Using IBM Lotus Notes 8.5: Standard Edition - LEOnline

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Using IBM
Lotus Notes
8
.5:
Standard Edition
Usage
& Reference
Guide
Using IBMLotus Notes 8
.5
Standard
Edition
2
© 2009
LEOnline.net
FORWARD
The IBM® Lotus® Notes® 8
.5
client is available in two different configurations

Basic
and Standard.The Basic Edition closely resembles Lotus Notes
7 and is useful for
computers that do not have enough RAMor hardware resources to run the Standard
edition.If you have the Basic edition,many of the instructions in this guide will not be
applicable.
The information in this guide is to help you learn
the basics of navigating and effectively
using the features in
IBM®
Lotus
®
Note

8
.5
Standard Edition.
Although many of the
features of this configuration will be recognizable to users of Lotus Notes 7,its user
interface is very different.It is supporte
d by IBM® Lotus® Expeditor and IBM® Lotus®
Eclipse
™platforms with Java™
-
enabled
,Eclipse,and Standard Widget Toolkit (SWT)
capabilities.In the Standard edition you have improved functionality for mail,calendar,
contacts and instant messaging,but it does require more RAMand more resources than
its pr
edecessor.
In this guide,you will find the quick steps and instructions for handling Mail,Calendar,
Contacts,To Do,and Instant Messaging (Sametime®).
Topics included are:

Introducing the Lotus Notes 8
.5
Home page

The Open List,Bookmarks & Sidebar

Navigating in Notes 8
.5

Views,Panes and Folders

Messaging

Calendar and Scheduling

To Do Tasks

Your Contacts List

Replication

Searching

Instant Messaging

Keyboard Shortcuts
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Using IBMLotus Notes 8
.5
Standard
Edition
3
© 2009
LEOnline.net
The IBM
Lotus Notes
8
.5
Interface contains the tools to
create bookmarks;access
your E
mail,Calendar and To Do list;manage your
contacts
;work with databases and
Web pages;chat with other users;and
find information.The following image shows the
Basic Home Page.
INTRODUCING IBM
LOTUS NOTES
8
.5
:Standard
Tool Bar
SideB
ar
Click to Personalize Home Page
Click Icon
to Open
Mail
Window
Task Window
Click
Open
Button to
view all
Bookmarks
Status Bar
Using IBMLotus Notes 8
.5
Standard
Edition
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© 2009
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The image below shows the Home Page with t
he Open button clicked and the d
rop
-
down
list of
Bookmarks
displayed
.
Utilizing the My Work
Home
Page
To get the
My Work Home Page you can click on the arrow to personalize
the Home
Page
an
d choose My Work fromthe drop
-
d
own list.The My Work Home Page has three
tabs,divided into multiple panes that simultaneously access your Mail,Calendar,T
o Do
list and more.Use it to display your most frequ
ently used Lotus Notes applications
and
Web sites
My Work Tabs
:
Bookmarks
drop
-
down
Tool Bar
Click to Personalize Home Page
Task Window
Click Icon to Open Mail Window
Status Bar
Tool Bar
Stat
us
Bar
My Work To
ols:

Search

Launcher
My Work Frames
Click arrow to hide My Works tool pane
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.5
Standard
Edition
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My Work Tools
To temporarily hide the My Work tools pane
click the right arrow to the left of the Sear
ch
tool.To display the hidden tools pane,click the left arrow at the far right of the screen.

Use Search to search the Web or your Lotus Notes domain for database
or
application
titles containing your search terms.

Use Launcher to open
non
-
Notes
applic
ations,Lotus Notes databases and
documents,or Web pages by dragging the desktop icons or bookmarks to the
Launcher tool.
Using the My Work Home Page

You can scan new mail,today’s Calendar entries and current To Do list by
selecting the
Today
tab.

Wor
k with your mailbox and access frequently used applications by selecting the
Collaboration tab.You can view your Contacts,Domino Directory,Calendar,
Subscriptions,Web
sites and more.

You can edit the bottompane of the
Collaboration
tab page by clicki
ng on what
you want to view fromthe links below the bottompane
.

On the
Team
tab you can
display a teamapplication or W
eb
site and a team
Calendar.You can edit the content by clicking the
button.

You can also edit the content of you
r
my Work Home P
age by clicking the
link at the top right of the page.
Creating a Home Page
At the top of the Home page click the
Click here for Home Page options
text.Under
current Home page selection click the
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.5
Standard
Edition
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To display
all your bookmarks you need to click on the
button
,
whi
ch will open
the Bookmarks d
rop
-
d
own list.This will display direct links to your mail,calendar and
contacts
.The default bookmark folders contain
links to databases,documents,W
eb
pages and oth
er applications.
Using Bookmarks
Create
bookmarks to
any open message,database or W
eb
site opened in Notes.The
list of Bookmarks opens in a sliding fram
e to the right of the Bookmark d
rop
-
down list.

To add a Bookmark click
Create
and select Book
mark,or
r
ight
-
click
in the
message or database and then select Bookmark
.

To create a bookmark folder
r
ight
-
click
on an existing bookmark folder and then
choose
New Folder
.

To remove a bookmark or a bookmark folder you
r
ight
-
click
the bookmark or the
bookm
ark folder and select
Remove
.

You can
designate specific databases,W
eb
sites or other documents to open
automatically when you start Lotus Notes.Select the object you would like to
create as a b
ookmark and choose
Add to
Start
up
.
The Startup folder is
i
n the
More Bookmarks
folder.

You can set a Bookmark as your Home
page by r
ight
-
clicking on the bookmark
and then choosing
Set Bookmark as Home Page
.
Note:
Any
bookmarks
placed in the
My
Work Launcher
folder (i
n the
More Bookmarks
folder) will appear
in th
e
My Work Launcher
Tool.
THE OPEN LIST
,
BOOKMARKS
& SIDE
BAR
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.5
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Docking the Open List Bookmarks
If you prefer to view your b
ookmarks all the time when Notes is open
,
you can
Dock the
Open List
.T
his will plac
e all the bookmarks to the left
side of your window and remove
your
Open
button as i
n the picture below.

You can d
ock the
Open List
by right
-
clicking on the
Open
button and then
select
ing
Dock the Open List
,or clicking
View > Dock Open List
.
This will d
ock
all your bookmarks in a column on the right side of your window
.

To und
ock the
Open List
,right
-
click on the column with your bookmarks,
or click
View
and
uncheck
Dock the Open List
.The Open button will reappear and your
bookmarks will no
longer be displayed in the left
hand column
.

With the
Open List
d
ocked you can create a bookma
rk by dragging an itemto the
bookmark bar or a bookmark folder
.
Changing
S
ize and Contents of Sidebar
The Sidebar
can be shown as a narrow bar with icons or it can be expanded to show
you
Sametime C
ontacts
,
Sametime Primary Contacts
,
a mini
-
cale
ndar
Day
-
at
-
a
-
Glance
and
Feeds
.
You can also change
the size or content of the Sideb
ar
.

Sametime Contacts show a list of your
instant messaging
contacts and their
online
status
.

Sametime Primary Contacts shows a list you can create of those people you cha
t
with most frequently.

Day
-
at
-
a
-
Glance shows the current day of the week highlighted and
lists any
events
that
may be scheduled for the
day on your Calendar
.You can s
elect a
different day to see it
s events.Click
to go back to
today’s
events.
Docked
Open List
wi
th
Bookmarks
Sidebar
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.5
Standard
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Feeds show
the list of feeds (Web Content) you subscribe to
.

If your company has Activities set up
and it was selected to install with the Notes
install
,
you can view a list of Activities
assigned to
you
.

To Expand the Sideb
ar to see more informat
ion you can click the small arrow
next to the side
bar to expand or collapse
it
or
View >
Right
Sidebar
then choose
to Open,Thin
,or C
lose
d
.

You can customize the icons or
i
nformation you see on the Sideb
ar by clicking
View > Sidebar Panels
and choose wh
at you would like to add or remove from
the panel
.

To move the location of one of the items in your sidebar,with it expanded just
click on
its
header name and drag it in the bar to the place you would like it to be.

To open an item in your side bar click
on the itemyou wish to open.
Narrow Side
b
ar
Expansion
Arrow
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.5
Standard
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Window tabs for currently
open messages,documents,views,
applications,
databases
and W
eb pages appear across the top of the Lotus Notes screen
in the Task Bar
.

To switch between open items,click on
the task bar tab for that item.

You can change options for your window display
,click
File > Preferences
then
select
Windows and
Themes
.

To close a window
,
click the
X
on the window tab.If the window is the active
window you can press
Esc
to close it,or
File > Close
.To close all open tabs you
can click
File > Close
All
.

To move a window tab you can left click the window tab and drag the tab to the
desired position.
Toolbars
The tool
bars you see after the installation of Lotus Notes 8
.5
are the
defaul
t
toolbars.
These tool
bars
may
be different depending on which window you are viewing.Each
icon will allow you to do certain tasks when you click on them.
To see what an icon
does,point to it and a tool tip will appear showing the name of the icon.
NAVIGATION
Toolb
ars
Expanded Side
b
ar
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.5
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To display or hide the toolbars right
-
click within the toolbar rows,choose
Toolbar
,
and then select the toolbars you wish to display,or deselect the one you want to
hide.You can also click on
View > Toolbar
and choose your toolbars.
A third
way is
to click
File > Preferences > Toolbar > Toolbars
.

To customize your toolbar display
,
click
File > Preferences > Toolbar >
Customize
,
or right
-
click in the toolbar and choose
Toolbar Preferences >
Toolbar > Customize
.

You can also create a new
toolbar;
cli
ck
File > Preferences > Toolbar >
Toolbars
,
or right
-
click in the toolbar and choose
Toolbar Preferences >
Toolbar > Toolbars
.
In your mail file
(
and other databases),a view is the display of a selected group of
documents,such as all the messages i
n the
Sent
mail view.Use the
Navigation
pane
to select the information to display in the
View
pane and use folders to organize
messages or documents.The
Preview
pane is optionally used to view messages.
Navigation Pane
View Pane displays selected view
Preview Pane shows selected document
or message
Fo
llow Up Pane
Shows documents
marked to
follow
-
up.
Column Headers
Show Button
VIEWS,PANES,and FOLDERS
Click arrow to open and close the
Preview Pane
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.5
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Your mail file
opens to your
I
nbox view.
Working with Incoming Mail
You can view,sort,file and reply to messages,as well as view and save attachments in
messages.You can see messages marked for follow up
(the flag icon) in the Follow Up
pane.

You can also sort
your messages
to view by sender,date,subject,
and size
in
ascending or descending order by clicking
the column headers
.

You can rearrange the col
umn
order by clicking in the column header and
dragging it to the new location.

Unread messages are displaye
d in bold.
T
o view a list of unread messages click
the
Show
button
and select
Unread
only
,or
View > Show > Unread
only
,or choose
Actions > Unread Only
.

Messages with attachments appear
in the I
nbox with an attachment icon
to
the right of the message
.

Messages that have been replied to have a Green arrow
to the right of them.

Messages that have been forwarded have a blue
arrow to the right of them.

A message that has been replied to and forwarded will have a double arrow
to
the right of it.
(
No
te:
When your mail file is open the number of unread messages will display in your Navigation
pane.
)

To open a mail message you double
-
click the message,or select the message
and press
Enter
.

To preview a message,select the message and click the p
review arrow,
click
and select
Preview on Bottom
,
or
View > Show > Preview on
Bottom
(or if you prefer you can choose
Preview on Side
).

Open,save or view an attachment.First open the message,select the
attachment and choose
Attachment > Open
,or
Atta
chment > View,
or
Attachment Save
,
you can right
-
click the attachment and make your selection
,or
you can double click the attachment and make your selection fromthe pop
-
up
window
.

To mark a message for follow up action select the message and then click
A
ctions > Follow Up
,or click the follow up icon
and
choose
Quick Flag
to
flag the message with default settings,or click
Add or Edit Flag
to configure the
MESSAGING
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.5
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flag priority,time requirements and alarmnotification.There are three levels of
follow up:

Y
ou can view a mail thread by opening the message and click
ing
,
then
choose
Conversation
(this will show all emails exchanged).

To create a mail folder click the
Folder
icon
and choose
Create Folder
,or
choose
Actions > Folder > Create > Folder
.

To file
a message you can expand Folders in the Navigation pane and then you
can drag the message,or
selected
messages
,to the folder.
You can also move
the message to the folder using the
Folder
icon
and choosing
Move to
Folder
,or
Actions > Folder > Move to
Folder
.

To remove a message from a folder
,
select the message in the folder you want to
remove
,click the
Folder
icon
and choose
Remove fromFolder
,or
Actions
> Folder > Remove fromFolder
.

You can find
the
folder a message is in
.
Click
Actions > Folde
r > Discover
Folders
,or click the Folder icon
and choose
Discover Folders
.
(Discover
Folders will not show up if you are in an open message.).

You can copy a message into a new Memo,To Do,or Calendar entry.Select the
message,click on the
icon,and
choose
Copy into New
.
In Notes 8.5 there are new Context menus which allow you to do many of the actions
above by just right clicking on a message and choosing the action you wish to do.
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.5
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You can also select the name of the sender fromthis menu to
perform additional actions
involving the sender
,or get sender information
.
Managing
J
unk mail and Using QuickRules to screen incoming mail
You can set up your mail file to control junk mail,such as bulk mail messages and spam.
You can separate the
unwanted messages by sender,subject and content.
Simple mail
rules will eliminate messages with specific subject lines and sender names or specific
hosts or domains.

To block mail froma particular sender and send it to the
Junk
folder
automatically
,
se
lect the message,click on the
icon,choose
Block Mail
fromSender
,or click
Actions > More > Block Mail fromSender
.

You can remove a
sender from
the list of blocked senders.F
romthe
Junk
folder,
select the message fromthe sender or senders whose mes
sages you no longer
want to block.Click
Actions > More > Unblock fromSender
,or click on the
icon,choose
Unblock Mail fromSender
.

You can manage the list of blocked sender names by clicking
Actions > More >
Mail Rules
,or click on the
icon,choose
Mail Rules
.Open the
Blocked
Senders
list,
and then
select the addresses to remove.

To set up conditions for screening selected incoming mail,select an email,click
Actions > More > Create QuickRule
or click on the
icon,choose
Create
QuickRule
.

To cr
eate
new
conditions
or edit existing conditions for incoming mail
,
select an
email,click
Actions > More > Mail Rules
or click on the
icon,choose
Mail
Rules
,or
in the Navigation Pane
expand
Tools
and select
Rules
.
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Trash
You can
delete messages
with the Move to Trash
icon
,
which will put the
messages
in the T
rash folder.
You can permanently remove messages fromthe trash or restore
deleted messages fromthe trash folder
after opening the trash folder by clicking on it in
your Navigation pane
.
You can set a time frame to empty messages fromthe Trash Folder for automatic
removal by clicking
the
icon and selecting
Preferences
,or choosing
Actions >
More > Preferences
.
Creating and Sending Mail
You can send text messages or me
ssages with images or files attached to individuals or
groups.

To respond to a message click
Reply
,or
Reply to All
,or
Create > Reply
.
The
message
will respond to the sender with
only
the text of your response
.
Set time to Empty Trash
Permanent Deletion
When in a New
Message
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.5
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To respond to a message with the
text of the original message included you can
click
Reply
or
Reply to All
and choose
Reply with History Only
,
Actions >
Reply
or
Reply to All
>
Reply with History Only
.

To reply to a message with the text and any attachments fromthe original
message you
can click
Reply
or
Reply to All
and choose
Reply with History
&
Attachments
,or
Create >
Reply with History
& Attachments
,
or
Actions >
Reply
or
Reply to All
>
Reply with History
&
Attachments
.

All messages replied to will appear in your inbox with the
Replied to icon
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.5
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To automatically save messages so you don’t lose work if Notes closes
unexpectedly,click
File > Preferences
,
choose
Basic Notes Client
Configuration
,
check
Auto Save
and set the time interv
al.

You can attach and send files with your messages.To do this
in
the body of the
message click the
Attach
icon
or
File > Attach
,or
Actions > Attach File
,and
select the file you wish to attach,
or you can drag a file from your systemto the
body of
your message.

You can
i
nsert a link to a document,view,or database.With the itemselected or
the view open,
click
Edit > Copy As
and select the type of link you wish (Anchor,
Document,Application,or View
)
.
Place
your curser in the message where you
w
ant the link to appear
,
either
right
-
click and choose Paste or choose
Edit >
Paste
.

To create a collapsible section in a message,choose the text to be grouped in the
section under one section heading.Click
Create > Section
.
Using Mail Delivery Options
Before sending a message you can specify the way the message will be
delivered.
Click
Delivery Options
to set the delivery priorities,return receipt,message tracking,
delivery report and security.
You can also choose Mood Stamps.

If you choose High
Priority from Delivery Options you will see the
High Priority
icon next to the message in your Inbox.

If you choose Return
Receipt
fromthe Delivery Options you will receive an email
that says
RECEIVED
,once the recipient has opened the message.

Mood Stamps are icons that display at the top of a message and also next
to the
message in the Inbox.

The following is a list of Mood Stamps
Good Job
Question
Thank You
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If yo
u choose
,
you can have the
five most popular
delivery options appear as
check boxes at the top of a new me
ssage.
Click
,or click
Actions >
Display
,and
then
choose
Additional Mail Options
.
Changing Mail Settings
You can change you
r
settings for
displ
ay of mail,who can access your mail and other
preferences to handle specific circumstances.

To choose setting
s
for handling messages sent and inbox notification,click
File >
Preferences > Mail > Sending and Receiving
.

You can set specific color schemes
to identify incoming mail fromspecific
senders.Click
File > Preferences > Mail
,or click
and
select
Preferences
,
or
s
elect
Actions > More > Preferences.
Click
the
Attention Indicators
tab,
select or enter the sender

s name and then choose the colors
for the sender
.

Y
ou can choose to automatically spell check outgoing messages.Click
File >
Preferences > Mail
,or click
and
select
Preferences
,
or s
elect
Actions >
More > Preferences.
Then
choose the Mail Tab and the Basic Tab
,
check
Spell
-
check messag
es before sending
.

You can choose different display indicators to show if your name is on the
To
or
CC
line.Click on
Actions > More > Preferences,
or click
and
select
Preferences
.
Cli
ck the
Attention Indicators
tab.
Under Recipient Indicators
select t
he desired options.

To delegate mail access and handling by other users,click
File > Preferences >
Mail
,or click
and
select
Preferences
,
or select
Actions > More >
Preferences.
Choose
the
Access and Delegation
Tab,add Users or Groups
and then set
their Access.

You can let others know you are away and not responding to mail.Click
and
select
Out of Office,
or select
Actions > More > Out of Office
Set dates you
will be out,edit the message and enable the agent.