QUICK REFERENCE GUIDE ABOUT THIS GUIDE This guide is designed to assist you with CP Mail 2000, a Lotus Notes product. CONTACT INFORMATION Support: Help Desk extension 4444 Training: E-mail to GIT Training STARTING LOTUS NOTES 1. Click Start button from the Windows 95 desktop. 2. Select Programs, Lotus Applications, and Lotus Notes. 2 LOTUS NOTES WORKSPACE Workspace Tabs Replicator Tab Outgoing Mail CPMail 2000 for remote only Notes Databases Switch between office and remote locations 3 FAVORITES Everything related to electronic mail and the Calendar is stored within the Favorites database. 1. Double click the Favorites database in the Lotus Notes Workspace. 2. Click OK to view the Favorites menu. The view on the right of the Favorites menu is the view last used when Favorites was opened. Your Mail: Electronic mail is identified by your electronic mail name. Calendar: The Calendar is a private and network tool. To Do: To Do lists keep track of personal tasks. They reside on your computer. Archives: All archives are stored on your personal computer. Personal Address Book: The Personal Address Book always appears as your name followed by the word "Address Book." Internet and business contacts are stored here. Journal: The journal is an optional feature for personal memos. It resides on your computer. 4 THE MAIL ENVIRONMENT 1. Click arrow to the left of your name in the Favorites menu to open the mail menu. 2. Click Inbox. New Memo Delete Move to Archive... Forward Reply Reply With History Click button Click button Click button to Click button Click button Click button to reply to create to mark move message to to forward to reply to to a message with the a new message archive folders. a message a message original message. message. for deletion. to new without the recipient. original message. 5 THE MAIL ENVIRONMENT (CONT’D.) Inbox views incoming messages. Message Status Area: Drafts stores messages in progress. Click to refresh Inbox for incoming Sent contains messages you mailed. messages. All Documents are pointers to every message in your mail Indicates messages that have not database. been read. Meetings are your Calendar entries. Select multiple messages for deletion Trash contains items to be deleted. by clicking to check them. Discussion Threads shows messages grouped with their replies. Mark messages for deletion by Archiving is explained in the "Archive pressing the Delete button. Use the A Message" section. Delete button to toggle between delete Agents are for system administration. and undelete. Messages are not deleted until exiting CPMail 2000 or pressing the F9 key on your keyboard. 6 READ A MESSAGE From the Favorites Inbox menu, double click a message to open. READ AND SAVE AN ATTACHMENT Attachments are displayed as icons. 1. Double click attachment icon. A dialog box appears: • To read attachment, click Launch… button. When finished reading exit the attachment’s application. —OR— • To save attachment, click Detach… button. A dialog box appears. To save attachment click Detach button. 2. Click X in the upper right hand corner of the "Properties for Attachment" dialog box to exit. Hint: When Delete button is clicked from within a message, the next message appears on screen. Messages are not deleted until exiting CPMail 2000 or pressing the F9 key on your keyboard. CLOSE A MESSAGE Press Escape (ESC) key to return to the Favorites menu. 7 ARCHIVE A MESSAGE 1. Click message once to highlight from the Favorites Inbox menu. 2. Click Move to Archive… button. 3. Select archive folder. To create a new archive folder: • Check box "Create New Folder." • Type name for the new archive folder. 4. Click OK. The message is archived. DELETE AN ARCHIVED MESSAGE 1. Open Archives database from within the Favorites menu. 2. Click message once to highlight. Press Delete button. Trash can icon appears in the message status area. Messages are not actually deleted until exiting CPMail 2000 or pressing the F9 key on your keyboard. Hint: Check Archives database from the Favorites menu to ensure message is archived. All messages moved to archives appear in red because they are new to the archive folder. 8 CREATE AND SEND A MESSAGE 1. Click New Memo button from the Favorites Inbox menu. 2. Type the person’s name: • Begin typing the first name. CPMail 2000 matches the name to the Colgate Address Book or your Personal Address Book. Press Enter key to add the name. Address… Send Delivery —OR— Click button to bring Click button Options… up “Mail Address” to send the Click button to • Click Address... button and select dialog box. Click the message. set message names from Colgate Address Book address book area to priority options. or your Personal Address Book. switch between Colgate’s Address Book and your Save As Draft Personal Address Book. Click button Important: CPMail 2000 takes any name Internet addresses are to temporarily typed and tries to mail it, even stored in your Personal store messages if it’s incorrectly spelled. Address Book. in progress. 9 ADD AN ATTACHMENT Add attachments to messages when the cursor is in the text body. 1. Click icon. The “Create Attachment(s)” dialog box appears. Locate and highlight the file to be attached. 2. Click Create button. The attachment is automatically inserted into the text body and appears as an icon. 3. Repeat steps 1-2 for multiple attachments. SEARCH FOR MESSAGES 1. Click View, Search Bar from the drop down menu to display search bar. 2. Click either the Inbox or the Archives database to identify which database to search. 3. Type word(s) to be searched in the search bar and select Search button. 4. Click Reset button when finished viewing selection. 10 PERSONAL ADDRESS BOOK The Personal Address Book is named after your last name followed by the words “Address Book.” It resides on your computer. Use the Personal Address Book to store: • Business Cards (Internet addresses and business contacts) • Groups (private mailing lists) Business Cards: Lists all Internet addresses, business contacts, and other addresses. By Category: Create categories to organize the different types of business cards in your Personal Address Book. Common categories include Internet addresses, business contacts, and personal contacts. Groups: Contains private mailing lists. Advanced: Access CPMail 2000 remotely with these features. Agents: System administration. 11 BUILD YOUR PERSONAL ADDRESS BOOK Add Internet Addresses and Business Contacts: 1. Click arrow to the left of the Personal Address Book to open the Personal Address Book menu. 2. Click Business Cards once to highlight. 3. Click Add Card button (above Favorites). Add Card Button 12 4. Type the person’s name. Store Internet names • Type Internet address in the area "Address (not addresses), business contacts and personal (e.g., firstname.lastname@example.org)." Type accurately. names here. Leave the “Internet mail gateway domain (optional)" area blank. 5. Add any other information. • Click OK. If this is an Internet address, do the following: • Click down arrow to the right of the E-mail address area to open the “Mail Address Assistant” dialog box. • Select Internet Mail and click OK. 6. Click Save and Close button from "New Business Card - Lotus Notes" to go back to the Favorites menu. 13 BUILD YOUR PERSONAL ADDRESS BOOK (CONT’D.) Save Internet Addresses: Internet addresses can be saved to your Personal Address Book from within open messages or when a message is highlighted in the Inbox. 1. Double click message to open. 2. Select Actions, Mail Tools, Add Sender to Address Book from the drop down menu bar. Confirmation that the address has been saved to your Personal Address Book as a Business Card appears. Optional: To include names within an Internet address, edit the Business Card from within your Personal Address Book. 14 Create Groups (Private Mailing Lists): 1. Click arrow to the left of the Personal Address Book to open the Personal Address Book menu. 2. Click Groups once to highlight. 3. Click Add Group button (above Favorites). Group Name: Type a name for the private mailing list. Group Type: Default multi-purpose. Description: Type a description. Members: 1. Click down arrow to open the "Names" dialog box. 15 BUILD YOUR PERSONAL ADDRESS BOOK (CONT’D.) Create Groups (Private Mailing Lists) (Cont’d.): Address Book Add Button 2. Select names. 3. Click Add button to add members to the group. Names added to the group appear on the right. 4. Click OK. New group members appear in the Members area. 5. Click Save and Close button to return to the Favorites menu. Important: Groups (private mailing lists) can include addresses from both the Colgate Address Book and your Personal Address Book. Switch between Colgate’s Address Book and your Personal Address Book by clicking arrow to the right of the address book. 16 SEND A FAX CPMail 2000 can fax attachments created in Word, Excel and PowerPoint. 1. Click New Memo button from the Favorites menu. 2. Type fax recipient name, fax number, and @FAXOUT in the "To:" area. 3. Add text and attachment. 4. Receive acknowledgment from Fax Administrator on success or failure of transmission. SEND AN INTERNET MESSAGE 1. Click New Memo button from the Favorites menu. 2. Type Internet address in the “To:” area as is. —OR— Click Address... button to display “Mail Address” dialog box. Select Internet name from your Personal Address Book. See section “Build Your Personal Address Book” to add frequently used Internet addresses to your Personal Address Book. 17 OFFICE REMOTE REMOTE What Is Replication? Connection And Location Documents Replication is how you access electronic mail while away from the Connection and Location documents tell CPMail 2000 about the office. When you create a new mail message a delivery notice remote computer: how to connect to the Colgate network, how the is placed in the Outgoing Mail database until replication is computer’s modem is configured, as well as prefixes for dialing performed. Replication is the process of sending and receiving from different locations. All Connection and Location documents mail messages through a modem and telephone line — but are stored within the Personal Address Book. replication is more than simply transferring electronic mail. A replica of the office mail database is created on the remote computer, including the Inbox, network Calendar entries, attachments, and the Sent folder. This occurs when the remote Connection documents contain phone numbers. personal computer calls the Colgate mail network. Location documents contain dialing instructions, calling card numbers and modem information. 18 SET THE LOCATION DOCUMENT 1. Click location bar at the lower right hand corner of the screen to show a list of locations. 2. Select location: e.g., USDial 800#(Modem). Within the United States, Canada and Puerto Rico the location USDial 800#(Modem) is used to call the Colgate network. International calls require the IntlDial 732#(Modem) location. Location Bar Refer to section “Calling Card Numbers” to define calling card locations. 3. Update the appropriate areas for the "Time and Phone Information" dialog box. It incorporates changes such as dialing prefixes for outside lines and verifying time zones. Important: When a new message is mailed the message is stored in the Sent folder and a delivery notice appears in the Outgoing Mail database. The message is not delivered until your remote mail database is replicated with Colgate. 19 REPLICATION Replication sends and receives messages between Colgate and your remote mail and calendar system. Replicator Tab 1. From the Notes workspace, click Replicator workspace tab. 20 2. Click Start button. 3. Replication begins automatically. Workspace Tabs Replication is complete when the Replicator Status Bar reflects the time and date Start Button replication finished. Mail and Calendar entries are updated. 4. Click CPMail 2000 workspace tab to switch to the Favorites database and access your updated mail and Calendar entries. Replicator Status Bar Important: Replication time varies. See section “Change Replication Settings.” 21 CALLING CARD NUMBERS Edit a Calling Card Location: CPMail 2000 uses Location documents within the Personal Address Book to identify calling card numbers. You Edit Location Button have been provided with ATT and MCI sample calling card locations. ATT Domestic (Modem) 1. Click arrow to the left of the Personal Address Book to open the Personal Address Book menu. 2. Click arrow to the left of Advanced. 3. Click Locations once to highlight. 4. Click ATT Domestic (Modem) once to highlight. 5. Click Edit Location button. 22 6. Check that the calling card access number is correct. Important: This number varies depending on your long distance carrier. Phone 7. Type a few commas followed by your PIN number. Each Dialing comma represents two seconds (some phone systems section require pauses between dialing numbers). 8. Complete Phone Dialing section as appropriate. 9. Click Save and Close button to return to the Favorites menu. The example above is for domestic ATT calling cards. 23 CALLING CARD NUMBERS (CONT’D.) Add a Calling Card Location: 1. Click arrow to the left of the Personal Address Book to open the Personal Address Book menu. Edit Location Button 2. Click arrow to the left of Advanced. Calling Card Locations 3. Click Locations once to highlight. 4. Click an existing calling card location once to highlight. 5. Click Edit, Copy from the drop down menu bar. 6. Click Edit, Paste from the drop down menu bar. A copy of the existing location appears. 7. Click the copy once to highlight. 8. Click Edit Location button. 24 9. Change to an appropriate name for this calling card location. 10. Check that the calling card access number is correct. 11. Type a few commas followed by your PIN number. Each comma represents two seconds (some phone systems require pauses between dialing numbers). Important: These settings vary depending on your long dis- tance carrier and the country you are dialing from. 12. Complete Phone Dialing section as appropriate. Phone Dialing 13. Click Save and Close button to return to the Favorites menu. section The example above is for ATT dialing from France. 25 CHANGE MODEM SETTINGS 1. Select File, Tools, User Preferences from the drop down menu bar. 2. Click Ports icon on the right in “User Preferences” dialog box. Modem communications ports range from COM1 to COM5. The COM port used by your computer is checked in the “Communication Ports:” area. Do not change any settings. 3. Click once on the COM port that is already checked under the ”Communications Ports:” to highlight. 4. Press the COM# Options button. The “Additional Setup” dialog box appears. 5. Change modem settings as appropriate. 6. Click OK to exit. 26 CHANGE REPLICATION SETTINGS You can replicate the Inbox, Calendar entries, the Sent folder, and other mail related information. The more items you replicate, the longer it takes. 1. Click arrow to the left of your name in the Favorites menu to open the mail menu. 2. Click Inbox. 3. Select File, Replication, Settings... from the drop down menu bar. 4. Click Space Savers icon. • To replicate everything related to your Mail and Calendar uncheck "Replicate a subset of documents:" box. —OR— • To replicate selected items check "Replicate a subset of documents:" box. Highlight the Inbox and any other item(s). 5. Click OK. These settings will be saved and used the next time you replicate. 27 COLGATE PALMOLIVE ELECTRONIC MAIL POLICY Colgate views E-mail as a resource owned and provided by the company to enhance performance and productivity. The following is Colgate’s E-mail policy: 1. Colgate’s E-mail system is intended to be used by Colgate employees and authorized Colgate vendors and business partners for the purpose of correspondence relating to Colgate business. 2. Colgate has policies and facilities to protect against unauthorized access to the E-mail facility; however, the company cannot guarantee privacy for any documents on the system. 3. Generally it is not Colgate’s intent to monitor or read E-mail, documents, or files on the system; however, the company reserves the right to do so in appropriate circumstances for the purposes of investigating misconduct. For operations maintenance, security, business, legal or regulatory requirements, authorized personnel will have unrestricted access to information on either the E-mail system or any other company owned equipment. 4. Misconduct on the part of employees or management associated with the use of E-mail shall be treated in accordance with Colgate’s Code of Conduct policies. 5. The company reserves the right to remove anyone from E-mail at any time. Important: Messages in the Inbox, Drafts and Sent folders are deleted after ten days. Calendar entries are deleted after one year.