Lotus Notes 6.

5
New User Guide

Starting Lotus Notes

To start Lotus Notes, you can either doubleclick the Lotus Notes icon on your desktop

Click on the Start button, All Programs, Lotus Applications, Lotus Notes.

You may want to drag the Lotus Notes icon to the Quick Start bar next to the Start button. You can then single-click the Lotus Notes icon.

Password
Enter your password. You can also select your location (discussed later in this presentation) Click OK. If your Windows and Lotus Notes passwords are the same, then you can configure Lotus Notes to bypass the Password entry screen. Click on File, Security, User Security. You may have to enter your password. Check the Login to Notes using your operating system login box.

Click OK.

Change Password
Click File, Security, User Security. You may have to enter your password.

Click Enter your existing password.

Enter your new password. Use have Notes create a password for you. Click OK. to

First Time Startup

Upon entering Notes the first time, you will see a screen similar to the left.

Personalize your Welcome Page

Just accept the Notes default design. You will get the screen below.

Main Screen

Mailbox
Click on and the following window will be displayed. A folder list is on the left. The selected folder is highlighted in blue. Messages contained in the folder are in the right pane.

Set Mail Preferences

There are several ways to be notified of new mail; show a popup, play a sound or show an icon in the system tray. To configure your preferences: Click File, Preferences, User Preferences Click on the Mail tab and the General sub-tab. At the bottom of the dialog box are several options

Check the box to check for new mail and set the desired interval. The Fabick default is 2 minutes.

Check the options you wish to use to be notified when new mail arrives. When finished, click the OK button.

Sending a Message
Click on A New Memo window will appear Recipient names can be added several ways: Begin typing the persons name in the To:, cc:, or bcc: boxes and Notes will auto fill the rest

Click To, cc or bcc and select from the Address Book. You can choose contacts and/or groups from the Fabick, CAT or your personal address books.

Enter the Subject Enter the text of the e-mail Click or allows you to file documents in folders. Click the drop-down arrow next to Choose address book to select a different address book.

Adding Attachment(s)
Move the cursor into the body of the e-mail (where you type the message text. Click on File, Attach

Click on

in the toolbar

The following box will appear

Browse to and select the file to be attached. Multiple files may be attached at one time. click the button

Auto Signature
Your signature may be added to outgoing e-mail automatically or manually. To create a signature, click on Tools, Preferences

Click on the Mail tab, then on the Signature sub-tab.

The standard Fabick signature is:
Name (Arial 11pt bold) Title (Arial 10pt) Fabick CAT (Arial 11pt bold) Branch Address (Arial 10pt)

Office Phone Number (Arial 10pt)

Fax Number (Arial 10pt) Cell Number (Arial 10pt) E-mail Address (Arial 10pt)

Click on Automatically append to have your signature added to every outgoing e-mail. The signature will be added to new e-mails and replies to received e-mails. To add a signature to an e-mail manually, set the cursor in the body of the e-mail where you want to place the signature. Click on Tools, Insert Signature Click OK on the next box to select the signature from Mail Preferences.

Reading Messages
New messages will be displayed in red. Previously read messages will be black. Double-click a message to open.

Open messages will be tabbed across the top of the window. You can scroll and page to view the entire message. Use the X on the message tab to close. If the message has an attachment, double-click to open the Attachment dialog.

View view the attachment in a Notes window. Use this option if you have any concerns about the attachment.
Open/Edit open/edit the attachment in its native program (i.e. document in MS Word) Save save the attachment to your pc Delete delete attachment from the message

Working with Messages

Reply, Reply To All send a message back to the sender.

Reply original message content is not returned.

Reply with History original message content is returned. Reply without Attachments when replying to a message with attachments, the message text is returned and the attachment(s) are removed. Forward send the message to another person(s). Forward without Attachments when forwarding a message with attachments, the message text is sent and the attachment(s) is removed. Delete the message is deleted. Copy Into New copy current message into another type of document. New Memo copy into a new e-mail message. New Calendar Entry copy into a Meeting, Appointment, All Day Event, Anniversary or Reminder. New To Do copy into a To Do.

Working with Messages

Folder move message to your file cabinet.

Create Folder Folders may be created to organize your messages. You can nest folders for sub grouping. Clicking the + (plus) to the left of a folder name will expand the folder to show the subfolder(s). Type in a folder name, Select the folder to create the new folder beneath. Click the OK button.

Move to Folder move the message to a folder. Move message removed from existing folder and moved to the selected folder. Add message is added to the selected folder. Messages can be stored in multiple folders. Click the folder name and then click Move or Add.

Calendar
Click on the following window will be displayed.

Set Calendar Preferences

At Fabick CAT, all calendars are configured so that anyone has access to view your calendar. This allows for better communication and information regarding a persons daily schedule. All events requiring your time should be reflected in your calendar.

With the calendar main window open:

Click Tools, Preferences On the Preferences window, click the Access & Delegation tab, then click the Access to Your Mail and Calendar tab. The calendar should be set to -Default- (anyone) for people and groups and Read any Calendar Entry or To Do for Access options. Refer to the window on the left.

If Calendar access is not configured: click 1 Choose Access is for everyone 2 Choose Only Calendar and To Do 3 Choose Read any Calendar or To Do Click the OK button. After returning to the window above, click the OK button.

Schedule a Meeting
Click Schedule a Meeting button to start the process of creating a meeting.

Quick Setup
Mark Private if you do not want anyone seeing your Meeting Enter a Subject Enter When the meeting will occur Set the meeting Time start date/time, end date/time. Enter the Invitees Required must attend Optional can attend FYI just informed and can attend Enter Where the meeting will be held

Location type in a location

Room select a room from a list Resources select resources (i.e. Projector) from a list. Click

Schedule a Meeting
Rather than choosing the Room and Resources manually, you can using Find Room or Resource to allow Notes to find available rooms/resources based on your meeting time. Both Rooms and Resources are handled the same way. Only scheduling a Room will be discussed. Start and End Date/Time are filled from your meeting request. Select the Site (Branch) where the meeting will be held # of Attendees is calculated from the number of Required and Optional Invitees for your meeting. Click The available list of Rooms/Resources will be displayed. If no Rooms/Resources are available, you will be notified and then you can change the meeting times accordingly.

Select the Room/Resource from the available list and click the OK button.

Schedule a Meeting
Click to determine if meeting time is viable

The vertical bar represents the meeting time. Since the above bar is red, not all Invitees, Rooms or Resources are available. If every schedule was open, the vertical bar would be green. From this display, you can see that Dan Underwood and Steve Overkamp are unavailable since the horizontal bars to the right of their names are red. Ryan Belobrajdic is available since the time frame for the meeting is clear. The 1 st floor conference room is also available. You now have to necessary information to determine if you want to schedule the meeting will the available resources or change the time to allow more Invitees to attend.

Appointments/Anniversaries/ Reminders/All Day Events

From the main Calendar window, click the New Button, select the type of calendar entry to create. Each calendar type will vary in the required information to enter.

Appointment
Enter the Subject Enter the Start and End Date/Time The remaining entries are optional Click

Anniversary
Enter the Subject Enter the Start Date

Click the repeats box. Click frequency and length of the anniversary.
Click

to set the

Appointments/Anniversaries/ Reminders/All Day Events

Reminder
Enter the Subject

Enter the Start Date/Time

The remaining entries are optional Click

All Day Event

Enter the Subject
Enter the Start and End Date The remaining entries are optional Click

In all calendar entries, there is an option to Check this box if you want to enter personal items into your calendar. The time will show as Private for anyone viewing your calendar.

Personal Address Book

Click on and the following window will be displayed.

Contacts
Contact an individual persons information DO NOT enter Fabick people into your personal address book. They may be access via the Fabick Address Book.

Enter the information you wish to track. First Name Last Name Email Address Phone Number(s) Other Information you may have Click

Groups
Group a group of contacts. Can be used to send a message to multiple contacts and not have to select each contact individually. Groups may contain entries from any available address book; Fabick, CAT or your personal address book.

Enter the Group name Enter the Members. Click to select the member from the Address Book.

Choose the Address Book Fabick Address Book will contain all employees with e-mail. Use the drop-down box to select from the available address books.
Select Members from the list. Click in the group. to include the selected person

When finished, click OK. Click to save the Group.

To Do
Click on the following window will be displayed.

To Do
Personal To Do
Enter the Subject

Enter the Due By and Start By Dates.

Assign to Myself Set the Priority Enter a description (if necessary) Click

Group To Do
Enter the Subject Enter the Due By and Start By Dates. Assign to Others Set the Priority Enter a description (if necessary) Click

Manage To Dos
Complete selected task(s) Can be used when you mistakenly complete a task. Open a completed task.

Click Mark Incomplete

Delete selected task(s).

Replication
All of your e-mail is stored on the Fabick Lotus Notes server. Most PCs are set to replicate (copy) your mail file to your PC. This allows a laptop user the ability to work when not connected to the Fabick network. Your PC will have already been configured by IS to replicate every 60 minutes. Click on and the following window will be displayed.

Replication can be performed manually by clicking This can done to update the local replica prior to taking your laptop from the office. Manual replication is also used when your Location is set to Internet (next page). Any database listed in your Replication page can be replicated individually by rightclicking on the database (i.e. Your Name for Mail) and clicking on Replicate Selected Database.

Location
As discussed in Replication, Lotus Notes has the ability to be used outside the office. On the lower right side of the Notes main window is an icon that will let you switch between locations. Generally this icon is set to Your PC will have three locations set up by default Office connected to the Fabick network. Server copy of the mail file is used. Replication occurs on a schedule. Internet connected to the internet. This could be at your home, at a hotel or at a customer or supplier site. Basically, any connection (cable, DSL, dial-up) to the internet outside of Fabick (not in an office or branch). Local copy of the mail file is used. Replication may be performed manually. Notes will perform better since it will not be replicating on a schedule over a possibly slower connection. Island not connected to the Fabick network or the internet. Can be used when traveling in a car or plane. Any time you want to work in your mail, but are not connected. Local copy of the mail file is used. Replication is not available.

To change between locations

Click on Office. This could say Internet or Island. A list will display above. Click the location to switch to. Notes will make the necessary changes. You will not see any visible difference in how you work. The main distinction is whether replication and incoming/outgoing mail will be transferred.

Managing your Mail File

The biggest issue facing Fabick is the size of the mail files. It is your responsibility to clean up your mail file. Most people will delete incoming mail or move mail to folders to manage the Inbox. But, did you know every e-mail you send is saved in the Sent folder? So, what can you do to help? Be aware of what you are sending. Does your e-mail need that picture or graphic? If it does, has it been sized for e-mail? Most people will take a picture directly from a digital camera and send it via e-mail. Most likely the camera has been set to high quality. So, now your sending a 1-3mb picture. Should you be sending that 15mb attachment via e-mail? Can you put it on a CD and mail it instead? Most of the time, attachments dont have to be received immediately. Did you zip the file to compress it and make it smaller? When replying to an e-mail with attachments, use the Reply without Attachment(s) feature. This will remove the attachment(s) on the reply. When forwarding an e-mail, does the recipient need the attachments? When you receive an e-mail with attachment(s), save the attachment to your pc (or to the Fabick network folders All Use and Branches. Then, delete the attachment from the e-mail. If you dont need the e-mail, delete it. If you do need it, put it in a folder. But, dont put it there and forget about it. Occasionally, go through your folders and delete old e-mails. You can use a general rule-of-thumb; If I didnt need it for the past six months, I dont need it.

Cleaning your Mail File

Docs not in Folders View
This view provides a list of documents that have not been moved to a folder. For example, if you have an e-mail from a CAT employee and move the document to your CAT folder, this document will NOT be in this view. This is an excellent view to use for cleaning your mail file, especially if you are diligent about moving documents that you wish to keep to folders. If you do not file your documents, today is a great day to start! Many people use the Sent folder as their history bucket. But, if you want to use this view effectively, even the Sent items need to be filed. When sending an e-mail, use the button instead of . Documents that will show in this view: Inbox Drafts Sent Calendar Items To Do Item To access this view, open your Mail. Click on the + to the left of Views Click on Docs not in folders

Review this list. Either delete the document(s) or move to folder for safe keeping.

Cleaning your Mail File

Delete a Message
In any mail folder or view except Trash, select one or more messages you want to delete. From the menu, choose Edit, Delete or click other folders and views in your mail database. . Notes moves the document(s) to your Trash folder and out of all Note When removing messages from the Sent folder, the following message will be displayed. Read and click the appropriate button.

If the Docs not in folders view is used, this message is not displayed when deleting Sent messages.
Tip To remove a message from a folder without deleting it from your mail database, select the message and choose Actions - Folder - Remove From Folder. Remember, this option does NOT delete the message nor does NOT reduce your mail file size.

Managing Your Trash

When you delete mail messages in Lotus Notes 6, Notes places them in the Trash folder in your mail database. The deleted messages will remain in the Trash folder for two days, then will be permanently deleted.

To work with messages in the Trash folder

Messages appear in the Trash folder until they are permanently deleted. You can remove them from the Trash folder and restore them to the view or folder from which they were originally deleted. You can also permanently delete selected messages or all messages. In the navigation pane, click Do one of the following: To remove the selected messages from the Trash folder and restore them to view or folder you deleted them from, click . To restore all messages in the view, click To permanently delete the selected messages, click appears. To permanently delete all messages in the view, click . and select Yes in the message that and select Yes in the message that appears. . (Optional) If you want to work with only some of the messages, select them.