Lotus Notes 8.

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Table Of Contents

Lotus Notes 8.0

 Lotus Notes
 License information
 Getting started
 New Features
 Elements of Lotus Notes
 Your current Notes setup
 Lotus Notes workspace
 Toolbars
 Working with window tabs
 Working with grouped window tabs
 Viewing advanced menus
 Bookmarks: links to favorite documents, pages, and applications
 Creating bookmarks
 Working with bookmarks
 The Open list
 Elements of a View
 Creating or deleting a view
 Customizing how columns display in a view
 Working with views
 Changing the preview pane location in an application
 Managing views with categories
 Organizing documents into folders
 Creating or deleting a folder
 To add or move a document to a folder
 To remove a document from a folder
 Moving a folder or view
 Renaming a folder or view
 Your home page
 Creating a new home page
 Changing your current home page
 Deleting a home page you created
 Returning to first-time setup from a home page
 Customizing a home page
 Refreshing home page content
 Temporarily changing frame content on a framed home page
 Making permanent changes to a framed home page
 Editing a personal home page
 Displaying tips of the day or new item buttons
 Setting your Personal Journal from a home page
 The sidebar
 Using type-ahead
 Getting Help
 Status bar: current state information
 Using the preview pane
 Using the embedded browser
 Viewing collaboration history
 Working online or offline
 Replication page: staying current with servers
 Printing
 Printing documents
 Printing to an external file
 Printing a view
 Documents Style options
 Creating headers and footers for printing
 To print in the background
 Preferences
 Accounts preferences
 Activities preferences

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 Setting Activities server preferences

 Setting Activities preferences
 Setting activity entries to open as tabs or windows
 Feeds preferences
 Basic Notes client configuration preferences
 Calendar and To Do preferences
 Access & Delegation preferences
 Changing regional calendar preferences
 Contacts preferences
 Home Portal account preferences
 Location preferences
 Log preferences
 Mail preferences
 Access & Delegation preferences
 Internet mail preferences
 Preferences for sending and receiving mail
 Preferences for IBM Lotus Productivity Tools
 Accessiblity
 Auto Recognizer
 Color Scheme
 Colors
 File Supervision
 File Type Associations
 Fonts
 Help Agent
 Language Settings
 Asian Layout
 Complex Text Layout
 Languages
 Search in Japanese
 Spell Check
 Macro Security
 Memory
 Lotus Presentations
 View
 Print
 Regional Setting
 Lotus Spreadsheets
 Calculate
 Changes
 Sort Lists

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Copyrights
Disclaimer

THE INFORMATION CONTAINED IN THIS DOCUMENTATION IS PROVIDED FOR INFORMATIONAL

PURPOSES ONLY. WHILE EFFORTS WERE MADE TO VERIFY THE COMPLETENESS AND ACCURACY OF
THE INFORMATION CONTAINED IN THIS DOCUMENTATION, IT IS PROVIDED S ISWITHOUT WARRANTY
OF ANY KIND, EXPRESS OR IMPLIED. IN ADDITION, THIS INFORMATION IS BASED ON IBM CURRENT
PRODUCT PLANS AND STRATEGY, WHICH ARE SUBJECT TO CHANGE BY IBM WITHOUT NOTICE. IBM
SHALL NOT BE RESPONSIBLE FOR ANY DAMAGES ARISING OUT OF THE USE OF, OR OTHERWISE
RELATED TO, THIS DOCUMENTATION OR ANY OTHER DOCUMENTATION. NOTHING CONTAINED IN THIS
DOCUMENTATION IS INTENDED TO, NOR SHALL HAVE THE EFFECT OF, CREATING ANY WARRANTIES
OR REPRESENTATIONS FROM IBM (OR ITS SUPPLIERS OR LICENSORS), OR ALTERING THE TERMS AND
CONDITIONS OF THE APPLICABLE LICENSE AGREEMENT GOVERNING THE USE OF IBM SOFTWARE.

Licensed Materials - Property of IBM

©Copyright IBM Corporation 1987, 2007 All rights reserved.

US Government Users Restricted Rights - Use, duplication or disclosure restricted by GS ADP Schedule Contract
with IBM Corp.

Lotus Software

IBM Software Group

One Rogers Street

Cambridge, MA 02142

List of Trademarks

IBM, the IBM logo, 1-2-3, AIX, DB2, developerWorks, Domino, Freelance Graphics, i5/OS, iSeries, Lotus, Lotus
Notes, LotusScript, Notes, Rational, Redbooks, Sametime, SmartSuite, System i, System i5, WebSphere, Word
Pro, Workplace, z/OS, and zSeries are trademarks or registered trademarks of International Business Machines
Corporation in the United States, other countries, or both.

Additional IBM copyright information can be found at: http://www.ibm.com/legal/copytrade.shtml

This product is Built on Eclipse™ (http://www.eclipse.org).

Intel and Pentium are trademarks of Intel Corporation in the United States, other countries, or both.

Microsoft, Windows, Windows Vista, Aero, and the Windows logo are trademarks of Microsoft Corporation in the
United States, other countries, or both.

Google and Google Desktop are trademarks of Google Inc.

Yahoo! is a trademark of Yahoo! Inc.

UNIX is a registered trademark of The Open Group in the United States and other countries.

Linux is a trademark of Linus Torvalds in the United States, other countries, or both.

Java and all Java-based trademarks and logos are trademarks of Sun Microsystems, Inc. in the United States,
other countries, or both.

PostScript is a registered trademark of Adobe Systems Incorporated in the United States, and/or other countries.

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Macrovision and InstallShield are registered trademarks of Macrovision Corporation.

The Graphics Interchange Format© is the Copyright property of CompuServe Incorporated. GIF(sm) is a Service
Mark property of CompuServe Incorporated.

Other company, product, or service names may be trademarks or service marks of others.

Additional Documentation | Trademarks |

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Copyrights
Disclaimer

THE INFORMATION CONTAINED IN THIS DOCUMENTATION IS PROVIDED FOR INFORMATIONAL

PURPOSES ONLY. WHILE EFFORTS WERE MADE TO VERIFY THE COMPLETENESS AND ACCURACY OF
THE INFORMATION CONTAINED IN THIS DOCUMENTATION, IT IS PROVIDED S ISWITHOUT WARRANTY
OF ANY KIND, EXPRESS OR IMPLIED. IN ADDITION, THIS INFORMATION IS BASED ON IBM CURRENT
PRODUCT PLANS AND STRATEGY, WHICH ARE SUBJECT TO CHANGE BY IBM WITHOUT NOTICE. IBM
SHALL NOT BE RESPONSIBLE FOR ANY DAMAGES ARISING OUT OF THE USE OF, OR OTHERWISE
RELATED TO, THIS DOCUMENTATION OR ANY OTHER DOCUMENTATION. NOTHING CONTAINED IN THIS
DOCUMENTATION IS INTENDED TO, NOR SHALL HAVE THE EFFECT OF, CREATING ANY WARRANTIES
OR REPRESENTATIONS FROM IBM (OR ITS SUPPLIERS OR LICENSORS), OR ALTERING THE TERMS AND
CONDITIONS OF THE APPLICABLE LICENSE AGREEMENT GOVERNING THE USE OF IBM SOFTWARE.

Licensed Materials - Property of IBM

©Copyright IBM Corporation 1987, 2007 All rights reserved.

US Government Users Restricted Rights - Use, duplication or disclosure restricted by GS ADP Schedule Contract
with IBM Corp.

Lotus Software

IBM Software Group

One Rogers Street

Cambridge, MA 02142

List of Trademarks

IBM, the IBM logo, 1-2-3, AIX, DB2, developerWorks, Domino, Freelance Graphics, i5/OS, iSeries, Lotus, Lotus
Notes, LotusScript, Notes, Rational, Redbooks, Sametime, SmartSuite, System i, System i5, WebSphere, Word
Pro, Workplace, z/OS, and zSeries are trademarks or registered trademarks of International Business Machines
Corporation in the United States, other countries, or both.

Additional IBM copyright information can be found at: http://www.ibm.com/legal/copytrade.shtml

This product is Built on Eclipse™ (http://www.eclipse.org).

Intel and Pentium are trademarks of Intel Corporation in the United States, other countries, or both.

Microsoft, Windows, Windows Vista, Aero, and the Windows logo are trademarks of Microsoft Corporation in the
United States, other countries, or both.

Google and Google Desktop are trademarks of Google Inc.

Yahoo! is a trademark of Yahoo! Inc.

UNIX is a registered trademark of The Open Group in the United States and other countries.

Linux is a trademark of Linus Torvalds in the United States, other countries, or both.

Java and all Java-based trademarks and logos are trademarks of Sun Microsystems, Inc. in the United States,
other countries, or both.

PostScript is a registered trademark of Adobe Systems Incorporated in the United States, and/or other countries.

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Macrovision and InstallShield are registered trademarks of Macrovision Corporation.

The Graphics Interchange Format© is the Copyright property of CompuServe Incorporated. GIF(sm) is a Service
Mark property of CompuServe Incorporated.

Other company, product, or service names may be trademarks or service marks of others.

Additional Documentation | Trademarks |

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License information
Any information or reference related to license terms in this document is provided to your for your information.
However, your use of IBM® Lotus® Notes® and IBM Lotus Domino®, and any other IBM program referenced in
this document, is solely subject to the terms and conditions of the IBM International Program License Agreement
(IPLA) and related License Information (LI) document accompanying each such program. You may not rely on this
document should there be any questions concerning your right to use Notes and Domino.

After accepting the license for this IBM product, you may view or print license files and notices by accessing the
\license directory that is included with the installed product files.

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Getting started
Welcome to the latest release of IBM® Lotus® Notes®. Lotus Notes is a powerful, multifaceted software for
Microsoft® Windows®, Macintosh, and Linux® computers that gives you instant access to all the information that is
important to you. You can use Lotus Notes to send and receive Internet mail, schedule appointments, browse the
Web, contribute to Internet newsgroups, and take advantage of the Home Page for tracking all your important daily
information.

Home Page

The Home Page is a great place to start. This page, which was previously called the Welcome Page, gives you
immediate access to your mail, contacts, calendar, and more. And you can create new Home Pages, customized
to suit your needs.

In previous versions of Notes, the Welcome Page was always open. However, in this release, you can close your
Home Page window tab, the same way you close other Notes applications.

Help

Help is available while you are exploring Lotus Notes. Press F1 (Macintosh OS X users, Command+Shift+?,
Linux users, press Ctrl+F1) to open context sensitive Help. Context sensitive help opens to a list of topics relating
to the task you were performing when you pressed F1. When you open Help this way, it displays in a side panel
that you can keep available while you work. You can easily view a list of all topics or search the Help in this side
panel using the links at the bottom.

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To open Help in its own window, click Help > Help Contents from the main menu.

Return to the Getting Started page

The first time you open Lotus Notes, it opens to a Getting Started page. However, once you have closed that
page, it does not appear the next time you open Notes. To open the Getting Started page, click Help > Getting
Started Page from the menu.

Database is now application

In previous versions of Notes, the word database was used to mean a Notes application that you could open, such
as Mail or Calendar. For Notes 8, the term application is used instead. However, since Notes applications can be
comprised of more than one database, you may still see the term used in the user interface and in Help.

Advanced menus

For advanced users, a set of advanced menus can be displayed. Advanced menus are targeted for administrators
or designers, and include options such as archiving or deleting applications, or replacing a Notes application
design. If you enable advanced menus (View > Advanced Menus), they are on for subsequent Notes sessions.

Opening applications

If you opened your applications from the File menu (File > Database > Open) in previous releases, you may
notice that the File menu has changed, and you now use File > Open > Lotus Notes Application.

Or, you can click the Open button and select an application from the list or from the Applications folder.

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The Open list

The Open list is a convenient way to open applications Simply click the Open button and the Open list displays all
the applications and bookmarked documents available to you. Then, when you have made your selection, the
Open list closes without taking up room in your Notes window. You can dock the Open list so that it displays as
the familiar list of icons on the side of your Notes window if you prefer that. When you update from your previous
version of Notes to Notes 8, your Open list is populated with your bookmarks.

The sidebar

The sidebar gives you easy and continuous access to applications you use to chat with your Sametime contacts,
view a day-at-a-glance calendar, check feeds you subscribe to in a Feed Reader, and keep track of activities. To
float a sidebar application, right click it and select Open in new window. When you close the application, it snaps
back to the sidebar. The following applications may Depending on how your system is set up, you may have
access to one or all of these sidebar applications.

Sametime Contacts -- Use Sametime to chat with your colleagues in real time. Manage your contact list.

Day-At-A-Glance -- Get a quick view of your schedule for the day.

Feeds -- Stay up to date with the latest news from Web sites and applications you choose.

Activities -- Share files, To Dos, Web links, and messages with your coworkers. Assign and comment on
team activities.

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Search is always available

A new improved search capability gives you the option of using a Notes style search, or a Web-style search.
Similar to searching on your favorite Web sites, Search appears at the top of the Notes window and is always
available. Simply click the arrow to select the type of search you want or to view recent searches.

View mail conversations

You can view your messages as mail conversations, which means that each message is grouped with all of its
replies. To switch between seeing a simple list of messages or mail conversations, click the Action menu option
Show: Messages or Show: Conversations.

Use control key sequences to select documents

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In list views, you can select multiple documents using Ctrl and Shift keys. In some views, documents that have
been selected appear highlighted. In others, selected documents have a check in the margin.

For a more complete listing of the new features in Notes, see New Features.

Related information
Getting Help
Your home page
Notes applications
Upgrading your mail file design

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New Features
The following list represents an overview of the new features in IBM® Lotus® Notes®. For more information, see
the New Features list and the Documentation Updates chapter of the release notes (on the download site).

Note Some features require an Domino™ 8 server -- you will not be able to see them if your home server is a
Domino 7 server.

User Interface (UI)

Contacts

Calendar and Scheduling

Mail

Search

Other

User Interface (UI)

Better single log-on integration. For more information, see Synchronizing your Windows NT/2000 password
with your Notes password.

Name change from "Welcome Page" to "Home Page."

Terminology change from "database" to "application."

Print tab labels when printing a tabbed table; or print each tab of tabbed tables independently.

Additional table "Undo" operations.

Multi-level Undo.

For advanced users, a set of advanced menus that are targeted for administrators or designers, and
include options such as archiving or deleting applications,

Usability improvements in the Open Application dialog and on the Replication page.

An enhancement to support URL lengths greater than 250 characters.

Improved options for Network Failover/Network Awareness.

Creating a local replica is simpler, and the Replication page has been redesigned.

See your spelling errors as you type.

Access the Notes Getting Started Page using Help > Getting Started Page from the main menu.

Choice of preview pane location, below list or beside list.

New Open button to open applications.

Ability to set a user preference to determine how Window tabs display.

New embedded Web browser is provided, with option to set default to your chosen browser.

Finding and working with Location documents is easier.

Help has a new user interface that lets you keep the Help pane open as you work.

Sidebar provides easy access and mini views of Sametime Instant Contacts, Feed Reader, Calendar and
Activities.

Go to top

Contacts

The former Notes and Domino Personal Address Book is now called Contacts; functionality that was previously
included in your Personal Address Book is now included in your Contacts. New features available with Contacts
include:

Ability to include a photograph of the contact in the contact record.

Improvements to the Contact, Group, and Preview forms, and to the Preferences UI. For more information,
see Creating a new contact entry, Creating a group entry, and Setting preferences in Contacts.

Ability to view contacts By Company

Deleted contact records are held in Trash for a specified period of time before they are permanently
deleted.

Ability to delegate access to Contacts to another user.

Recent Contacts view that shows users with whom you have recently interacted, such as e-mail
correspondence or chats.

Includes the ability to show contact entries as Business Cards.

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Calendar and Scheduling

Unaccepted calendar entries display as "ghosted" entries in the Calendar view for new meeting and
reschedule notices. This feature is turned off by default; users must enable this feature in the Calendar
Preferences.

Entries with short durations, for example 1 minute, display in time slot views with a duration of 15 minutes,
to allow the user to see more information about the appointment. This feature is turned on by default.

Calendar form UI improvements.

Users can locate free time for a subset of their Invitee list.

Canceled meetings can be displayed automatically in the calendar or removed outright. This feature is
turned off by default; users must enable this feature in the Calendar Preferences.

All Day events now display in the full day rather then just in the top area.

Go to top

Mail

An improved Mail form, with easier-to-access menu bar choices, requiring fewer "clicks" to perform desired
actions.

Simplified Mail preferences.

Updated and additional Letterhead choices.

User settings to display additional information when composing or opening mail (From, Sent By, Send
Options).

Improved Out of Office dialog with new features, such as specifying hours.

Improved choices for "Reply to All," "Include History," and "Include Attachments."

When replying to a mail thread, the thread layout is displayed. Within the Inbox, you can see all related
messages in a thread. Two different options: one that collapses all messages under the most recent
response; another that provides the 'thread' on-demand from the Inbox.

The ability to right-click operations for an entire mail thread, such as deleting a thread or moving a thread to
a folder. For more information, see Viewing conversations.

Message Recall capability.

Go to top

Search

Improved Search syntax allows for web-style queries of application content.

New centralized search interface for queries and results (Domain Search, Find People, Find Application,
Web/Intranet Searches available as search scopes).

Help has a new Search capability that searches across all "books" in the help system, such as Lotus Notes
Help and Activities Help.

If installed, Desktop Search can be launched by right-clicking Live names, and is also available in the
Search scope drop-down menu.

Other

You can create you own personal Web logs (blogs) from within Notes, using the Blog (dominoblog.ntf)
template. You add content to the blog using either Notes or a Web browser.

If you attempt to save a document in an application on a server and the server is not available, the
document is saved to another available server, and a message displays giving you this information.

Ability to view a collaboration history to see the most recent interactions you have had with another user,
such as e-mail correspondence, saved chat transcripts, or shared documents.

Composite applications make it convenient for a user to access a collections of components (applications)
that address a business need for a particular group of users.

Go to top

Related information
Getting started

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Elements of Lotus Notes

The IBM® Lotus® Notes® user interface is described below:

Navigator
The navigator displays the views and folders that are available in the currently opened application. For example,
in your Calendar, you can choose from several views, such as One Day or One Week. In your Mail application,
you can you can create folders to organize your messages.
Menus
The menu bar displays menu choices that apply to an application or document. There is a standard set of
menus, plus optional menus that change depending on the application. There is also a set of advanced menus
that you can enable (View > Advanced Menus). Context menus appear when you right-click an object (a
message, for example) or area.
Toolbars
Toolbars are made up of buttons. You can set Toolbar Preferences to specify which toolbars display, and you
can add or remove buttons from each toolbar.
Action bar
Each window tab optionally includes an action bar, specific to the application or document open in the window
tab. Action bars may include icons and text, or be comprised of text only. Items on the action bar are also
available from the Action menu.
Icons
Icons display throughout Lotus Notes. To see a description of an icon, move the mouse pointer over the icon.

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View pane
The contents of what you select in the navigator display in the view pane.
Window tab
Each tab displays a page. As you work, you can open multiple tabbed pages. If the row of tabs exceeds the
width of your screen, left and right scroll icons display that you can use to access tabs that are out of view.
Alternatively, you can set a Windows and Themes user preference to group documents in a single tab.
Status bar
The status bar displays action buttons and messages about current status and activity.
Open list
Click Open for a list that includes your Lotus Notes applications, bookmarks, folders, IBM Lotus Documents,
Presentations, and Spreadsheet, and your workspace. Right-click Open and click Dock the Open List to
display icons down the left side of the window.
Preview pane
The preview pane displays a preview of a selected message or calendar entry. You can display the preview
pane vertically, beside the view pane (the default), or horizontally, underneath the view pane. You can also hide
the preview pane.
Home Page
The home page (previously called the Welcome page) is the first item that appears if you do not have a view set
to open when you first launch Lotus Notes. The default home page gives you a central location from which to
access your Mail, Calendar, Contacts, To Do list, Personal Journal, and productivity tools.
Switcher menu
You access the switcher menu by clicking the small menu icon located in the corner of your navigator. Use this
menu to switch to another application, for example, to switch from Mail to To Do.
Sidebar
The sidebar gives you easy access to Sametime Contacts, Calendar, a Feed Reader, and Activities, depending
on how your administrator has set up your Lotus Notes account. You can collapse the sidebar to a thin bar
showing icons only (the default), or hide it.
Search
Search appears at the top right of the toolbar. You can use search for a Notes style search or a Web style
search. You set a user preference to enable Yahoo!™ Search or Google™ Web Search.
Workspace
The workspace, the legacy user interface for Lotus Notes, displays pages containing application icons. The
workspace is still available and accessible via the Open list.
Views
Views display specific sets of documents within an application. For example, your Mail application has an All
Documents view that displays every document contained in Mail, and a Sent view that displays only documents
that you have sent.
Bookmarks
Bookmarks are links that point to Lotus Notes or Internet elements, such as applications, views, documents,
Web pages, and news groups.
Getting Help
Help is available throughout Lotus Notes on all the areas you are using. In addition, context-sensitive Help,
specific to the task you're performing, is also available when you press F1.
Notes Minder
Notes Minder is a feature that checks your mail and monitors your Calendar alarms when Lotus Notes is not
running. When Notes Minder is active, it displays an icon in your Windows taskbar.

Related information
Getting started
The Open list
The sidebar
Toolbars
Working with bookmarks

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Your current Notes setup

When you set up IBM® Lotus® Notes® the first time, your answers to a series of questions were used to set up all
your connections to servers, including, if applicable, Internet servers. Your answer about whether your physical
connection method is a local area network (this setting also applies to broadband or DSL service) or a dialup
modem determined what type of Location document (for example, Office or Travel) Lotus Notes stores for you.
This Location document contains the information about the Domino server you normally access by that method.

If you are also set up to access an IBM® WebSphere® Portal server, information that allows you to connect to that
server, as well as to Internet servers, is stored in your accounts preferences. Location documents are also stored
in your preferences.

You can create new or modify existing Location documents or Internet accounts at any time by clicking Tools >
Client Reconfiguration Wizard.

For more information, see Location documents and server accounts.

Related information
Preferences

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Lotus Notes workspace

The IBM® Lotus® Notes® workspace, the legacy user interface for Lotus Notes, displays pages containing Notes
application icons.

To open the workspace

Click the Open button, and then select the Workspace icon .

The workspace is also available from the Applications folder. In previous versions, the Applications folder was
the Databases folder.

You can make your workspace look more three-dimensional and add texture to the background using a user
preference. In addition, you can change the color of each tab and specify a name for each tab using workspace
properties. Click any of these topics:

Switch to a different workspace page

Create a workspace page

Enter a name on a workspace tab

Change the color of a workspace tab

Change the look of your workspace

Compact your workspace files

Delete a workspace page
Related information
Elements of Lotus Notes
Preferences
Setting a bookmark as your home page

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Toolbars
Toolbars work with all the applications in your workspace. Some toolbars are context sensitive, which means that
they change depending on the task you are performing. By default, the context sensitive toolbars display when you
need them. That is, if you are viewing documents in a list view, the Navigation toolbar displays automatically.
However, you can specify that the Navigation toolbar display permanently. You determine which toolbars display
all of the time by setting Toolbar preferences. You can add or remove toolbars from your display, and create
customized toolbars that include the tools you use most often.

Toolbars display beneath the window tabs. You can drag and drop a toolbar to move it to any location on the
toolbar row or rows. Click the toolbar grip to drag the toolbar. If you are using any of the IBM® Lotus® Documents,
Presentations, or Spreadsheets from within Lotus Notes, a toolbar specific to that tool displays while you are using
it.

Tip To quickly display a menu that allows you to hide toolbars, display additional toolbars, or access Toolbar
Preferences, right-click the grip of a toolbar.

Related information
Toolbar preferences

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Working with window tabs

Window tabs make it convenient for you to switch from one open document or application to another in IBM®
Lotus® Notes®. You can specify how Lotus Notes opens window tabs by setting a Windows and Themes user
preference. For example, by default, every time you open a document or Lotus Notes application, a new window
tab opens, but you can set a preference to group the windows, so that all of your mail messages, for example,
open in one tab.

You can perform the following tasks on window tabs:

Task Procedure
Close a window tab Click the x in the corner of an active window tab.

Grouped tabs: clicking the red x on the window tab

bar closes the active window.
Close all window tabs Click File > Close All
Switch window tabs Press CTRL+F8
Create a bookmark Drag a window tab to the Open button and then drop
it where you want it in the Open list. There may be a
slight delay while the list opens.
Reorder window tabs Drag a selected tab to the desired position on the
window bar.
View thumbnails of all open window tabs Click the Show Thumbnails icon next to the Open
button:

Use the typeahead feature to view the desired

thumbnail, and then double-click it to open the
window tab.

Related information
Bookmarks: links to favorite documents, pages, and applications
Working with bookmarks

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Working with grouped window tabs

You can set a user preference so that window tabs are opened in groups, instead of each individual document
opening in an new window tab. With grouped window tabs, when you open an IBM® Lotus® Notes® application, a
window tab opens. Then, each document you open from that application opens in the same window tab. A number
in the window tab tells you how many open documents are grouped in the window tab.

To select one of the open documents, select from the number list. To return to the primary view of an application,
click the window tab.

Closing a grouped tab

To close the active open tab, click the red x at the end of the window tab row. Make sure your focus is on the tab
you want to close before you click the x.

For information on how to set up your window tabs to open in groups, see the topic Windows and Themes
Preferences.

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Viewing advanced menus

A set of advanced menus can be displayed for the advanced user. Options on advanced menus are targeted more
for system administrators or designers, and include menus for tasks such as archiving or deleting Lotus Notes
applications, creating an embedded element, or debugging tools. If you cannot find the menu option you are
looking for, enable advanced menus using View > Advanced Menus.

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Bookmarks: links to favorite documents, pages, and applications

Bookmarks are links that point to IBM® Lotus® Notes® applications, views, documents, or Internet elements, such
as Web pages and news groups. You can copy and paste a bookmark as you would text or a document, and you
can drag and drop a bookmark to the Open list, another folder, or from one workspace page to another. Bookmark
folders organize your bookmarks. They can contain bookmarks or more folders. The following Bookmark folders
appear by default in the Open list when you first open Lotus Notes:

Favorite Bookmarks - use to store your favorite or most often-used bookmarks.

Applications (previously Databases) - Lotus Notes automatically puts copies of all your workspace icons
into the Applications folder. Each workspace page (tab) appears as a folder, and the workspace icons
appear as bookmarks inside each of those folders. You can open your workspace using the icon in this
folder.

More Bookmarks - contains a Lotus Links folder, which contains links to Lotus Web sites, the Internet
Search Sites folder, which contains links to sites you can use for Internet searches, the Startup folder,
which contains links to applications that start automatically when you open Notes, and a Create folder,
which includes bookmarks to documents you create frequently, such as memos or calendar entries.

History - similar to the history function in a Web browser. It keeps a chronological listing of bookmarks for
all documents, views, applications, and web pages you visit during the course of a day, with the most
current item at the top of the list. Dated subfolders within the History folder contain the bookmark lists from
the last seven days. The History view can present items by date, by site, or by title.

Internet Explorer Links - appear only if you have these browsers installed; they contain bookmarks for
Internet Explorer locations, or both.

Note You may not have all of these bookmark folders if you are updating from a previous version of Notes. Any
folders that you removed from your personal bookmark bar previously, will not appear in the Open list when you
upgrade your Notes client.

Viewing your Bookmarks

You can view your bookmarks in the Open list. You can arrange bookmarks by dragging and dropping them where
you want them. Bookmarks also have an extensive right-click menu.

Open list

Click the Open button to view a list of your bookmarks and bookmark folders.

View as a workspace

As an alternative to the default vertical list of bookmarks, you can display your bookmarks on the legacy
workspace page (that is, icons arranged in a grid and organized by tabs). To display the bookmarks in this way,
Click Open and then chose Workspace from the list. Or if you have docked the Open list, click the following icon:

graphic display of workspace

Go to top

Related information
Working with bookmarks
Working with window tabs

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Creating bookmarks
You can create a bookmark in a number of different ways including any of the following:

Right-click a document or window tab and choose Create Bookmark.

Drag a window tab to the Open list or a bookmark folder in the top section of the Open list.

Drag an IBM® Lotus® Notes® application icon on the workspace to the Open list or a bookmark folder.

In a Lotus Notes application, choose Create > Bookmark.

Note When you drag a bookmark to the Open list, there is a slight pause before the list opens. Once the Open list
displays, you can drop the bookmark in the desired location.

Related information
Bookmarking a Notes application
Working with bookmarks

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Working with bookmarks

You can easily customize and manage your bookmarks and bookmark folders using a number of different menus
and tools.

Context menus

Use the extensive right-click menu to perform a number of tasks. Some of the more common tasks are included
here:

Rename or remove a bookmark or bookmark folder. (Make sure you want to remove all of the bookmarks in
a folder before you remove it.)

You can copy a document or application window tab from the window tab bar to the Open list or a Bookmark
folder. Select the window tab of an open document or application, and drag the window tab to the Open list. After
a slight pause for the list to open, drop the item in the list or in a folder.

You can arrange bookmarks by dragging and dropping them where you want them in the Open list or in Bookmark
folders.

Related information
Bookmarks: links to favorite documents, pages, and applications
Working with window tabs
Inserting, renaming, and deleting image resources
Setting a bookmark as your home page

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The Open list

Use the Open list to open IBM® Lotus® Notes® applications, documents, bookmarks and bookmark folders, as
well as Lotus Documents, Presentations and Spreadsheets. The Open list displays icons and a brief description
for each item. To display the list, click the Open button.

Dock the Open list

To display only icons in a thin list along the edge of your window, right-click Open and then click Dock the Open
List. To view it as a full list once again, right click an open area of the thin list and uncheck the docking option.
This option is available on the View menu as well.

Type to find

Use the type-ahead feature by entering the first letter or two of the application you want to open at the Type to
find prompt.

Related information
Bookmarks: links to favorite documents, pages, and applications
Notes applications
Opening a Notes application

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Elements of a View
Views display specific documents with similar criteria. For example, your Mail has an All Documents view that
displays every document contained in the mail application, and a Sent view that displays only documents that you
sent. In a view, you can select, sort, or categorize documents. Views can also show information about the
documents listed in them, such as the name of an author or the date of creation. A view may show all documents
in an application, or only a selection of documents.

View icons

Some views, such as your Mail inbox, display icons in the view to show Sametime availability status, whether you
have responded to an email, messages marked for follow-up, and more.

Folders

Use folders to organize and display documents as you want to see them. Some folders display the amount of
unread documents.

Panes

There are three types of panes in Notes: the navigation pane, the view pane, and the preview pane. The
navigation pane (also called the navigator) on the left side of the screen displays all of your views and folders, plus
an expandable miniview for Follow Up messages, New Notices, or To Do items. To the right is the view pane,
which displays a list of the documents from the view or folder you select in the navigation pane. If you choose to,
you can open a preview pane to show the contents of a document.

Action bar

The views in a Lotus Notes application may include an action bar, which contains a row of buttons that you can
click to perform common tasks in the application. If there is an action bar, it appears above the column headers.

Related information
Working with views
Managing views with categories
Organizing documents into folders

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Creating or deleting a view

You can create views in Notes applications, as long as you have proper access. You can also delete any view that
you create.

To create a view
1. Select or open the application where you want to create a view.
2. From the menu, choose Create > View.
3. Enter a name for the view.
4. Choose a view type.
5. In the Select a location for the new view field, do one of the following:
 If you want the view to appear at the top level, do not select anything in this field.
 If you want your view to appear in a specific location, select the location in this field.
6. Click the Copy from button and do one of the following:
 Click Blank if you do not want to copy the style of another view.
 Click the view whose style you want to copy. If the style uses selection by formula, the view's
selection criteria appears in the Selection conditions field.
7. (Optional) If none of the existing views or folders of an application shows information the way you want to
see it, you can create a customized folder by clicking Save and Customize.
8. To add your own selection condition using a formula, select By formula, and then add the formula in the
space provided.
9. (Optional) To add a search condition, click the Add condition button.
10. Click OK to create the new view.

For information on customizing a folder and on formula language, see the topics "Creating a standard outline view"
and ormula Languagerespectively in the IBM® Lotus® Domino™ Designer Help. To download or view Lotus
Domino Designer Help, go to Lotus Documentation on the Web.

To delete a view
1. In the navigation pane, select a view to delete.
2. From the menu, choose Actions > View Options > Remove View.
3. Click Yes when you are asked if you want to remove the view.
Related information
Renaming a folder or view
Moving a folder or view
Creating or deleting a folder
The Access Control List

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Customizing how columns display in a view

You can customize how entry information displays in your views.

1. Open the view whose display you want to modify.

2. From the menu, click View > Customize This View.
3. Check the names of columns you want to display in the view.
4. Highlight a column and do any of the following to customize it:
 Click Move Up or Move Down to move the column to the left or right respectively.

Tip You can also move a column by dragging it to the desired position.

 Change the sort order for a selected column:

Ascending - the most recent documents appear at the bottom of the column.

Descending - the most recent documents appear at the top of the column.

None - to not allow column sorting

Change the column width.

In Calendar views, check Hide in this Calendar format only to hide selected columns for the
current view only. For example, in the One-week Calendar view, if you uncheck End, and then
select the Hide columns option, an end-time will not appear for entries when you view the One-
week format. However, it will appear in the other Calendar formats.
5. Under Entire View, make changes to line spacing and display for the entire view.
6. Click OK. Changes will take effect the next time you open this view.

Show all and untitled columns in your Inbox

The list of Columns to Display may include "Untitled" columns. Untitled visible columns display icons that relate
to a document and move with their adjacent column. For example, in your Inbox the columns that display icons
such as follow-up flags are untitled columns.

To see all of the Untitled columns in the list of columns to customize, you can select Show all. However, selecting
or deselecting Show all causes any customizations you may have set for the view to be lost.

If Show all is not selected, the icon column is not listed in the list of columns you can customize, but if you move
the Subject column the icon column moves with it.

If Show all is selected, you can move the Untitled columns independently of the titled columns.

Note To restore the original values in a view, click View > Customize This View and click Defaults.

Related information
Notes applications

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Working with views

Use the navigation pane to switch views easily. In addition, you can perform a variety of tasks from the View
menu, such as refreshing the view, showing only the unread or selected documents, or searching the view. For
views that have numerous documents organized under numerous categories, use the View > Expand/Collapse
options to expand or collapse the categories or subcategories you want.

If open a document in a view, and then accidentally close the view, you can open the view without closing the
document by clicking View > Go up to Parent View.

To show or hide the preview pane, from the menu click View > Preview Pane and then check or uncheck Show
Preview. You can display the preview pane on the bottom or on the side using the Show button, and then
checking Preview on Bottom or Preview on Side. You can also choose to hide the preview pane completely
using Show.

Related information

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Changing the preview pane location in an application

You can choose the display position of the preview pane in many of the applications you use. The default position
of the preview pane is at the bottom of the window.

Note Some applications may not support this feature.

1. Open an application.
2. From the menu, choose File > Application > Properties.
3. Click the Launch tab, and then click the Preview Pane Default button.
4. In the "Preview Pane" dialog box, click the icon for the pane arrangement you want. The blue area in each
icon indicates the position of the preview pane.
5. Click OK.

In Mail, Calendar and Contacts, you can change the position of the preview page from the Action bar by clicking
Show > Preview on Bottom or Show > Preview on One Side.

Related information
Elements of a View

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Managing views with categories

Categories help you organize data in views that contain many documents and move around in these views more
quickly. Categories can be sorted alphabetically, numerically, or by date. Depending on the application design,
categories may appear only when there are documents in them.

You can categorize your own documents in any view that has been designed to allow the use of Categorize. To
categorize documents created by other users in an application, you need Editor access.

To create a category or subcategory

Use the following steps to create a category or subcategory. Subcategories appear indented under category
names in a view.

1. Select the document to categorize.

2. From the menu, choose Actions > Categorize.
3. In the Add category field, type a category name. For subcategories, type a category name, a backslash (\),
and a subcategory name, for example:

Sales planning\Trade shows

4. (Optional) To create multiple new categories, separate names with commas, for example:

Sales planning, Trade shows

5. Click the Add button.

6. Click OK.

Working with categories

You can perform the following tasks from the Actions > Categorize menu:

To Do
Add a category to, or remove a category 1. Select one or more documents.
from a document. 2. Click Actions > Categorize.
3. Check one or more categories to add them; or remove
the check mark for one or more categories.
Rename a category 1. Select all of the documents under the category.
2. Click Actions > Categorize.
3. Remove the check mark from the existing category.
4. In the Add category field, specify a new name, then
click Add.
Delete a category 1. Select all of the documents under the category.
2. Click Actions > Categorize.
3. Remove the check mark from the existing category.

Notes

If you remove a document from all categories, the document appears at the bottom of the list of the
categories in the heading Not Categorized.

You delete a category from a view by removing all the documents from it. After you close and open the
Notes application, the deleted category no longer appears in the Categorize dialog box, and the documents
that are in the view appear as Not Categorized.
Related information
Elements of a View
Working with views

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Organizing documents into folders

Folders let you store and manage related documents. Folders are convenient because you can drag documents to
them.

You can keep a folder personal or share it with other users of an application. When you create a personal folder,
IBM® Lotus® Notes® stores it in one of two places:

In the Lotus Notes application (if the application manager has allowed it). This allows you to use your folder
at different workstations.

In your local data files. In this case, you use the folder only from your workstation.
Related information
Elements of a View
Finding which folder contains a specific document in Mail

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Creating or deleting a folder

To create personal folders in a Notes application, you must have at least Reader access in the Access Control List
(ACL) for the application. No one else can read or delete your personal folders. When you create a folder, the
design is based on the default view of the current application. However, you can select a different type or a
different style for your folder using Advanced options.

To create a folder

Use these steps to create a private folder using the default folder design for the application:

1. Open the application where you want to create the folder.

2. Click Create > Folder.

Tip In Mail, click the Folder button on the action bar, and then click Create Folder.

3. Enter a name, select a location for the folder, and then click OK.

To create a folder using Advanced options

To create shared folders or folders based on a style other than the application's default style, use the Advanced
options. To create shared folders in an application, you must have at least Editor access, with Create shared
folders/views access in the Access Control List. To use a style other than the default, you can select a folder
style, copy a folder style from another existing folder, or create your own attributes for a folder style.

1. Complete steps 1-3 above, and then click Advanced.

2. (Optional) Select a Folder type.
3. (Optional) Click Copy From to select a style of an existing folder. Select Blank if you do not want to copy a
style from any folder.
4. (Optional for application designers) Click Save and Customize for create a folder or view with a
customized design.

For procedures on how to customize a folder, see the topic esigning foldersin the IBM® Lotus® Domino™
Designer 8 Help. To download or view Lotus Domino Designer 8 Help, go to Lotus Documentation on the
Web.

To delete a folder

When you delete a folder, the documents that were in it remain in the All Documents view, unless you delete
each document in the folder first, and then delete the folder.

1. In the navigation pane, click the folder you want to remove.

2. From the menu, click Actions > Folder Options > Remove Folder.
Related information
The Access Control List
Shared and private views and folders
Creating or deleting a view
Working with bookmarks

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To add or move a document to a folder

1. Select a document.
2. Click Actions > Folder > Move to Folder.

Tip If the application includes a Folder action button, click the button to move a document. In some
applications, this option may be found by clicking Actions > Move to Folder.

3. Click a folder name, or click Create New Folder to create a new folder.
4. Click one of the following:
 Move - to put the document into a folder and remove it from other folders
 Add - to put the document into a folder without removing it from other folders

Tip You can also drag a document into a folder to move it.

Related information
Elements of a View
Dragging and dropping Documents and applications

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To remove a document from a folder

Removing a document from a folder does not delete the document from the application or remove it from views.
You can still find the document in any view where it was originally placed, such as the All Documents view.

Caution Do not use Delete on documents when you want to remove them from a folder because it deletes them
from the application.

1. Open the folder that contains the document you want to remove.
2. Select the document you want to remove.
3. Click Actions > Folder > Remove from Folder.

Tip If the application includes a Folder action button, click the button to remove a document. In some
applications, this option may be found by clicking Actions > Remove from Folder.

Related information
Organizing documents into folders

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Moving a folder or view

You can move the folders or views in the navigation pane into other unrelated folders or views.

To move a folder
1. Open the folder you want to move.
2. From the menu, click Actions > Folder Options > Move.
3. Select the location to put the folder into in the "Choose a folder" dialog box.

Tip For some Notes applications, such as your mail or Personal Journal, you can drag folders inside other folders.
You can only move private items into private items and shared items into shared items.

To move a view
1. In the navigation pane, select the view to move.
2. From the menu, click Actions > View Options > Move.
3. Select the location to put the view into in the "Move view name " dialog box.
Related information
Dragging and dropping Documents and applications
Creating or deleting a view
Creating or deleting a folder

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Renaming a folder or view

You can change the name of any personal folder or view. You can also rename any shared folder or view in an
IBM® Lotus® Notes® application where you have at least Editor access and Create shared/folders/views access
in the Access Control List.

To rename a folder
1. In the navigation pane, select the folder to rename.
2. From the menu, click Actions > Folder Options > Rename.
3. Enter a name, and then click OK.

To rename a view
1. In the navigation pane, select the view to rename.
2. From the menu, click Actions > View Options > Rename.
3. Enter a name, and then click OK.
Related information
Dragging and dropping Documents and applications
Creating or deleting a view
Creating or deleting a folder

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Your home page

IBM® Lotus® Notes® opens to your home page by default unless you set up Notes to open to an application, such
as Mail or Calendar. The default home page is a central location from which you can access your Mail, Calendar,
Contacts, To Do list, and your Personal Journal, as well as the new IBM Lotus productivity tools: Lotus
Documents, Lotus Presentations, and Lotus Spreadsheets.

Note The first time you open Notes, the Getting Started page opens. However, once you close this page, Notes
opens either to the Home page or to an application you have specified.

You do not have to use the default home page. You can create a new one using one of the formats provided,
including a portal-like page called "My Work."

To open your home page, click Open > Home.

Click any of the following topics:

Changing your current home page

Creating a new home page

Returning to first-time setup from a home page

Deleting a home page you created

Customizing a home page
Related information
Subscribing to Notes applications
Setting a bookmark as your home page

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Creating a new home page

You can create your own home page that includes information that is important to you from IBM® Lotus® Notes®
and the Web. To create a home page, you use the home page wizard. Do one of the following to launch the
wizard:

From the Lotus Notes setup page, click the Create my own button.

From the current home page, click the text Click here for home page options, then click the Create a
new home page button.

There are three types of home pages you can create:

Frames - A framed home page is a structured page that lets you choose the number and format of frames
to display. The frames can contain application views, action buttons, a preview pane, folders stored on your
operating system, Web pages, and a launch pad that lets you open various Notes and Web links right from
the home page.

Personal Page - A personal home page is a more free-form page contained in a single frame. You can
choose from a number of prefilled layouts, or use an Advanced layout and create your own layout. You can
add pictures, rich-text, Java™ applets, and embedded elements, such as an embedded date picker.

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My Work - This type of home page has portal-like tabs. Each tab is divided into multiple panes that display
your Mail, Calendar, To Do list, most frequently used Notes applications and Web sites, and so on. My
Work home pages help you organize and manage your daily tasks and communications with others in your
company.
Related information
Your home page
Using the My Work home page

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Changing your current home page

You can easily change your current home page to another layout or to another type of home page you have
created.

1. Click the Home window tab. If this tab is not visible, click Open > Home.
2. On top border of the home page, click the text Click here for home page options.
3. Under Current Home Page selection, select a home page from the list.
Related information
Creating a new home page
Returning to first-time setup from a home page
Your home page

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Deleting a home page you created

1. Open the home page you want to delete.
2. Click the text Click here for home page options.
3. Click Delete.
4. Click Yes in the Continue Delete dialog box.
Related information
Your home page

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Returning to first-time setup from a home page

1. From the top border of a home page, click the text Click here for home page options.
2. Click Return to first-time setup in the upper left corner.
Related information
Creating a new home page
Changing your current home page
Your home page

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Customizing a home page

Once you have created a home page, you can change the content and rearrange the layout of the page at any
time.

Click any of the following topics:

Displaying tips of the day or New Item buttons

Setting your Personal Journal

Editing a personal home page

Making permanent changes to a framed home page

Temporarily changing frame content on a framed home page

Refreshing home page content

Related information
Your home page

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Refreshing home page content

If you make changes in an application that is also displayed on a home page, you must refresh its frame on the
home page to see those changes reflected on the home page. Refresh the home page content using any of the
following:

Click inside one frame and choose View > Refresh to update the content of that frame.

Click the Refresh arrow in a frame's "switcher" to update the content of that frame.

Click the Refresh icon in the Notes toolbar to update the content in all frames.

Press SHIFT+ click the Refresh icon in the Notes toolbar to delete the displayed view's index and rebuild it.
Related information
Customizing a home page
Temporarily changing frame content on a framed home page

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Temporarily changing frame content on a framed home page

When you change the contents of a frame temporarily, the contents change until you close IBM® Lotus® Notes®.
The next time you open Notes, the original contents of the frame that you chose when you first set up your home
page reappear.

You can change the contents of a frame temporarily, for your current session of Notes only. The next time you
open Notes, the contents of the frame return to those you selected when you set up your home page initially.

Note This option is not available from a Basics home page.

1. Open a framed home page.

2. Click the arrow on the right side of the frame that you want to change.
What do you want to do? Then click
Link to Mail, Calendar, Contacts, Personal Journal, and To Do
Everyday tasks
Display your Mail Inbox
Inbox
Display the your Trash view
Trash
Display your Calendar
Calendar
Display your To Do list
To Do
Display your subscriptions so you can check your latest subscription
Subscriptions
notifications
Display a Web page of your choice
Web page
Open any Notes application that you have access to and display the
view you choose Database

Access and display any folder in your operating system

File folder
Note Not available on Macintosh or on Linux®
Refresh or update the content in a frame

Restore the original content in the frame

Restore

Tip You can resize any frame on a home page by dragging the border.

Related information
Customizing a home page
Making permanent changes to a framed home page
Refreshing home page content

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Making permanent changes to a framed home page

1. Open a framed home page.
2. Click the top border of the home page that says Click here for home page options.
3. Click Customize this page.
4. Select an item that you would like to customize in the Home Page Customization dialog box.
5. When it opens, use the home page wizard to change the content of your home page.
Related information
Customizing a home page
Temporarily changing frame content on a framed home page

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Editing a personal home page

You can change the type of content for some of the fields on personal home pages.

1. Open a personal home page.

2. Click the top border of the home page that says Click here for home page options.
3. Click Edit this page.

Tip For details on how to use the field helpers and change the content of your personal home page click
the question mark icon.

4. Click the arrow next to any field helper displayed on the home page, and then select the type of content you
want to add, such as pictures or attachments.
5. Click the icon on the field helper, and then browse to select an item to add to your home page.
6. Click Save.

Related information
Your home page
Creating a new home page

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Displaying tips of the day or new item buttons

On the Basics With Calendar home page, you can display tips of the day, which are helpful hints for using IBM ®
Lotus® Notes®. You can also display the New Item buttons, which you can use to create a new Mail memo,
Calendar entry, Contact, To Do item, or Journal entry directly from your home page.

1. If your current home page is a Basics with Calendar home page, go to step 3; if it is not, continue to step 2.
2. Click the text Click here for home page options, and then select Basics with Calendar from the Current
Home page selection list.
3. From the Basic with Calendar home page, click the text Click here for home page options.
4. Select one or both of the following Hide tips of the day or Show 'New Item' buttons.

Related information
Customizing a home page
Creating a new home page

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Setting your Personal Journal from a home page

Once you create a journal application, you can access your personal journal by clicking the Personal Journal
button from a home page. You set your journal from a asics with Calendarhome page.

1. If your current home page is a Basics with Calendar home page, go to step 3; if it is not, continue to step 2.
2. Click the text Click here for home page options, and then select b>Basics with Calendarfrom the Current
Home page selection list.
3. From the Basic with Calendar home page, click the text Click here for home page options.
4. Click Set Journal and select one of the following:
 I do not yet have a Personal Journal - Enter a file name for your journal. Check Make local
journal secure if you want to enforce a consistent ACL across all replicas of your journal file, so no
one else can modify it or access it. Click Create new journal. Your journal file is created locally
(Notes\Data folder).
 I have a Personal Journal - If you already have a Personal Journal application, click Select
Person Journal, and then select your journal from the Application list in the Choose Application
dialog box. Make sure to keep the server as Local, then click Open. Click Done if the correct file
name of your journal appears in the dialog box.
Related information
Customizing a home page
Creating a new home page
Creating a Personal Journal

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The sidebar
The sidebar provides constant access to your IBM® Lotus® Sametime® Contacts, Calendar, Feed Reader, and
Activities. You can change which of these applications displays in your sidebar. Each of the panels includes
navigation controls and a panel menu that you can use to manipulate the panel (including floating or removing the
panel), as well as context commands for the application.

Note Depending on your organization, you may not have all of these applications in your sidebar.

The sidebar has three view states: open, thin (the default), and closed. The first time you open IBM Lotus Notes®
8, the sidebar is in the thin state. Click the arrow on the side of the sidebar to open or close it. The image below
shows the sidebar in the open state:

To determine which applications display in the sidebar, View > Sidebar Panels, and then check applications to
include them in your sidebar, or uncheck to remove them.

You can use the controls on the sidebar to access the panel menus or to collapse to thin mode, which displays
only icons:

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If you close the sidebar completely, the arrow moves to the side of the Lotus Notes window. To reopen the
sidebar, click the arrow or View > Sidebar > Open.

Floating the sidebar

You can float any of the applications in the sidebar, which removes the application from the sidebar and opens it in
its own window. To float an application, click the application's panel menu, and then choose Open in New
Window. To return the application to the sidebar, simply close the application window.

Note The first time you open a sidebar application, it may take a little longer to load than usual. This should not be
the case the next time you open it.

Related information
Elements of Lotus Notes

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Using type-ahead
You can use the type-ahead feature in many dialog boxes, in views, in preferences, and in the Open list.

In dialog boxes

You can use type-ahead in many of the fields to search for users, servers, file names, or applications in a list. Type
the first letter or two of the name, the first name beginning with those letters is automatically selected. Press Enter
to choose the selection.

In a view

You can use the type-ahead feature in a view to quickly find a particular document or category. In a view, this
feature opens a "Starts with" dialog box. To search a view using type-ahead, first sort the view the way you want to
search (by name, or subject for example). The search text must match the way the view is sorted. For instance, in
a view sorted by "last, first name," you must start typing the last name, not the first name.

Tip Click anywhere inside the view to make sure the view contains the focus, and then start typing.

In preferences

In File > Preferences (Macintosh OS X users, Lotus Notes > Preferences), enter text at the Type filter text
prompt.

In the Open list

In the Open list, enter text at the Type to find prompt; click Clear to remove the text and enter another selection.

Related information
Elements of Lotus Notes
Sorting columns

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Getting Help
You can view IBM® Lotus® Notes® help in the following ways:

Dynamic Help pane - Also called context-sensitive Help, the help that displays in the Dynamic help pane is
specific to the task you're performing

Help Contents window - View complete Help on all areas of the Lotus Notes product you're using.

Depending on how you are viewing help, you can customize your help experience. For example, in the Dynamic
Help pane, you can define other search engines and add Web searches to your search scope. In the Help
Contents window, you can bookmark favorite topics. You can refine your search scope in both Help interfaces.

Performing a simple Help search

You can search Help from either the Dynamic Help pane or the Help Contents window. Specify a term to search
on, such as "schedule a meeting" and then click Go. (If you are searching from Dynamic Help, click the Search
link at the bottom of the Help pane first.)

The Dynamic Help pane

Dynamic (context-sensitive) help is available in most areas of Lotus Notes including dialog boxes and properties
boxes. To see it, press F1, choose Help > Dynamic Help, or click the question mark on any dialog box or
properties box.

Refining the search results

To refine your search to search only specified topics.

1. Click search.
2. Click search scope, and then click Advanced Settings.
3. Click Local Help, and the select Search only the following topics.
4. In the Working set content tree, select the Help topics you want to search.
5. (Optional) Depending on your organization, you may not have access to all Lotus Notes capabilities.
However, you can still see help topics relating to those features, by clicking Include results about
disabled capabilities.

Extending the search scope

You can broaden your search scope to include an info center or Web searches. If your organization has an internal
Web site with customized help for Lotus Notes applications, you can include that as a search scope.

1. Click Search, and then click Search Scope to see a list of search engines. (Depending on how your Lotus
Notes account is set up, you may not see any search engines listed.)
2. To add a new scope, Advanced Settings, and then click New.
3. Select a type of search engine from the list, and then click Finish (by default Local Help is already on your
list):
 Info Center - Specify the URL for the info center you wish to add, and then apply your changes. The
next time you search Help, you will be able to search from this new scope.
 Web Search - Open a browser, enter a search string, such as "replication." When results are
displayed, copy the entire contents of the URL field into the URL template space in the Search
Scope dialog box. Substitute the words you entered as your search string (replication in this case)
with the string {expression}. The next time you search Help, you will be able to search from this
new scope.

Viewing bookmarked topics

Although you cannot bookmark a topic in the Dynamic Help pane (you must create bookmarks from the Help
Contents window), you can view topics you have bookmarked. To see a list of bookmarked topics, click
Bookmarks:

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The Help Contents window

To see all the Help available, choose Help > Help Contents from the main menu. When you do, Help opens in its
own window. If you are in Dynamic Help and you want to see a full list of topics, click the All Topics link to display
all topics in the Dynamic Help pane.

Refining the search results

To refine your search to search only specified topics.

1. Click search scope, and then Select Search only the following topics.
2. Click New, provide a List name for your refined search. Required, you will not be able to save this list
without filling in this field.
3. In the Topics to search tree, select the Help topics you want to search.

Note When you refine the scope this way, the newly defined scope becomes the default scope. To return to a
search scope of all topics or another scope, click the Search scope link and choose from the list of defined
scopes.

Bookmarking a topic

In the Help Contents window, you can bookmark topics that you want to return to frequently.

1. Open the topic you want to bookmark.

2. Click the Bookmark Document icon .

Viewing bookmarked topics

When you bookmark a topic, the bookmark does not display in the list of topics. To see a list of bookmarked
topics, click the Bookmarks button:

Locating a topic in the table of contents

If you have followed links to a topic of interest and would like to see where this topic is located in the table of
contents, click the Show in Table of Contents icon .

Related information
Elements of Lotus Notes

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Status bar: current state information

The status bar appears at the bottom of the IBM® Lotus® Notes® main window. As you work in Lotus Notes,
system messages and features appear in the status bar. The status bar is context-sensitive. The messages and
features that appear in the status bar depend on the task you are performing and where you are in Lotus Notes.

The status bar in Lotus Notes shows:

Whether Lotus Notes is accessing the network (a lightning bolt appears).

A history of all messages for the session.

Your level of access to the current application and your membership in groups and roles (click the key
icon).

Whether an open mail message has been encrypted and/or digitally signed by the sender.

Your current location and switch to another location.

The progress of tasks that Lotus Notes performs in the background (for example, saving attachments or
replicating applications).

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Using the preview pane

You can preview documents using the preview pane, so you don't have to open and close each document.
Previewing allows you to see part of a document's contents without having to open the actual document. The
preview pane is a separate frame that opens in the view you are in, exposing a part of the document that is
selected. By default, each time you access an application, the preview pane opens in the state it was in when you
closed the application.

Task Procedure
Open or close the preview pane
On the menu bar, click View > Preview Pane >
Show Preview

Click the arrow on the Preview Pane border

In Mail, Calendar, or Contacts, on the action
bar, click the Show and then select an option
Enlarge the preview pane Click View > Preview Pane > Resize Preview

Note To display the list view again after you have

enlarged the preview pane, drag the top of the preview
pane down to the desired size.
Resize the preview pane Place the mouse pointer over the pane's border until
there is a double-sided arrow and drag.
Preview a main document from a response From an open a response document; click View >
document Parent View.
Preview the contents of a document link found in a From an open a document; click View > Document
document Link Preview. Right click the document link you want to
open in the preview pane.
Rearrange the position of the preview pane in Mail, On the action bar, click Show and then click one:
Calendar, or Contacts

Preview on Bottom

Preview on Side

In addition, if you have access to edit the application, you can change how the preview pane displays by editing
the application properties. See Changing the preview pane.

Related information
To mark documents as already read when you preview them
To change what displays when you open a Notes application

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Using the embedded browser

The embedded browser lets you open and navigate Web pages directly from within IBM® Lotus® Notes®. The
Address bar keeps a history of Web addresses that you type.

Do any of these tasks:

To open the Web browser, click the Open button and then click Web browser.

To open a Web page, enter a Web address in the Address bar at the top of the window, and then click the
Go button.

To open a link from a document, click the link.

To open more than one instance of the browser while using the embedded browser, click the Open button
and then click Web browser again.

To bookmark a Web page, click Create > Bookmark.

From the embedded browser toolbar, do any of these tasks:

To go to the previous page, click Back.

To go to the next page, click Forward.

To stop the Web page from loading, click the Stop button.

To reload the Web page, click the Refresh button.

To return to the page that is set as your Home page, click the Go home button.

To print the Web page that is displayed, click the Print button.

To change the page settings for printing the displayed Web page, click the down-arrow next to the Print
button and then click Page Setup.

To preview how the displayed Web page will look printed, click the down-arrow next to the Print button and
then click Print Preview.
Related information
Web browser preferences
Bookmarks: links to favorite documents, pages, and applications

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Viewing collaboration history

You can view a history of collaborations that you have had with one of your contacts, such as e-mail, chat
transcripts (if you have saved them), or shared documents. Collaboration history includes all activity with a
selected contact for the previous two weeks.

Location Steps
From any view 1. Right click a name.
2. On the right-click menu, the name appears at the top of the list. Click the
name and then click View Collaboration History.
From Contacts 1. Click a name to select it.
2. Click the arrow next to the Chat icon, and then click View Collaboration
History.

Notes

Collaboration documents themselves are not saved to this dialog. Documents listed in the Collaboration
History dialog box are simply pointers to the actual documents.

When you save a chat, you can save it locally or to your mail file. Only chats saved to your mail file show in
your collaboration history.
Related information
Viewing recent contacts

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Working online or offline

Most people use IBM® Lotus® Notes® in one of two common ways:

Online

You work online by connecting to a server and transmitting and receiving data as you work with applications on a
server.

Note "Online" in this sense means using Lotus Notes with applications on Domino™ servers, not using the
Internet.

Offline

You work offline by using offline copies of Notes applications (local replicas) and a dialup or LAN connection to
Domino servers. Occasionally, you will connect to a server so that you can exchange (replicate) data between
your local replicas and the applications on the server.

Tip Transmission speed for LAN or broadband connections is usually fast enough that working online makes the
most sense. Exceptions to the "online is best" rule for those types of connections are:

A local replica can open or save a large document or refresh a view in a large application faster than
communicating with the server for the same tasks

A replica lets you use an application that exists on only one server when that server is unavailable

Note You can also work with offline copies of some portal applications and exchange (synchronize) data
periodically with an IBM® WebSphere® Portal server. For more information, see the topic "Making portal
applications available offline" in the Portal Applications Catalog section of Help.

Related information
Using Notes offline
Switching to a different location
Mail settings for a location

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Replication page: staying current with servers

The Replication page lets you synchronize your offline copies of IBM® Lotus® Notes® applications with those
applications on an IBM® Lotus® Domino™ server.

There can be multiple synchronized copies, or replicas, of a single Notes application (.nsf file), on multiple servers
or workstations. This lets users on various networks in a variety of places share the same information.

When you replicate, Lotus Notes updates the replicas, copying changes from one to the other, to make all replicas
identical.

From the Replication page, you can also send outgoing Internet mail, receive POP mail, refresh the design of
some applications, synchronize your local Contacts with a copy in your Mail, or check schedules in the Busy Time
application.

For more information, see Using Notes applications offline and A guide to using the Replication page.

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Printing
You print a single document or multiple documents at the same time. You can also print views (lists of documents
in an IBM® Lotus® Notes® application) and the framesets found in both Notes and the Web. You can also preview
your print jobs before you send them to the printer, or you can process print jobs in the background.

Refer to the topic Printing Contacts to see how to print address labels from your contact entries. The topic Printing
the calendar or to do list provides specific instructions for printing your calendar and to dos.

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Printing documents
You can print a document while it's open, or select document(s) in a view and print them.

To print a document
1. Open the document you want to print.
2. From the menu, click File > Print.
3. Select a printer.
4. (Optional) In the Print Range section, if you do not want to print all the pages in a document (the default)
specify a range of pages, or choose Current Page.
5. Under Print Tabbed Tables, choose how to handle the tabbed pages:

Each tab individually - to print each tab, regardless of the tab that is currently visible

As displayed on screen - to print only the tab that is visible

6. (Optional) In the Print Quality section, make any of the following selections:
 To print faster (with reduced print quality), select Print as draft.
 To print pictures at their original size, select Scale all graphics to 100%.
 If you plan to preview the print job and want to do so in color, select Preview in color.
7. (Optional) In the Copies section, you can:
 Enter the number of copies you want printed (default is one copy).
 Select or deselect Collate copies.
8. Click OK.

Note If you are printing internet mail that includes html, the print dialog that opens is a browser-based print dialog,
not the IBM® Lotus® Notes® print dialog. If however, you forward the mail, you can print the document before you
send the forwarded message using the Notes print dialog.

Macintosh users
1. Open a document, or click its title in a view.
2. From the menu, click File > Print.
3. (Optional) Specify any of the standard Macintosh print options you want, such as the number of copies or a
range of pages to print.
4. (Optional) To specify print quality options, in the drop-down menu whose default is Copies & Pages (OS
X), choose Notes, then click the Notes Options button. Click OK.
5. Click Print.

To print multiple documents

You can print multiple documents in IBM® Lotus® Notes® without having to open each one first.

1. Select the documents in a folder or view.

2. From the menu, click File > Print.
3. Choose Selected documents in the What to Print section.
4. In the Print Range section, keep the All pages (the default) selection.
5. (Optional) In the Print Quality section, make any of the following selections:
 To print faster (with reduced print quality), select Print as draft.
 To print pictures at their original size, select Scale all graphics to 100%.
 If you plan to preview the print job and want to do so in color, select Preview in color.
6. (Optional) In the Copies section, you can:
 Enter the number of copies you want printed (default is one copy).
 Select or deselect Collate copies.
7. (Optional) Click the Documents Style tab for options on how to print each document and to select an
alternate form.
8. Click OK.

Go to top

Macintosh users
1. Select documents to print.
2. From the menu click File > Print.

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3. (Optional) Specify any of the standard Macintosh print options you want, such as the number of copies or a
range of pages to print.
4. (Optional) To specify print quality options, in the drop-down menu whose default is Copies & Pages (OS
X), choose Notes, then click the Notes Options button. Click OK.
5. Click Print.

Go to top

Related information
Previewing a print job
Printing a view
Printing contact entries as labels
Printing Contacts
Printing framesets
Setting up the page for printing
Selecting a different printer
Selecting documents in a view

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Printing to an external file

You can print document(s) to an external file, such as an ASCII or PostScript file. The documents are not actually
printed but saved in a file that you specify on your hard drive. In Windows, you must set up a PostScript printer
before printing to a file.

To set up a PostScript printer in Windows

1. From the task bar at the bottom of the screen, choose Start > Settings > Printers and Faxes.
2. Select a PostScript printer.
3. Click File > Properties.
4. Click Details.
5. Under Print to the following port, select an option starting with FILE:.
6. Click Apply and then OK.

To print to a file
1. Click File > Print.
2. Do one of the following under What To Print:
 To print one or more documents, select Selected documents.
 To print a list of documents, select Selected view.
3. In the Name field under Printer, select a PostScript printer description with on FILE: as the Type
description. Click OK and enter a file name.
4. Click OK.

Tip If you have access to more than one printer, you can set up one printer, with the appropriate driver, to always
print to a file. Then, when you want to go from printing documents to printing files, you can switch printers in the
Print dialog box.

Macintosh users
1. Do one of the following:
 To print one or more documents to a file, select the document(s) in any view where they appear.
 To print a list of documents in a folder or view to a file, switch to the folder or view and select the
document(s)
2. Click File > Print.
3. For OS X, in the drop-down menu whose default is Copies & Pages, choose Output Options and select
Save as File.
4. (Optional) Specify a format. For more information, refer to your Macintosh OS Help.
5. Click Print.

Go to top

Related information
Printing a file attachment

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Printing a view
In IBM® Lotus® Notes® applications, views are essentially lists of documents; you can print all the text that
appears in the list.

To print a view
1. Select the view or folder.
2. From the menu, click File > Print.
3. Select Selected view in the What to Print section.
4. (Optional) To print a range of pages (rather than all the pages that make up a view), enter values in the
From page and to fields in the Print Range section.
5. (Optional) In the Print Quality section, make any of the following selections:
 To print faster (with reduced print quality), select Print as draft.
 To print pictures at their original size, select Scale all graphics to 100%.
 If you plan to preview the print job and want to do so in color, select Preview in color.
6. (Optional) In the Copies section, you can:
 Enter the number of copies of the view you want printed (default is one copy).
 Select or deselect Collate copies.
7. Click OK.

Tip To print a list of just some of the documents in a view, rather than a list of all its documents, select the
documents you want in the printed list after Step 1. Then complete steps 2 through 7.

Macintosh users
1. Switch to a folder or view.
2. (Optional) To print a partial list of documents, select the documents to print.
3. From the menu, click File > Print
4. (Optional) Specify any of the standard Macintosh print options you want, such as the pages or number of
copies you want to print.
5. (Optional) To specify print quality options, in the drop-down menu whose default is Copies & Pages (OS
X), choose Notes, then click the Notes Options button.
6. Under What to Print, click Selected view.
7. Click OK, then click Print.

Go to top

Related information
Selecting documents in a view
Printing documents
Printing framesets
Printing Contacts
Previewing a print job
Selecting a different printer

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Documents Style options

When printing selected documents from a view, you can control how the documents are printed.

How To Print Each Document

If you want to... Select...
Print each document on a new page Print each document on a new page
Send each document to the printer as a separate print Print each document as a separate print job
job
Add one blank line between documents Print continuously with one blank line between
documents
Omit blank line between documents Print continuously with no blank lines between
documents
Print each document after the previous one on the Print multiple documents on each page
same page

Note This option is available only for local

applications whose design includes form(s) with the
Include in print option selected. It is useful for
printing labels from your Contacts.

Format Each Document Using

If you want to... Select...
Print the document using its current form The document's standard form
Print the document in a different form that you can An alternate form, and then choose from the list
choose

Page Numbering

These options are available only if Print each document on a new page is selected under How To Print Each
Document.

If you want to... Select...

Reset the initial page number to 1 for each document Reset page number to 1 for each document
Have the page range specified in the Printer tab Page range applies to each document
apply to each individual document (rather than the
entire set of documents)

Related information
Printing Contacts

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Creating headers and footers for printing

You may want to add a header or footer to the pages of the IBM® Lotus® Notes® documents you print. For
example, you use headers or footers to add page numbers to printed documents.

Header and footer information can apply to all of the documents in an application, or to a particular document. The
header and footer you create for an application prints with all documents in the application, unless you set up a
different header and footer for the document.

Note Application header and footer information also appears when you print a list of documents in a folder or view,
a Calendar view, or a list of calendar entries.

To create a header or footer

1. Open a document or an application.
2. From the menu, choose File > Document Properties (or File > Application Properties to assign a
header or footer for all the documents in the application).
3. Click the Printer tab.

4. Select Header or Footer.

5. Enter any text you want to appear in the header or footer in the Header/Footer text field.
6. (Optional) Use the information in the table below to insert page numbers, total number of pages, date, time,
tab, or title automatically.
To insert Click this button
The page number ('&P' in the Header/Footer text
field)
The total number of pages ('&Q' in the Header/Footer
text field)
The date you print the document ('&D' in the
Header/Footer text field)
The time the document is printed ('&T' in the
Header/Footer text field)
A tab ('|' in the Header/Footer text field)

The document title ('&W' in the Header/Footer text

field)

7. (Optional) Under Format, change Font, Size, or Style for the header or footer text.
8. Click the check mark to save your changes, or the x to cancel them.
9. (Optional) To prevent headers and footers from appearing on the first page, clear the Print header and
footer on first page option.

Tips for aligning text in headers and footers

When you have multiple items in a header or footer, be sure to enter spaces or tabs between them. Items
that are not separated in this way will run together in the printed output. For example, to print Page 1 of 4
(and so on) in a header/footer, insert Page &P of &Q in the Header/Footer text field.

To specify a multi-line header or footer, press ENTER at the end of each line.

Use the Print Preview command to see how headers and footers look before you actually print.

Use tabs.
Comments Example
Without them, text is left-aligned. LEMON

To center text, insert one tab on each side of the text. |LEMON|

To right-align text, insert two tabs before the text. ||LEMON

To left-align some text and right-align the rest, insert &D|&T

one tab between the text.

To left-align some text, center some text, and right- LEMON|&T|CONFIDENTIAL

align the rest, insert two tabs.

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Go to top

To delete headers and footers

1. Open the document or application.
2. From the menu, choose File > Document Properties (or File > Application Properties to assign a
header or footer for all the documents in the application).
3. Click the Printer tab.
4.

5. Delete the contents of the header or footer.

Related information
Setting up the page for printing
Printing documents

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To print in the background

By default, IBM® Lotus® Notes® prints in the foreground and at least momentarily interrupts other work. You can
set printing to occur in the background so you can continue working while Lotus Notes performs intensive printing
tasks.

1. Click File > Preferences.

2. Click Basic Notes Client Configuration.
3. Under Additional Options, select Process Print requests as a background task.
4. Click OK.

Macintosh users

In OS X, background printing is always on. For more information, refer to your Macintosh OS Help.

Related information
Basic Notes client configuration preferences
Printing

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Preferences
You can customize IBM® Lotus® Notes® so that it runs and displays just the way you want it to. You can set
preferences for the following features:

Basic settings that determine the look and feel of your Notes client

Your Mail, Calendar and to do, and Contacts applications

Replication

Sametime Connect

The Lotus Productivity Tools, such as Lotus Spreedsheets (if you downloaded them)

Activities or Webspere Portal accounts (if your organization uses them)

To set Preferences, click File > Preferences (Macintosh OS X users, Lotus Notes > Preferences).

Be aware that some of the preferences you set will not take effect until the next time you start Lotus Notes;
showing a warning message when you modify one of the preferences that requires restart.

Related information
Automating tasks using simple agents
Searching for information

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Accounts preferences
See the following IBM® Lotus® Notes® Help topics:

Creating and editing accounts from the Notes preference panel

Account preference fields and options

Creating an account using preferences

Editing an account using preferences

Deleting an account using preferences

Changing an account password

Example -- Setting the Instant Messaging account to use the Home Portal password
Related information
Creating and editing accounts from the Notes preference
Creating an account using preferences
Editing an account using preferences
Deleting an account using preferences

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Activities preferences
You can set preferences to configure the login to the Activities server and to control the default display of the
Activities sidebar panel.

See the following topics for information about setting Activities preferences:

Setting Activities server preferences

You can provide your Activities password or specify the address of the Activities server in the Activities
preferences page.

Setting Activities preferences

Use the Preferences window to control the following Activities panel behavior: the default view for listing
activity entries; the use of a preview pane that displays summary information about items clicked in the
Activities panel; and the display of search results.

Setting activity entries to open as tabs or windows

You can set theme preferences to control whether Activities opens items in windows or in tabs.

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Setting Activities server preferences

You can provide your Activities password or specify the address of the Activities server in the Activities
preferences page.

The Activities Server Settings section of the Activities preference page contains the information required to log in
to the Activities panel of the sidebar. To set the Activities server preferences, complete the following actions:
1. From the Notes menu, select File > Preferences.
2. Click Activities.
3. Fill in the following fields in the Activities Server Settings section:
Field Description
Server URL Type the Web address of the Activities server, beginning with either https:// or http://

For example, https://activities.example.com

If you know that the Activities server requires a secure, encrypted connection, begin the
address with https://
User name Type your user name for logging in to the Activities server.
User Type your password for logging in to the Activities server.
password

4. Click Apply to save your changes, and then click OK to close the Preferences window.
The next time you use Notes, the new settings are used to log you in to Activities automatically.
Parent topic: Activities preferences
Related tasks
Setting Activities preferences
Setting activity entries to open as tabs or windows

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Setting Activities preferences

Use the Preferences window to control the following Activities panel behavior: the default view for listing activity
entries; the use of a preview pane that displays summary information about items clicked in the Activities panel;
and the display of search results.

1. From the Notes menu, select File > Preferences.

2. Click Activities.
3. Complete the information in the following fields:
Field Description
Show activity entries in Choose one of the following options:

List view – Choose this option to order entries by the date they were
added.

Outline view – Choose this option to order entries by conversation, with
each reply subordinated to its parent entry.
Show preview pane Select this option to display a preview when you click an activity or activity
entry in the sidebar. You can also set this preference from the menu icon in the
Activities title bar by selecting Slideout Preview.
If only one item is returned Select this option to display an activity or an activity entry automatically when it
from a search, automatically is returned as the sole result of a search.
open it
For example, when this option is selected, if you search activities by person
and select a person with whom you have only one activity in common, that
activity opens automatically in the sidebar.

By contrast, if the option is not selected, the activity would be displayed in the
sidebar, but you would have to double-click it to open it.

4. Click Apply to save your changes, and then click OK to close the Preferences window.
Parent topic: Activities preferences
Related tasks
Setting Activities server preferences
Setting activity entries to open as tabs or windows

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Setting activity entries to open as tabs or windows

You can set theme preferences to control whether Activities opens items in windows or in tabs.

Complete the following steps:

1. From the Notes menu, select File > Preferences.
2. Click Windows and Themes.
3. Choose how you want to open documents from the following options:
 Open each document in its own window – The New Activity form and entries that you create or open
are displayed in a separate window.
 Open each document in its own tab – The New Activity form and entries that you create or open are
displayed in a new tab in the main Notes window.
 Group documents from each application on a tab – The form for a new activity or for new entries are
displayed in a separate window. Messages, To Do entries, or file entries that you open are displayed
in a separate window. Bookmark and Notes document entries are displayed in shared tabs in the
main Notes window. The first Bookmark or Notes document that you open is displayed in its own
tab. Subsequent Bookmark or Notes document entries you open are displayed in the same tab as
the previously opened entry of the same type; the Bookmarks share one tab and the Notes
documents share another. You can switch between entries by clicking the numbered down arrow in
the tab label.
4. Click Apply to save your change, and then click OK to close the Preferences window.
Parent topic: Activities preferences
Related tasks
Setting Activities server preferences
Setting Activities preferences

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Feed reader preferences

This preferences dialog box allows you to specify default values for adding new subscriptions to the feed reader.

Specify the frequency with which the feed reader checks the feeds for new content.

Specify the length of time to maintain downloaded feed content in the feed reader pane.

Select any or all of the following options:
 Show "Subscribe to preset feeds" button on the toolbar to enable the option to use preset feeds
 Show feed preview pop-up window to enable the option to preview feed entries without having to
open the browser.
 Mark items viewed with preview window to mark feed entries as read if you read them in the preview
window.
Controls for subscribing to and managing feeds are found in the feed reader application.
Related concepts
Feed readers
Related tasks
Adding feeds to the reader
Managing feed subscriptions
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Basic Notes client configuration preferences

Click any of these topics.

Display

Change the default fonts

Startup and shut down

Check for subscriptions

Scan for unread documents

Turn on scheduled agents

Automatically save documents in-progress to a local application

Change the local application folder (data directory)

Change how you empty trash

Additional options

Mark documents read when opened in preview pane

Make Internet URLs (http:// ......) into Hotspots

Textured Workspace

Right double-click closes window

Enable Java™ applets

Enable JavaScript™

Enable Java access from JavaScript

Enable JavaScript error dialogs

Accept Cookies

Process Print requests as a background task

Disable View updates as a background task

Retain View column sorting

Enable MS Office 97 SendTo to Notes

Use Web palette

Show extended accelerators

Enable MIME save warning

Enable Unicode display

Launch the CORBA (DIIOP) server on Preview in web browser

Standard dialog boxes

Strict Date/Time Input

Show in-line MIME images as attachments

Disable embedded browser for MIME mail

When text language is unspecified, use the form's

Invoke Notes on vCard files

Prompt for location on startup

Use inline autocomplete in the address bar

Use TAB to navigate Read-Only documents

Use Accessibility Keyboard navigation

Enable persistent breakpoints in LotusScript debugger

Enable Icon Popup Help in View

Expand Names field contents when printing

Start print preview on current page

Use Notes (not Web) query syntax in the view search bar

Treat shortcuts as files when selecting in file dialogs

Disable type-ahead for all name fields and use the Notes Basic type-ahead

Do not prompt when marking all documents read or unread

Do not prompt when exiting from Notes or Domino Designer/Administrator

Do not prompt when closing a document with edited attachments

Do not prompt when forwarding a document with edited attachments

Secure your Notes window

Go to top

Related information
Preferences
Securing your data

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Calendar and To Do preferences

Use Calendar and To Do preferences to set calendar and to do display options, specify your free time schedule,
set automatic alarms, set up automatic responses to meeting invitations, change the color of calendar entries, and
specify default rooms and resources for meetings. To set calendar and to do preferences, click More at the top of
the calendar, click Preferences, and then click any of these tabs:

Display - Entries

Display - Views

Display - Notices

Scheduling

Scheduling - Scheduler Display

Alarms

Autoprocessing

Colors

Rooms & Resources

Tip To change regional preferences that affect the calendar, such as the first day shown in calendar week views,
see Changing regional calendar preferences.

Related information
Changing regional calendar preferences
Changing display of the calendar
Changing time slot display
Calendar view options
Mail preferences
Delegating access to your mail, calendar, to do list, and contact list
Delegating access to your schedule information

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Access & Delegation preferences

You can specify preferences for access to your mail, schedule information that displays in meeting entries, and
shortcuts to other people's mail and contacts (for people who have delegated access to you).

Delegating access to your mail messages, calendar entries, contact entries, and to do items

Delegating access to your schedule information for meeting scheduling

Creating shortcuts to other people's mail

Creating shortcuts to other people's contacts
Related information
Delegating access to your Contacts

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Changing regional calendar preferences

You can set regional preferences such as the first day shown on the calendar in a week.

1. Click File > Preferences.

Macintosh OS X users: Click Lotus Notes > Preferences.

2. Click the plus sign beside Calendar and To Do, and then click Regional Settings.
3. Do any of the following:
Task Description
Change the first day Select a day in the Calendar view starts on field.
shown in the calendar
week and month views
Change the first day Select a day in the Date picker starts on field.
shown in the date picker
Change the first day Select a day in the Popup calendar starts on field. The popup calendar displays
shown in the popup when you click the icon next to a date field to select a date.
calendar
Change the direction of Select a direction in the Date picker/popup calendar direction field.
the date picker and
popup calendar

Related information
Calendar and To Do preferences
Changing time slot display

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Contacts preferences
You can set preferences for your Contacts. In addition to Contacts preferences, you can set a Mail preference to
allow someone else to manage your Contacts.

1. Click File > Preferences.

Macintosh OS X users: Click Lotus Notes > Preferences.

2. Click Contacts.
3. Set any of the preferences described below, and then click OK.

Contacts owner

If you receive a copy of someone else's Contacts file, for example your predecessor in a job, you can change the
contacts owner to be yourself. Enter your name in the Contacts owner field, or click the button next to the field to
select your name from a list.

Sort groups alphabetically

When you add names to a group entry, the names are not sorted by default. Select this field to sort member
names alphabetically when you save a group document. Note that members in group documents are always
sorted by first name, even if you set the preference to sort views and display contact details by last name.

Setting this preference does not sort existing groups. To sort the members of existing group entries, edit the group
entry and click the Sort Member List button.

Optimize index for advanced searching of Contacts

Select this field so that your contacts are fully indexed and searching is handled efficiently.

Always accept the default name assignment when adding contacts

By default, names are divided into first name and last name. If you add a contact whose name has three parts,
such as George De Marco, a Name Helper displays so that you can specify e Marcoas the last name. Select this
option to suppress the Name Helper and always accept the default name division.

Tip You can still get to the Name Helper dialog box when you create a new contact by clicking the Contact Name
link on the New Contact form.

Enable "Synchronize Contacts" on the Replicator

By default, your Contacts are stored locally on your computer. To keep a copy on a server (in your mail file) so that
you can synchronize your local copy with the copy on the server, select this option. Then you can synchronize
your contacts from the Replication page. Synchronizing your contacts also ensures that anyone who is managing
your Contacts list for you always has an up-to-date copy of your Contacts.

Note You must enable synchronization if you want to delegate access to your Contacts. You delegate access to
your Contacts by setting a Mail > Access & Delegation preference.

Do not automatically add names to the Recent Contacts view

Select to prevent names from being added to the Recent Contacts view.

Delete documents in my Trash after <n> hours

When you delete a contact entry or group, the record is moved to the Trash view where it is held for a specified
amount of time. Enter the number of hours you want to keep a contact record before deleting it.

Default display for contact names

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Select how you want names to be displayed in your Contacts (First Name, Last Name or Last Name, First Name).
Setting this preference changes the way new contact entries display. To apply the change to existing as well as
new contact documents, select Apply format to all entries.

Note You can override this setting for an individual contact in the View display name format field on the Names
& Certificates tab.

Default address format

Select a format from 1 to 6 to specify how information displays on printed labels, and when viewed in the preview
pane.

Note You can override this setting when you create a new contact by clicking Select address format and
selecting a different address format.

Create shortcuts to open the other contacts of these people

If someone else has given you permission to manage their contacts, create a shortcut by entering their name in
the space provided, or click the button next to the field to select a name from a list.

Related information
Contacts

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Home Portal account preferences

See the following IBM® Lotus® Notes® Help topic:

Specifying the Home Portal Account using Notes preferences

Related information
Specifying the Home Portal Account using Notes preferences

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Location preferences
Because you can connect to IBM® Lotus® Notes® several different ways, such as over a LAN (or cable or DSL
connection) or over a telephone line, Lotus Notes needs a way to manage information for each type of connection
you use. Because you sometimes change the way you connect when you start Lotus Notes in a different physical
location, you are given a list of built-in locations you can switch between, and information about each one is stored
in Location documents. The documents specify settings for each location such as the server where your mail
resides, whether you work offline or online, and whether you use a passthru server.

Use Location preferences to add or edit a Location document manually, make a copy of a Location document (as
the basis for a new location similar to an existing one), or delete a location.

Tip The easiest way to set up any type of location is to click Tools > Client Reconfiguration Wizard from the
main menu, and answer the questions Lotus Notes asks, letting Notes automatically create or edit the Location
document. The wizard also creates any necessary server Connection or Account documents for the type of
connection method you are configuring.

For more information on using Location preferences, see the following topics:

Creating or editing a Location document manually

Copying a Location document

Deleting Location, Account, or Connection documents

Related information
Switching to a different location
Your current Notes setup
Locations and accounts

Additional Documentation | Trademarks |

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Log preferences
Your Domino administrator designates the default setting for whether IBM® Lotus® Notes® writes operational
messages and errors to a text file on your system. If logging is enabled and your Notes client crashes, an
automatic diagnostic collection tool collects data that includes this logging file and sends it to a mail-in application
when the client restarts. The logging file is also useful for diagnosing non-crash conditions that may arise.

To stop or start logging of your client messages

1. Click File > Preferences.

Macintosh OS X users: Click Lotus Notes > Preferences.

2. Click Log Settings.

3. Do one of the following:
 To stop logging for this client session, deselect Enable logging.
 To start logging for this client session, select Enable logging.

Note Your administrator controls the following settings:

Whether logging is enabled by default -- the logging setting will revert to the default whenever you restart
Notes.

Whether the automatic diagnostic collection tool is invisible to you, or whether you are prompted to choose
whether you want to view or send the diagnostic report after a crash.

Whether the logging file and other data are automatically sent to IBM Support.

Additional Documentation | Trademarks |

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Mail preferences
Click any of these topics:

Basics

Letterhead

Signature

Follow Up

Attention Indicators

SwiftFile (if SwiftFile is installed)
Related information
Preferences for sending and receiving mail
Internet mail preferences
Mail, Calendar & To Do, and Access & Delegation preferences

Additional Documentation | Trademarks |

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Access & Delegation preferences

You can specify preferences for access to your mail, schedule information that displays in meeting entries, and
shortcuts to other people's mail and contacts (for people who have delegated access to you).

Delegating access to your mail messages, calendar entries, contact entries, and to do items

Delegating access to your schedule information for meeting scheduling

Creating shortcuts to other people's mail

Creating shortcuts to other people's contacts
Related information
Delegating access to your Contacts

Additional Documentation | Trademarks |

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Internet mail preferences

Your IBM® Lotus® Notes® Internet preferences control the format of your Internet mail (including translation of mail
in different languages), Internet news, the look of all mail replies (Lotus Notes and Internet), and remote image
security.

Send your Internet mail or news in HTML, plain text, or both formats

Specify multilingual Internet mail formatting

Specify the markup character and line length for Internet-style replies

Specify whether to display remote images in Internet mail
Related information
Preferences for sending and receiving mail

Additional Documentation | Trademarks |

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Preferences for sending and receiving mail

Click any of these topics:

Change your contacts file or add a contacts file

Use a word processor as the editor for mail messages

Change how you save your sent mail

Encrypt all messages that you send or save for security

Add a digital signature to all messages you send for security

Turn off the "Fw" prefix on forwarded messages

Change how often to check for new mail and how new mail is announced
Related information
Preferences
Mail preferences

Additional Documentation | Trademarks |

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Preferences for IBM Lotus Productivity Tools

This command opens a dialog for a customized program configuration.

All your settings will be automatically saved. The dialog has a hierarchical structure. To open an entry you can
either double click this entry or click the plus sign before it. To close the entry, simply click the minus sign before
the entry or double click again this entry.

To access this command...

Choose File - Preferences... - Lotus Productivity Tools

You can select the checkbox "Launch IBM Lotus Productivity Tools in the background when this client starts" to
enable the preload feature, which launches Lotus Productivity Tools on the background while starting this client.

You can also select the checkbox " Do not preload Lotus Productivity Tools" to disable the preload feature.

Accessibility

Sets options that make IBM® Lotus® Productivity Tools programs more accessible for users with reduced sight,
limited dexterity or other disabilities.

Auto Recognizer

Allows to enable or disable the auto-recognizer and change the color and line style of its mark.

Color Scheme

Sets the colors for Lotus Productivity Tools user interface. You can save the current settings as color scheme and
load them later.

Colors

Allows you to select a color from a color table, edit an existing color, or define new colors.

File Supervision

Supervises the files.

File Type Associations

Select the file types to automatically open with Lotus Productivity Tools rather than their usual program. The
selected associations are also used when creating new documents.

Fonts

Substitutes a font with a font of your choice.

Help Agent

Specifies the behavior of the Help Agent.

Language Settings

Defines the properties for additional languages.

Macro Security

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Defines the security options for opening documents that contain the productivity tools Basic macros. A document
created by another user could contain a macro virus. Currently the macro security is not very strong because it
does not support digital signatures, so allowing all operations in macros could provide an entrance for a hacker
and brings a threat to the system the document is edited on. Therefore, Productivity Tools Basic macros only allow
the operations that affect contents within the document, and otherwise operations are disabled. For example, the
property TargetURL of the Uno service com.sun.star.form.component.CommandButton is disabled, also the
interface com.sun.star.io.XPersistObject of the Uno service com.sun.star.form.FormComponent is disabled, etc.

Memory

Defines the settings for the graphics cache, the number of steps you can undo, and Lotus Productivity Tools
Quickstarter option.

Lotus Presentations

Defines various settings for newly created presentations, such as the contents to be displayed, the measurement
unit used, if and how grid alignment is carried out, and if notes and handouts are always printed.

Print

Specifies the printer setting options.

Regional Setting

Select the locale setting of country, language and measurement.

Lotus Spreadsheets

Defines various settings for spreadsheets, contents to be displayed, and the cursor direction after a cell entry. You
can also define sorting lists, determine the number of decimal places and the settings for recording and
highlighting changes.

View

Specifies view options.

Warning Messages

Enables the warning messages you need.

Lotus Documents

Specifies the settings for word processing documents. These settings determine the way word processing
documents that are created in the

productivity tools are handled. It is also possible to define settings for the current word processing document.

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Accessibility
You can set additional accessibility options here. This program automatically uses the system font and colors, and
automatically detects a change into high contrast mode.

To access this command...

Choose File - Preferences - Productivity Tools - Accessibility

Accessibility in Lotus Productivity Tools

Support assistive technology tools (program restart required)

You can use assistive technology tools after restarting the program.

Use text selection cursor in read-only text documents

Displays cursor in read-only documents.

Allow animated graphics

Previews animated graphics, such as GIF images, in the productivity tools .

Allow animated text

Previews animated text, such as blinking and scrolling, in the productivity tools .

Help tips disappear after

Hides the help tips after the number of seconds that you enter. Otherwise, Help tips are displayed until you press
Escape or move the cursor.

Seconds

Enter the number of seconds to display the Help tips. The default value is 5 seconds. The values in the dropdown
list are 5, 15, 30, 45, 60, 75, 90. Also, you can input any integer between 1 and 100 in the combo box to indicate
the value. An invalid input will cause a warning message.

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Auto Recognizer
You can select to enable or disable the auto-recognizer and change the color and line style of its mark.

To access this command...

Choose File - Preferences... - Productivity Tools - Auto Recognizer .

Enable Auto-Recognizer
The Enable Auto -recognizer check box is checked by default.

Mark

You can select a line style among Dash, Dotted, Long, Dash Dot and Dash Dot Dot.

Color

You can choose one color from the colors provided.

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Color Scheme

Sets the colors for the productivity tools user interface. You can save the current settings as color scheme and
load them later.

To access this command...

Choose File > Preferences >Productivity Tools > Color Scheme

Accessibility in Lotus Productivity Tools

Color scheme

Save and delete color schemes. You can choose which user interface to assign your color scheme to by choosing
the different tab. Such as General, Word Processing Document, SpreadSheet, Presentation and etc.

Color scheme

Selects the color scheme you want to use.

Delete

Deletes the color scheme shown in the Color scheme box. You cannot delete the Default scheme.

Color Settings

User interface element

User interface elements are a series of items presented to the user interface. You can apply a color scheme by
assigning different colors to them.

Color

You can select one color from the dropdown list which contains all available colors.

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Colors
Allows you to select a color from a color table, edit an existing color, or define new colors.

To access this command...

Choose File - Preferences... - Productivity Tools - Colors

Choose Layout - Drawing - Area - Colors tab

In Lotus Presentations, choose Layout - Page - Background Fill...- Colors tab

In Lotus Presentations, choose Page - Background Fill...- Colors tab in context menu

Properties

Name

Specifies the name of a selected color. You can also type a name in this field when defining a new color.

Color

Contains a list of available colors. To select a color, choose one from the list.

Color table

Color sample

To modify, select the color model: red-green-blue (RGB) or Cyan-Magenta-Yellow-Black (CMYK).

If you select RGB, the initials of the three colors will appear and you can set the color from 0 to 255 with the spin
button.

Red

Green

Blue

If you select CMYK, the initials of the four colors will appear and you can set the color from 0 to 255 with the spin
button.

Cyan

Magenta

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Yellow

Black

Preview Field

Displays a preview of the current selection.

Add

Adds a new color.

Modify

Changes the current color. Note that the color is overwritten without a confirmation.

Edit

Allows you to define your own colors using the two-dimensional graphic and numerical gradient chart.

Delete

Deletes the selected element or elements after confirmation.

Chart Colors

Automatically assign colors to rows of data when you create charts.

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File Supervision
Saves files every specific minutes or displays recently opened files.

To access this command...

Choose File - Preferences... - Productivity Tools - File Supervision

Automatic save

Select the check box under Automatic save item for automatically saving your open files every specific minutes.
You can specify the minutes you want in the text box before minutes.

Recent files

Select the check box under Recent files for enabling the specified number of recently opened files to display. You
can specify the number of files in the text box after the colon.

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File Type Associations

Select the file types to automatically open with IBM® Lotus® Productivity Tools rather than their usual program.
The selected associations are also used when creating new documents.

To access this command...

Choose File - Preferences... - Productivity Tools - File Type Associations

Open Microsoft® Office files with IBM Lotus Productivity Tools

Mark the check box for the function to enable it , and then mark the check box of file types you want to open with
the productivity tools.

Open Microsoft Office templates with IBM Lotus Productivity Tools

Mark the check box for the function to enable it , and then mark the check box of file types you want to open with
the productivity tools.

Open IBM® Lotus® SmartSuite® files with IBM Lotus Productivity Tools

Mark the check box for the function to enable it , and then mark the check box of file types you want to open with
the productivity tools.

Open IBM Lotus SmartSuite templates with IBM Lotus Productivity Tools

Mark the check box for the function to enable it , and then mark the check box of file types you want to open with
the productivity tools.

Note: Lotus productivity tools are the default application for the following file types: .odt, .ott, .odp, .otp, . ods, .ots,
.sxw, .stw, .sxi, .sti, .sxc, .stc

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Fonts
Substitutes a font with a font of your choice. The substitution only replaces a font when it is displayed on screen or
during printing. It does not change the font specified in your document formatting.

If you want, you can override the default substitution font that your operating system uses when it encounters an
unavailable font in a document.

To access this command...

Choose File - Preferences... - Productivity Tools - Fonts

Font replacement also affects the display of fonts on the productivity tools user interface.

Apply font replacements

Enables the font replacement settings that you define. The screen font and the printer font listed in the
replacement table both will be replaced.

Replacement table

Lists the original font and the font that will replace it.

Always

Make this selection checked if you want to replace the original font with the font you specify, even if the original
font is installed on your system. Leave this selection blank if you only want the productivity tools to replace fonts
that are not installed on your system. This setting will be applied to screen font and printer font.

Font

Enter or select the name of the font that you want to replace.

Replace with

Enter or select the name of the replacement font.

Add

Applies the selected font replacement.

Delete

Deletes the selected font replacement.

Font settings for Macro sources

Select the font and font size for the display of Macro source code.

Fonts

Select the font for the display of Macro source code. Select Automatic to detect a suitable font automatically.

Non-proportional fonts only

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Check to display only non-proportional fonts in the Fonts list box.

Size

Select a font size for the display of Macro source code.

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Help Agent

Specifies the behavior of the Help Agent.

To access this command...

Choose File > Preferences > Productivity Tools > Help Agent

Activate Help Agent

Specifies that the Help Agent will be displayed automatically in selected situations.

Display duration

Specifies how long the Help Agent remains visible until it is automatically closed.

The available values in the drop down list are only valid from 5 - 60, as followed:

10

20

30

40

50

60

Any invalid input value will cause a warning message.

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Language Settings
Defines the properties for additional languages.

To access this command...

Choose File - Preferences - Productivity Tools - Language Settings

Asian Layout

Defines the typographic default settings for Asian text.

Complex Text Layout

Defines the options for documents with complex text layouts.

Languages

Defines the default languages for documents.

Search in Japanese

Defines the search options for Japanese.

Spell Check

Specifies the properties of the spellcheck.

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Asian Layout
Defines the typographic default settings for Asian text.

To access this command...

Choose File - Preferences... - Productivity Tools - Language Settings - Asian Layout

Kerning

Defines the default settings for kerning between individual characters.

Western characters only

Specifies that kerning is only applied to western text.

Western text and Asian punctuation

Specifies that kerning is applied to both western text and Asian punctuation.

Character spacing

Defines the default settings for character spacing in Asian texts, cells, and drawing objects.

No compression

Specifies that no compression at all will occur.

Compress punctuation only

Specifies that only the punctuation is compressed.

Compress punctuation and Japanese Kana

Specifies that punctuation and Japanese Kana are compressed.

First and last characters

Defines the default settings for 'first' and 'last' characters.

Language

Specifies the language for which you want to define first and last characters.

Default

When you mark Default, the following two text boxes are filled with the default characters for the selected
language:

Not at start of line:

Specifies the characters that should not appear alone at the beginning of a line. If a character typed here is
positioned at the beginning of a line after a line break, it is automatically moved to the end of the previous line. For
example, an exclamation point at the end of a sentence never appears at the start of a line if it is part of the Not at
start of line list.

Not at end of line:

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Specifies the characters that should not appear alone at the end of a line. If a character typed here is positioned at
the end of a line due to a line break, it is automatically moved to the beginning of the next line. For example, a
currency symbol that appears in front of an amount never appears at the end of a line if it is part of the Not at end
of line list.

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Complex Text Layout

Defines the options for documents with complex text layouts.

To access this command...

Choose File - Preferences... - Productivity Tools - Language Settings - Complex Text Layout

Sequence checking

In languages such as Thai, rules specify that certain characters are not allowed next to other characters. If
Sequence Input Checking (SIC) is enabled, IBM® Lotus® Productivity Tools will not allow a character next to
another if this is forbidden by a rule.

Use sequence checking

Enables sequence input checking for languages as Thai.

Cursor control

Select the type of text cursor movement and text selection for mixed text (right-to-left mixed with left-to-right text
direction).

Logical

The text cursor moves to the text end with Arrow Right and to the text begin with Arrow Left.

Visual

The text cursor moves to the right with Arrow Right and to the left with Arrow Left.

General options

Numerals (in text only)

Selects the type of numerals used within text, text in objects, fields, and controls, in all IBM® Lotus® Productivity
Tools modules. Only cell contents of Lotus Productivity Tools are not affected.

Arabic: All numbers are shown in Arabic. This is the default.

Hindi: All numbers are shown in Hindi.

System: All numbers are shown according to the locale settings defined by your system locale.

This setting is not saved in the document but in the Productivity Tools configuration.

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Languages
Defines the default languages for documents.

To access this command...

Choose File - Preferences - Productivity Tools - Language Settings - Languages

Default languages for documents

Specifies the languages for spellchecking and thesaurus.

Selecting the Document Language

The spellcheck for the selected language only functions when you have installed the corresponding
language module.

A language entry has a check mark in front of it if the spellcheck is activated for this language.

Western

Specifies the language used for the spellcheck function in western alphabets.

Asian

Specifies the language used for the spellcheck function in Asian alphabets.

CTL

Specifies the language for the complex text layout spellcheck.

For the current document only

Specifies that the settings for default languages are valid only for the current document.

Asian languages support

Enabled

Activates Asian languages support. You can now modify the corresponding Asian language settings in the
productivity tools .

If you want to write in Chinese, Japanese or Korean, you can activate the support for these languages in the user
interface.

Complex text layout (CTL) support

Enabled

Activates complex text layout support. You can now modify the settings corresponding to complex text layout in
the productivity tools .

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Search in Japanese
Defines the search options for Japanese.

To access this command...

Choose File - Preferences... - Productivity Tools - Language Settings - Search in Japanese

Treat as equal

Specifies the options to be treated as equal in a search.

Ignore

Specifies the characters to be ignored.

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Spell Check
Specifies the properties of the spellcheck.

To access this command...

Choose File - Preferences - Productivity Tools - Language Settings - Spell Check

Available Language Modules

Contains the installed language modules.

A language module can contain one or two submodules: Spellcheck. Each sub-module can be available in one or
more languages. If you click in front of the name of the module, you activate all the available sub-modules
simultaneously. If you remove a set mark, you deactivate all the available sub-modules simultaneously. If you wish
to activate or deactivate individual sub-modules, click the Edit button to open the Edit Modules dialog.

Edit

To edit a language module, select it and click Edit . The Edit Modules dialog appears.

User-defined dictionaries

Lists the available user dictionaries. Mark the user dictionaries that you want to use for spellcheck .

New

Opens the New Dictionary dialog, in which you can name a new user-defined dictionary and specify the language.

New Dictionary

In the Dictionary section you can name a new user-defined dictionary and specify the language.

Name

Specifies the name of the new custom dictionary. The file extension "*.DIC" is automatically appended.

Language

By selecting a certain language you can limit the use of the custom dictionary. By selecting All the custom
dictionary is used independently of the current language.

Edit

Opens the Edit custom dictionary dialog, in which you can add to your custom dictionary or edit existing entries.

In the Edit custom dictionary dialog you have the option to enter new terms or edit existing entries. If you edit an
exception dictionary, the dialog has the added facility of defining an exception for a word. During the spellcheck
this exception is then listed as a suggestion.

When a dictionary is edited, a check is made on the status of the file. If the file is write-protected, it
cannot be changed. The buttons New and Delete are then deactivated.

On Linux platform, in a productivity tools network installation, certain user-defined dictionaries may be
located on the server in the {installpath}/share/wordbook{installpath}\share\wordbook directory. These
are set up by the system administrator, are write-protected and may include words specific to your
company. Your own user-defined dictionaries are located in the {installpath}/user/wordbook
{installpath}\user\wordbook directory and can be edited.

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Book

Specifies the book to be edited.

The IgnoreAllList (All) includes all words that have been marked with Ignore during spellcheck, This list is
administered only for the current spellcheck in the volatile RAM. Some user data will be entered in the list at
program start. IgnoreAllList (All) cannot be deleted.

The IgnoreAllList entry cannot be selected and cannot be deleted. Only the words included as content
can be deleted. This happens automatically each time the productivity tools is closed.

Language

Assigns a new language to the current custom dictionary.

Word

You can type a new word for inclusion in the dictionary. In the list below you will see the contents of the current
custom dictionary. If you select a word from this list it is displayed in the text field.

New

Adds the word in the Word text field to your current custom dictionary. The word in the Suggestion field is also
added when working with exception dictionaries.

Delete

Removes the marked word from the current custom dictionary.

Delete

Deletes the selected dictionary after a confirmation, provided it is not write-protected.

Options

Defines the options for the spellcheck .

Edit

If you want to change a value, select the entry and then click Edit . You will see a dialog for entering a new value.

Check uppercase words

Specifies that capitalization is checked during spellcheck.

Check words with numbers.

Specifies that words that contain numbers as well as letters are to be checked.

Check capitalization

Checks for the correct use of capitals at the start of words during spellcheck.

Check special regions

Specifies that special regions, such as text in headers and footers, document tables, and text frames, are checked
during spellcheck.

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Check in all languages

Checks spelling against all installed language dictionaries. The "Language" font attribute is therefore not taken into
account.

Instant Check

Automatically checks spelling as you type, and underlines errors.

Typing errors are highlighted in the document with a red underline. If you place the cursor over a word marked in
this way, you can open the context menu to obtain a list of suggested corrections. Select a suggested correction to
replace the suspect word with the suggestion. If you make the same mistake again while editing the document, it
will be corrected automatically.

These automatic replacements are only made during the current productivity tools session.

To place the word pair in the Instant Correct replacement table , open the Instant Correct context menu and
choose Instant Correct . Make your selection from the submenu. The word is replaced and at the same time the
word pair is placed in the replacement table.

Do not mark errors

Specifies that spelling errors will not be indicated with a red underline. This mode allows you to check the spelling
"in the background" while typing or loading a text, but without the time-consuming red underlining. If you unmark
the Do not mark errors box later, you will immediately see the red underlining.

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Macro Security
Defines the security options for opening documents that contain IBM® Lotus® Productivity tools Basic macros. For
sake of IT security, Lotus Productivity Tools Basic macros only allow the operations that affect contents within the
document. For example, the property TargetURL of the Uno service
com.sun.star.form.component.CommandButton is disabled, also the interface com.sun.star.io.XPersistObject of
the Uno service com.sun.star.form.FormComponent is disabled.

To access this command...

Choose File - Preferences... - Productivity Tools - Macro Security

Macro Script

Run macro

Specifies whether macros that are loaded with productivity tools documents are allowed to run. Macros that are
imported from macro libraries or that are defined within the Basic IDE of productivity tools are always allowed to
run.

Never

Disables all productivity tools document macros except those macros that are loaded manually from libraries or
BASIC IDE, which are always allowed to run.

According to path list

Only runs productivity tools document macros from documents opened from a folder in the Path list .

According to author list

Only runs productivity tools document macros from documents opened from a folder in the Author list .

According to path list and author list

Both runs productivity tools document macros from documents opened from a folder in the Path list and in the
Author list.

Always

Runs all productivity tools document macros, regardless of the source.

Confirm in case of other document sources

Prompts you to allow execution of macros loaded with a document from a directory not specified in the Path list .

Show warning before running

Displays a warning when a productivity tools document that contains a macro is opened. You can choose to allow
the macros in the document to run, or to disable the macros, or to cancel opening the document. If the macro is
located in a directory that is not in the Path list , you are prompted to add the directory to the Path list .

Path list

Lists the trusted sources for macros. You can edit or add paths to this list.

New path

Enter a new path to a trusted source for productivity tools document macros, and then click Add . You can also
use wildcards when specifying the path, such as *Sun*.

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All subdirectories of the directory you specify in the New path box are included in the path.

Author list

Lists the authors for macros. You can edit or add authors to this list.

New author

Enter a new author for productivity tools document macros, and then click Add . You can also use wildcards when
specifying the author, such as *Sun*.

Add

Adds the path you entered in the New path box to the Path list .

Delete

Deletes the selected element or elements without requiring confirmation.

Default

Resets the values visible in the dialog back to the default installation values.

A confirmation does not appear before the defaults are reloaded.

If you receive an error message about "missing access rights" when you try to run an Instant Pilot or to load a
template, click Default to reset the Path list .

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Memory
Defines the settings for the graphics cache, the number of steps you can undo,and the productivity tools
Quickstarter option.

To access this command...

Choose File - Preferences...- Productivity Tools - Memory

Undo

Defines the maximum number of reverse steps allowed.

Maxium number of steps

You can specify the maxium number of steps which can be undone by selecting a number from the list.

Graphics cache

The graphics cache saves the graphics contained in a document in your computer's main memory. This means
that the attributes of a graphic stored in the cache do not have to be re-calculated if you return to the page
containing the graphic after scrolling through a document.

Total cache size (MB)

Specifies the total cache size for all graphics.

Maximum memory per object (MB)

Specifies that objects which are larger than the selected megabytes will not be placed in the cache.

Remove from memory after (hh:mm)

Specifies the time that each graphic remains in the cache in hours and minutes.

Cache for inserted objects

Maximum number of objects

Choose the maximum number of OLE objects that are pooled in the cache.

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IBM Lotus Presentations

Defines various settings for newly created presentation documents, such as the contents to be displayed, and the
measurement unit used.

To access this command...

Choose File - Preferences... - Lotus Presentations

On the General page, you can defines the general options for drawing or presentation documents.

View

Specifies the available alternative display modes. By selecting an alternative display, you can speed up the screen
display while editing your presentation.

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View
Specifies the available alternative display modes. By selecting an alternative display, you can speed up the screen
display while editing your presentation.

To access this command...

Choose File - Preferences... - Lotus Presentations - View

Page display

Rulers

Specifies whether to display the rulers at the top and to the left of the work area.

Guides when moving

Specifies whether to display guides when moving an object.

Lotus Productivity Tools creates dotted guides that extend beyond the box containing the selected object and
which cover the entire work area, helping you position the object.

You also can use this function through the Icon with the same name in the Options Bar if a presentation or a
drawing document is opened.

Show contour line when moving an object

Lotus Productivity Tools displays the contour line of each individual object when moving this object. The Contour
of each individual object option enables you to see if single objects conflict with other objects in the target position.
If you do not mark The Contour of each individual object option, the productivity tools only displays a square
contour that includes all selected objects.

Guideline grid

Defines whether to display the guideline grid.

Set Measurement Unit

Links to the general page to set the measurement unit.

Objects Display

If the graphics elements are very complex, the screen display may build up a little slower than usual. By choosing
Alternative display, the information is still available but is not be displayed on the screen.

Images as placeholders

Specifies whether to display only the contour of inserted graphics.

You can also access this function through the icon Picture Placeholders in the Option bar, if a presentation or
drawing document is open.

Text as placeholders

Specifies whether to display a text window without its text contents.

You can also access this function through the icon of the same name in the Options bar if a presentation or

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drawing document is open.

Contour only of filled drawings

Specifies whether to display only the contour of filled drawings, without the filling.

In a presentation, contour mode can also be activated from the Options bar with the Contour Mode icon.

Lines and contours as fine lines

Specifies whether to always display lines and contours as fine lines. This display does not depend on the currently
used line width.

You can also select this option through the Icon with the same name in the Options Bar, if a presentation or
drawing document is opened.

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Print
Printer options allows you to select contents and page setup to be printed.

Specifies the printer setting options.

To access this command...

Choose File - Preferences... - Productivity Tools - Print .

Printer

Reduce transparency

If you mark this field the transparent objects will be printed like normal, non-transparent objects, depending on
your selection in the following two option buttons.

Note:

Transparency cannot be output directly to a printer. The areas of the document in which transparency is to be
visible must therefore always be calculated as bitmaps and sent to the printer. Depending on the size of the
bitmaps and the print resolution a large amount of data may result.

Automatically

Specifies that the transparency is only printed if the transparent area covers less than a quarter of the entire page.

No transparency

With this option transparency is never printed.

Reduce gradients

If this field is marked, gradients are printed with reduced quality.

Gradient stripes

Specifies the maximum number of gradient stripes for printing.

Intermediate color

Specifies that gradients are only printed in a single intermediate color.

Reduce bitmaps

Specifies that bitmaps are printed with reduced quality. The resolution can only be reduced and not increased.

High/normal print quality

High print quality corresponds to a resolution of 300dpi. Normal print quality corresponds to a resolution of 200dpi.

Resolution

Specifies the maximum print quality in dpi. The resolution can only be reduced and not increased.

Include transparent objects

If this field is marked, the reduction in print quality for bitmaps also applies to the transparent areas of objects.

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Covert colors to grayscale

Specifies that all colors are printed only as grayscale.

Printer warnings

Defines which warnings appear before printing begins.

Paper size

Transparency

Paper orientation

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Regional Settings
Select the locale setting of country, language and measurement.

To access this command...

Choose File - Preferences... - Productivity Tools - Regional Settings .

Regional profile

Select language from the drop down.

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Setting up a Spreadsheet
Defines various settings for spreadsheets, contents to be displayed, and the cursor direction after a cell entry. You
can also define sorting lists, determine the number of decimal places and the settings for recording and
highlighting changes.

To access this command...

Choose File - Preferences... - Lotus Spreadsheets

Warning: Some settings only apply globally if no document of this type is currently opened. If a document of this
type is the current document, some settings apply only to the current document and are saved with it.

On the Generalpage , you can define general settings for spreadsheet document.

Calculate

Defines the calculation settings for spreadsheets. Defines the behavior of spreadsheets with iterative references,
the date settings, the number of decimal places, and if capitalization or lower cases are to be considered when
searching within sheets.

Changes

The Changes dialog specifies various options for highlighting recorded changes in documents.

Sort Lists

All user-defined lists are displayed in the Sort Lists dialog. You can also define and edit your own lists.

View

Defines which elements of the Lotus Spreadsheets main window are displayed. You can also show or hide
highlighting of values in tables.

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Calculate
Defines the calculation settings for spreadsheets. Defines the behavior of spreadsheets with iterative references,
the date settings, the number of decimal places, and if capitalization or lower cases are to be considered when
searching within sheets.

To access this command...

Choose File - Preferences... - Lotus Spreadsheets - Calculate

Iterative references

In this section you can delimit the number of approximation steps carried out during iterative calculations. In
addition, you can specify the degree of precision of the answer.

Iterations

Specifies whether formulas with iterative references (formulas that are continuously repeated until the problem is
solved) are calculated after a specific number of repetitions. If the Iterations box is not marked, an iterative
reference in the table will cause an error message.

Example: Calculating the cost of an item without the value-added-tax.

1. Type the text 'Selling price' in cell A5, the text 'Net' in cell A6, and the text 'Value-added tax' in cell A7.

2. Now type a selling price (for example, 100) in cell B5. The net price should be shown in cell B6 and the
value-added tax should be shown in cell B7.

3. You know that the value-added tax is calculated as 'net price times 15%' and that you arrive at the net price
by deducting the value-added tax from the selling price. Type the formula "=B5-B7" in B6 to calculate the
net price, and type the formula "=B6*0.15 in cell B7 to calculate the value-added tax.

4. Switch on the iterations to correctly calculate the formulas, otherwise a 'Circular reference' error message
appears in the Status Bar.

A B
5 Selling Price 100
6 Net =B5-B7
7 Tax =B6*0,15

Steps

Sets the maximum number of iteration steps.

Minimum Change

Specifies the difference between two iteration step results. If the result of the iteration is lower than the minimum
change value, then the iteration will stop.

Calculate Options

Case-sensitive

Specifies whether to distinguish between upper and lower case in texts when comparing cell contents.

Example: Type the text 'Test' in cell A1; and the text 'test' in B1. Then type the formula "=A1=B1" in cell C1. If the
Case sensitive box is marked, FALSE will appear in the cell; otherwise, TRUE will appear in the cell.

The EXACT text function is always case-sensitive, independent of the settings in this dialog.

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Precision as shown

Specifies whether to make calculations using the rounded values displayed in the sheet. Charts will be shown with
the displayed values. If the Precision as shown option is not marked, the displayed numbers are rounded, but they
are calculated internally using the non-rounded number.

Search criteria = and <> must apply to whole cells

Specifies that the search criteria you set for the Lotus Spreadsheets database functions must match the whole cell
exactly. When the Search criteria = and <> must apply to whole cells box is marked, Lotus Spreadsheets performs
when searching cells in the database functions.

.* in following position: Search result:

win Finds win, but not win95, os2win, or upwind
win.* Finds win and win95, but not os2win or upwind
.*win Finds win and os2win, but not win95 or upwind
.*win.* Finds win, win95, os2win, and upwind

If Search criteria = and <> must apply to whole cells is not enabled, the "win" search pattern acts like ".*win.*". The
search pattern can be at any position within the cell when searching with the Lotus Spreadsheets database
functions.

Enable regular expressions in formulas

Specifies that regular expressions are enabled when searching and also for character string comparisons. (In
Lotus Spreadsheets) This relates to the database functions , and to VLOOKUP, HLOOKUP and SEARCH.

Automatically find column and row labels

Specifies that you can use the text in any cell as a label for the column below the text or the row to the right of the
text. The text must consist of at least one word and must not contain any operators.

Example : Cell E5 contains the text "Europe". Below, in cell E6, is the value 100 and in cell E7 the value 200. If the
Automatically find column and row labels box is marked, you can write the following formula in cell A1: =SUM
(Europe).

Number of decimal places displayed

Defines the number of decimals to be displayed for numbers with the Standard number format. The numbers are
displayed as rounded numbers, but are not saved as rounded numbers.

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Changes
The Changes dialog specifies various options for highlighting recorded changes in documents.

To record changes to your work, choose Edit - Changes .

To access this command...

Choose File - Preferences - Lotus Spreadsheets - Changes

Change options

Defines colors for recorded changes. I f you select the "By author" entry, the productivity tools will automatically
set the color depending on the author who undertook the changes.

Cell contents

Specifies the color for changes of cell contents.

Insertions

Specifies the color to highlight insertions in a document.

Deletions

Specifies the color to highlight deletions in a document.

Moved contents

Specifies the color to highlight moved cell contents.

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Sort Lists
All user-defined lists are displayed in the Sort Lists dialog. You can also define and edit your own lists.

To access this command...

Choose File - Preferences... - Lotus Spreadsheets - Sort Lists

In Lotus Spreadsheets, Automatically Calculating Sequence

In Lotus Spreadsheets, Applying Sort Lists

Lists

Displays all the available lists. These lists can be selected for editing.

List Entries

Displays the content of the currently selected list. This content can be edited.

Copy list from

Defines the spreadsheet and the cells to copy, in order to include them in the Lists box. The currently selected
range in the spreadsheet is the default.

Copy

Copies the contents of the cells in the Copy list from box. If you select a reference to related rows and columns,
the Copy List dialog appears after clicking the button. You can use this dialog to define if the reference is
converted to sort lists by row or by column.

New List/Discard

Enters the contents of a new list into the Entries box. This button will change from New to Discard , which enables
you to delete the new list.

Add/Modify

Adds a new list into the Lists box. If you would like to edit this list in the Entries box, this button will change from
Add to Modify , which enables you to include the newly modified list.

Delete

Deletes the selected element or elements after confirmation.

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