Lotus Notes 5 Training Guide, v2.1
1st March 2007
Table of Contents
1. Opening Lotus Notes and managing the Work space
Opening Lotus Notes
Reading new mail
Views Reading a message Closing a Message
5 5 5
Refreshing the screen Create and Send mail
New message Quick addressing
Creating a folder Moving a folder Deleting a folder
8 8 8
Moving messages between folders
Single message Multiple messages
Creating and deleting attachments
Creating an attachment Deleting an attachment
Manipulating attachments on messages received
Viewing the file Launching the File Detaching the file
11 11 11
Using Address books to find an address
Importance Mood stamp Delivery report Delivery priority Return Receipt Prevent copying
13 13 13 13 13 13
Reply Forwarding a message Updating your Personal address book
Adding addresses Editing addresses Deleting addresses
15 15 16
16 16 16
Mailing lists (groups)
Creating Editing groups Deleting group
17 17 17
Calendar Make appointments To change who can manage your calendar
18 20 22
Viewing someone else’s calendar Discussion threads
Opening Lotus Notes and managing the Work space Opening Lotus Notes Start the program by double clicking on the Notes Icon on your desktop.
You will be prompted for the password. Key in the password and you should see a program as shown below.
Exercise 1. Start Lotus Notes 2. Key in your password 3. Close Lotus Notes
Reading new mail Open your mail database by double clicking on the mail icon button
Views Note that there are various useful views. Clicking on the symbols will have the following results shows all the email messages which you have been sent. shows the messges which you have marked for deletion shows copies of messages which you have sent to other people shows messages which you have saved without sending shows all the messages in the database – both received and sent . Reading a message To open a message: double click on the title. A window will open and you can use the scroll bars to view the document. Closing a Message To close a message single click on the
1. Open the mail database 2. Read a message 3. Change to look at the sent view 4. Change back to look at the Inbox
symbol at the right
Refreshing the screen If a message arrives while you have notes open you may see a comment at the bottom of the screen that says You have new mail. If this happens you may need to refresh the screen to show the mail Select View, Refresh or press the F9 key on the keyboard and then scroll through your messages to find the new ones, shown in red. Note: When you refresh the screen all documents marked for deletion are permanently deleted
1. Refresh the screen
Create and Send mail New message To create a new message, click on the form on the right will appear, although you may have a different style of heading at the top. Your cursor will automatically be placed in the To: field. (i.e. between the symbols) Notice that there is a line across the bottom of the button (or select Create, Memo). The
window, and below the line is a description of the purpose of the field in which your cursor is. You can either type in the relevant address or find the address in an address book. To use the button. This will allow you to enter addresses into the 3 address book click on the fields, To:, cc:, and Bcc:. (see next task for details) Quick addressing You can also simply type the first few letters of the surname in the relevant address field. Notes will look in your Personal address book. If it finds a matching name it will display it and you can press the Enter key to accept it. If it does not find a match it will look in the University Address book. Again if the correct address is displayed you can accept by pressing Enter. If the name displayed is not correct - type another couple of characters until the correct name is shown, or until the name is shown as “not found” in this latter case you will have to type in the correct address yourself. Continue for as many names as are required. Click into the Subject field and type a subject. Click inside the red to type the main body of the messge. Once the fields are completed and
you are ready to send the message click on the
Create a message and send it
Folders You may wish to keep your messages filed in subject groups, or by person etc. To do this you will need to create folders. Creating a folder Select Create, Folder Type a sensible name for the folder in the Folder name: field You will initially have no choice where the folder will be created so click OK Once you have created your first folder you will in future be able to choose the location of any new folders. Simply click on the folder of your choice and then on OK Note: a folder which contains other folders will have a twister at the left, and this can be used to view or hide the folders inside it. Renaming a folder Click with the right mouse button on the relevant folder. You will see the box on the right. Click on Rename and type the new name or edit the existing one and click OK. Moving a folder Click with the right mouse button on the name of the relevant folder. From the above menu click on Move. From the ensuing box select the folder into which you wish to move the folder and click on OK. (Note. you may also drag and drop the folder) Deleting a folder Click on the relevant folder and select Actions, Folder options, Delete folder. Note that the folder will be deleted immediately and the action cannot be undone. Any messages the folder contained will only be visible in the All documents view. (Note – you can also just press the delete key on the keyboard)
1. Create a folder called Rubbish 2. Create a folder called Tigger 3. Create a folder called A A Milne 4. Create a folder called Winnie 5. Delete the folder called Tigger 6. Move the folder called Winnie inside the Folder called A A Milne 7. Rename the folder called Winnie so that it is called Winnie the Pooh
Moving messages between folders Single message To move a message click the message in the pane on the right and then click again, holding down the left mouse button. Move the cursor over the folder in the left pane into which you wish to move the message and release the mouse button. The message will move. Multiple messages To select multiple messages click in the left hand side of each message so that a tick shows. If you tick something by accident then just click again to remove the tick To move the message click on one ticked message, hold the mouse down, drag across to the required folder and release the mouse button
1. Move a message into the A A Milne Folder 2. Highlight several messages and move them into the Winnie the Pooh Folder 3. Note the message you moved to the A A Milne folder 4. Delete the A A Milne folder. Note that the message that was in this deleted folder is now visible only in the All documents view
Creating and deleting attachments Creating an attachment To attach a file to the email message you must have your cursor somewhere in the body field. It does not matter whether you have typed your message or not. The file will be attached wherever your cursor is within the body area. Select File, attach (if this option is not available – i.e. it is not shown in black - your cursor is not in the body field) The window shown on the right will appear. Find the file you want to attach and click to select it Click on the Create button An icon representing the file will appear in your message. Notice that the icon will vary according to the type of file included. The icons shown on either side of this paragraph each represent a file. The one on the left is an Excel file called Accpres.xls and the one on the right represents a Word file calledChal-list.doc You can now make sure the message is addressed correctly, finish typing the message if required, and click on the Send button in the usual way Note: If you need to attach more than one file to a message, select File, attach as before. Select the first file and then hold down the Ctrl key on the keyboard while you click on the other files. Click on Create once you have all the required files selected. Deleting an attachment If you have made a mistake and wish to remove an attached file from your message, click on the relevant icon and press the delete key on the keyboard. You will be asked to confirm the deletion, as it cannot be undone.
1. Prepare to send a message 2. Attach the files Manpart.doc and Libraint.doc 3. Delete the attachment Libraint.doc
Manipulating attachments on messages received If a received message has an attachment you will see a paper clip symbol in the description of the message in the Inbox folder. E.g. When you open the message you will see, somewhere in the body of the message, an icon representing the file, as shown on the right. You have several choices about what to do with the file, but in all cases you should first double click on the icon. Now you can see various items of information about the file, i.e. it’s name, size and date last changed. You also have the choice to View, Launch or Detach the file by clicking on the relevant button. Viewing the file This may be satisfactory if the attachment is a simple Word file, but for other files may not be since Notes tries to show you the contents of the file without using the application in which it was created. You will be unable to edit the file. Launching the File You can use this when you have the application in which the file was created. Notes will start the application and load the file. If you make any edits to the file you will have to save the file to disk. Changes cannot be made to the attached file Detaching the file This saves a copy of the file onto disk. A dialogue box will appear which allows you to choose exactly where to save it. Note that the original file is still attached to the message. If there is more than one attached file you can drag over the icons representing all the files you wish to detach and select attachment, detach. To detach all attachments select attachments, detach all.
1. Open the message with attachment which you have received 2. Launch the attachment 3. Close Word 4. Detach the attachment and save it to the G: drive.
1. Task 9.
Using Address books to find an address There are six address books you can select from, (click on the down arrow to see the choice)
• Your Personal address book. This will initially be empty, but you can add your external contacts etc • Gre-notes’ address book. This contains the addresses of people within the University who are using Notes • All staff Email addresses and All Student Email addresses. These list email addresses for all staff and all students • Staff mailing Lists and Student mailing lists: These list groups of email addresses such as staff based on the Dartford campus or BA H Economics Yr 1 Once you have the name you require click on the button to copy the name to the To: field on the right. You can repeat this process for each person you wish to send the message to. You can also select names from both address books if required Repeat the process to find a person to whom you wish to send a copy of the message for button. (cc stands for “carbon copy”) information. This time you will click on the Repeat the process to find anyone to whom you wish to send a copy without the other recipients knowing. This time click on the button. (Bcc stands for “blind carbon copy”) Once you have added all the addressees click on the OK button Removing names If you add a name by mistake you can delete it within the Mail address box. Click on the name where it appears in the right hand area and then click on the button. If you have made a real hash of the addressing click on the addresses will be removed.
1. 2. 3. 4.
button, but note that all
Open a new message Use the staff address book to add the address for Khoe Yong C to the To field Use the notes address book to add jl12 to the CC field Remove Khoe Yong C from the To field
Delivery options Before sending the message you can select various options. Click on the button Importance Select the level of importance. The only one where a difference will be made is High. In this case if the recipient is a Lotus Notes user they will see ! (in red) at the left of the message. Mood stamp Chose a symbol which will show at the top of the message to indicate the spirit in which you wrote the message, e.g. joking. Again this will only apply to other Lotus Notes users. Delivery report Only on failure: means that you will not receive a report if the message arrives safely Confirm delivery: you will receive a report when the message is delivered (and if it is not) Trace entire path: gives details of everywhere the message goes. Probably not necessary None: you will never know whether the message arrives or not! (without a reply!) Note: you may not receive delivery receipts from messages sent outside the University, or where the recipient does not use Notes. Delivery priority Low the message is sent late at night when the server is less busy Normal the message is sent in queue order, first come first served High the message is sent urgently – pushing through the queue to some extent Sign: This is a way of being able to prove that a message has, or has not, been sent by you. Notes gives the message a numeric computer code and the words signed by Elizabeth Wells on 04-0599 07:45:22, or similar, will appear at the bottom of the screen. Encrypt This can only be used when sending a message to another Notes user. It will “scramble” the body of the message. The scrambling only applies while the message is in transit. The legal recipients will see a clear message, but anyone who intercepts it will see a scrambled message. Return Receipt Notes will send you a message when the recipient opens your message to read it. Prevent copying This option prevents the recipient from forwarding a message (and passing on anything you may have meant for their eyes only) and also from using Edit, Copy in that message.
1. Set a mood stamp
2. Make sure you will receive a receipt when your message is sent 3. Send the message
Either click on the message to which you wish to reply and click on the reply button, or double click the message to read it and then click on the reply button In either case a “New Reply” window will appear. The address of the sender of the original message is automatically placed in the To: field, and the subject of the original message is placed in the Subject: field with the letters re before it. (standing for regarding) You may wish to send your reply to all the recipients of the original message. To do this click on the Reply to All button. The addresses of all those who were sent the original message will then be copied into the cc: field. You can still edit this field to remove addresses, or add further addresses if you wish. Type the body of the message as before: Once you are ready to send click on the
1. Reply to a message that you have received
button as before.
Forwarding a message You may have received a message that you wish to pass on to someone else. (Note if the sender used the prevent copying option (see Task 12) you will be unable to do this.) To forward the message either click on the message or open the message and click on the button. The body of the message will placed in the body of a new mail and you can complete the address fields as usual. The message will also contain information about the original sender of the message, although this can be highlighted and deleted if required You can add text to explain why you have passed the message on if you wish.
1. Forward a message
Updating your Personal address book You may have contacts outside the University. In this case you may like to add their email addresses to your personal address book. To do this, return to your Notes workspace (you can click on Window and then Workspace at Office) and open your personal address book (e.g. mine would be xx00’s address book at local – where “xx00” would be your user ID) Adding addresses Click on the view and then on the button. Complete the relevant information in the New Busines Card window. Do not press enter in a field unless you wish to start a new line in that field. Use tab, the arrow keys or the mouse to move between fields. Once you have completed all necessary fields (note that you must complete the name field and button. The person will have now been added to your the email field) click on list and you will be able to use this address in your message Editing addresses To alter any details in an address, click on the relevant address and then click on the button. Make any changes and then click on the Deleting addresses To delete an address, click on the address and click on the button – or press the delete key on the keyboard. The person is marked for deletion and will be deleted the next time you refresh the screen or close the database.
1. Open your Personal address book 2. Add Elizabeth Wells, email address email@example.com 3. Close the database and return to the mail database. 4. Create a new message and type Wells in the To field. Note that it finds the address. 5. Return to the Personal Address book and edit the address so that the Company is University of Greenwich
button as before
Mailing lists (groups) Creating This is done in your personal address book. The process is very similar to adding a person. Click on the view and then on the button . Type in a Group name. This is what will be shown when you use this group in your message so make it descriptive. Make sure that the Group type is mail only. You can type in a description for your own benefit if you like. In the members: field type each address that you require. Either type a comma or press Enter after each address or . If the necessary addresses are in an address book you can click on the at the right of the members field to find the addresses and add them. Once you have added all the desired addresses click on .
You can now use your personal address book to find this group and add it to the To:, cc: and Bcc fields. Note that people are shown in the list with a person symbol at the left and groups are shown with a group symbol Editing groups To alter any details in a group, click on the relevant group and then click on the button. Make any changes and then click on the Deleting group button – or press the delete To delete a group, click on the address and click on the key on the keyboard. The group is marked for deletion and will be deleted the next time you refresh the screen or close the database.
1. Create a mailing list 2. Use the mailing list to send a message 3. Add another person to the mailing list 4. Send another message using the mailing list 5. Delete the mailing list
button as before
Calendar Once you have the Mail database open you can click on Calendar icon In the example shown we see a week of the calendar at a time. Note that you can click on the buttons at the top to see varying amounts of days at one time. shows only two days of the calendar, but shows more detail regarding time shows 7 days and the relevant appointments shows 14 days, 1 week per column shows a the days for the whole calendar month
To find today’s date quickly click on
at the bottom of the program screen.
To find any other date click on the symbol at the top of the calendar view button to change You can now click on the to a previous month or the to change to the next month. Click on a particular date to view that day
1. View 29th September 2. View today’s date 3. View the calendar 1 month at a time 4. View the calendar two days at a time
Click on “New” You will then see
Check Calendar: will allow you to return to see the date again on your calendar. Use Window to return to the appointment entry. Pencil in If something is pencilled in the time of that event is still considered as free time and will be shown as such to anyone else searching your calendar for free time. Not for public viewing: This will hide the event from others who can view your calendar Search for free time: This is only available when booking meetings. It will allow you to find time which is available for all those you intend to invite.
This allows you to set an alarm – but the alarm will only go off if you have Notes open!
Exercise 1. Make an appointment for tomorrow from 2 until 3:30 2. Make an appointment for next Monday from 9:15 – 4:30 3. Make an appointment for a day off on your birthday!
To change who can manage your calendar Giving access This will only allow users to manage calendar details not email messages. First users need Reader access to your database (see Task 14). Go to Actions, Tools, Preferences and click on Delegation tab, Calendar Delegation Tab -> Allow only the following people to read my calendar
Click on the down arrow
Now select the grenotes’s Address book from the top box and then click on the id for the person who you wish to allow to view your calendar. Click on Add and the name should appear in the box on the right. Note: If you add a user from any address book other than the Notes address book you will not succeed in giving access to the calendar. Removing access Go to Actions, Tools, Preferences and click on Delegation tab, Calendar Delegation Tab and Allow the following people to read my calendar In the dialogue box shown above click on the relevant ID in the box on the right and click the Remove button (or click Remove all to prevent anyone but yourself from managing your calendar)
1. Give the someone access to your calendar
Viewing someone else’s calendar Actions, Tools, Open calendar Choose the relevant id from the gre-Notes’s address book and Click OK. Note that if you do not have access to that calendar you will see the message:
Otherwise the calendar will open. Note that you will be unable to view email messages unless you have been given rights to those too. You can now add meetings etc to the other calendar. Note that if you want an icon on your desktop you must open the database.
Discussion threads If you wish to be able to follow a conversation through all the messages involved you can go to Folders and Views and click on Discussion threads. An example of the resulting layout is shown on the right. Notice that the envelope symbol indicates messages that you have sent. The “Re” indicates that this is a reply, and replies to replies are indented. In the above example, I sent M. Jarvis a message about Flexi. M. Jarvis replied to that message, and I replied to the reply. All the messages will be shown in one long list in this way, unless you have used a search.
1. Look at the Discussion threads folder