Fundamentals of Lotus Notes Email and Calendar - TechInfo ...

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Oct 30, 2013 (4 years and 8 days ago)

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Fundamentals of Lotus
Notes®

Email

and Calendar






2


Contents

Lotus Notes® Welcome Page

................................
................................
................................
.........

3

Docking the Open List

................................
................................
................................
....................

4

Sidebar

................................
................................
................................
................................
............

5

Want to subscribe to a RSS Feed?

................................
................................
................................
..

6

Opening Applications upon start
-
up

................................
................................
...............................

6

Elements of Lotus Notes® Email

................................
................................
................................
...

7

Inbox icons

................................
................................
................................
................................
......

8

Working with

Email in your Inbox

................................
................................
................................
.

9

Creating and Sending Email

................................
................................
................................
.........

12

Selecting Documents
................................
................................
................................
.....................

15

All Documents View
................................
................................
................................
.....................

16

AutoSave your email
................................
................................
................................
.....................

16

Recalling Mail
................................
................................
................................
...............................

17

Out of Office

................................
................................
................................
................................
.

18

More about Mail Preferences

................................
................................
................................
........

19

Elements of Lotus Notes® Calendar

................................
................................
............................

21

Types of Calendar Entries
................................
................................
................................
.............

22

Options for Calendar Entries
................................
................................
................................
.........

23

Scheduling a Meeting in Notes®

................................
................................
................................
..

24

Setting Up Your Availability

................................
................................
................................
........

25

Allowing Others to View your Calendar

................................
................................
......................

26

Adding calendars to your Notes® calendar

................................
................................
..................

28

Archive
................................
................................
................................
................................
..........

30

iNotes®: (www.esc.edu/myemail)
................................
................................
..............................

32





3


Lotus
Notes®

Welcome Page









Toolbar

Click to open
applications and
bookmark folders

Sidebar

Action Bar

Book
marked
applications

Panel

Any open emails or Notes
applications are displayed as
tabs.

Announ
cement headlines



4

Docking the Open List


Bookmarks are links that point to Lotus
Notes®

or Internet elements, such as applications,
views, documents, Web pages, and news groups.

You can have this open or “Docked”
or leave it
closed and open when needed.






Click the Open button to
display the list





Dock the list to have it open
at all times when you are in
Notes®




To Dock the Open List:

View


Select D潣欠the †††
O灥n List



5

Sidebar






The sideba
r

is located along the right edge of the
Notes®

window. Its purpose is to provide quick access
to Day at a Glance, RSS feeds and Sametime. Clicking
on any of the icons in the sidebar will expand the sidebar
and display the selected item.


You can resize
or hide the Sidebar by clicking on the
small arrow on the left edge of the Sidebar.


o

Sametime is for instant messaging within our
Notes®

Environment.
This is not currently installed
on our system

o

Sametime Primary Contacts.
This is not currently
installed

on our system

o

Day
-
At
-
A
-
Glance displays your daily schedule
and allows you to create new appointments and
other types of calendar entries without directly
opening your calendar

o

Feeds provide access to your RSS feeds and
allow you to subscribe to any new fe
ed.




You may also
deselect or select what you view

in the sidebar panel through the
menu.

Try it

View


Right Si摥扡r Panel:

o

Deselect or Select what you would like to view in the sidebar.

You may wish to deselect Sametime and Sametime primary contacts s
o
they do not show up in the sidebar panel. You can reselect them when
we roll Sametime out.



6

W
an
t to subscribe to a RSS Feed?


A feed is a list of articles or documents that are available at a web site. Many major news and
web sites provide feeds of t
heir content and update them on a daily basis.

The best way to get started is to check your favorite news or information sites for free feeds of
their content.


Try it

1.

Locate the Feed Icon

on the web site that you wish to subscribe to

2.

Right click on

the feed icon and select Copy Shortcut.

3.

Go back to your Lotus
Notes®

sidebar.

Click on the Add a Subscription Icon in the Feed section.


4.

The Add New Subscription dialog will appear. Cut and Paste the URL in
the field and click GO.




Opening Applicat
ions upon start
-
up


Any items (such as email, calendar, applications or documents), that are open when you close out
of
Notes®
, can be set to automatically reopen those items the next time you start
Notes®
.




Try it

File


Preferences


Win摯ds an搠Theme


o

Select: “On restart, reopen any tabs that were open when I closed the
client “

o

Click Apply and OK


7

Elements of Lotus
Notes®

Email










Too
lbar

Click to open
applications and
bookmark folders

Sidebar

Action Bar

Navigation

Panel

Mini
-
view


Any open emails or Notes
applications are displayed as

tabs
.

Preview Pane


View Pane



8

Inbox icons





New Mail


Attachment


Sent to me only (recipient icon)


Sent

to me and a few people

(recipient icon)


Sent to me and many people (recipient icon)


Flag


Normal priority


Flag
-

Urgent


Flag
-

Low


Message replied to


Message forwarded


Message replied to and forwarded


Recipient Icons
:
By default the Recipient Icons do no
t appear. If you wish to have these
displayed, you enable them in your preferences.

Try it

File

Preferences


Mail


Reci灩ent Ic潮s

ta戺

o

Select the indicators you want displayed.

o

Click OK


9

W
orking with E
m
ail

in your Inbox


Preview:

You can

preview your

email before you open it. By default the preview pane is open and on the
bottom of your inbox. You can select to have the preview pane display on the right
of your
inbox instead of the bottom. If you do not wish to preview your email prior to opening,
you can
also choose to close it entirely.


Open
:

Double click with your mouse to open an email. You may also highlight the email and press the
enter key.


Flag:

You may flag an email for follow up. You may select from 3 levels (Urgent, Normal and Low).
You may also set criteria, such as a follow up date associated with the flagged item.

Quick Flag
:

To set a quick flag, right click on the

email and select quick flag fro
m the context menu.

More Detail on a Flag:

You can also flag an email by clicking on

the drop down toggle next to the flag on the
icon toolbar. Select the type of flag you want.

o

Quick Flag: Flags the item with no criteria defined and sets the flag as Normal

o

Add or Edit Flag : Allows you to add follow up criteria and select Urgent, Normal
or Low for flag

You can also remove a flag from an email here.

o

Remove Flag: Allows you to remove the flag from a previously flagged item



10


Reply
:

You can reply to sender only or you can reply to everyone that received the email. You
can also:

Reply wit
h History:



This will include the email that you are replying to. It will not include any
attachments that were sent in the original email.

Reply with History and Attachments:



This will

include the email that you are replying to and any attachments
that
were sent in the original email. (not recommended unless
necessary
)

Reply:



This is reply to the sender without the original email.


Reply with Internet
-
Style History:



This method is
used
on many Internet mailing lists that transmit in plain
text only.








Forward
:

Forward with Attachments:



This will

include the email that you are forwarding and any attachments
that were sent in the original email

Forward:



This will include the email that you are forwarding. It will not include any
attachments that wer
e sent in the original email.







11

Save to Folder:

You can save and organize your emails into folders. If you have a folder created, highlight the
email and select Move to Folder. If you need to create the folder, select Create Folder. You can
then mov
e the email to the folder.






Delete
:

Highlight the email and then click on the Trash icon to delete an email. You may also press the
delete key on your keyboard.




12

Creating and Sending Email




Send:



Send the email to any and all recipients


Send a
nd File
:



You are able to
send the email and move the sent

email to a folder. If a folder has
not been created, you will have the opportunity to create a folder and then
move/file the email in the newly created folder


Save as Draft
:



This
option

allows you

to save an
email in a draft folder. You can work on the
email at your convenience and then send at a later time.


Delivery Options



You can add
a variety of delivery options to an outgoing email.

















13

Flag:

You may flag an email for follow up
. You may select from 3 levels (Urgent, Normal and Low).
You may also set criteria, such as a follow up date associated with the flagged item.

Quick Flag
:


o

R
ight click on the

email and select quick flag fro
m the context menu.

More Detail on a Flag:

Yo
u can also flag an email by clicking on the drop down toggle next to the flag on the
icon toolbar. Select the type of flag you want.

o

Quick Flag: Flags the item with no criteria defined and sets the flag as Normal

o

Add or Edit Flag : Allows you to add follow

up criteria and select Urgent, Normal
or Low for flag

You can also remove a flag from an email here.

o

Remove Flag: Allows you to remove the flag from a previously flagged item



Attachment
:

Use this feature to
email and
send files to any user with whom you

communicate.

When you
click on the attachment icon, a navigation window

opens allowing you to browse for

the file you
wish to send. You may
attach as many files as you want
.


14

Display
:

You can select to have commonly used delivery options

at the top

of
each new message you are
creating
.
This is handy if you
frequently

send emails as high priority and want something
marked confidential in the subject line. You can also have Bcc added to the sender area. Click
the drop down arrow next to Display to se
e your options










(Important
Note: Sign is NOT the same as signature
. It is digital and requires the use of
certificates. Please do not use Sign or Encrypt.
)



More:

If you have not chosen to append your signature to every outgoing email, y
ou can insert your
signature selectively from here:

Additional Mail Options

Sender Information

Bcc


15

Selecting Documents

You can select several documents at once. You
can

move several emails into
a single folder

or
y
ou can also select sev
eral emails and forward them. Selecting and forwarding several e
mails

would append all the emails together and forward them as one email. You can also select several
emails at once for deletion.

o

To select multiple documents in a view or folder click the

top email
,

and while holding
down the shift key,
click
the last

em
ail. All email
s

be
tween the top and bottom
will be
highlighted.

o

If you wish to sel
e
ct emails that are not concurrent, you may select the
individual emails
by holding down

the control (Ctrl) key and selecting each email
. Each email that you
select will
be highlighted.




Adding a document selection column:

If you

are

more comfortable selecting your documents using the selection column on the left side
of the listed emails, you may activate that preference.

The selection column allows you to select docum
ents by clicking in the column to the left of the
list of documents. Your selected documents have a check mark in the column to the left of their
titles.


Try it

File

Preferences


Basic
N潴es®

Client C潮fi杵ratio渺

o

Go to the Additional options selectio
n box

o

Scroll to the last option in the box

o

Select “Show check marks in margin for selected documents”

o

Click OK


16

All Documents View

All Documents

view displays
all your Notes entries (email, calendar and To Do)
. It also
displays the folder where that doc
ument is stored. If the document was sent or if it
is
a calendar
item

or To Do
, it will not have a folder listed.





AutoSave your email










The AutoSave option a
utomatically saves documents you are working on so you can recover
your work if ther
e is a power outage or system crash.


Try it

File


Preferences


Basic
N潴es®

Client C潮fi杵ratio渺

o

Click box for AutoSave every

o

Type in or use drop down option to select how often you want to have
your email automatically save

o

Click OK to Save




17

Recal
ling Mail

If you sent an email
erroneously, you may recall
the
message sent
to recipients
within
Empire
State College
.
You
cannot

recall messages that have been read or were sent more than 14 days
from the day you are trying to recall.
Please note: You c
annot recall messages sent outside of the
Empire State College Lotus
Notes®

network.

To recall a message:

1.

Open your Sent folder and
select

the message that you wish to recall

2.

With the
message

selected, click on the Recall Message b
utton

in the icon toolbar
.

3.

When the

Recall

Message

dialog box appears, select th
e
recipient

whose mail will be
recalled.




4.

Ensure the “Send me a recall status report for each recipient” option is selected to receive
a report in your inbox with information on the success or failu
re of each recall attempt.




If you do not want someone to recall an email message sent to you erroneously, you may change
this setting:


Try it

File

Preferences


Mail

Within the View an搠F潬摥r Management secti潮

o

Deselect the option
to “
A
ll潷 lthers t
o recall mail sent to me”

o

Click OK


18

Out o
f Office

To
access the
Out of Office function:


Try it

From the Toolbar:

More


Out Of Office

New



If you are not going to be out the whole business day, you may now
specif
y

hours that you will be out.

















19

More about Mail Preferences




Basics:

In the Basics tab, you can select to have Lotus
Notes®

run spell check before you

send your

email messages. It is also good practice not to send
an
email without a subject line. You can
have Lotus
Notes®

w
arn you before you send a message without a subject in the subject line of

y
ou
r

email.


Letterhead:

Letterhead is a picture that is at the top of your outgoing emails. You may select to have none or
you may select a picture from the Letterhead tab.


Sig
nature:

You may create a signature to add to the bottom of each outgoing email. This can be appended to
each
outgoing
email automatically or you can add it only when you
want to
.



20

Sender

Colors:

You can set preferences to
easily spot incoming emails from i
mportant senders in your inbox by
assigning unique background and text colors fr
om different senders.



Recipient Icons:

You can also display different icons for mail sent to you only, sent to only a few people, or sent
to you as a secondary recipient.

T
his was discussed on page 8
.




Sending and Receiving:

Lotus
Notes®

checks for new mail every 15 minutes by default. If you wish to view new mail
more or less frequently you can change it.

You can also select how you wish

Lotus
Notes®

to notify you of ne
w mail.




21

Elements of
Lotus
Notes®

Calendar








Toolbar

Click to open
applications and
bookmark folders

Sidebar

Action Bar

Calendar

Views

Options


Options

Mini
-
view


Any open emails or Notes
applica
tions are displayed as
tabs.

Preview Pane


View Pane


Add a Calendar



22

Types of
Calendar

Entries





1.

Appointment:

Use an Appointment entry to schedule a block of time within a day in
your calendar.


2.

All Day Event:

Use the All Day Event entry to schedule an entire d
ay or block of days
in your calendar.
This will be display
ed

in group calendars as 4:00 AM to 8:00 PM
(default to cover all time zones)


3.

Anniversary:

Use an

Anniversary event to add annual events to your calendar.


4.

Reminder:

Use the Reminder entry to
remind yourself of something at a particular time.


5.

Event Announcement:

Use the Event Announcement entry to send broadcast e
-
mail
invitations
so that

participants

can add to their calendars without having to respond to
you. This is new with Lotus
Notes
®

8.5.


6.

Meetings:

Use the Meeting entry to schedule a meeting with others and send e
-
mail
invitations they can respond to and add to their Lotus
Notes®

calendar. Participants can
accept, decline, or propose changes to meeting invitations. Note: meetings

you accept
will automatically be inserted into your personal calendar and any changes will be
updated automatically.



23


Options for Calendar Entries



If you have given others access to your calendar, select Mark Private to prevent them from
reading the
entry. Those with access to your calendar but not your mail can see the times and
dates of private calendar entries but cannot see details of the entries.

.



To note some information on your calendar as an All Day Event and still be available to schedul
e
meet
ings, select the Mark Available
option in
the
upper right
-
hand corner of the calendar entry
form.




You can have an alarm go off to remind you of your c
alendar entry. Time settings for
these
alarms

are dependent on the type of calendar item. For

example, an All Day Event or Reminder
calendar entry will go off the day before the event.
For an Appointment entry, the alarm
will

go
off 30 minutes before the appointment.

You can change these defaults for an ind
ividual entry or
for all entry

types
in

Calendar preferences.







24

Scheduling a Meeting in
Notes®


1.

Open your Lotus
Notes®

calendar


2.

Click the
New

button


3.

Select
Meeting



4.

Enter
Subject


5.

Enter
Start
and
End Dates
and

Times


6.

If applicable
,

and this meeting repeats on a schedule, click the
Repe
at

link and fill out all
required fields.


7.

In the
Who
section: enter the invitee names under the appropriate fields.



Required

is for those who MUST attend the meeting.



Optional

is for those who you would LIKE to attend the meeting.



FYI

is to notify appropr
iate people that the meeting is taking place, but they do NOT
need to attend the meeting.


Note
: T
hese fields give you the type ahead feature that points to the L
otus
Notes®

address
books and you can use established mail

lists.


8.

In the
Where

section: ONLY

use the
Location
field to note where the meeting will be held.
We do not currently u
se Rooms, Resources, or Online Meeting
.


9.

Enter a
Description
. Examples include meeting agendas, telephone conferencing
information, etc.


10.

Attach

any files needed for t
he meeting.


11.

Click on the
Find Available Times

tab to see the availability of the people you entered in the
Who section. The time will appear green if everyone is available. Click on the
Summary

option to find an alternative date and/or time.

(Note: This

is only effective if everyone you
invite is keeping their calendar up to date)


12.

When all your data is entered, click the
Save and Send Invitations

button. E
-
mails are sent
to all participants entered in the Who section and the Meeting is placed on your c
alendar.



25


Setting Up Your Availability


You can customize your office hours, including
your usual lunch break. This will

mark you
unavailable
for those time
s

when you are not
normally
in the office
.


Try it

File


Preferences



S
elect “Calendar and To Do




Click on the Scheduling tab

3.

Add your hours worked and your normal lunch hour.

4.

Select both of the following options in the
Sched
uling Notification

Options

area:

o

Check for conflicts when adding calendar entries

o

Note as a conflict if entry occurs outside of

your available hours
























26

Allowing Other
s

to View your Calendar


You can let specified people read your calendar entries and to do items. You can also let
selected people
have access to
Read, Create, Edit and Delete

calendar entries f
or you.



NOTE:

Access to your

Calendar and
access to your

Schedule are different.



Allowing other
s

to
v
iew You
r

Calendar:

This will allow others to view your calendar
and
any
calendar entry that you do not mark private.



Allowing others to v
iew Your Sched
ule:

Allowing others to view your schedule
does
not allow

access to your calendar or the calendar entries

unless you select that option.
By default
, it only show
s

when you are or are not available.


Allowing Other
s

to View your Calendar

Try it

File


Pref
erences



Calen摡r an搠T漠Do



Click on
Access & Delegation


2.

Click on
Access to Your Mail and Calendar

3.

Click
Add



this will 潰on the A摤⁐e潰oe/dr潵瀠 潰oi潮s

tithin the A摤dme潰oe/dr潵瀠 潰oi潮s



Specify

to whom you want to give access. Select either

a.

Everyon
e
(this will be displayed as Default. This gives everyone

at least

read
access to
calendar

entries not marked private
)


Or

b.

Add a
person
or group in the

Just this person or group

field.
(this
will allow you to specify exactly who or w
hat group you are
allowing
R
ead
access to
calendar entries

not marked private
)

5.

Select
Calendar, To
D
o and Contacts

6.

Select
Read

or
Read, Create, Edit and Delete
.



Read
: Select this option to

give the people you selected in step 4
access

to read any calenda
r entry
. People wi
th

Read access
are
not

able to view any entry marked private.



Read
, Create, Edit and Delete
: S
elect this option

i
f you
want

someone to
have
this additional
ac
cess to your calendar. People
with this access are still unable to view any
entry marked
pri
vate.

7.

Click OK

Note: You can select a person or group to have Read access and also add another
person or group to have additional access to your calendar (for example your center
may have access to Read your calendar entries but your su
pport staff may have
access to
Read, Create, Edit and Delete)



27










28

Adding calendars to your
Notes®

calendar

You can add
other’s
calendars to your
own
Notes®

calendar, display their entries
in

your
Notes®

calendar
, and set display options to distingu
ish

between
calenda
r

entries.


Add a Calendar.

Under Add, select one of these options:

Notes®

user's calendar



Adds another person's
Notes®

calendar (requires that the person has given you
access to the calendar).

Google Calendar



Adds a private calendar
(which requires a user name and password) or a public
calendar (which requires the calendar's URL).


















29

If you are adding a Notes user’s calendar, you can start typing the user’s name in the User Name
field. As you type, Lotus Notes will list

users that fit what you are typing. Once the correct
name appears, you can select if from the list.












Calendar Entry Formatting

allows you to

select display options to make the display of the added
calendar's entries on your
Notes®

calendar uni
que.

Click OK.

If the calendar you're adding contains many entries, it may take a little longer for your
Notes®

calendar to display them.

(
Note
:
To hide or display a calendar's entries later, select or deselect the calendar's check box
under Show Calend
ars.
)


30

Archive


All Lotus
Notes®

mail items are automatically archived after 6 months. This includes email,
calendar entries and To Dos.


To access your Archived
Notes®

items select your Archive folder from the Navigation pane.




Double click on the su
bfolder “
email older than 6 months v6
”.

Your archived
Notes®

items will open as a new
Notes®

application tab.



31



Select the
Recently Archived

folder to see items
categorized by date a
rchived
.




Your Calendar and To Do items older than 6 months are
also archived.
Use the ho
tspot tool to
switch to those archived items
. This will open
the C
alendar or

To Do view, in another Notes tab.




H
otspot



32

i
Notes®
: (www.esc.edu/myemail)


Lite Mode:





33

Full Mode: