messages where the subject line contains lab reservation and theImportance is designated as High by the sender. When a message arrives with these characteristics, the message is automaticallyplaced in a folder called Important Tasks without appearing in the In Box.

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

Lotus Notes E-Mail


Click Create Condition and choose the conditions from the drop-downlists.

Example: sender contains

Step Action

1 Click the Rules folder to open it.

2 Click the New Rule action button.

3

4 Enter the specific information in the text box.

5 Click Add to move this information to the Conditions box.

6 Create additional conditions by selecting AND OR and repeating steps4 and 5. To remove a previously set condition, highlight the conditionand click Remove.

7 Under Specify Actions, select from the drop down list those actionsNotes should perform when the mail conditions are met.

Note: If you select move or copy messages to a folder, select thedestination folder. Some actions offer relevant choices, such as changeimportance: High, Medium, Low.

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

Creating a Mail Rule

Follow these steps to create a Mail Rule:

Lotus Notes E-Mail


Lotus Notes Calendar/Meeting Scheduler4The Calendar ViewAccess your calendar from the Bookmark Bar, from the Welcome Page or from the Mail Switcher Menu as mentioned earlier inthis document.

Viewing optionsYou may use a Day, Week, Month or Meetings view. From each view, you may select a variety of options. The view below displaysa Two Work Weeks option. Click the drop down arrow to select the desired viewing option.

You may also set Formatting options to show a summarized version or to show all time slots.

• To move to another date, click the date on the small calendar on the left or use the scroll bar on the bottom to quicklynavigate through a period of time.

• To move backward or forward a page, click the appropriate arrow button on the scroll bar.• To return to today’s date, click Today under the small calendar view at left.

Mail Switcher

Select thedesired view

Returnto today

Clickany date

New meeting notices andcurrent To Dos


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

Complete the fields. Some options are described below.• Notify me displays a pop-up or e-mail reminder.• Pencil In should only be used when you want to remain available for other meetings if others use the scheduling option

to check your availability.• Categorize allows you to categorize different types of entries. You can view the categories from the Meetings view.• Repeats allows you to schedule recurring meetings into the future.• When finished, click Save and Close.

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

Calendar/Meeting Scheduler


Scheduling a MeetingUse the meetings feature of Notes when you want to invite others to a meeting and check their availability.

1. Open your calendar and click Schedule a Meeting.2. Complete the subject, proposed date, and time.3. In the Invitees area, enter the people you want to attend. (To access the University address book, click on the book icon

next to the Invitees field.)4. To schedule a specific room, in the Where area, select the desired room; then have Notes check the schedules for all

attendees as well as the room. (Use this option only if your department has a Conference Room in the Notes scheduler.)

Checking Schedules

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

1. If the time is not appropriate for all attendees, the shaded timeslot displays in pink. Unavailable times for individualattendees display in red.

2. If all attendees cannot attend at the proposed time, click and drag the shaded timeslot to a time when all attendees areavailable. The shaded area displays as green when all attendees are available.

3. If necessary, click the Find Room or Resource button to find a room.4. Click Save and Send Invitations.

Calendar/ Meeting Scheduler



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

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



Calendar PreferencesThere are many ways for you to customize how your calendar is used and also allow others to access your calendar, if desired.

1. Open your calendar and click Tools, Preferences.2. Activate the Calendar & To Do tab.

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

• Basics - Change settings for default duration of an entry, the default entry type that is created with double-click, anddefault repeat for anniversaries.

• Display - Use the Display tab to change the amount of time displayed on the calendar, the days of the week for a work-week, and display calendar entries in the Mail view.

Important: Select Remove Meeting invitations from your Inbox after you have responded to them.Remember - If you delete an item from anywhere in Notes, it deletes it from all locations. So, if youdelete a Meeting invitation from the Inbox that you accepted, it will also delete it from the Calendar.Notes now has a safety feature to remind you of this, but you can avoid that reminder from displayingby selecting this option.

• Scheduling - On the Scheduling tab you can set your typical work hours and work days. You can also set it to notify youif you have a conflict. Notes will allow two entries for the same time, so this is useful to avoid accidentally double-booking yourself. You can also set an alternate default display for the Scheduler.

• Alarms - You can set Notes to automatically notify you of calendar entries. Adjust the default times, if desired. A pop-upwindow displays on your screen to remind you of the calendar entry.

• To Do - If you would like To Dos to display on your calendar, select this option.• Autoprocess - This tab allows you to automatically accept invitations if you are not previously scheduled. Most users do

not activate this option.• Colors - You can change the default color for the various types of calendar entries, if desired.



DelegationFrom the Access and Delegation tab you may set permissions for others to view your schedule and/or have access to read or writee-mail and create calendar entries. Click Tools, Preferences, and click the Access & Delegation tab. Activate each tab to setoptions for others to work in your e-mail or calendar. When finished, click OK.

If you have access to other people's mail and calendar, you can set up shortcuts under the Access & Delegation tab to easily opentheir mail and calendar.

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



Printing Your CalendarThere are numerous printing options. You may also e-mail the printed view to another, if desired.

1. Open the calendar and select File, Print. The Print Calendar dialog box displays.

2. In the Calendar Style field, select the desired option.3. In the Print Range area, enter the desired dates.4. To print a view similar to the Calendar Print Database, select Print calendar to a document. Then click Preview. (You may

forward this view to others, if desired.)5. For other print options, such as Day Planner, Desk Planner, etc., activate the Calendar Style tab and select the desired

options.6. Click the Preview button to view your selections; then click Done.7. Modify, if necessary, or click OK to print the calendar.


The Notes 5 Browser Interface5Accessing Your AccountYour Old Dominion University e-mail account is also accessible via the Internet. Because faculty and staff accounts reside ondiferent servers, each group of accounts has a different URL for web access. The URL for faculty is http://fsnotes.odu.edu. TheURL for staff is http://admnotes.odu.edu. At the log on screen - click the Log On button and enter your Lotus Notes user name andNotes Browser password. (See Page 6 for instructions on setting your Notes Browswer password.)

You may receive a Security Warning message similar to that shown below. Check the box "Always trust content from LotusDevelopment or International Business Machine." Click YES.

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

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


Mail - Inbox View

Navigating Notes Web Mail

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

Browser Interface

To hide ordisplay theviews/folderslist, click theblue arrowbelow theword Lotus.


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

NOTE: Preferences you set in Notes Client are automatically applied to web mail, if you change preferences in web mail, they areautomatically applied to your Notes Client.

Browser Interface


Creating a MessageTo create a new message, click New > Message.

Address Books

When writing the new message, click the button To: to access the University address book or your personal address book. Clickthe down arrow beside the Search: field to select the address book. Type the name of person for whom you are searching in theFind: field and click the Search button. Highlight the name you want and click To:, CC:, or BCC: When you have added all of therecipients you want, click Exit to return to your message.

Your Personal Address Book (Contacts)

Your web mail includes a Personal Address Book (referred to as Contacts). Although you do not have access to your Notes ClientPersonal Address Book from web mail, you may synchronize your web address book with your client address book. To add thesender of a message to your Contacts, with the message open, click Tools, selected Add Sender to Contacts.

Synchronizing Your Personal Address Book

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

Browser Interface


Writing your message

Your web mail provides a Rich text applet to create the body of your message. Buttons at the top of the body of the messageprovide text formatting options such as Bold, Italics, etc.

Sending your message

Click the Send and File command to send your message and file it in a folder in one easy step.

Deleting messages

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

Browser Interface


Reading and Replying to Mail1. To open a message, double-click on the Sender’s name.2. All reply and forwarding options are the same as for the Notes Client.

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

Using Folders to Manage MailFolders added or deleted from the Browser will also be added or deleted from the Client.

To create a folder

1. From the InBox View, click New, select Folder.

To move a document to a folder

1. Single click on the document (s) you want to move to a folder.2. Click Move.3. Select Move to Folder or Copy to Folder.

To delete a folder

1. Right-click on the name of the folder.2. Click Delete.

To rename a folder

1. Right-click on the name of the folder.2. Click Rename Folder.

Browser Interface


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

Creating a new Calendar entry

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

Browser Interface


Additional Features - Using Chat6In conjunction with your Lotus Notes e-mail, OCCS is implementing Lotus Instant Messaging (formerly known as Sametime). Thiswill allow you to chat with co-workers who are "on-line." The co-workers must also be using Lotus Notes.

After logging in to Lotus Notes, you may turn on the Instant Messaging toolbar for quick access to Chat. Authentication to LotusInstant Messaging is with your Notes Browser password.

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

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

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

To temporarily change your online status

To toggle between on-line and off-line status, click the Instant Messaging button from the Status bar atthe bottom of your Lotus Notes screen and select the desired option. Selecting I Am Away changes the box color to yellow to letothers know that you have left your workstation.

TIPIf have chosen to automatically log in to Instant Messaging when you log into Notes, you may disablethat feature by clicking File > Preferences > User Preferences. Click the Instant Messaging tab andthen click Clear Instant Messaging Password.

TIPInstant Messaging is also available from web mail. Click the Preferences tab in the upper right corner ofthe window, select the Other tab, place a check mark in the box beside Enable Instant Messaging.