inotes 851 essentials

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Lotus iNotes 8.5.1 User Essentials

Version 1.2Version 1.0


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Copyright Information

2010 wareSource.com

Part # ICUE851-1.0, updated for Lotus iNotes 8.5.1.

Under the copyright laws, this book may not be photocopied, reproduced,

translated, or reduced to any electronic medium or machine-readable form, in

whole or in part, without the prior written consent of wareSource.

While every reasonable precaution has been taken in the preparation of this book,

the author assumes no responsibility for errors or omissions, nor for the uses madeof the material contained herein and the decisions based on such use. No

warrantees are made, express or implied, with regard to either the contents of this

work, its merchantability, or fitness for a particular purpose. The author shall notbe liable for direct, indirect, special, incidental, or consequential damages arising

out of the use or inability to use the contents of this book.

In no event shall the author be liable for any damages whatsoever (including

without limitation, damages for loss of business profits, business interruption, loss

of business information, or any other loss) arising out the use of or inability to use

this material, even if the author has been advised of the possibility of suchdamages.

IBM, the IBM logo, Domino, iNotes, Lotus, Lotus Notes, Notes, and Sametimeare trademarks or registered trademarks of International Business Machines

Corporation in the United States, other countries, or both.

Microsoft, Windows, and Windows NT are registered trademarks of Microsoft

Corporation in the United States, other countries, or both.

Other company, product, or service names may be trademarks or service marks of

others.

2 Lotus iNotes 8.5.1 User Essentials


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Table of Contents

Topic 1: Get Started.................................................................................................7

Topic 2: Send a Message .......................................................................................29Topic 3: Read Messages ........................................................................................49Topic 4: Advanced Messaging Features................................................................71

Topic 5: Instant Messaging....................................................................................95

Topic 6: Calendar.................................................................................................107

Topic 7: Schedule a Meeting ...............................................................................127Topic 8: Calendar Entry Schedule Tab................................................................145

Topic 9: Resource Reservations...........................................................................153

Topic 10: To Do List........................................................................................... 161Topic 11: Delegation............................................................................................173

Topic 12: Contacts ...............................................................................................181

Topic 13: Notebook .............................................................................................193Topic 14: Work Offline ...................................................................................... 197

Topic 15: Quotas and Archiving......................................................................... 213

Topic 16: Other Ways to Access Your Mail........................................................225

Index ....................................................................................................................233

Lotus iNotes 8.5.1 User Essentials 3


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Description

Lotus iNotes runs in a browser and includes several applications including Mail,Calendar, To Do, Contacts, Notebook, and Sametime instant messaging. During

this course you will use all the applications, such as to send and reply to emailusing Mail. Because Sametime instant messaging is integrated with iNotes, you

will also know when people are online so you can send instant messages in realtime.

Calendar keeps track of your appointments and helps you schedule meetings thataccommodate your co-workers schedules and coordinate the reservation of

rooms and other resources so that everything is in place when the meeting starts.

You can record and track your To Do items, viewing them in a list or Gantt chart

so you can more easily visualize your deadlines and progress over time.

Use Contacts to help manage your relationships, as well as to assist in email

addressing.

Notebook provides a place to save information in a searchable collection of

documents.

This course also shows you how to continue to use iNotes even while you are

disconnected from the server and then synchronize changes when reconnected.

Course goals

In this course, you will learn how to:

send and receive email using iNotes

know when other people are online and communicate with instant messages

organize mail into folders

use the Calendar to schedule appointments and meetings and check for freetime in others schedules

define personal and group To Do items

create Contacts and Groups for easy email addressing

create Notebook Pages to store text and attachments

work in iNoteswhile disconnected from the Internet

manually archive your obsolete messages to free up space



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access iNotes using Lite Mode and an RSS Feed Reader.

Audience

This course assumes basic personal computer and software skills and is designedfor individuals who can:

start and stop software applications in Microsoft Windows

use Microsoft Windows Explorer to find and organize files

use Internet Explorer or Mozilla Firefox to open and navigate Web sites

use any other type of email

create, format, and print documents using a graphical word processing

software package.

Course design

This is a lecture/lab course that follows a task-oriented approach. This course

guides you as you experience the most widely used iNotes features. It does not

cover how to develop applications or how to administer a Domino Server.

Note:This course requires connection to a Domino Server on which you have

been registered as an iNotes user. Sametime instant messaging requiresconnection to a Sametime Server.

Lotus iNotes 8.5.1 User Essentials 5


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Data disk

There is no data disk for this course, as you work with standard Domino databaseson the Domino Server.

Please consult the Set Updocument for this course to make sure that the DominoServers are configured correctly before starting the course.

Font conventions

This course follows these font conventions:

Italic - database, View, Page, Form, document, Agent, and Field names, aswell as object event types

Bold- Menu commands, command button names, and accelerator keys

Courier- user input, sample values, file names

Lucinda Console code examples, HTML, CSS, and object names

Ar ial URLs.



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Topic 1: Get Started

Key points

In this Topic you will access your mail and calendar file stored on a Lotus

Domino Server using iNotes running in a browser.

Ways to access your mail and calendar file

Your mail and calendar fileis stored on a Domino Server. You can access it eitherwith Lotus Notes or from any computer with a browser using iNotes. With either

software, your connection to the Domino Server may be over the company

network or over the Internet:

Domino Server

Internet

or

Company Network

Your MailBrowser&

iNotes

Lotus Notes

Lotus Notes. Notes may be installed at your desktop computer at work or

work, or on your laptop that you carry with you. Notes has more featuresthan iNotes, but it must be installed ahead of time along with your Notes

User ID.

iNotes. You can open your mail and calendar file from almost any computerin the world that has a browser, such as from your home or while traveling.

Using iNotes you can do many things you can do in Notes, such as send and

receive Messages, or work in your Calendar and schedule Appointments andMeetings. If your company uses Sametime, you can also see when other

people are online and you can send instant messages to them. The best thing

about using iNotes is that nothing needs to be installed ahead of timeregardless of where you use it.

If you happen to use both Notes (such as while you are in the office) and iNotes

(from home or when you travel), you can switch back and forth between the two,because both access your single mail and calendar file.

Topic 1: Get Started 7


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Note:iNotes comes in three modes. Have an Apple or other smart phone?

Lotus iNotes Ultralite Mode runs on an Apple iPhone or iPod touch and Lotus

Notes Traveler provides access to your mail for hand-held or wireless devicessuch as phones, pagers, or PDAs.

Seehttp://www.ibm.com/support/docview.wss?rs=899&uid=swg21315871

to seehow Ultralite Mode compares to Full Mode covered throughout this course and

Lite Mode covered in Topic 16.

Six applications in one

Your mail and calendar file has five applications, plus a limited version of

Sametime Instant Messaging:

Application Use this application to

Mail Send and receive email from other people in your company

or from anyone on the Internet.

Calendar Schedule appointments and meetings.

Contacts Keep a list of people you regularly keep in touch with so youcan have access to their email addresses, phone numbers,

addresses, etc. One click lets you send a Message orschedule a meeting with any of your contacts.

You can also use the Company Directory to find names andemail addresses.

To Do Keep a list of tasks you dont want to forget and mark them

complete when finished with them.

Notebook Save stray pieces of information in this handy place.

SametimeInstant

Messaging

See if someone is currently working in Notes, iNotes, or astandalone Sametime client, and if so, send that person an

instant message.

8 Topic 1: Get Started
http://www.ibm.com/support/docview.wss?rs=899&uid=swg21315871http://www.ibm.com/support/docview.wss?rs=899&uid=swg21315871


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URL to your mail and calendar file

Your Domino Administrator will provide the URL to open your mail and calendarfile from a browser using iNotes. Which URL you use depends entirely on how

your network and Domino are configured. Here are several possible URLs:

An exact URL to the Domino Server where your mail and calendar file is

stored as well as the name of your file, which always ends in .nsf:

A general URL to open the server where redirection based on your user nameis configured, for example:

You will automatically be redirected to your mail and calendar file on theright Domino Server:

If allowed, you can click Personal Optionsto set how iNotes opens by

default, meaning Full or Lite Mode, and directly to a particular application

such as Mail or Calendar.

Or, you may be able to click a link on a company portal page that takes youto your mail and calendar file, also without you having to know the exact

URL it.



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Log in name and password

Before iNotes starts you will be prompted for your name and password to log intothe Domino Server where your mail and calendar file is stored. Your

administrator will provide you with your full user name and password.

Again, depending on how the server is configured, the name and password request

will appear differently:

It may be a standard browser password dialog box, for example in Windows

XP:

Or in Windows 7:



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In other cases, you will enter your name and password on a custom form,which may look something like this:

Or, it may look very different, perhaps embedded in another Web page.

There may some other mechanism that automatically logs you into the

Domino Server, such as your Windows name and password, such that you

are never prompted separately to log in to iNotes.

Regardless of the exact login procedure, be sure to enter your full user name,

including any forward slashes and company name, as /TeamApps is shown in

the examples above for Pat Smith/TeamApps.

The case of your name isnt important, sopat smith/teamappsor PAT

SMITH/TEAMAPPSwould work just as well. Your password is, of course, case-

sensitive!

Warning: To better secure your mail and calendar file, do NOT check

Remember my password or Remember my credentials in the passworddialog box, especially if you are using a public computer.

Install iNotes Control and security warnings

Your browser and anti-virus/anti-spyware software is designed to protect you

from running programs that may harm your computer. Ideally your Domino

Administrator has already taken steps to ensure that iNotes is ready to use. If not,when you open iNotes for the first time, you will be asked to give permission for

iNotes to run.



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At some pointdepending on what you try to openyou may be also prompted

to:

Install and run the Lotus iNotes Control, an optional ActiveX control usedfor enhanced file attachment/detachment (drag & drop file attachment, easy

file selection, and multiple file views). When you start iNotes using InternetExplorer, you will be prompted to install the control:

If you click Dont Install, iNotes will still work using the standard browser

file upload utility. You can always go back later to Preferences to find theInstallbutton under Basics if you decide you want the enhanced attachment

feature:

Click the button to install the control.

Or your browser may ask the same question in a yellow warning bar at thetop of the window:

Click the warning bar and choose Install ActiveX Controland whenprompted, OKto continue.

Keep in mind that your computer may have anti-malware software thatprevents ActiveX controls from being installed or running, or InternetExplorer itself may block them if the Web site from which it comes is not

trusted. In some cases you may need temporary Administrative rights to

install the control. You must resolve all these issues before the iNotesControl can be installed. But once it is installed, you wont have to worry

about it again.



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Trust the actions of iNotes, as in this Mozilla Firefox dialog box:

Click Allow and select Remember this decisionto let iNotes run.

You must agree to run or install the IBM software, or certain parts of iNotes

wont run properly; for example, you wont be able to use instant messagingor attach files to a Message.

Allow pop-ups to run in the browser.

Click the yellow bar and choose Always Allow Pop-ups from This Site. For

iNotes, any time iNotes opens a new window it may be considered a pop-up,so this must be allowed.

If you are running a personal firewall, you may also be prompted to trust thecomponents from IBM, to which you must also agree to for iNotes to run

properly.



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Quick tour

Lotus iNotes is designed to be easy to operate, but like most things, knowing afew things in advance will help make the transition from other email systems

easier and quicker. Here is a typical screen you will see when working in iNotes,in this example several Messages have already been sent and received in Mail:

The following sections describe each numbered feature.

Top Menu Bar

Whereas the Action Bar contains application-specific action buttons, the buttons

in the Top Menu Bar pertain to iNotes in general:

Button Function

Shows that you are currently using the Full Mode of

iNotes, but click it to switch between full-featured iNotesand the Lite Mode, which has wth fewer features. You will

work with Lite Mode at the end of the course.



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Button Function

Lets you configure iNotes.Depending on your company

policies, the Domino Administrator may take control over

some or all aspects of what iNotes looks like and operates.

For example the Administrator may predefine things likeyour Home page tab layout and what application opens

when you start iNotes. But more often than not you are

allowed to set your own preferences.

If you dont see the Preferencesbutton at all, you can

assume the Administrator has taken total control overiNotes.

Shows that you are working online; click the button to

work offline on you laptop while traveling, as you will do

later in the course in Topic 14.

Exits iNotes and also closes your browser. This clears

your user name and password so that no one else can

access your mail and calendar file from this computer.

Opens the Help application in the Sidebar. See below fordetails. The button also lets you to give feedback to IBM

and to see the About iNotes dialog box (version number,

your iNotes mail and calendar file name, the number of

documents, and if a quota applies, how much space youhave left).

Also opens the About iNotes dialog, but if you press Ctrl

before clicking it you will open the Lotus iNotes Console.You may be asked by your Domino Administrator to read

the error messages in the console to help diagnose iNotes

problems.



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Appl ication Switcher

Each of the buttons in the Application Switcher opens one of the five applications

appears in the function area. Hover your mouse over a button to see whichapplication it opens, then click the button to open the application, for example

Mail:

Once open, applications are divided into two panes:

Navigation Pane on the left

View Pane in the center.

The sixth application, Sametime, actually opens in the Sidebar on the right,though not from a button in the Application Switcher.

Tabs

When you open an application, it opens in a new tab. You can open one or moreapplications at once, and then use the tabs to:

switch back and forth between applications

close any application by clicking the on the tab.

When you are using an application, a new tab is also created for every document

you open in that application, for example an email from the Mail application. The

content of the email appears in the View Pane.

As with application tabs, you can have multiple document tabs showing, and then

use the tabs to switch between them or to close a document.

Tip:Press Escto close the currently selected tab, with the exception of the firsttab, typically Home, which cannot be closed. You can also set a Preference

under Basicstab to close the current tab with a right double-click.



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Navigation Pane

When an application opens, the Navigation Pane lets you switch between the

various views (and sometimes folders) in the application.

For example in Mail you can switch between theInboxand Sentviews by clickingon the view name in the Navigation Pane. In turn, the content of the View Pane isupdated to show what documents are selected by the view you selected.

View Pane

The View Pane displays the documents in an application using an appropriate

selection and format for listing the documents. For example theInboxin the Mail

application shows a list of Messages you have received, with each Messageshown in a row. In contrast, the View Pane in the Calendar application shows its

documents in a familiar calendar format using date blocks and time slots.

Action Bar

There is a different Action Bar for every View Pane in every application, for both

views and documents. The action buttons on the Action Bar include commands

that are relevant to the current application (Mail, Calendar, To Do, etc.) or to thecurrently selected or open document, such as to reply to a Message you have open

for reading.

Click the main part of an action button to run the default command (hover yourmouse pointer over the button to see the default command).

If the action button has a little down arrow, click the arrow to see additional

commands, for example these Reply options in Mail:

If the Sidebar is open then the space for the Action Bar is reduced, so a chevron

action button appears on the right end of the Action Bar.



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Click the chevron action button to see the additional commands that would

otherwise appear as action buttons on the full width Action Bar:

Depending on the application, there may also be other ways besides using the

action buttons to perform actions:

To delete a selected document, press the Deletekey or click the Move to

Trash button in the Action Bar.

In Mail you can drag a document from the View Pane and drop it into theTrashfolder to delete it.

Right-click something, for example, when you right-click a document in theInboxfolder, this menu of options appears:



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Search

Use the Search box to find documents using key words and phrases. Notice that

the search box shows you the scope of the search, such as the view or applicationname like Inbox or To Do List. The search only applies to documents within that

scope, for example the Messages that appear in theInbox.

From the Hometab you can search for any type of document from any

application.

Sidebar

Over on the right side there is a collapsible area called the Sidebar. By default the

Sidebar may be closed when you start iNotes.

By default the Sidebar contains these applications:

Day-At-A-Glance, which is a mini view of your calendar entries scheduledfor today.

Help(more on this below).

Sametime Contacts.

Click any Sidebar application title bar to expand that application vertically in the

Sidebar. The application that was previously open closes, and the application youclicked opens instead.

Every Sidebar application has a menu of commands accessed by clicking the

arrow on the right side of its title bar, for example here is the one in the Sametime

Contacts application:



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Open/Close Pane buttons

To open or close the Sidebar, click the Showbutton that appears on the far right

side of the Action Bar (appears in all applications except on the Hometab):

As an alternative, about halfway down on the Pane borders youll see a gray area

with an arrow.

This is actually a button that when clicked, the pane expands or collapses in the

direction of the arrow. The button on the left closes/opens the Navigation Pane,

while the one on the right opens/closes the Sidebar.

You can adjust the size of any pane by dragging its border with your mouse.

Change the Home tab

By default iNotes opens to the Home tab, and by default this means the default

Home page layout, which is really nothing useful.

The Home page is customizable, in that you choose what to display from your

Mail or Calendar file as well as from other Web pages.



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To edit the Hometab layout, first click the Home tab and then click theaction button. The first step is to pick how many panels you want the Home page

to contain, for example three:

There are five types of content that you can display in any of the Home pagepanels:

Type Function

Mail Inbox Display the last 10 unread Messages, all unread, last 10, or

all Messages from theInboxfolder.

You can also display Messages only from a particular sender

or only marked as High priority.

(Todays)Schedule

Shows between one and ten days of your Calendar. Veryuseful if you keep your appointments and meetings up to

date.

To Do List Your To Dolist.

Web Page Display the contents of any Web page using its URL.

Be sure to test the address first from a Web browser. Then

copy the complete address to the clipboard and paste it intothe Page URL field.

Quick Links Enter a list of Web addresses for sites you frequently visit.

When finished, click the action button. The Home tab now shows your

panel layout and selections. You can always make changes later.



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Set opening tab preference

You may decide that instead of opening the Home tab when you start iNotes you

would rather just see your Mail, or some other application. You can set this in

Preferences under Basics:

After making your choice, click the action button. You may have torestart the browser for the change to take effect.

You can always see the Home tab by clicking the Homebutton in the Application

Switcher. The Homebutton is the last one on the right, so you may need to click

the chevron button in the Application Switcher or widen the Navigation Pane tosee it.

Get Help

Click the Top Menu Bar button and choose Help Topicsto open the HelpSidebar application:

You can navigate in the Help Sidebar application using these buttons at the top:

Button Function

History Arrows. Page backward or forward through the history

ofHelpdocuments you have opened.

Contents. Organizes Help by topic. Click any heading to

expand the list of topics.



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Button Function

Index. Organizes Help into an alphabetic list.

Search. Enter a word to search for in all of the Help pages.

Click any of the See alsolinks at the bottom of a Help page to jump to a relatedtopic.

On occasion you will see the icon on the Action Bar or elsewhere in iNotes.

Click the icon to look up and display that topic in Help.

You can leave Help open or close the Sidebar when you have finished using it.

Exercise: Get startedFollow these steps to log in to the Domino Server and practice navigating around

the iNotes interface:

Step Action

1 Start Internet Explorer.

2 Your Instructor (or administrator) will give you the direct URL

address to your Mail, for example:

http://mail.myco.com/mail/jsmith.nsf

Enter the URL in the browser.

3 Enter your assigned user name and password.

iNotes opens your mail and calendar file to the Hometab.

4 Click the Top Menu Bar button and choose Help topics to

open Help in the Sidebar.

5 In the Help window, click the Indexbutton .

6 Click M.

7 Click Mailin the list of topics.

8 Drag the left margin of the Sidebar or to make it a little wider so you

can more easily read the page.



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Step Action

9 Click the Close Pane button on the right to close the Sidebar.

10 Click the Mailbutton in the Application Switcher. Five things

happen at once:

A new tab is added, showing the name of the application and theview you are currently using.

The Mail application opens in the function area.

Mail views are listed in the Navigation Pane.

TheInboxview open in the View Pane.

The Action Bar switches to one that is useful in theInbox.

11 Click the action button to create a new Message. Notice thatit opens in a new tab to the right of the Mail tab.

Dont bother addressing the Message; just enter something in theSubject field so youll see the Message in the views.

Click the action button.

12 Because you currently have theInboxopen, the new Message wont

appear in the list.

Click Draftsin the Navigation Pane to open theDraftsview, where

you will find the Message.

13 Double-click the Message to open it. Notice it opens in a new tab.

Presumably you would continue working on the Message until you

decide to send it. For now, just click again to put it back

into theDraftsview instead of sending it.

14 Click the Calendarbutton in the Application Switcher. The

Calendar application opens in a new tab, with its unique Navigation

and View Pane contents.

In the Navigation Pane click the Todaybutton just to be sure you are

looking at todays calendar.

Scroll down and click the time slot after the current time.



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Step Action

15 Click the arrow on the action button and choose Reminder.Notice that the new Reminder opens in a new tab and the Calendar

tab is still open at the top.

Dont worry about any details except to enter a Subject. Click

.

The Reminder closes and it displays in the calendar in the Calendar

tab View Pane.

Make iNotes your default mail client

You will often see links like this one on Web pages; click the link to launch your

default email software and fill in the recipient address:

How does your browser know which email software to launch? You can set it to

iNotes in Preferences under Basics. To make iNotes your default mail client, clickthe Make Defaultbutton:

Click to save your changed preferences.

Controlling iNotes in the browser

iNotesis an application that runs inside a browser window (or browser tab,

depending on which browser you are using). Unlike when you visit most Web

pages, iNoteshas its own navigation controls such as those in the Action Bar; youshould use these instead of trying to use the browser buttons like Back/Forward

or Refresh. In fact youll notice that both the Backand Forwardbuttons are

disabled when you are using iNotes, and that there is no browser history ofdifferent pages you have visited while working in iNotes.

So while you can (and should) create a browser bookmark to your iNotes mail andcalendar file, you wont be able to bookmark any specific view or document.



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iNotes goes one step further in controlling standard browser operation to protect

your work if you try to leave iNotes using the browser controls. For example ifyou have a document open and you try to close the browser window/tab, you are

warned that your unsaved changes will be lost:

The same thing happens if you try to close an iNotes tab that contains adocument; you are warned that you will lose your unsaved changes:

Click OKto close the document tab without saving your changes or Cancel to

return to the document. Then use one of the Save action buttons to save thedocument.

Logout

As you may know, browsers keep a history of URLs to pages you visit as well aslocal copies of images and temporary pages in a local folder called a cache. The

cache makes it quicker to revisit pages by reusing already downloaded files likeimages, static JavaScript, and temporary Web pages.

The problem with caching this information is when you are using a public

computer. Subsequent users will see the URL to your mail and calendar file and

can possibly snoop around in the Temporary Web Pagesfolder.

Even though your Internet password protects yourmail and calendar file, leaving

any cached information on a public computer is a bad idea.

So as a rule, when you are finished using iNotes always use the TopMenu Bar button to exit in a safe and secure manner.



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By default when you log out of iNotes aLogoutpage opens:

If you are working at a shared computer, you should always select Logout for

Shared PCs or Kiosk Users, which deletes all traces of any URLs and temporary

Web pages in the browser cache. This reveals more options:

Select the Clear historyand More secure options to fully protect your mail andcalendar files from the next user.

If you are working on your own computer, you do not need to check Clear

historyand you should leave the default option Secureso that starting iNotes will

be faster the next time you open it. Your operating system password will protectyou from other people trying to snoop.

It is entirely possible that your Domino Administrator will configure iNotes sothat you dont see the Logout for Shared PCs or Kiosk Usersoption, so all you

need to do is click the Close Windowbutton:



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The browser cache is cleared for you, using the administrators setting for Clear

historyand Secureor More secure.

Computer requirementsYou typically dont need to be concerned about whether or not the computer youare using meets the minimum requirements, that is unless iNotes isnt working

properly (typically from a home or Internet Caf computer).

The computer must meet these specifications for iNotes to work properly:

It runs on Windows XP/Vista/7, Linux, and Macintosh OS X 10.5 platforms

as well as Apple iPhone and iPod Touch. Citrix Presentation Server 4.5 on

Windows 2003 server and Citrix ZenApp Server 5.0 on Windows 2008server are also supported.

Generally only the latest releases of browsers (Internet Explorer, MozillaFirefox, and Safari) are supported.

JavaScript and cookies must be enabled.

Adobe Acrobat Reader, Version 4.0+ is required to print calendars.

Latest version of Java Runtime Environment (JRE 1.5+, also known as JRE

5).

Be sure to allow JavaScript, Java applets, and session cookies to run in the

browser and personal firewall, if you have one running.

Note:See http://www.ibm.com/support/docview.wss?rs=899&uid=swg27016096

for the full list of requirements to run iNotes.

If you find that the computer you are using doesnt run iNotes properly due to a

browser problem, you can try opening your Mailusing the less demanding

WebMail interface instead of iNotes. To do this, add ?Open&ui=webmail to theend of the URL to your Mail, for example:

http://hub.teamapps.com/mail/psmith.nsf?Open&ui=webmail

This will allow you to at least get your Mail until you can figure out why the

browser wont run iNotes properly.

If iNotes works properly but is just slow, switch to Lite Mode, which runs faster

because it has fewer features.

http://www.ibm.com/support/docview.wss?rs=899&uid=swg27016096http://www.ibm.com/support/docview.wss?rs=899&uid=swg27016096


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Topic 2: Send a Message

Key points

In this Topic you will create a new Message, attach a file, address it, select

delivery options, and send it to a colleague. You will read and respond to theMessage in the next Topic.

Open Mail

Click the Mailbutton in the Application Switcher:

Mail opens to theInboxfolder, which displays new Messages you have received:

Mail fo lders and views

TheInboxfolder is an example of several default folders and views that comewith Mail.

Folders and views both display Messages, the only difference being that you candrag Messages into folders to better organize your Messages, while views

automatically select Messages.

Topic 2: Send a Message 29


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To switch to another folder or view, click the folder or view name in the

Navigation Pane. This table describes the default views and folders seen in the

Navigation Pane when you open Mail:

Display Description

Inbox Where new Messages appear.

The number in parentheses indicates the count of unread

Messages in the folder.

Drafts A view that displays only Messages you saved but did not

send. These Messages are considered draft and are selectedby this view until you send them, after which time they

appear in theAll Documentsand Sent views.

Sent A view that displays only Messages you have sent.

Follow Up Displays only Messages that you have marked for follow up.

You can mark any Message with a follow-up date so that it

appears in this view. You will do this in Topic 3.

All

Documents

A view that selects every Message sent, received, and saved

in draft form.

Junk You will see later how to define a Rule that identifies

incoming mail as being from a particular address or havingparticular text and then performs an action on the Message

before you even see it, such as to put it into theJunk folder

where you can review the results and delete unwantedMessages.

Trash Messages that you delete are not immediately deleted from

your mail and calendar file; instead, they go into the Trashfolder for a configurable amount of timeby default 48

hoursbefore they are automatically and permanently

deleted. Or you can open the Trash folder and click the

action button.

30 Topic 2: Send a Message


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Display Description

Views Click Viewsto expand the list of other views. By default,

there is only the oneMail Threadsview, which attempts to

organize replies to your Messages under your original

Message, for example:

Folders Expand this category to open personal folders that you create.

Click Foldersto see your custom folders. Here is a folder

named Team Meetingsthat we created:

You will learn about folders in Topic 3.

Archive iNotes has a Message archive feature that removes old

Messages from Mail and puts them to an archive file on yourcomputer or on the Domino Server.Archive opens yourMail

Archivefile(s) so you can read or retrieve archived Messages.

You will learn about archiving in Topic 15.

Tools Expand Toolsto see the list of mail-related tools.

Rules. Automatically process Messages you receive, suchas put them into folders.

Stationery.Create Message templates that arepersonalized or contain boilerplate text so you can quickly

create standardized Messages.



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Display Description

Other Mail If you have been assigned as a delegate to another persons

Mail, this is how you open it.

You will learn about delegation in Topic 11.

Create new Message

There are at least three ways to create a new Message:

To create a new Message while you are working in Mail, click theaction button. The default command is to create a new Message.

Note:Every application has a default document type, for example a Message

in Mail, a Contact in Contacts, etc. The exception is Calendar, for which youcan set the default Calendar entry type, for example Appointment or

Meeting.

If you are working in another application click the down arrow on the

action button and choose Message.

Right-click in any view or folder and choose New - Messageto create a newMessage.

A new tab opens with the new Message inside. Here is an example of a Message,

ready to send:



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Message contents

Here is what the example Message shown above illustrates:

Field Function

Address The Address fields tell iNotes where to deliver the Message, in

this case to Fran Green/TeamApps@TeamApps(an

iNotes/Notes address inside an organization). As you will learn

later, you can also send email to Internet email addresses.

The To:field contains the email address of the primary

Message recipient. If you want to send the Message toadditional people, separate the addresses with a comma.

The cc:(copy to) and bcc:(blind copy to) fields send the

Message to other addresses. The cc:field above shows twoiNotes/Notes addresses.

Subject The subject of the Message that is seen in the various views

and folders, in this example the subject is Confidentiality

Agreement.

Keep the subject short but descriptive, as this is what recipientsuse to decide whether or not to open the Message.

Body This is where enter the contents of your Message. You can also

paste text copied from other applications to this field.

See below for details on the various format buttons.

Attachments The Microsoft Word file Confid.docis attached to this

Message.



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Body field formatting

Use the all-familiar face/point selections to change the text format in the Bodyfield. The format buttons to add bold, italic, or underlined text; and align, indent,

and bullet to change the paragraph layout, check spelling, etc.:

Undo

Text format

Insert table,

Format table

Paragraph

format

Bullet, number

Heading point size

Horizontal rule

Link to URL

Check spelling

Select dictionary

Insert Picture

Insert Page Break

Caution: By default, the Body field is formatted as rich text which means it is

sent as HTML, which may or may not be correctly interpreted by other emailsoftware (Outlook renders it well; Notes doesnt render it so well.) Click the

action button to change to Plain Textif you are unsure of thecapabilities of the recipients email software:

Under the Mail\General tab in Preferences you can select the Rich Text

(HTML) or Plain Text editor as your default editor. Regardless of which editor

you use, you can also select whether you want to send the Message as plain text(formatting will be stripped out) or HTML. By default, you will use the Rich

Text editor and send Messages formatted using HTML.



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At tachments

You can attach any type of file (text, graphic, sound, executable) to a Message.This allows you to send the file in its native format to one or more recipients.

To attach one or more files, first click Attachmentsat the bottom of the Message:

Depending on your browser and if you installed the Lotus iNotes Control you

may see various attachment types:

HTML upload

Click the Choose Filebutton to select a file to attach to the Message. ClickAdd to List to include the attachment. To remove an attachment before you

send the Message, select the attachment name and click Remove.

Lotus iNotes Control

Click the folder icon to attach files. Select the attachment name and click thetrash icon to remove.

Mozilla Firefox attachment control

This works like the iNotes Control but without the list display buttons.



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Note:The Domino Administrator may limit the combined size of all

attachments in a Message. As such, you may need to send multiple Messages

with one attachment each.

Administrators can also prohibit attaching files altogether (to keep your

Messages small) or reading attachments (to prevent the spread of file-borneviruses). The Administrator may also disallow attachments if Browser Cache

Management is not installed (to prevent temporary detachment files from being

snooped).

Delivery Options

Before you send the Message, you can set the Delivery Options by selecting one

or more check boxes at the top of a new Message. Or click theaction button to see all the Delivery Options:

This table defines the Delivery Options that you can set before sending new

Message:

Option Description

DeliveryReport

Sends a delivery report back to you indicating whether theMessage was successfully delivered (or not) to the

recipient(s). By default this means you will only receive an

error report, but you can also receive a delivery confirmation.A delivery confirmation only means that the Message was

delivered to the recipients Mail; it doesnt mean the person

actually read the Message (that is the role of a return receipt).



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Option Description

Delivery

Priority

To set a Message as High priority, select High. This puts an

exclamation point next to the Message when it arrives in the

recipientsInbox folder:

In some cases, a High priority Message is also routed faster

through the network.

Return

Receipt

Youll get a return receipt if the recipient(s) open your

Message. This doesnt mean that they actually read it orunderstood it, but they at least opened it.

Note:Getting a return receipt is guaranteed only whencorresponding with other Notes or iNotes users. Even then it

is possible for recipients to block the function, as some users

consider return receipts an invasion of their privacy.

KeepPrivate

Prevents the recipient (if another Notes/iNotes user) fromcopying text from the Message or from forwarding the

Message to other users.

This is not really a security measure, as the recipient can

always take a screen capture of the Message contents or justretype or voice the content.

Note:This is different from Mark Private which is an

option for Calendar entries and To Do items related to

delegation, which is covered in Topic 11.



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Option Description

Sign and/or

Encrypt

Digitally signing a Message guarantees the recipient that the

Message has been sent by you. Encrypting a Message ensures

that the Message cannot be read except by the recipient (for

instance, if someone is eavesdropping on the network withspecialized spying equipment).

If you have a Notes User ID attached to your iNotes Mail file,you can sign and encrypt Messages that you send to other

Notes and iNotes users; if there is no ID, these options will be

grayed out. (The recipient must also have a Notes User IDattached to his/her iNotes Mail file for signing and/or

encrypting to work.)

Note:You will look more closely at signing and encrypting

a Message in Topic 4.

Note: Delivery options set in iNotes may not be understood by the recipients

non-iNotes email software. But all of them obviously work for other iNotes and

Notes users.

Type-ahead addressing and address lookup

Addressing email requires absolute precision, or the Message will never get to the

intended recipient(s). iNotes uses several methods to help you correctly addressMessages.

The first method is type-ahead addressing. As you start to type the address, iNotes

attempts to fill in the address for you based on Messages you have previously

sent:

To quickly search for what you have typed in recent Messages, Contacts, and thecompany Domino Directory, click Search Directory for:. A list of matching

addresses pops up, listed in order of recent Messages, Contacts, and the Company

Directory.



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This behavior is controlled by settings under Basics\Type-aheadin Preferences:

Use the second method, directory lookup, to help you correctly address Messageswhen you do not know a recipients exact email address. Click To:,cc:,or bcc:

while creating a Message to pick from a list of addresses.

Click the down arrow in the Search in:field to switch between your ownContacts list and the Company Directory. (Youll learn more about creating

Contacts later.)

Select one or more names on the left (Ctrl-click to select multiple names) and

click To:, Cc:, or Bcc:buttons to add the names to that particular Recipients:field on the right.

Enter part of a name in the Search for:field and click the Searchbutton to find

names.



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Select a list type in the View by:to change how the list is displayed:

By name, the default, and often the only useful way to list names.

By Notes name hierarchy, handy only if your organization is divided into

Organizational Units, such as /Finance or /WestCoast.

By corporate hierarchy, assuming it is defined in users Person documents.

By language, useful if any users in your company have been given alternatelanguage names.

When done, click OK. The names are transferred from the Recipients column to

your Message Address fields.

Check name(s) button

You may notice when you start to type a name or email address that the Check

name(s) button appears next to the Address field:

You dont even have to finish typing the name to click the icon to validate the

address(es) against your Contacts list and your Company Directory. If the name

or address is found in either location, iNotes replaces and correctly formats thename/address with the full one it finds.

To further ensure that you have addressed a Message correctly, after you click oneof the Send action buttons, iNotes checks the address(es) you entered in the

Address fields. If there is any ambiguity, iNotes prompts you to select the person

you intended and from which directory it found the name:



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To make a quick choice, just double-click the name and it is added to the Address

field (and the dialog box closes automatically).

Note: Internet email addresses are not validated unless you have added them to

your Contacts or the Domino Administrator has added them to your Company

Directory.

Address Message to someone outside your company

If your Domino Administrator has set up connections to other companies or to the

Internet, you can exchange Messages with people outside your company. The

challenge of successful mailing is getting the address right. The email addresses

of users in your company may simply be their names. To mail to a person inanother company via the Internet, however, the address will need to look like this

(a persons email name, the @ sign followed by a domain name with dot-

something at the end):

[email protected]

If you are unsure of an address, ask the recipient for assistance and the email

bounces back due to some address or connection problem, ask the DominoAdministrator if a connection has been established to the other company or to the

Internet.

Note: Once you have successfully sent and received email from someone, youcan add his or her name and address to your Contacts list. You will see how to

do this in a later Topic.

Spell Check before sending

The Check spellingformat button in the editor is useful, but it is too easy to

forget to do this before sending a Message. A better option is for iNotes to spellcheck all Messages before they are sent. This is configured under Mail\General

in Preferences:

In addition to all the spelling options seen in the Spell Check dialog box started

by the Check spellingformat button, this Spell Check dialog box adds the Send

As Isand Cancel Sendbuttons to give additional control over the process.



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Send Message

When you are ready to send a Message, click the action button.

Tip: If you want to really be on top of your email organization, instead of

clicking the action button to send a Message, click the actionbutton instead. This allows you to put the sent Message into an existing or new

folder. You will create custom folders in the next Topic.

Messages you send are automatically placed in the Sent folder:

You can also find sent Messages in theAll Documents view and/or in any folders

you have created and filed the Messages in.

Caution:Once you send a Message, you cannot stop it from being delivered.

Under certain circumstances you may be able to recall the Message after it has

been delivered, which you will do in Topic 4.

Exercise: Create and send Message

During this exercise you will create a Message and send it to another person in theroom:

Step Action

1 Pair up with a colleague with whom you will exchange email.

2 Click the Mailbutton in the Application Switcher.

3 Click the action button. A new Message opens.

4 Click the To: link to open the Select Addresses dialog box.

5 Select the classroom Directory as the address book where you will

look for the email address of your colleague.



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Step Action

6 Select your colleagues name and click the To:button.

7 Click OKto close the Select Address dialog box.

8 Add text to the Subject and Body fields of the Message.

9 Click the action button.

After the Message has been sent pay attention to the Status Bar,

which is where iNotes displays the results of many operations:

10 Create and send another Message, this time addressing it to the

Participantsgroup. This group was created by the Instructor and

includes everyone in the class.

Note: You will see later how to create your own groups in your

Contacts.

11 Click Sent in the Navigation Pane to open the Sent view which

showing you the Messages you have sent.

12 Click Inbox in the Navigation Pane. TheInboxfolder opens,

showing you the Messages you have received.

Phone Message

If you take phone Messages for other people, you can create and send a special

Message type. Open theInbox and then click the arrow on the action

button and choose Phone Message.



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Everything about the Phone Message is the same as an ordinary Message, but it

contains the familiar pink form in the middle of the page:

Other than filling out the pink form, you address and send the Message just like

an ordinary Message, so it is sent to the person for whom you took the call.

Note:The Phone Messageform is available to other iNotes and Notes Mail

users only; users of other email software will not see the special form or receiveany information from it. They will only see the Subject (Phone Message from

and the contents in the Body field (and any attachments).

If a Message doesnt get delivered

A Message sent to other iNotes and Notes client users in your company is

considered guaranteed service, meaning that the email will be delivered and you

will receive a delivery report, even if you dont require one as a Delivery Option.If the Message cannot be delivered for any reason, you will also receive a delivery

report telling you this. (You will learn more about this below.)

Mail sent to outside Internet email users, however, is best effort service. You

simply wont know if the recipient received the Message, or not (unless, of

course, the other company is also using iNotes/Notes).

There are several reasons why a Message you send may fail to be delivered:

incorrect addressing, such as a misspelled person or domain name (the latteroccurs only if you are mailing to a person in another company)

misspelled group name or a person who isnt in the group member list (ifmailing to a group)



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technical problems, such as downed phone lines or full disks on the DominoServer

no (working) connection in place between your company and the other

company to which youre mailing, or with the Internet

the recipients Mail file has reached its maximum size and your Message

cannot be accepted.

Delivery failure report

If sending mail to another iNotes or Notes user, you will receive, in all but a fewcases, a delivery failure report Message that explains:

why your Message failed to route to the recipient

what you should do to attempt resending the mail.

This screen capture shows an example of a Delivery Failure Report:

If the problem persists after another attempt at mailing the Message (by clicking

the action button), you will get another delivery failure report, at which

time you may want to ask your administrator for assistance.

You can also use the Delivery reportdelivery option before you send a Message

to set the level of reporting on the success of a Message (sent to another iNotes or

Notes Mail user) at reaching the recipient. This may help you diagnose why theMessage failed to be delivered.



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Set the level of reporting on the success of a Message (sent to another iNotes or

Notes Mail user) at reaching the recipient:

Only on failure (default).You will receive a delivery report only if theMessage cannot be delivered.

Confirm delivery.You will receive a delivery report whether your Message

was delivered or not. This option is helpful if you need to confirm that theMessage was successful in reaching the recipients mail. You can also set

Return receiptto confirm that the recipient actually opened the Message.

Trace entire path.You will receive a delivery report from each DominoServer through which your Message routes and a final report indicating

whether or not the Message was delivered. This option will help you

determine where the Message failed to route.

None.No delivery report will be sent regardless of the outcome.

Delivery reports are really useful only when sending Messages to other Notes and

iNotes users. Sending Messages to Internet mail users is a different matter:

If you did not specify a valid Internet mail domain name, you will typicallynot receive any type of delivery failure report.

If you correctly specified the Internet mail domain name but incorrectly

specify the user name, you mayreceive a delivery failure Message, but moreoften than not, you will not receive any notification that your mail didnt go

through.

Exercise: Delivery report

Follow these steps to enable delivery reports and to experience what happens if

you address a Message to a fictitious person who doesnt exist in your Contacts oryour organizations Directory:

Step Action

1 Open Mail to theInboxfolder.

2 Create a Message and address it to your colleague.

3 Before you send the Message, click the action button.

4 Set the Delivery report option to Confirm delivery.

5 Click OKto close the Delivery Options dialog box.



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Step Action

6 Click the action button to send the Message.

7 Wait a moment and then click the action button to show newly

arrived Messages in the folder:

8 Find the DELIVERED Message in theInbox folder confirming the

delivery of the Message.

9 Create a second Message.

10 Address the Message to this fictitious user in a fictitious DominoDomain:

fuser@fakedomain

11 Send the Message.

12 Wait a moment and then if necessary refresh theInbox folder.

13 Find the DELIVERY FAILURE Message telling you that the

Message could not be delivered.



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Notes



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Topic 3: Read Messages

Key points

This Topic covers how to read Messages in Mail. It also shows you how to

respond to Messages that you receive and how to keep Messages organized byfiling them into folders.

Open Mail

New Messages are delivered to your mail and calendar file on the Domino Server

even if you are not currently using iNotes. When you open iNotes, new Messages

appear in theInbox folder.

Messages stay in theInbox until you delete them or move them to a folder.

While you are working in a folder or view, new Messages may not immediately

be displayed until the folder or view is refreshed. There are two ways to refresh a

folder or view to show new Messages:

When you switch to another folder or view, it is automatically refreshed toinclude any new Messages.

Click the action button to manually refresh the folder or view:

Note:You wont need to manually refresh yourInbox folder if under

Mail\Generalin Preferences you choose the option Refresh Inbox

automatically(when new mail arrives). While there you can change thefrequency of how often iNotes checks for new Messages and elect to see a

popup alert when new Messages arrive (iNotes must be running for these things

to happen!). The Domino Administrator can set an override minimum polling

interval, as polling consumes server resources.

Topic 3: Read Messages 49


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Read a Message

Click once on a document to select it. The row turns blue when it is selected:

To open a selected document for reading, press Enter. Better yet, just double

click any document in the folder or view to open it. The document opens in the

View Pane, but also it opens in a new tab, so that the folder or view stays open inthe previous tab.

The Message opens in a new tab, for example:

When done reading the document, close the tab.

Things you can do while reading a Message

Here are some things you can do while reading a Message (or in some cases justhave it selected in the folder):

Button Description

New The action button is always available, so you can create

any type of document while reading the current Message withoutreturning first to the folder or view.

50 Topic 3: Read Messages


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Button Description

Reply Click the action button to reply to a Message you are

reading. Click the arrow on the action button to reply to

the Message in several ways:

Reply with History Only. Creates a reply Message andaddresses it to the person who sent you the Message but

doesnt include any attachments. (The default, and isrecommended unless you have changed the attachment.)

Reply with History & Attachments. Includes the senders

original Message so you can comment on it. Includes

attachments.

Reply. Creates a reply Message and addresses it to the person

who sent you the Message. Doesnt include history orattachments.

Reply with Internet-Style History. Uses the character inyour Mail Preferences (by default >) to precede every lineof the previous Message. Doesnt include attachments.

The options send a reply to the sender as well as to

all other recipients listed in the Address fields. (Use this carefully,as you may not want everyone else to read your reply!)

Forward Click the action button to forward a copy of the

Message to a person other than the original sender.

Click the arrow on the action button to choose which

type of forwarding you want to use:

Forward with Attachments. Sends a copy of the originalMessage, including any Rich Text, attachments, or embedded

objects. (The default.)

Forward to exclude attachments.

Internet-Style forward.Send the Message with the originaltext marked, no attachments.

Tip:You can select more than one Message in a view and

forward them all at once in a new Message.



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Button Description

Move (to

folder)Click the action button to move the Message into an

existing or new folder to organize your Messages (youll do thisbelow).

Click the arrow on the action button to copythe Message into afolder (covered below) or to archive the Message (covered in

Topic 15).

Ideally, you will get into the habit of immediately filing read

Messages into a folder or deleting them if you dont need to keep

them.

FollowUp

Click the action button to marks the Message for follow up.

Click the arrow to add or edit the follow up flag, add a QuickFollow Up flag, or remove the flag.

Note: Message follow up is covered in a Topic 4.

More Click the action button to perform additional operations on

the current Message, including:

Add Sender to Contacts. Lets you add the senders name and

email address to your Contacts list. This is the easiest andmost accurate way to add new Contacts to your Mail. (You

will learn more about Contacts Topic 12.)

Copy Into New. This is a powerful way to turn a simpleMessage (which is easily forgotten) into an Appointment,

Reminder, or Meeting that appears on your Calendar, or into a

new To Do item. The Subject becomes the Subject of theCalendar entry, the Body becomes the description, and the

start time is set to the next quarter hour (i.e., if it is 1:06 p.m.,

the start time is set to 1:15 p.m.). The entry duration is set toone hour.

Note: You will learn about Calendar entries, To Do items, and

Rules in later Topics.



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Button Description

Show/

Hide

Mail

Threads

With a Message open for reading, click this action button to

display the thread of Messages in response to the original one:

The related Messages are listed at the top using indentation to

indicate responses:

Double-click any Message in the thread view to open it forreading.

Edit With a Message open for reading, click this action button to edit

the Message.

This action is used when you save a Message as a draft or want

to change a Message you have sent before sending it to

additional users.

Print Click the action button to open the Message in a new

window using a more printer-friendly format and bring up thebrowsers Print dialog box.

Note: You may need to move the Print dialog box aside toactually see the printer-friendly format. Also, you will need

Adobe Acrobat to see the print preview.



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Button Description

Delete By the way, regardless of how you delete a Message, it is put

into the Trash folder temporarily. This way if you change your

mind later you can restore it. (This only works for Messages, and

not for any of the other document types.)

Click the action button to mark the Message for deletion and

return to the folder from where you opened the Message.

Messages marked for deletion are moved to the Trash folder

pending permanent deletion.

Messages marked for deletion are not actually deleted until you

go to the Trash folder and right-click the Message and chooseDelete from Trash.

To permanently delete ALL Messages in the Trash folder, open

the Trash folder and click the action button.

Messages are also deleted automatically after a certain number of

hours defined in Preferences under Mail\General(under Viewand Folder Management).

Warning:Once you permanently delete Messages, they cannot

be recovered.

To undeleteMessages in the Trash folder (beforethe Trash

folder is emptied), select one or more Messages and click theaction button.

Previous/ Next

With a Message open for reading, click the action buttonsto open the previous or next Message in the folder without

closing the current Message and returning to the folder.



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Message sorting

By default, new Messages appear at the top of theInbox, in other words sorted indescending order using the Date column.

You can temporarilychange the sort order of the Messages in a folder by clickingany column header, for example, by sender (Who column) as indicated by the

blue shading in the column header and the solid up arrow:

Now the Messages are sorted by the Who column in ascending alphabetic order.

Click the same column again to undo the temporary sort by that column.

Note:You may be able to change the width of a column by dragging its right

margin. To find the margin, hover the mouse pointer over the column until it

turns yellow; slide the pointer to the right until it changes to . Left click the

mouse and drag the column border left or right and then release the button.

You can change the default sort order by Date by setting a Preference:

Step Action

1 Open the Mail\Displaytab under Preferences.

2 Under Sort Optionsselect the default sort order (by Date) you want

to use:

3 Click the action button to set your preference.



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Unread Messages

It was easy to find new Messages in theInboxin the exercise because you onlyhave a few Messages to look through. As you have no doubt experienced, there

will often be hundreds if not thousands of Messages in your Inboxto sort through.As such it is important that you zero in on just the Messages that you have not

read.

There are several ways to learn if you have new Messages that need to be read.

We mentioned earlier how the count of unread Messages is the number to the

right of Inboxin the Navigation Pane, for example (9).

You may have noticed the star that appears to the left of unread Messages, andthey also appear in red type.

Once you read or mark a Message read, the star disappears and the text changes to

black type. The unread count is reduced accordingly.

You can revert selected Messages to being unread or mark Messages as read

using the action button:



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The action button (way over on the upper right) allows you to show

only unread documents:

Select Unread Onlyto filter the folder so that only the unread Messages appear.

Another way to turn on this filter is by right-clicking the folder and choosingShow Unread Only.

Repeat the Show Unread Onlycommand to view all Messages.

Replied to and forwarded icons

Folders and views use icons to give you clues about the status of Messages

without opening them. One example was the star for unread Messages. Anotherexample can be seen in the icons in a far right column:

indicates that you have already replied to the Message.

indicates that you have forwarded the Message.

indicates that you have both replied to and forwarded the Message.

When you open the Message, click Show Details (on the right) to see the same

icon and its meaning listed in the History line:



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Jump to a Message

To sort a folder by a particular column and then jump to a Message in that column

based, click the green arrow (Starts with) at the top right side of the folder:

The Find Entry dialog box opens. Select the Column (Who, Date, Size) you want

to filter and type in the starting few letters of entries you want to find in the

column for example:

Click Search to sort the folder by the Who column and jump down to the first

match for pat smith in the Who column.

Another way to jump to a name in the Who column is to just start typing the

senders name (while viewing a folder) and the Starts With dialog box opens

automatically.

Search for a Message

You can use the Search feature to filter the folder or view to display only

Messages that contain the words you want to look for. As simple as a web search,

this Search provides an equal degree of power and speed to find matchingdocuments.

If you want to search for words inside Messages the best place to start is theAllDocumentsview, as both sent and received Messages appear there. Enter a term

or phrase in the search box and click the Searchbutton, for example:



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The results are returned to the folder or view along with a status Message

indicating the number of found documents:

You can search within the results or click Clear Resultsto start a new search.

If you enter multiple words a Boolean AND is assumed, but you can override this

by using your own Boolean operators such as OR and NOT, for example:

Zebra OR Horse

Zebra AND NOT Horse

You can use wildcards, for example:

Wildcard to replace single character, for example:

Zebra?

Wildcard to replace multiple characters, for example:

Hors*

You can put quotes around phrases to search for the exact phrase, in this examplenot using and as a Boolean operator:

"Zebras and Horses"

Note: Search only works if you first create a full text index. To do this open

Preferences to Basicsand choose Enable full-text indexing for searching

(assuming that it is not already selected).

Be aware that your Domino Administrator may have already done this for you,or conversely may not allow you to create a full text index if the Domino Server

is short on disk space.



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At tachments

Youll know if a Message contains one or more attachments because it appears

with a paperclip next to the subject in theInboxfolder, for example:

Remember that you can click the column header to sort the folder using thatcolumn, in this case all Messages with attachments can appear first.

To work with the attached file(s), open the Message and go to the bottom wherethe attachments are listed. Depending on your server settings, attachments will

appear in one of two ways, without the iNotes Control:

or with the iNotes Control:

To launch the attachment in the source application (assuming you have the originsoftware installed on your computer), either:

click the file name (first example)

double-click the attachment icon (second example).

Depending on how your browser and computer are configured:

the originating application may open (such as Microsoft Word or Excel)

a plug-in may run to view the file

the file may be saved to disk.



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To savethe attachment to your computer, select one or more files (assuming the

iNotes Control) and click the disk icon to download the selected file(s):

Or right-click a file and choose Save. In any case you are prompted for a file

location.

Warning:Attachments can contain viruses. Do NOT save or launch an

attachment from anyone you do not know and trust. Many virus software

programs check the attachment for known viruses when you save it, but anyviruses not recognized by your virus scanning software will infect your

computer.

Exercise: Reply to a Message

Follow these steps to read a new Message and reply to the sender:

Step Action


2 Double-click a Message from your colleague to read it.

3 Click the action button to send a reply Message to your

colleague.

4 Enter a short response.

5 Click the action button to send the reply.

6 Close the original Message tab.

7 Look for your colleagues reply to the Message you sent earlier.



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Preview Messages from folder/view

To save a little time by not having to close the tab of a Message you are reading,you may want to display the Preview Pane. The Preview Pane lets you see the

contents of a Message right in the folder/view without having to actually open theMessage. For example, here is the Preview Pane open on the right:

Select a Message in the folder/view and the contents opens in the Preview Pane.

Click the action button to open the Preview Pane either on the bottom or

side:

To shut the Preview Pane either:

click the action button and choose Hide Preview(or right-click the

View Pane and choose Show Hide Preview)

click the Close Pane button on the border between the folder and the PreviewPane.



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Select mult iple Messages from fo lder or view

To select a singleMessage in a folder or view, click it once.

To select multipleMessages in a folder or view:

press the Ctrlkey before selecting additional (possibly non-adjacent)

Messages

select one Message at the top of a contiguous range of Messages, press Shift,and then select the Message at the bottom of the range to select all Messages

in the range.

This example shows three Messages selected:

Whether you have one or many Messages selected, there are several things you

can do with all of them using either the action buttons or by right-clicking one ofthe selected Messages and choosing an option from the popup menu.

Most of how the action buttons work for multiple Messages are fairly predictable,such as to delete them all or move them all to a folder. There are a few

exceptions:

Forward, with which all the Message bodies are added to a new Message.

Reply, which creates a reply only to the top-most selected Message.

Print. You have the choice of printing just the Message titles as they appear

in the folder/view or the Messages in their entirety:



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Create folders

When you first start using Mail, you wont have too many Messages. But soon

you will have more than you can keep up with. To stay organized, it is essential

that you delete obsolete Messages you have sent and received and/or use folders

to organize the Messages you want to keep.

Some possible folders may include ones for specific projects, Messages from/to

your managers, key accounts, company announcements, and one for large

attachments.

To move or copy a document into a folder, you must first create the folder.

Follow these steps to create a new folder and add a Message to it:

Step Action

1 Open Mail to theInboxfolder (or to any folder or view).

2 There are several ways to create a new folder.

The easiest way is to right-click Foldersin the Navigation Pane

and choose New.

Another way is to click the arrow on the action button and

choose Folder, click and choose Create Folder, or right-

click in the View Pane and choose Folder Create Folder.

Either way, the Create Folder dialog box opens:



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Step Action

3 Your first task is to enter a folder name (Projects in this

example):

Your second task is to select where you want the folder to appear.The default choice is that the new folder is nested under Folders,

but if you have created other parent folders you can put the new

folder under one of those.

Well leave it under Foldersand click OK to create the folder.

4 Once the folder is created, it appears in the Folderscategory in theNavigation Pane (click the + to expand):

5 To nest folders, select the new parent folder as the location afteryou enter the folder name, for example under the parent Projectsfolder:

The resulting folder is nested under the parent folder, for example:



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Step Action

6 Now that you have created one or more folders, you can select one

or more Messages in a folder or view and click the Move action

button and choose Move to Folderor Copy to Folder.

Select the target folder, in this example Marketing (nested under

Projects) and click OK.

7 You can also drag and drop Messages from the current folder toanother one, for example from theInboxfolder to one of the

folders you have created:

The mouse pointer changes to a hand when you hover over the

Navigation Pane and the possible target folder name turns yellow.

If you attempt to move a Message to a view, it wont work and you

wont see the view name turn yellow.



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Step Action

8 To removeone or more selected Messages from a folder:

1. Select the Message in the folder.

2. Click the action button.

3. Select Remove from Folder.

Removing a Message from a folder does NOT delete the Message.

You can still find it in theAll Documentsview.9 To rename a folder, right-click the folder name in the Navigation

Pane and choose Rename Folder.

10 To delete a folder, right-click the folder name in the Navigation

Pane and choose Delete.

Note: When you delete a folder, the Messages that were in thefolder are NOT deleted. You can still access them from the All

Documents view or from other folders where you have copied the

Message into.

Exercise: Organize mail Messages into a folder

Follow these steps to create a folder and file the Messages you have sent and

received from your colleague:

Step Action


2 Right-click Foldersin the Navigation Pane and choose New.

3 Name the new folder Class Exercises.

4 Click OKto create the folder.

Notice how the folder is added to the list of folders in the Navigation

Pane.

5 Press the Ctrlkey and using the mouse, click on all of the Messages

from your colleague.

6 Click the action button and choose Move to Folder.



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Step Action

7 Select the Class Exercisesfolder.

Click OK.

8 Notice that the Messages are removed from theInboxfolder.

9 Click the Class Exercisesfolder in the Navigation Pane.

Notice that the Messages are displayed in this folder.

10 Drag one of the Messages over to the Navigation Pane and drop iton theInbox folder name.

11 Open theInbox folder to find the Message you just filed there.

12 Open theAll Documentsview. Notice that all Messages, regardlessof which folders they appear in, also appear in this view.

Default Move and Close action

To make filing your read Messages into a folder faster, you can define a default

folder in which you want them to be filed.

First you must create at least one custom folder; then open Mail\General

preferences to specify the folder for the default Move and Close action:

The preferences page changes to reflect your folder choice, in this example

Projects:



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Save the preference. Now when you are reading a Message, a new command

appears under the action button that reflects the folder you chose in

Preferences:

Double-click View Pane to c lose tab

Another productivity and performance booster is to turn on the Preference to let

you right double-click the View Pane to close the tab. This is much faster than

clicking the on the tab to close it.

To make this change, open Preferences to the Basics tab. Scroll down to this

setting:

With this setting you will be able to quickly open a Message with a double-click(left mouse button) in the folder and another double-click (right mouse button) to

close it.



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Notes



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