Life after Lotus Notes®

Welcome to Gmail What's different, at a glance...

Now that you've switched from Lotus In Lotus Notes®, you... In Gmail...
Notes® to Google Apps, here are some
tips on beginning to use Gmail as your
new mail program. Access mail (typically) from one computer behind a Access mail securely via the Internet, from any
firewall computer, anywhere

View messages and their replies as individual Group messages and their replies by default in
entries in your Inbox conversation threads

Organize messages in folders Tag messages with labels

Flag important messages Star important messages

Flag messages for follow-up Add messages to your Tasks list

Manage incoming mail using rules Manage incoming mail using filters

Assign sender colors User color-coded labels and filters

Sort messages by sender or date "Sort" messages using Gmail search

Create multiple signatures Use the Canned Responses lab

Delete messages to save space Archive messages to unclutter your Inbox

(no need to delete, thanks to 25GB storage)

Get desktop mail notifications Enable Desktop Notifications in Chrome or

install the Google Talk desktop client

Access a shared mailbox Delegate your mailbox to individuals or use Google

groups to share more broadly

Attach and forward multiple messages Forward all messages in a conversation thread

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 Life after Lotus Notes®

In Lotus Notes® ... In Gmail ...

Start a new memo Compose within your Inbox

Click the Compose button. A new message

appears at the right corner of your Inbox.

Shift-click Compose to author your message in

a new browser window, without covering your
Inbox.

Address the message

Type the first few letters of a recipient’s name.

Then select the address you want from the
directory or list of recent correspondents that
appears.

To copy someone, click Cc or Bcc that shows up

when you're in the To field (labeled Recipients
when you're not entering addresses). You can also
drag addresses between To, Cc, and Bcc.

Check spelling after composing

Compose your message first. Click the More
Options arrow on the lower-right of your
message footer. Then select Check Spelling to
highlight and correct possible misspellings.

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 Life after Lotus Notes®

In Lotus Notes® ... In Gmail ...

Format and add pictures Format and add pictures
• Add rich formatting to a message Add formatting, colors, links, highlighting, and pictures
• Insert images in a message using tools in the message footer.

To format the text of your message, click the A in

the message footer to see formatting options.

To add a picture, hover over the plus sign to

expand insert options. Then click the camera icon
to insert an image in the message body. Or click
the paperclip to attach it at the bottom.

Chrome browsers only: Attach pictures by

dragging them into the message body. If you drag
and drop a single picture, the image will insert in
your message instead of attaching.

Create multiple signatures Use canned responses

Create one default signature, and insert Create one signature for all your messages, or multiple
additional signatures from your desktop. signatures using canned responses.

To create a signature, go to your

Gmail Settings (in the gear menu).
Your signature is automatically
inserted in each new message.

To use other signatures, enable the Canned

Responses lab. Then create a canned response
for each signature. When composing a message,
choose the signature you want from Canned
responses in the More Options menu in your
message footer.

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 Life after Lotus Notes®

In Lotus Notes® ... In Gmail ...

Attach or drag a file Upload and attach a file
Browse for the file. Or drag or paste it into the Click the paperclip icon and browse for the file.
message.

To prevent the spread of viruses, Gmail doesn't let

you attach executable (.exe) files.

Choose multiple files in the same folder by

Control-clicking the files you want to attach.

Chrome browsers only: Drag an image or a

PDF directly from your desktop into the message.

Delete attachments to save space Keep all your attachments You can remove an attachment by deleting the
Remove an attachment without deleting the You don't have to delete email or attachments to save message containing it, but why bother? Gmail
message. space (since you have so much of it). attachments reside in the cloud where you have 25
GB of personal storage space. An attachment is
copied to your computer only if you download it.

Click an attachment’s Download link to

download a copy of the attachment, in its original
format, to your computer.

Chrome browsers only: Drag an attachment

directly from the message to your desktop to
download it.

Click View to preview the attachment in a

browser window, without downloading it.

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 Life after Lotus Notes®

In Lotus Notes® ... In Gmail ...

Multiple Inbox entries per thread A single entry per thread
A message and all of its replies appear as individual By default, Gmail groups a message and its replies in a
entries scattered throughout your Inbox. conversation that’s listed as a single Inbox entry.
The Inbox entry identifies participants and shows
how many messages are in the conversation.
This entry shows that Polly sent a message that was
replied to by Nancy and Ryan. Ryan’s name is in
bold because his response is unread.

Print or expand the entire thread

When you open a conversation, its messages appear
in a stack with the latest unread reply open for
viewing.
These buttons perform tasks on all messages in the
conversation.

Expands or collapses all messages.

Prints all messages.
Opens conversation in its own window.

Prefer the unthreaded view? To list all your Print or delete a single message
messages separately as in Notes, turn
Click a message in the stack to expand it for viewing.
Conversation view off. Do this temporarily (it’s
easy to switch back) or for good. Use the pop-up menu inside the
message to perform tasks on just
Go to your Mail Settings > General tab, and
that message. For example, click
select Conversation view off.
Print to print just that message. Click Delete this
message to delete just that message from the thread.

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 Life after Lotus Notes®

In Lotus Notes® ... In Gmail ...

Reply to a message Reply to a message in a conversation
Select a message in the Inbox to reply to it. Open the conversation and expand the message within
it that you want to reply to.

Expand the message, first

Click a message to expand it. Then
open the menu inside the message
and choose a reply option. Note that
you're replying only to the sender or recipients of that
message, not to other participants in the conversation.
If a message includes a signature or previous replies,
Gmail hides them from view. Click [ ••• ] to view all the
text to be included with your reply.

Who sees your reply?

Before sending a reply, you can verify the recipients by
checking the email addresses in the To and Cc fields.
If a participant’s address isn't there, he or she won't
see your response.
This example shows that only Nancy Newel and Polly
Peterson will see this reply in their conversation stack.

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 Life after Lotus Notes®

In Lotus Notes® ... In Gmail ...

Forward a message Forward a message in a conversation

If the message you want to forward is within a

conversation, first expand the message.
To forward just that message,
open the menu inside the
message and click Forward.
If a message includes a signature or previous replies,
Gmail hides them from view. Click [ ••• ] to view all the
text to be included with your forwarded message.

Forward an entire conversation

Send someone all the messages in a thread by
forwarding the entire conversation.
Open the More menu above the conversation
stack and click Forward all.
Recipients of a forwarded conversation receive a single
message that contains all replies from the original
conversation.

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 Life after Lotus Notes®

In Lotus Notes® ... In Gmail ...

Delete mail to save space Archive it instead!
Limited disk space on your server often 25 GB of personal storage space in the cloud means
means you must delete email, or store it you have room to archive messages instead, keeping
offline, to unclutter your Inbox. them in your mailbox for later reference.

Clean up your Inbox

Archive messages you're not using now to move them
out of your Inbox—even conversations whose replies
you want to keep tracking.

Select one or more messages

and click the Archive button.

Archiving a conversation doesn't remove you

from the thread; any new reply automatically
returns the conversation to your Inbox (unless
you Mute the conversation.)

All your mail is just a click away

You can see all your messages, including ones you've
archived, in All Mail view. Or find specific messages
quickly using Gmail search.

Click All Mail to view the contents of your

archive along with the rest of your email.
(To see this link, you might first have to click
More.)

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 Life after Lotus Notes®

In Lotus Notes® ... In Gmail ...

Sort, browse, or search messages Just use Gmail search!
• Sort by view/ folder (e.g. for sender or date) • Search by sender or for a date range
• Browse/ search views and folders • Search for labels and keywords
• Perform a full-text search • Search for other message attributes

Keyword Searches
Start by searching for keywords that appear anywhere
in the message, including the subject, body, and
sender name. A few search terms are usually all you
need.

Targeted searches
Use search options to narrow your search's focus.

Click the down arrow at the right of the

search bar to open the search options box.

This example searches for messages with

attachments sent by Ryan between February 20 and
April 20 of the current year.

Search shortcuts
After your search, Gmail shows you a text version of
the search. Next time, you can type these search
operators directly (e. g., from:ryan has:attachment,
etc.) without having to open the box.

Print a copy of the search shortcuts from:

http://goo.gl/HnysH

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 Life after Lotus Notes®

In Lotus Notes® ... In Gmail ...

Organize messages in folders Tag messages with labels
Place a message in one or more folders. Give messages one or more descriptive labels.

To create or edit labels,

open the Labels menu
and choose
Manage labels.

Nest labels within labels if you want—just like you

did with Notes folders!

Give a message multiple labels

Assign a message as many labels as apply. You can
then find the message based on any of its labels.

Select messages in your

Inbox. Then open the Labels
menu and select one or more
labels.

Deleting a Gmail label doesn't delete Find labeled messages

messages that are using the label. It simply
removes the label from those messages. Click a label link to view messages and
conversations that share that label, including
any that have been archived. Or, search for
in:labelname (e.g. in:financial).

See all your labels by clicking the More link

in the sidebar. Use Gmail Settings to
choose which labels appear without having
to click More.

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 Life after Lotus Notes®

In Lotus Notes® ... In Gmail ...

Flag a message for follow-up Star the message instead
Click the message’s star to star the
message. (Click again to remove the star.)

Get more symbols!

Go to Gmail Settings,
scroll down to Stars,
and choose more
symbols to use. Then
click a message's star
repeatedly to cycle
through the symbols.

Star a message within a conversation

Star an important message within a
conversation stack to bookmark it. The
conversation will be starred in your Inbox,
and you can open it to see which message is
starred.

Find starred messages

Click the Starred link in the left sidebar to
list all your starred messages.

Or search for is:starred. Searching for is:

starred in:project, for example, returns all
starred messages that have the Project
label.

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 Life after Lotus Notes®

In Lotus Notes® ... In Gmail ...

Add message to a To Do list Add messages to your task list

Select the message, open the More menu,

and choose Add to Tasks. This opens your
Tasks list and places the email on your list.

Check the task off in your list, when it’s

complete.

Get pop-up reminders or alerts Track tasks in your calendar

Add a pop-up reminder or audio alert to a flagged Display tasks on their due dates in your calendar
message or to-do item that occurs at a given date and keep an eye on them there, instead.
and time.

Open your Tasks list (click

the Mail logo and choose
Tasks). Then click a task’s
> to open a screen for
assigning a due date.

Display Tasks in your calendar to see

reminders for this week. Tasks with a due
date appear in each day’s header area.

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 Life after Lotus Notes®

In Lotus Notes® ... In Gmail ...

Manage messages with rules Manage messages with filters
Use rules to manage the flow of incoming Set up filters to automatically label, archive, delete,
messages. star, or forward certain types of messages.

1. Set up filter conditions

Click the down arrow at the right of the search
bar to open the search options box. Then
create conditions to determine which incoming
messages get filtered, and click Create filter
with this search.

These conditions filter messages from Mary that

contain the word Budget.

2. Choose actions to perform

Next, choose one or more actions to perform on
messages that meet your conditions.
This action applies the Financial label to filtered
messages, which skip the Inbox altogether.

Create a filter based on a specific

message by selecting the message,
then choosing Filter messages like
this from the More menu.

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 Life after Lotus Notes®

In Lotus Notes® ... In Gmail ...

Assign a color to a sender Tag senders with colored labels
Use colors to highlight messages from Color-code a label. Then filter messages from a sender
particular senders in your Inbox. to that label.

Color-code a label
Create a label (see page 10) that's named for the
sender, such as Manager. Then color-code the label:

To color-code a label, click to the right of

the label (a box with an arrow appears)
and choose a color scheme.
Click Add a custom color to create a
color scheme of your own.

Filter incoming messages to that label

Create a filter (see page 13) that assigns the
label to all incoming messages from that
sender.

To assign the label to other senders, as well,

create a similar filter for each sender.

Now, all messages from Mary will get the red

Manager label.

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 Life after Lotus Notes®

In Lotus Notes® ... In Gmail ...

Out of Office Notification Vacation Responder
Reply automatically to messages you receive Specify a single reply to send while on vacation.
while on vacation. Optionally create an alternate Optionally narrow the scope of who receives it.
reply for certain recipients.
Open Gmail Settings from the
gear menu. Then on the General
tab, scroll down to Vacation
Responder.
Compose your automatic reply and specify a time
range for when to send it. Optionally send it only to
people in your organization or personal Contacts.
Don't worry about sending too many responses to
people who email you frequently. Gmail sends your
reply to any given recipient only once every 4 days.

Enable Desktop Alerts Install Google Talk

Use Notes Minder to be notified of new mail when Desktop notifications let you know when you
Notes isn't running (requires a Domino server). have a new email or chat message.
Download and install Google Talk from www.google.
com/talk/. Open Google Talk from your Windows
Program Files and sign in with your Google Apps
username and password. As long as Google Talk is
running, you'll receive desktop alerts when new mail
arrives—whether or not Gmail is open in a web browser.

Open Google Talk's Settings and check the Start

automatically when starting Windows option so you
don't have to remember to start Google Talk yourself.

Chrome Browser Only - Open Gmail Settings

from the gear menu. Then on the General tab,
scroll down to Desktop Notifications.

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 Life after Lotus Notes®

In Lotus Notes® ... In Gmail ...

Access a shared mailbox Create a Google Group
Have your administrator grant you access to a team Use Groups to create a collaborative inbox whose
mailbox, open the mailbox database from your members can send messages on the group's behalf
Domino server, and send messages on the team's (any Google Apps user can do this).
behalf.
Go to Groups to view groups you belong to.
Then click Create Group. Name your group,
create an email address for it, and choose the
Collaborative inbox preset from the Group
type menu.
For details, see:
http://learn.googleapps.com/groups

Don't see the Create Group button? Ask your

administrator to either enable Google Groups
for Business or create the group for you.

Send on behalf of the group

Go to the group's Discussion Archive and respond to
messages posted there using the group address.

Go to Groups, open the group’s Discussion Archive,

and click the posting you want to reply to.
Click Post reply or select from the drop-down menu for
additional options. In the message window, select the
group’s address from the By drop-down and compose
your reply.

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 Life after Lotus Notes®

In Lotus Notes® ... In Gmail ...

Send mail on your manager's behalf Send mail on your manager's behalf

You can access your manager’s Inbox in Gmail—

viewing her mail and sending messages on her
behalf—much as you did in Notes.
Recipients see that messages you send on her behalf
come from her but are sent by you.

Set up delegation
First, your manager must grant you access to her
Gmail account:
Want to send messages from your manager
that don't include your address? Go to your Have your manager open her Gmail
Mail settings > Accounts tab and add her Settings, go to her Accounts tab, click
address next to Send mail as. After that, Add another account, and enter your
choose her address in the From field when email address.
you send messages from her Inbox.
This sends you an acceptance email that you must
respond to, to activate delegation.
For more resources on mail delegation, see:
http://learn.googleapps.com/executive-
assistants

Access your manager's mail

Click your email address at the top of your

Gmail window, choose Switch account from
the menu, and click your manager's address.

This loads her Inbox in your Gmail window where

you can now send and receive mail on her behalf.

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 Life after Lotus Notes®

Label and archive in one step Preview attachments before download Prune duplicate contacts
Organize your mail and clear your Inbox in one step Attachments to Gmail messages reside in the cloud Want to clean up any duplicate contacts that
(similar to moving a message to a folder in Lotus and are only copied to your computer when you migrated from Lotus Notes®?
Notes®). download them for viewing.
You can easily merge duplicate contact records
You can save disk space (and time) by previewing without losing any data.
Select messages, then choose a label attachments without downloading.
from the Move to menu.
Click the Mail logo and
Click the View link below the attached file. choose Contacts to open
the Contact manager.
Then open the More menu
and choose Find & merge
duplicates (shows a list of
duplicates). Uncheck any contacts you don't
want to merge and click the Merge button.

Gmail merges unique information from the deleted

contact record with the remaining contact record.
Here, Gmail adds the Financial label to selected
messages and removes the messages from your
Inbox.
To view the messages later, click the Financial label Gmail opens a new browser window to display a
Work offline
at the left of your message list, or type in:Financial in preview of the attached file. You then have the Chrome Browser Only - Keep using Gmail, even
Gmail's search bar. You can also view the messages option of printing the view or downloading the when you're not connected to the cloud!
(along with all your other messages) by clicking All original file.
Mail.
Set up offline Gmail by opening your Gmail
Settings and going to the Offline tab.

You can then access your mail and continue working

even when your connection is intermittent or if you're
not connected to the Internet at all.
While you're offline, Gmail stores messages you
send in your outbox. It then automatically delivers the
messages the next time you connect.

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 Life after Lotus Notes®

Enable Gmail Labs Save time with keyboard shortcuts Recall messages
Gmail Labs are pre-release features you can enable Save time while reading and managing your mail by Ever sent a message and then realized you
to add even more functionality to your Inbox. Labs let using keyboard shortcuts. These let you perform misspelled your manager's name or replied with
you recall a message you just sent, enter a pre- common tasks without moving your hands from the the wrong date for a conference? Enable Undo
composed response, and much more. keyboard. Send to recall messages for 5-30 seconds after
you press Send.
To see available Labs and enable any you want to For example, type “j” and “k” to navigate up and
use, open your Gmail Settings, and go to the Labs down your Inbox, “o” to open messages, “r” to reply,
tab. “c” to compose, “s” to add or remove a star, “e” to
archive, and much more. Go to the Gear menu,
click Settings and
enable Undo Send in
Go to the Gear menu, the General tab.
click Settings and
enable keyboard
shortcuts in the
General tab.

While working in Gmail or Google Calendar,

type Shift + ? at any time to display a
complete list of keyboard shortcuts
For recommended Labs, see:
(keyboard shortcuts must be enabled).
http://goo.gl/aevIG

Print a copy of keyboard shortcuts from:

http://goo.gl/HnysH

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