lotus notes 8 - client guide

8/12/2019 Lotus Notes 8 - Client Guide

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Opening Lotus Notes

1. Double-click on the Notes icon located on your desktop

2. Notes will display the Enter Password dialog box.

3. If you know your password, type it in and click OK .

(Fig. 1)

Changing your Lotus Notes Client Password1. From the main menu, click on File Security User Securi ty .

2. Enter your current password in the text box. Click OK .

3. Click the Change Password button to set or change your password.

4. Enter your current password in the text box. Click OK .

5. Enter your new password in the first text fields. Confirm your password by typing it again intothe second text field, exactly as you did the first time. Click OK .

Contd.

Fig.1


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Welcome PageCustomizing Your Welcome Page

This is how the welcome page will looklike:

1. Youll see the following change in home page view:

Choose Use the

default . You canalways modify thislayout by clicking onCreate my ow n


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Email

Accessing Your Email Memos

1. To access your email memos/Inbox , click on the Mail icon within either the OPEN

menu or on the home page.

2. To check for new email memos , select the Refresh button in the navigation toolbar orpress the F9 key.

Click the drop-down arrow toselect theWelcome page style you prefer.


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3. To open included attachments, double click on the attachment icon in the body of the emailmessage.

Composing New Email Messages

1. Access your emails in you inbox by clicking the icon.

Clicking this linkwill display theaddress book.

This is the Attachment icon.Clicking this willenable you tochoose the file to beattached from a

Click here to save a message that you werecomposing without sending it

Address book Selector


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NOTE: When adding multiple names into any of the Address fields, separate them withcommas.

Organize Your Mail into Folders

You can create folders and move your mail messages into them for better organization.

To create a new folder:

4. Click here

5. Type a name for the folder

Select the addressbook from the dropdown list.

A list of names isdisplayed in thedisplay filed afterselecting theaddress book.


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NOTE: You can also do this from the Sent or All Documents view; however, you will not havethe Move option. Instead, you will only have the Add option. The message will stay in theSent or All Documents view and will also be added to the new folder.

Remove a message from a folder:

1. Select the message

2. Click Folder > Remove from Folder

Remove a folder:

1. Click on the folder icon and select Discover Folders Option

A list of folderswill bedisplayed here.Click on any toselect and thenclick on move


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Rename a folder:

1. Right click the folder (left hand column of mail page) and choose Rename Folder2. Type the new name

3. Click OK

Copy a mail message into a Calendar entry1. Open a mail message. (see accessing your email memos section)

2. Choose Actions Copy into New Calendar Entry.3. Enter the Location of the event, the Entry Type and the Begins and Ends time field(s) of the

copied message.

4. Click on Save and Close to save and close your Calendar entry.

Select a folderfrom the list here

NOTE:

Messages can be clicked anddragged into the folders on the lefthand column.


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Adding a Signature to outgoing Email1. Click Files and then Preferences . In the Preferences window, under the Mail tab, select

the Signature tab.

Enter the data in the

fields

Click here to save & send or save draft


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2. Click on 'Automatically append a signature to the bottom of my outgoing mail memos'box, and then click ok.

Changing the Style of Mail Message Letterhead

Letterhead is the graphic which is located to the left of the address fields in the New Memo form.To choose a letterhead do the following:

1. Open your Inbox (see accessing your email memos section)

2. Click File > Preferences (refer to figure in previous section)

3. Click the Letterhead tab

In the Signature box provided,type your text signature, or select'HTML file or Image File' if youplan to use a non-text signature.

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4. Click a letterhead to preview it

5. Click OK to select it

Flagging Messages for Follow-up

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6. Select the message in your Inbox (see accessing your email memos section)7. Click Follow-up > Quick Flag

8. A green "flag" will be placed next to the message in the Inbox 9. Click the Follow-up view to display all of the messages that are flagged for follow-up

10. After you follow-up, select the message and click Follow-up > Remove Flag

11. To set an alarm reminder or to select additional Follow-up actions, click Follow-up > Add orEdit Flag


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Adding an Out of Office Message12. To set an Out-of-Office notification for your incoming mail, from the Action Bar select More

> Out of Office , specify the duration of your absence, and a memo you would like others toreceive.


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13. When you are done configuring this memo, click Enable to activate the notification.

14. NOTE: When you return to the office, be sure to disable your Out of Office notification .

15. You can exclude people or groups from receiving your Out of Office notification on theExclusions tab.


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Using Rules in Notes

1. Lotus uses Rules to filter and sort your mail to mailboxes, folders, and even the trash.

2. To create a Rule, click on Act ions>More>Mail rules

3. . With the Mail Rules Window tab selected open, click New Rule .


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Search Function in NotesTo search for a specific memo

1. Open your inbox (look at Accessing your Email Memos section)2. Locate the Search All Mail search filed on the top right corner of your window.

3. Once located type in the key words to filter out the inbox to display results.

Calendar

1. To access your calendar , click the Open icon.


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2. Add a Subject to the Invitation and specify the date and time of your meeting.

3. Invitees to your meeting can be designated as Required (to) or Optional (cc)participants. The FYI (bcc) field keeps non-attending staff or managers informed ofmeeting times and topics.

4. Each Required and Optional invitee will receive an invitation email memo with the detailsof your proposed meeting and will be able to respond regarding their attendance. FYI recipients will be notified of the meeting, but it will not appear in their personal calendar.


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5. Specify location and resource details about the meeting in the Where section.

To schedule a repeating meeting1. To repeat a meeting, open calendar entry (Shown above)2. Click on the Repeat link and a Repeat Options Menu opens up3. Select your settings and click OK

Creating other Calendar entr ies.

1. Lotus offers additional types of Calendar entries (Appointments, Anniversaries, Reminders,and All Day Events).

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2. To schedule one of these event types, click New in the Action bar button and select yourCalendar Entry choice.

3. These event types are different than meetings in that they do not schedule invitees, rooms orresources.

Allowing Others to View your Schedule1. To allow co-workers to view your schedule go to the Calendar Action bar , click File and

select Preferences from the menu. In the Preferences window select the Access &Delegation tab, then Access to Your Schedule tab.

For Access to Your Mail & Calendar


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2. Select the person from Osgoodes Address Book

3. Click OK

For Access To Your Schedule

1. In the section titled, " Who is allowed to see your schedule information (when you arebusy or available) ," specify what level of visibility you prefer. Using the settings in thissection, you may specify campus-wide visibility to view your busy time, you may block allusers from viewing your busy time, or you may allow only certain people to view your busytime.

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2. If you need to grant detailed access to your information, use the "What scheduleinformation they may see" section to customize the level of visibility you would like to allow.


4. Click OK

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How to Open Someone Elses Calendar1. Open your Calendar

2. Click Tools/Open Calendar For.

3. The Open Calendar dialog box opens:


5. Click OK

6. You will be in this persons Calendar.

7. If the person has not delegated you access to their Calendar you will receive a messagesaying that access is denied.

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How to Create a Bookmark to Someone ElsesCalendarIf this is a Calendar that you access on a regular basis, you should create a bookmark to it sothat you can access it easily in the future:

1. Drag and drop the window tab directly on the Open Icon

Now when you click on the Open icon you will see your entry book marked.

Drag and Drop


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2. or right click on the calendar entrys tab on the top and click on add to book mark.

3. As a result you will now see the entry in the Open menu when clicked)

Address Book

1. Access your Address Book by clicking on the Open tab

2. Add a new contact by clicking New , and selecting Contact from the menu.

3. Create a list of contacts by clicking New , and selecting Group from the menu.


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4. To extract contact information from a memo, meeting invitation, or To Do item, click Tools

from the Action Bar and select 'Add Sender to Address Book' .

Adding a contact to your Address Book1. Open your Address Book and click on the Add Contact button in the top left corner of thescreen.

2. This should open the following form.

3. Fill out the fields and click Save and close.

The contact is now in your Address Book.


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Add a contact from a message or a meetinginvitation1. Select the message, invitation, or item.2. Click Actions Tools Add Sender to Address Book.

3. Check the information Notes displays about the person and click on OK.

Edit a contact1. Open your Address Book and open the contact.

2. Make your changes and click on Save and Close.


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Delete a contact1. Open your Address Book and select the contact.

2. Click on the Delete button at the top of the screen.

Categorize a contact1. Type one or more names separated by commas in the Categories field, under the Advanced

tab.2. Click on Save and Close.3. To display contacts by category, switch to the Contacts by Category view of your Address

Book.

Add a mailing list

1. Open your Address Book and switch to the Groups view.

2. Click on Add Mailing List button at the top of the page.


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3. You have added a mailing list which will be displayed under the Groups view.

Add a mailing list from a message, meetinginvitation, or To Do item1. Open the message, invitation, or item.

Enter a name into theGroup name field.

Type a brief description in

the Description field.

Type the names of the people in theMembers field. After each name,press ENTER or type a comma. Toselect names from an Address Book,click the button to the right of thefield.

Click on Save and Close. 1

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