Lotus Notes Basics Manual

Lotus Notes BasicsGetting Started with Lotus Notes

Mail and Calendar at UNLV

O F F I C E O F I N F O R M A T I O N T E C H N O L O G Y

U N I V E R S I T Y O F N E V A D A , L A S V E G A S

Release

4.6

Lotus Notes BasicsGetting Started with Lotus Notes Mail and Calendar at UNLV

Systems & Applications • Office of Information Technology Page 3University of Nevada, Las Vegas

Contents

Welcome to Lotus Notes Basics!...........................................................................................5Overview.........................................................................................................................5Conventions used in this manual ....................................................................................5A note to Macintosh users ..............................................................................................5

The Lotus Notes Workspace.....................................................................................................6Overview.........................................................................................................................6

Customizing Your Notes Workspace....................................................................................7Adding and removing Workspace pages ........................................................................7Naming and changing the color of a Workspace tab ......................................................7Moving database icons....................................................................................................8Displaying the Workspace with large fonts or in 3-D.....................................................8Changing database icon views ........................................................................................9Customizing SmartIcons...............................................................................................10

Your Lotus Notes Password ....................................................................................................12Changing your Notes password ....................................................................................12

UNLV's Address Book ..................................................................................................................13Overview.......................................................................................................................13Using UNLV's Address Book.......................................................................................13

Your Personal Address Book .................................................................................................14Overview.......................................................................................................................14Choosing name entry options for your Personal Address Book Profile........................14Adding individuals to your Personal Address Book .....................................................15Creating groups in your Personal Address Book ..........................................................16

Mail Basics.......................................................................................................................................19Opening your mail database .........................................................................................19Mail views ....................................................................................................................20

Creating and Sending Mail Messages............................................................................ 22Creating a simple mail message....................................................................................22Addressing messages ....................................................................................................23Formatting messages.....................................................................................................26Setting Delivery Options ..............................................................................................27Saving messages as drafts.............................................................................................27Replying to messages....................................................................................................28Forwarding messages....................................................................................................28Canceling messages you’ve started ..............................................................................28

File Attachments..........................................................................................................................29Attaching a file to an outgoing mail message ...............................................................29Receiving and opening file attachments .......................................................................30

Managing Mail Messages .......................................................................................................31Working with folders ....................................................................................................31Deleting mail messages ................................................................................................33Searching messages ......................................................................................................34


Page 4 Systems & Applications • Office of Information TechnologyUniversity of Nevada, Las Vegas

Contents (continued)

Customizing Mail ........................................................................................................................ 35Overview ...................................................................................................................... 35Emptying the Trash ...................................................................................................... 35Saving sent mail ........................................................................................................... 36New mail notification ................................................................................................... 36Changing the letterhead in your messages.................................................................... 37Creating stationery........................................................................................................ 38

Out of Office Procedure .............................................................................................................41Enabling the Out of Office agent.................................................................................. 41Turning off the Out of Office agent.............................................................................. 42

The Notes Calendar ....................................................................................................................43Overview ...................................................................................................................... 43Calendar display formats .............................................................................................. 43Turning pages in the Calendar...................................................................................... 43Displaying a given date ................................................................................................ 44Displaying the current date........................................................................................... 44Types of Calendar entries ............................................................................................. 44Creating an appointment............................................................................................... 45Repeating entries .......................................................................................................... 46Setting alarm options.................................................................................................... 47Creating an invitation ................................................................................................... 48Editing Calendar entries ............................................................................................... 48Finding free time .......................................................................................................... 49Responding to Calendar invitations.............................................................................. 50Displaying invitee responses ........................................................................................ 50

Delegation Profile ....................................................................................................................... 51Granting another person access to your Mail and/or Calendar..................................... 51Accessing another person’s Mail and/or Calendar ....................................................... 52

Notes on the Web.........................................................................................................................54Overview ...................................................................................................................... 54Accessing your Notes mail on the Web........................................................................ 54Logout of Mail.............................................................................................................. 56Changing your DOMINO/Web password .................................................................... 56

Lotus Notes Support on the Systems & Applications Web Site........................ 58Overview ...................................................................................................................... 58Frequently asked questions........................................................................................... 58The Support Discussion Forum .................................................................................... 58Subscribing to the Systems & Applications web site ................................................... 62



Welcome to Lotus Notes Basics!OverviewThis manual has been designed to accompany the Lotus Notes Basics classoffered by Systems & Applications. Systems & Applications, a unit in the Officeof Information Technology, is the department that's responsible for administeringand supporting the Lotus Notes mail system at the University of Nevada, LasVegas. This manual describes the Lotus Notes Workspace, covers basic andadvanced mail functions, provides instructions on using the Notes Calendar, anddirects you to further resources for help. The following pages were written usingLotus Notes version 4.6 for Windows; if you're using a different release of Notes,there will be minor differences between the instructions in this manual and whatyou see on your screen.

Conventions used in this manualIn effort to make the material covered in this manual consistent and easy tofollow, the following conventions have been adopted:

• BBuuttttoonn nnaammeess are presented in sans serif font.• Menu names and Commands are shown in bold, with the appropriate

characters underlined.• Hyperlinks are displayed underlined, in bold.• Italic type is used for emphasis and to introduce new terms.• Anything you are asked to type appears in monospace typeface.• Italicized monospace typeface indicates text that you are

asked to type, substituting information that is specific to you (e.g., YourName).

• Keyboard [keys] are shown in square brackets.

Two terms used consistently throughout this manual are field and dialog box. Aspace in which you are instructed to type is often called a field. A dialog box is asmaller pop-up window that prompts you to enter information.

Throughout the manual, important points are displayed with the NoteNoteNoteNote icon shownto the right of this sentence.

For easy reference, you'll see a listing of related topics and their respective pagenumbers at the end of certain main sections.

A note to Macintosh usersThis manual was written using a Windows NT platform. While there's muchsimilarity between Windows and Macintosh versions of Notes, at times you'll seedifferent instructions specific to the Macintosh. These special instructions aredisplayed in the outside margins with the Apple logo: .

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Macintosh users:Pay attention tospecial instructionsdisplayed in marginalboxes like this one.



The Lotus Notes WorkspaceOverviewThe Lotus Notes Workspace features a menu bar, a row of SmartIcons, and astatus bar, and is organized into different Workspace pages. Each Workspacepage has a corresponding Workspace tab. Clicking on a page's tab activates thatpage, bringing it to the foreground. When a page is active, the correspondingtab’s border has a thicker outline than the rest.

Workspace pages contain database icons, which provide access to—andinformation about—various Notes databases. A database is a structuredcollection of information. For example, your email messages are stored in yourNotes mail database.

The Lotus Notes Workspace

Database Icons

Workspace Tabs

Mail Access Icon

Active Workspace Tab

Menu Bar

Status Bar

SmartIcons



Customizing Your Notes WorkspaceNotes allows you many ways to customize your Workspace. You can add andremove Workspace pages, name and choose the color of Workspace tabs,rearrange database icons within a Workspace page, and move database iconsbetween Workspace pages. You can also choose how the Notes Workspacedisplays, and customize your SmartIcons.

Adding and removing Workspace pagesYou can have as few as 2 and as many as 32 Workspace pages (including theReplicator Workspace page). To create a new Workspace page, follow these steps:

1. Click the Workspace tab to the right of where you want the new page added.2. From the menu bar, choose Create � Workspace Page.

To remove a Workspace page, right-click on the tab of the page that you want toremove. Choose Remove Workspace Page, and click YYeess in the alert box thatdisplays.

Naming and changing the color of a Workspace tabNotes allows you to name and changes the colors of your Workspace tabs:

1. Double-click on the tab you want to change.2. In the Workspace page name: field, enter the Name you want (up to 32

characters).3. Click on the pop-up menu symbol - -under Tab color: and click on

the color you want.4. Click the Close Box - - to close the Properties dialog box.

Macintosh users:To achieve Windows-like right-clickfunctionality, holddown the [control] keywhile clicking yourmouse button. In mostcases, a contextsensitive pop-up menuwill appear.

Macintosh users:Your Close Box is asquare symbol in thetop-left corner of thedialog box.

Type theName of yourWorkspacepage here.

Click here to closethe Propertiesdialog box.

Click on thetab color youwant.

Macintosh users:Hold down yourmouse button and dragto select the color youwant.



Moving database iconsYou can move a database icon elsewhere on the same Workspace page, or toanother page.

Do not move database icons to the Replicator page without assistance from acomputing professional.

To move an icon elsewhere on the same page, use your mouse to drag it to thenew location. Notes will automatically arrange your database icons into columnsand rows.

To move an icon to a different Workspace page, drag it to the tab for that page.When you see an outline appear around the name on the tab of the destinationpage, you can release your mouse button.

Displaying the Workspace with large fonts or in 3-DNotes allows you to display your Workspace with large fonts or in 3-D. (Thelatter is the default setting.) To change these settings:

1. From your menu bar, choose File � Tools � User Preferences.2. Under Advanced options:, scroll up in the list to find Large fonts or

Textured Workspace.3. Click to place a checkmark next to the setting of your choice. Click OOKK.

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Changing database icon viewsNotes allows you to display the number of unread documents in each database onall icons in the Workspace. Once the icons are showing unread counts, you canupdate these counts for server-based databases when you're connected to thenetwork, and for local databases at any time. You can also have the databaseicons display where each database is located.

To display (or hide) unread counts:1. Display the Workspace. (If necessary choose the Window menu �

1. Workspace at….)2. From your menu bar, choose View � Show Unread.

To update unread counts that are already displayed:1. Choose the View menu � Refresh Unread Count.

The unread document counts are not updated automatically, you must refresh thecounts for an accurate number.

Lotus Notes databases are stored either locally (on your hard drive) or on a server(e.g., DOMINO1, DOMINO2, etc.).

To display database locations on the database icons in your Workspace:1. Display the Workspace. (If necessary choose the Window menu �

1. Workspace at….)2. From your menu bar, choose View � Show Server Names.

While databases that are stored on a server are automatically backed up, you areresponsible for backing up local databases (e.g., your Personal Address Book; seepage 18).

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Customizing SmartIconsYou'll remember that a row of SmartIcons is located, by default, just below themenu bar. (See page 6.) SmartIcons are buttons that provide shortcuts tocommonly used menu commands. In other words, instead of choosing acommand from a menu on the menu bar, you can simply click on thecorresponding SmartIcon.

SmartIcons typically fall into one of two categories. Universal SmartIcons aredisplayed on the SmartIcon bar no matter what you are doing in Notes, whereascontext SmartIcons change according to the task you're performing.

Notes allows you to add to your set of universal SmartIcons from a list ofavailable icons. You can also change the location of the SmartIcon bar, as wellas the size if the SmartIcon buttons.

To add a SmartIcon to your set of universal SmartIcons:

1. From your menu bar, choose File � Tools � SmartIcons.2. In the Available icons: column on the left, scroll to find the

SmartIcon(s) you want to add to your universal set.3. With your mouse, drag the icon from the Available icons: column to the

Universal column in the middle of the dialog box.4. Click OOKK.

When you drag an icon from the Available icons: column, a copy of the iconremains in the Available icons: column. To remove an icon from the Universalcolumn, drag it back to the first column. It does not need to be dragged to itsoriginal position.

Context SmartIconsUniversal SmartIcons

SmartIcon bar in a Notes mail database:

SmartIcon bar in the Notes Workspace:

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By default, the SmartIcon bar is displayed at the top of your screen, but you canchange its position. Here's how:

1. Choose File � Tools � SmartIcons.2. Under the Position pop-up menu on the right, choose the location you

want.3. Click OOKK.

You can change the size of your SmartIcons as well:

1. Choose File � Tools � SmartIcons.2. Click the IIccoonn SSiizzee…… button in the lower right corner.3. Choose the icon size you want.4. Click OOKK; then click OOKK again.

Your Lotus Notes Password.................................................................................................... 12Your Personal Address Book................................................................................................. 14Customizing Mail ........................................................................................................................ 35Delegation Profile ....................................................................................................................... 51

Macintosh users:This option is notavailable.

Drag from the list ofAvailable icons to addto your Universal icons.

Change the position ofyour SmartIcon bar.

Check marks here willcause:• Icon Bar to be

displayed• Context Icons to

be displayed.• Icon Descriptions

to be displayedwhen you moveyour mouse overthe SmartIcons.Change the size of

your SmartIcons.



Your Lotus Notes PasswordEach time you start Lotus Notes, you are prompted to enter your Notes password.This password helps keep your information secure.

Changing your Notes passwordYou can set your Notes password or change an existing password at any time byfollowing these steps:

1. Choose File � Tools � User ID.2. Notes will ask for your password. Enter it in the space provided and

click OOKK.3. In the User ID dialog box, click the SSeett PPaasssswwoorrdd button.4. Notes will ask for your current password again; enter it, and click OOKK.5. Enter a new password (at least six characters) in the Set Password dialog

box, and click OOKK.6. Confirm your new password by typing it again, exactly as you did the

first time, and click OOKK.7. Click DDoonnee.

Passwords are case sensitive. Any word that can be found in a commondictionary is generally considered to be a weak password. Weak passwords canbe strengthened by combining words or by adding numeric characters.

Your Lotus Notes password is different from your DOMINO/Web password. Thelatter is the password used to access your Notes mail via the Web. Changingyour Lotus Notes password (as shown above) will not affect your DOMINO/Webpassword.

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UNLV's Address BookOverviewThe UNLV Address Book contains email addresses for individuals and groupsassociated with the University. This address book resides on the server and canbe opened by double-clicking its database icon.

Using UNLV's Address BookIf you open UNLV's Address Book and click on the People view, you can searchfor an individual by typing his or her last name. As soon as you start to type, theQuick Search dialog box appears. When you have finished entering the person'slast name, click OOKK. If there's a match, Notes jumps right to the person forwhom you're searching. You can also show the groups listed in UNLV's AddressBook by clicking on the Groups view.

To quickly locate aperson in the list, starttyping his or her lastname and click OOKK.

Click to switchbetween the Peopleview and theGroups view.

A person/group is selected ifthe name is outlined.



Your Personal Address BookOverviewLike UNLV's Address Book, your Personal Address Book contains contactinformation for individuals and groups. However, unlike UNLV's Address Book,you decide which information gets added to your Personal Address Book, whichresides on your local hard drive. To open your Personal Address Book, double-click on it's database icon in your Workspace.

Choosing name entry options for your Personal Address Book ProfileThe first time you open your Personal Address Book, you will be prompted tochoose how you want Notes to structure your name fields. If you choose Onefield, Notes will place the first and last of names of people in your addressbook in the same field (i.e., Name). If you choose the other option, Separatefields, Notes breaks name information into different fields (e.g., First name,Last name, etc.). Once you've made your selection, click the SSaavvee aannddCClloossee button. If you want, you can change this setting later by choosingActions � Edit Address Book Profile from the menu bar.

❶ Chooseone of thetwo options.

❷ Click the SSaavvee aannddCClloossee button.

Macintosh users:You will not beprompted to for thisinformation.



Adding individuals to your Personal Address BookTo add a person to your Personal Address Book, click on the Business Cardsview, and click the AAdddd CCaarrdd button.

Clicking the AAdddd CCaarrdd button brings up a form into which you can enterinformation about the person that you're adding. At a minimum, you'll need tospecify a first and last name, as well as the person's email address. You can useyour [Tab] or [Down arrow] key to move to the next field. Your [Up arrow] keywill move your cursor to the previous field. Once you've added the necessaryinformation, click the SSaavvee aanndd CClloossee button to add the person to yourPersonal Address Book.

Macintosh users:

Click the Peopleview, then click theAAdddd PPeerrssoonn button.

❶ Click theBusinessCards view.

❷ Click theAAdddd CCaarrddbutton.

Macintosh users:

Click the SSaavveebutton, then theCClloossee button.

❶ Enterinformation in therequired fields.

❷ Click theSSaavvee aanndd CClloosseebutton.



Creating groups in your Personal Address BookNotes allows you to create groups in your Personal Address Book. A group is aset of people to whom you regularly send mail. Once you create a group, youcan address an outgoing mail message to the group, which saves you from havingto repeatedly enter individual email addresses one at a time.

To create a new group, click the Groups view and click the AAdddd GGrroouupp button.

When you click the AAdddd GGrroouupp button, a form is displayed, prompting you toenter information about the group that you're creating. In the Group name:field, type a short, unique name for your group. You should not choose a namethat already exists in your Personal Address Book or in UNLV's Address Book.Leave the default entry (Multi-purpose) in the Group type: field, and enter abrief description the group in the Description: field.

❶ Click theGroups view.

❷ Click the AAddddGGrroouupp button.



In the Members: field, indicate who belongs to your group. You can choosefrom among two ways of entering information into this field. First, you may typea person's email address directly into the field, as shown in the preceding picture.To continue adding members, press your [Enter] key between entries.

Second, for individuals who already exist in your Personal Address Book or inUNLV's Address Book, Notes provides a convenient way to add people to yourgroup. Just to the right of the corner brackets, you'll see a button with a triangle( ). Click this button to display the Names dialog box.

In the Names dialog box, you may directly add people from your PersonalAddress Book or UNLV's Address Book in the list on the left to your list ofgroup members displayed on the right. The pop-up menu in the upper left cornerenables you to switch between your Personal Address Book and UNLV'sAddress Book. To find someone by using the Quick Search feature, clickanywhere in the list on the left, and just start typing. The Quick Search dialogbox will appear. (See page 13 for more information on this feature.)

To add one person to your group:1. If necessary, search for the person you want to add.2. In list the on the left, click on the person's name to select it. (A name is

properly selected when an outline appears around it.)3. Click the AAdddd button, which is located between the two lists.

To add several people to your group at once:1. If necessary, search for the people you want to add.2. In the list on the left, click in the leftmost column to place checkmarks

next to the names you want to select.3. Click the AAdddd button.

Switch between yourPersonal AddressBook and UNLV'sAddress Book.

Click on a nameto select it.

Select multiple namesto add by clicking toplace checkmarks inthe column on the left.

Click here to addselected namesto your group.

The names you'vesuccessfully addedto your group aredisplayed in this list.

When you're done addingpeople to your group, click OOKK.

Click thesebuttons toRReemmoovvee one(selected) nameor RReemmoovvee AAllllnames fromyour group.

Macintosh users:Press your [Return]key between multipleentries.



To remove an individual from your group list, select the name you want toremove in the list on the right and click the RReemmoovvee button. You can removeeveryone from your group list by clicking the RReemmoovvee AAllll button.

When you're done adding people to your group click OOKK in the Names dialogbox. The list of people you just added to your group are now displayed in theMembers: field. To create your new group, click the SSaavvee aanndd CClloossee button.

To close your Personal Address Book and return to the Notes Workspace, pressyour [Esc] (Escape) key, which is located in the upper left corner of yourkeyboard.

Since your Personal Address Book is typically stored on your local hard drive,you are responsible for backing up this file, which is usually stored as names.nsfin the C:\notes\data directory.

After you click OOKK inthe Names dialog box,the people you addedwill be listed here.

Click here to create yourgroup (after you'vefinished entering theappropriate information).

UNLV's Address Book ................................................................................................................. 13Creating and Sending Mail Messages ............................................................................22Out of Office Procedure .............................................................................................................41The Notes Calendar ....................................................................................................................43

Macintosh users:


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Mail BasicsOpening your mail databaseNotes provides several ways to open your Mail database and access your emailand Calendar. You can:

Double-click on your Notes mail database icon:

Click the mail access icon on the rightmost part of the status bar (i.e., the graybar at the bottom of your Notes window). Then, choose Open Mail from themenu that appears:

Click the Mail Open SmartIcon:

The above methods will work only if the icon for your mail database is present inyour Workspace. If it is not, choose File � Database � Open… to navigate toyour mail file and add the appropriate icon to your Workspace. (See page 52 formore information.)

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or



Mail viewsIn the gray area on the left side of your screen, you'll see a list of views. A viewis an indexed reference to specific Notes documents. To select a view, click onits name. The selected view is highlighted in yellow, and the contents of thatview are displayed in the pane on the right.

There is only one copy of a given Notes document even though it may bereferenced in multiple views. This means that if you delete a message from oneview, that document will also be deleted from all other views!

• The Inbox view shows new messages and messages thatmay have been read, but have not yet been deleted or movedto a folder.

• Drafts displays messages that were started and saved asdrafts instead of being sent. (See page 27.) This view alsoholds stationery you have created. (See page 38.)

• The Sent view, by default, holds copies of all messages thatyou have sent. (See page 36.)

• All Documents view references all Mail, Calendar andTo Do entries. This view can be useful when searchingmessages. (See page 34.) Note: Be careful that any actionyou perform in this view is appropriate to the type of thedocument; e.g., do not move a calendar entry into a mailfolder.

• Meetings view shows Calendar entries in a list form.

• Trash displays a listing of documents that have been markedfor deletion, but have not yet been removed.

• Any Folders you create will also show on this list. Foldersare different from views in that you create and manage thefolders that you want to use (whereas Notes creates viewsautomatically). For folders that contain subfolders, a triangle“twisty” ( ) will display to the left of the folder icon.Clicking on a folder's twisty will display/hide a list ofsubfolders contained therein. (See page 31.)

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As you access different mail views, you'll notice that documents are sometimesdisplayed with certain icons. Some of the meanings of these document icons areas follows:

Important message flag

A mood stamp

Meeting to which you have been invited

Invitation sent for a meeting you planned

Appointment

Reminder

Message you have sent

StationeryTo Do entry

Your Personal Address Book .................................................................................................14Creating and Sending Mail Messages............................................................................ 22File Attachments..........................................................................................................................29Managing Mail Messages .......................................................................................................31Customizing Mail .........................................................................................................................35Out of Office Procedure.............................................................................................................41The Notes Calendar....................................................................................................................43Delegation Profile ........................................................................................................................51Notes on the Web.........................................................................................................................54



Creating and Sending Mail MessagesCreating a simple mail messageNotes allows you to create a new mail message whether or not you are currentlyusing your mail database. To create and send a simple mail message, followthese steps:

1. Do one of the following to display the New Memo form:

If you are using your mail database: Click the NNeeww MMeemmoobutton or choose Create �Memo from your menu bar.

If you are using a different database: Choose Create � Mail �Memo from your menu bar

orClick the mail access iconon the status bar, and chooseCreate Memo.

2. Enter address information in the To: field. If you wish, you may alsoenter address information in the cc: and/or bcc: field(s) as well. (SeeAddressing messages on page 23 for more information.)

3. Type a brief subject in the Subject: field.

4. Place your cursor in the body field, between the red corner brackets, bypressing your [Tab] or [Down arrow] key. (The cursor does not movefrom the subject line to the body of the message when you press the[Enter] key.)

5. Type the body of the message. (See Formatting messages on page 26for more information on adding formatting elements such as bold andbulleted lists to the text of your messages.)

6. Send the message by clicking the SSeenndd button. (See Working withfolders on page 31 for more information on using the SSeenndd aannddFFiillee…… button.)



Addressing messagesThere are three fields in which you can enter address information for an outgoingmail message:

To: Enter the primary recipient(s) of the message.Cc: Enter addressee(s) to whom you want to send a copy of the

message.Bcc: Enter persons/groups who you want to receive a blind

copy—i.e., a copy of the message without the otherrecipients knowing. This field is also useful when sendinga message to a large number of people; using bcc:,recipients won’t see a long list of addresses at the top of themessage.

Notes helps you address messages by searching your Personal Address Book andUNLV's Address Book as you type in the To:, cc:, and bcc: fields. If you typeslowly enough, Notes will display matches it finds for first names, last names andgroup names. Rather than type an entire name, you can accept the name thatNotes displays. Here's how:

1. In the To:, cc:, or bcc: field of the message, type the first few letters ofthe name of a person or group to whom you want to send the message.The quick-addressing feature will search the address books for the nameyou are typing.

2. If the name that Notes displays is not the name you want, type additionalletters in the name until it appears.

3. If Notes displays the name you want, press the [Enter] key to accept thename and look for an additional name. If there are no more names to addto this field, press the [Tab] or [Down arrow] key to move to the nextfield.

Macintosh users:Press your [Return]key.



If you accept a name that occurs more than once in an address book, theAmbiguous names dialog box displays, prompting you to choose from alist of possible matches. Click on the name you want, and click OOKK.Notes looks for both first and last names, so use the more unique namefor a faster search.

4. If Notes does not display the name you want, type the person’s full emailaddress (e.g., [email protected]).

To some extent, Notes allows you to determine how quick-addressing happens.You can set up Notes to look for names in your Personal Address Book only, orin both your Personal Address Book and in the Public Address Book. You canalso turn off quick-addressing entirely. To set quick-addressing options, followthese steps:

1. Choose File � Mobile � Edit Current Location.2. Click the arrow next to Recipient name type-ahead to display the

Select Keywords dialog box.3. Make your selection and click OOKK.4. Click the SSaavvee aanndd CClloossee button.

Click here to displaythe Select Keywordsdialog box. Make your

selection andclick OOKK.

Macintosh users:




In addition to typing address information directly into the To:, cc:, and bcc:fields, you may also address messages by choosing names from one or moreaddress books:

1. When creating a message, click the AAddddrreessss button. Notes displays theMail Address dialog box.

2. If necessary, choose from the pop-up menu in the upper left corner toswitch between your Personal Address Book and UNLV's Address Book.

3. In the list of names, select the name(s) of a person or group to whom youwant to send your message. You may scroll to the name in the list on theleft or use Notes' Quick Search feature to find the name you want. (Formore information on Quick Search, see page 13.)

4. Click the TToo::>>, cccc::>>, or bbcccc::>> button to place the selected name(s) inthe corresponding address field in the message. (You can also dragnames from the list of names to the To:, cc:, and bcc: fields in the list onthe right.)

5. If necessary, repeat steps 3 and 4 until you have chosen all the peopleand groups to whom you want to address the message.

6. Click OOKK.

Choose from this pop-up menu toswitch between Address Books. Click one of these buttons to

add the selected name(s) tothe Addresses: list.

Click hereto finish.



Formatting messagesWhen composing a mail message, Notes allows you to apply formatting elementsto create enriched text in the body of your message. For example, you canhighlight a word with your mouse and changes its color. You'll find most of theformatting options under your Text menu. In addition, there are pop-up font andfont size menus located on the left side of your status bar at the bottom of yourNotes window. Also, look to the context SmartIcons for frequently usedformatting options.

Text formatting only works when you're sending mail to other people that useNotes mail. If you send a formatted message to a non-Notes user, they willreceive a plain text (unformatted) version of the message.

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Highlight text, andchoose formattingattributes from theText menu.

Change the font and/or fontsize of selected text by usingthese pop-up menus on theNotes status bar.



Setting Delivery OptionsWhen composing a mail message, you can choose to set certain Delivery Optionsfor the message. For example, you can indicate that a message has highimportance, use a mood stamp to indicate the nature of the message, or request areturn receipt.

Most of the Delivery Options will only work when you send the message to otherpeople who use Notes mail.

To get started, click the DDeelliivveerryy OOppttiioonnss…… button in the messagecomposition window:

Saving messages as draftsIn a message composition window, click the SSaavvee AAss DDrraafftt button to save anunfinished message without sending it. The message will be saved in your Draftsview, where you can later access it to continue work. Just click on Drafts viewand double-click on the unfinished message to open it.

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Choose Normal, High orLow from the Importance:pop-up menu to indicate yourmessage's importance level.If you choose High, therecipient will see a redexclamation mark displayednext to the message in his orher Inbox.

Choose an option from the Mood stamp:pop-up menu, and a corresponding picturewill be displayed with your message. Forexample, if you choose Thank You!, yourmessage will show a smiley face; if youchoose Good Job!, your message willdisplay a gold star.

Click here if you want to receivea notification message when arecipient opens the message. Ifyou use this option, keep inmind that there's no way toguarantee that your messagewas actually read.

Click herewhen you'redone.


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Replying to messagesIn Notes, you can reply to the sender of a message or to the sender and all otherrecipients of the message. Notes also allows you to decide whether you want toinclude the original message in your reply.

1. Select or open the message to which you want to reply.2. Do one of the following:

• Click RReeppllyy to create a regular reply.• Click RReeppllyy WWiitthh HHiissttoorryy to include a copy of the original

message(s) in your new message.

3. (Optional) If you want Notes to deliver the reply to all of the people whoreceived the original message, click RReeppllyy TToo AAllll. Notes places thenames of these people in the cc: field.

4. Complete and send your reply as you would any other message.

Forwarding messagesTo forward a message on to another recipient, first select or open the messageyou want to forward. Then, click the FFoorrwwaarrdd button. Notes creates a newmessage that includes the original message. You can then address the message,add a comment or explanation in the body above the original message, andcomment or make changes in the original message before sending.

Canceling messages you’ve startedIf you start composing a message and want to discard it without sending orsaving it, press your [Esc] key. In the Close Window dialog box, chooseDiscard changes, and click OOKK.

Your Personal Address Book................................................................................................. 14File Attachments.......................................................................................................................... 29Out of Office Procedure ............................................................................................................ 41The Notes Calendar.................................................................................................................... 43Delegation Profile........................................................................................................................51

Systems & Applications • Office of Information TechnologyUniversity of Nevada, Las Vegas



File AttachmentsAttaching a file to an outgoing mail messageYou can attach one or more files to a Notes mail message. It's generallyconsidered good practice to indicate in the body of the email what kind of file(s)you're sending. This information may be useful to your recipients in the eventthat they have difficulty opening the attachment(s).

To attach a copy of a file to a Notes message:

1. As you're composing the message, position your cursor where you wantthe file attachment icon to appear. The cursor must be somewhere in thebody of your message (i.e., between the red corner brackets) to create anattachment.

2. Choose File � Attach or click the FFiillee AAttttaacchh SmartIcon— .3. Do one of the following:

• Select the file's drive and directory and then click on the file.• Enter the path and name of the file in the File name: field.

4. If you're sending the file to people who don't use Notes, deselect theCompress checkbox to prevent Notes from compressing the file.

5. Click the CCrreeaattee button.6. (Optional) Repeat steps 1 through 5 to attach multiple files.

Macintosh users:

Click the OOppeennbutton.

❶ Select thefile's drive anddirectory fromthe Look in:pop-up menu.Then, click onthe file youwant to attach.

❷ Remove this checkmarkwhen sending attachmentsto non-Notes users.

❸ Click here toattach the selectedfile to your message.



Receiving and opening file attachmentsWhen you receive an email message with an attachment, you will see a paper clipicon displayed next to the message in your Inbox. When you open the message,you'll see an icon for the file(s) displayed in the body. Notes provides somedifferent options for handling the attached file, as described below.

To open an attachment:1. Double-click on the attachment icon in the message.2. In the Properties dialog box that appears, select one of the following

choices:

• Click VViieeww to open the attachment within Notes. This optiongenerally only works for plain text and picture attachments. If youtry to View other types of files (e.g., Microsoft Word documents),you may see incomplete documents or a bunch of undecipherablesymbols on your screen.

• Click LLaauunncchh to open the attachment in another application, onethat can read the file. This option will only work if you have theappropriate software installed on your machine. Launching may bea good choice if you want to print the file or take a look at it beforeforwarding it on to someone else.

• Click the DDeettaacchh button if you need ownership of the file.Detaching prompts you to save the file to your system. Afterdetaching a file, you can then open the file, and make and savechanges. Any changes you make to a detached file will not effect theattachment in the original mail message.



Managing Mail MessagesIn Notes, you can set up folders and subfolders in which to store mail messages.You can also delete messages that you want to purge from your system.

Working with foldersTo move a message that you're reading—or a message that's selected in one ofyour views—to a folder, click the MMoovvee TToo FFoollddeerr button.

The Move To Folder dialog box will appear. If you need to create a folder, clickthe CCrreeaattee NNeeww FFoollddeerr…… button in the lower left corner. This will displaythe Create Folder dialog box, prompting you to specify a name and location foryour new folder. In the Move To Folder dialog box, click on the folder whereyou want the message moved, and then click either MMoovvee or AAdddd. Clicking theMMoovvee button will remove the message from its original view, whereas clickingAAdddd will add the message to a folder without removing it from the original view.

Click to select afolder. Click atriangle “twisty”to display/hide alist of subfolders.

Click here to displaythe Create Folderdialog box (below).

Place a message in aselected folder withoutremoving it from itsoriginal folder or view.

Place a message in a selectedfolder while simultaneouslyremoving it from its originalfolder or view.

Enter a name foryour new folder.

Click to select alocation for yournew folder. Click atriangle “twisty” todisplay/hide a list ofsubfolders.

Click here to createyour new folder.



Messages may be listed in more than one folder and /or view simultaneously, butthere is only one copy of the message. In other words, if you delete the messagein one place, it will be deleted in all places. (See Deleting Messages on page 33.)

You can also move a message into a folder by dragging its title:

1. Click on the folder or view that contains the message.2. Select the message that you want to move. (You can also select multiple

messages to move at once by placing checkmarks next to the messages inthe column to the left.)

3. Do one of the following:

• To add the message to a different folder and remove it from thecurrent folder, drag the message to the folder that you want.

• To add the message to a different folder and leave it in the currentfolder or view, hold down the [Ctrl] key while dragging the message.

You can file an outgoing mail message in a folder at the time you send it byclicking the SSeenndd aanndd FFiillee button in the message composition window. Thisaction will simultaneously send the message and display the Move to Folderdialog box.

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Macintosh users:Hold down the[Command] key (thekey with the applenext to your space bar)while you drag themessage.

To select multiple files, click inthe left column. This places acheck mark in that column. If youinadvertently click on a messagethat you don't want to select, youcan click on the checkmark toremove it.



Deleting mail messagesDeleting messages in Notes is a two-step process:

1. Mark a selected message(s) for deletion—i.e., move it to the Trash—byclicking the DDeelleettee button. If you mark a message for deletion bymistake, click the DDeelleettee button again to “undelete” it.

2. Empty the Trash. In Trash view, you can click the EEmmppttyy TTrraasshhbutton. In other views, you can choose Actions � Empty Trash fromyour menu bar. Once you empty the Trash, the message is irretrievablygone.

When you delete a message, Notes deletes it entirely from all views in thedatabase. If you want to remove a message from a folder and leave it in otherfolders and views, choose Actions � Remove From Folder from the menu bar.

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Searching messagesYou can search the contents of messages in Notes. Here’s how:

1. Choose View � Search Bar.2. Click on the view or folder that you want to search. Choosing the All

Documents view enables you to search all of your messages at once.3. Enter the text for which you want to search.4. Press [Enter] or click the SSeeaarrcchh button.5. Notes will search all parts of the messages and display the messages that

match the search criteria you entered. The search results shown areautomatically selected, so any action you perform affects them all.

6. When you are finished, click on the RReesseett button to see the entiremessage list again.

SSeeaarrcchh button. RReesseett button.

Click the viewin which youwant to search.

Enter your searchcriteria here.All matches are selected, so

any action you performaffects them all.

Search bar.

Mail Basics.......................................................................................................................................19Creating and Sending Mail Messages............................................................................ 22File Attachments.......................................................................................................................... 29Customizing Mail......................................................................................................................... 35Out of Office Procedure............................................................................................................. 41The Notes Calendar.................................................................................................................... 43Delegation Profile........................................................................................................................51



Customizing MailOverviewThere are several ways that you can configure Notes to match your preferencesand needs. This section describes some of the ways you can customize Notes.

Emptying the TrashYou can set options for having Notes empty your Trash:

1. From your menu bar, choose File � Tools � User Preferences.2. In the dialog box that appears, you'll see a pop-up menu called Empty

Trash folder. Choose one of the following options:

• Prompt me during database close – When you close the database,Notes will ask you if you want to empty the Trash.

• Always during database close – Notes will automatically empty theTrash when you close the database.

• Manually – Notes will not empty the Trash for you; to empty theTrash, you'll need to follow the steps described on page 33.



Saving sent mailBy default, all of your outgoing mail messages are copied to the Sent view. Ifyou prefer, you can change this default setting:

1. From your menu bar, choose File � Tools � User Preferences.2. Click on the Mail icon in the left part of the User Preferences dialog

box.3. From the Save sent mail: pop-up menu, choose one of the following

options:

• Always keep a copy – If this choice is selected, Notes will alwayscopy your outgoing mail to the Sent view.

• Don't keep a copy – Notes will not copy your outgoing mail to theSent view.

• Always prompt – Whenever you send mail, a dialog box will appearasking if you want to save a copy of the message.

New mail notificationAlso in the User Preferences dialog box, you can configure mail notificationsettings. In other words, you can have Notes automatically check the server fornew mail and let you know—visibly and/or audibly—that you have new mailwaiting.

1. Click to place a checkmark next to Check for new mail every…2. Enter the number of minutes to indicate the frequency with which you

want Notes to check for new mail.3. Select the type of notification you prefer (i.e., Audible notification

and/or Visible notification).

Choose a setting toSave sent mail.

Configure mailnotification settings.

First, click here.



Changing the letterhead in your messagesYou can choose from several letterhead styles to put at the top of the messagesyou create:

1. From your menu bar, select Actions � Mail Tools � ChooseLetterhead.

2. Select the name of the letterhead you want to use.3. Click DDoonnee. Your selection will take effect with the next new message

you write.

For no letterhead, select Plain Text, which is at the top of the list. People whodo not use Lotus Notes may not have the ability to see graphics in yourletterhead. As these recipients might see miscellaneous characters instead ofgraphics, using the Plain Text letterhead option may be best in these cases.

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Creating stationeryCreating stationery allows you to create multiple forms from which futuremessages can be created. For example, you might want to have stationery thatincludes a signature line with your contact information. You can also includedefault addresses, subjects and formats (etc.), all of which may be modified at thetime you use the stationery. Once you've created stationery, it's stored in theDrafts view for later use.

To create stationery:

1. From your menu bar, choose Actions � Mail Tools � CreateStationery.

2. In the Create Stationery dialog box, choose Memo to use the selectedNotes letterhead or Personal Stationery to use your own graphic. ClickOOKK.

If you're going to include letterhead in your stationery, be sure to choose yourletterhead before creating the stationery.

3. What you see next on your screen looks very much like a blank mailmessage. Here, enter any information that you want included in yourstationery (e.g., Delivery Options; information entered in the address,subject, and body fields).

4. When you're finished designing your stationery, click CClloossee.

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5. To save your stationery, click YYeess. You'll be prompted to give yournew stationery a name. Do so in the space provided and click OOKK.

6. A message will display telling you that you must open the stationeryfrom the Drafts view to use it for a new message. Click OOKK.

Add the informationthat you want to includein your stationery andclick CClloossee.

Click YYeess. Then, giveyour new stationery aname and click OOKK.



You will not be able to use the stationery if you start a new message from thestatus bar, by clicking the NNeeww MMeemmoo button, or by choosing Create � Memofrom the menu bar.

To use the stationery you've created:

1. Click on Drafts view.2. Select the stationery that you want to use.3. Click the UUssee SSttaattiioonneerryy button.

To edit the stationery you've created (i.e., to change the stationery itself):1. Click on Drafts view.2. Select the stationery that you want to use.3. Click the Edit Document button.

Any changes to your letterhead selection will not affect previously createdstationery.

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❶ Click Draftsview.

❷ Click thestationery that youwant to use.

❸ Click the UUsseeSSttaattiioonneerryy button.

Customizing Your Notes Workspace ...................................................................................7Mail Basics.......................................................................................................................................19Creating and Sending Mail Messages............................................................................ 22Managing Mail Messages .......................................................................................................31Delegation Profile........................................................................................................................51



Out of Office ProcedureThe Out of Office procedure enables you to have Notes automatically sendnotification messages to people who send you mail when you're going to be outof the office. Notes allows for three scenarios within this procedure: 1) a generalmessage that will be sent to most people who send you mail; 2) a special messagethat will only be sent to the people you specify; and 3) a list of people that shouldnot receive any out of office notifications.

Enabling the Out of Office agentFollow these steps to enable the Out of Office procedure:

1. From your menu bar, choose Actions � Mail Tools � Out of Office.This will display the Out of Office Profile.

2. In the spaces provided, enter the dates that you'll be leaving andreturning. These dates must be in the present or the future, and be in oneof the following formats: MM/DD/YY or MM/DD/YYYY.

3. Enter information for each of the three scenarios: your general message,a special message and people/groups who should receive no message.

Enter the dates that you'll beleaving and returning.

(Optional) Edit the general messageto be sent to most people and groups.

Specify the individuals and group whoshould receive a special message.Then, edit the special message.

Indicate people and/or groups whoshould not receive any messages fromyour Out of Office agent (e.g., UNLVInformation/UNLV).



4. Click the EEnnaabbllee OOuutt ooff OOffffiiccee Agent button.

5. The first time you run your Out of Office procedure, you will beprompted to choose the server on which the agent should run. Thedefault entry is Local, which you'll need to change to whicheverDOMINO server holds your mail database (i.e., DOMINO1/UNLV,DOMINO2/UNLV or DOMINO4/UNLV).

6. Notes will inform you that the Out of Office agent is enabled. Click OOKK.

Turning off the Out of Office agentWhen you return to the office, you may have a “Welcome Back!” message inyour Inbox, reminding you to turn off your Out of Office agent.

To turn off your Out of Office agent:

1. From your menu bar, choose Actions � Mail Tools � Out of Office.2. Click the II HHaavvee RReettuurrnneedd ttoo tthhee OOffffiiccee button to disable your Out

of Office agent.

3. A Welcome Back! window displays. Click OOKK.



The Notes CalendarOverviewYour Lotus Notes Calendar exists within your Notes mail database. In yourCalendar, you can conveniently switch between different views and schedule fivedifferent types of entries. To display your Calendar, click the Calendar view.

Calendar display formatsThe Notes Calendar allows you to switch between TTwwoo DDaayyss, OOnnee WWeeeekk,TTwwoo WWeeeekkss or OOnnee MMoonntthh display formats, by clicking the correspondingaction buttons. An as alternative, you can also choose from the menu optionsunder View � Calendar.

Turning pages in the CalendarTo turn back or forward one page in your Calendar, do one of the following:

• Click a “dog-ear” in the bottom-left or bottom-right corner of theCalendar.

• Press the [Page Up] or [Page Down] key.

Macintosh users:Your Calendar viewis not listed separately.You'll find it rightbelow your AllDocuments view.

Click a “dog-ear” toflip back or forwardone page.



Displaying a given dateTo go to a given date in your Calendar, do one of the following:

• Choose View � Calendar � Go To… from the menu bar, and specifythe date you want. Click OOKK.

• Click the date icon at the top of the calendar and specify the date towhich you want to turn.

Displaying the current dateTo display the current date, click the GGoo TToo TTooddaayy button.

Types of Calendar entriesTo add an entry to your Calendar, click the NNeeww EEnnttrryy button. There are fivetypes of entries from which to choose: Appointments, Invitations, Events,Reminders, and Anniversaries. Click the corresponding radio button to choosethe type of entry you want to create.

❶ Click the date icon.❷ Click the trianglesto move to the monthyou want.

❸ Click the date youwant.

Appointment –Block out time inyour Calendar fora specific time anddate(s).

Invitation – Like anappointment, but youalso invite others toattend.

Event –Block outtime in yourCalendar foran entireday(s).

Reminder – Writeyourself a note for aspecific date andtime.

Anniversary –Indicate an all-dayevent that does notblock out any timeon your Calendar.



Creating an appointmentFollow these steps to create a repeating appointment:

1. In Calendar view, click the NNeeww EEnnttrryy button (or, as an alternative,double-click the date of the appointment).

2. Select the Appointment radio button.

3. Enter a Brief description: of the appointment in the field provided.4. If necessary, do one of the following to specify the date of your

appointment:

• Type the Date: into the appropriate field in one of the followingformats: MM/DD/YY or MM/DD/YYYY.

• Click the date icon, and click to choose the date you want.

5. Do one of the following to specify the time of the appointment:

• Type the Time: into the appropriate field using the same format yousee in the field—e.g., 10:00 AM – 11:00 AM.

• Click the clock icon. Drag the yellow clock icons to the beginningand ending times of your appointment. When you're done, click thegreen check mark.

Tip: To view your calendar while you'reentering the information for yourappointment, click the CChheecckk CCaalleennddaarrbutton. To return to the Calendar Entrywindow, press the [Esc] key.



6. (Optional) Click the Pencil in checkbox to schedule a tentativeappointment. When you choose this option, others will not see that thetime is blocked out on your Calendar if they attempt to schedule aconflicting event. (See Finding free time, page 49.)

7. (Optional) Click the Not for public viewing checkbox if you do notwant people who have read-access to your Calendar to see the entry.(See Granting another person access to your Mail and/or Calendar, page51.)

8. (Optional) Enter additional information in the Detailed description:field.

9. Click the SSaavvee aanndd CClloossee button. Notes adds the appointment to yourCalendar and Meetings views and blocks out the specified time in yourfree time schedule (i.e., unless you selected Pencil in).

Repeating entriesYou can make any type of entry a repeating entry by setting repeat rules:

1. In the Calendar Entry window, click the RReeppeeaatt button.

2. In the Repeat Rules dialog box, specify how often and until when youwant the entry to repeat. When you're done, click OOKK.

To create a repeat rule for a series of events schedule to occur at the same timeon random days, choose Custom from the Repeat pop-up menu and enter yourlist of dates in the space provided, pressing the [Enter] key between each date.

After you set repeat rules, you will not see any indication of this on the CalendarEntry screen.

Macintosh users:


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Setting alarm optionsNotes allows you to set an alarm, a pop-up window reminder, for each type ofentry. In order for an alarm to go off at the time for which it's been set, you mustbe logged into Notes.

To set an alarm:

1. Click the AAllaarrmm ooppttiioonnss button in the Calendar Entry window.

2. In the Set Alarm dialog box, specify when you want the alarm to go off.By default, the Alarm Message: is the same as the Brief description: ofyour entry, but you can edit this if you want. When you're done, clickOOKK.

3. After you set an alarm, you'll see a summary of the alarm settings in theCalendar Entry window.



Creating an invitationInvitations are much like appointments, except that you can invite others toattend the event. To create an invitation:

1. In Calendar view, click the NNeeww EEnnttrryy button.2. Select the Invitation radio button.

3. Specify the Brief description:, Date, Time, etc., the same as you wouldfor an appointment.

4. Under Invitations, do one or both of the following:

• Specify the names of one or more users and/or groups in the Sendinvitations to: field.

• Specify the names of one or more users and/or groups in theOptional invitees: field.

For information on how to use the Find Free Time feature to check inviteeschedules for availability, see Finding free time on page 49.

5. (Optional) To prevent invitees from sending you responses, select theI don't want responses from the Invitees checkbox.

6. Click SSaavvee aanndd CClloossee and then click YYeess. Notes sends meetinginvitations to the invitees in both the Send invitations to: and Optionalinvitees: fields. Notes also adds the meeting to your Calendar andMeetings views and blocks out the specified time in your free timeschedule (i.e., unless you selected Pencil in).

Editing Calendar entriesYou can make changes to any type of entry by double-clicking the entry in yourCalendar and clicking the EEddiitt DDooccuummeenntt button. Then, make your changesand click the SSaavvee aanndd CClloossee button.

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Finding free timeWhen you schedule an invitation, you can use the FFiinndd ffrreeee ttiimmee lookupfeature to check the availability of your invitees. When using this feature, it'suseful to know whether your invitees keep their Notes Calendars up to date.

When creating an invitation, click the FFiinndd FFrreeee TTiimmee…… button, and Notesdisplays the Free Time dialog box, which shows a grid with the free and busytimes of your invitees. The rightmost column in the grid—labeled “Everyone”—depicts the combined free and busy times for you and your invitees, and indicatesif the time you've chosen conflicts with anyone's Calendar. If there is a conflict,Notes also shows a list of alternate, Recommended meeting times. You canchange the date and time, choose among the list of recommended times, or accessyour list of invitees from within the Free Time dialog box. When you're done,click OOKK.

Change the date andtime specified inyour invitation.

Choose from alist of alternate,recommendedtimes.

Click here to edityour list of invitees.

Notes displays free time and busy time for each ofyour invitees in this grid. The rightmost column—labeled “Everyone”—shows whether there is aconflict.

Edit the time and/orduration of the event.

Click OOKK whenyou're done.



Responding to Calendar invitationsWhen others invite you to an event, you'll receive an invitation in your Inbox. Torespond, double-click the invitation in your Inbox, and click the AAcccceepptt,DDeecclliinnee or OOtthheerr…… button. Accepting an invitation places that entry on yourCalendar and sends a notice of your acceptance to the person who scheduled theevent. Declining an invitation sends a similar notice, informing the schedulerthat you will not be attending. If you click the OOtthheerr…… button, you can choosefrom additional options, such as proposing an alternate time or sending a delegatein your place.

If the person who created the invitation selected the I don’t want responsesfrom the invitees checkbox when scheduling the entry, the message will bedisplayed as a broadcast. When you open the broadcast, you will see buttons foradding the event to your calendar and for closing the window. You cannotrespond to a broadcast.

Displaying invitee responsesIf you've scheduled an invitation and want to display a summary of inviteeresponses, double-click on the entry in your Calendar. Then, click the DDiissppllaayyiinnvviitteeee rreessppoonnsseess…… button, located toward the bottom of your screen. Noteswill show a listing of which invitees have accepted, declined, etc. You can PPrriinnttthis list or SSeenndd CCoonnffiirrmmaattiioonn to invitees by clicking the respective buttons.

Your Personal Address Book ................................................................................................. 14Mail Basics.......................................................................................................................................19Creating and Sending Mail Messages............................................................................ 22Managing Mail Messages .......................................................................................................31Delegation Profile........................................................................................................................51



Delegation ProfileSettings in your Delegation Profile allow you to grant other people access rightsto your Mail and/or Calendar.

Granting another person access to your Mail and/or CalendarYou can let other people read and/or manage your Calendar. You can also letothers open your mail database and read your mail, send messages for you, editexisting messages, and delete messages.

To change your Mail and /or Calendar access rights settings:

1. In your mail database, choose Actions � Mail Tools � DelegationProfile from your menu bar.

2. In the Calendar Access section of the profile, you can select thecheckbox to allow everyone to read your Calendar or specify individualsand/or groups to whom you want to grant this access. People who haveread-access to your Calendar can see what's there, but cannot makechanges to your Calendar. You can also allow everyone or specifyindividuals and/or groups to manage your Calendar. People withmanage-access can make changes to your Calendar entries and schedulenew entries in your name.

3. In the Email Access section of the profile, do any of the following:

• To allow people or groups to read your mail, enter their names in theRead my mail: field.

• To let people read your mail and send mail on your behalf, entertheir names in the Read and send mail on my behalf: field.

• To let people read your mail, send new messages, and edit existingmessages, enter their names in the Read, send, and edit anydocument in my mail file: field.



• To allow people to delete messages, enter their names in the Deletemail: field. Notes will ask if you want to let them delete yourmessages or only the messages they create themselves.

Only people who can send or edit your mail can delete your messages.

4. Click OOKK.

Anyone with access to your mail can also read your Calendar entries.

Accessing another person’s Mail and/or CalendarTo check another person's Calendar for which you have read-access, chooseActions � Calendar Tools � Open Another Calendar from the menu bar.

If you are responsible for managing another person’s Mail or Calendar, you canadd the corresponding database icon to a Workspace page for easy access.

The person must have followed the delegation instructions to give you accessbefore you will be able to see or do anything in their database.

1. Select the Workspace page on which you want to place the icon.2. Choose File � Database � Open.3. From the Server pop-up menu in the Open Database dialog box, select

the DOMINO server on which the other person's mail database resides.(Clicking on the � will give you the list of servers from which tochoose.)

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4. Scroll down to the bottom of the Database list and double-click on themail folder.

5. Scroll through the list of names in the Database list to find the personwhose Calendar and/or Mail you need to access.

6. Click OOppeenn to add the database icon to your Workspace.

This will not give you access to any of the person's local databases, e.g., her orhis Personal Address Book.

Select theappropriateDOMINOserver.

In the Database: list,scroll down and double-click on the mail folder.

Click on thename to select it.

Click OOppeenn to addthe icon to yourWorkspace.

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Notes on the WebOverviewIn addition to accessing your Notes mail account via the Lotus Notes softwaredescribed in this manual, you can also access your Mail through a web browsersuch as Netscape or Internet Explorer. Although the functionality of the webinterface is limited at this time, it does provide a convenient way to access yourmail from multiple locations.

To access your mail via the Internet, you'll need web browser software installedon your system. You'll also need to know your DOMINO/Web password. If youdo not know your DOMINO/Web password, or need to have it enabled, pleasecontact Systems & Applications at 895-1389.

Accessing your Notes mail on the WebTo access your Notes mail via the Web, follow these steps:

1. Start up your web browser (e.g., Netscape or Internet Explorer).2. In the Location: or Address: field, enter

http://sysapps.nevada.edu and press [Enter] to get to theSystems & Applications home page.

3. Under Information and Features, click the link:Read my Mail (Notes). This link is circled in the picture below.



You will be prompted to login, or authenicate yourself, with your user name andpassword. Type your full name in the User name: field. Press your [Tab] key(or use your mouse) to get to the Password: field, and type your DOMINO/Webpassword. When you're done, click OOKK.

You may be asked to enter your name and password a second time.

Once you enter your user name and password, your browser will display a screenfrom which you can access the folders and views in your Notes mail database.

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Logout of MailEvery time that you enter your password information you remain logged in untilyou close your browser. To help ensure security, exit your web browser to logyourself out of your mail database when you're done accessing your mail. Clickon the Close Box – – in the upper right corner to close your browser andlogout of Mail.

Changing your DOMINO/Web passwordYou can change your DOMINO/Web password via the Web. To do so, you'llneed to know your current password. If you don't know your DOMINO/Webpassword, or need to get this password enabled, please call Systems &Applications at 895-1389.

1. In your web browser, go to the Systems & Applications home page athttp://sysapps.nevada.edu.

2. Click the Change Web Password link, (circled in the picture below).You may need to scroll down the screen to see this link.

3. When prompted, enter your user name and password in the spacesprovided.

4. When the Change Password Request page displays, enter your newpassword in the New Password field, and then again in the ConfirmPassword field.

5. Click the SSuubbmmiitt RReeqquueesstt button.

Macintosh users:Choose File � Quitfrom the menu bar toexit your web browserand logout of Mail.

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Passwords are case sensitive.

6. The following screen will appear if you have completed the password entrycorrectly. The system will send you an email to confirm the passwordchange.

The system does a check for “weak” passwords. As a general rule, any passwordthat can be found in a common dictionary is considered weak. If you choose aweak password, a notification will display instructing you to choose a strongerpassword. Combining words and/or adding numeric characters can strengthenweak passwords. If you have any problems with your DOMINO/Web password,please contact Systems & Applications at 895-1389.

This password—your DOMINO/Web password—is different from the passwordyou use when you are using the Lotus Notes software on campus. YourDOMINO/Web password applies to Internet mail access only, and is the samepassword used to access UNLV web-based applications (e.g., FIMS).

For your security, do not share your DOMINO/Web password with anyone.

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Lotus Notes Support on theSystems & Applications Web SiteOverviewIn addition to being able to access your Notes mail via the Web, there are manyresources available to you on the Systems & Applications web site. You can:

• Read answers to Lotus Notes “FAQs”—frequently asked questions.• Browse, search and post questions to the Support Discussion Forum.• Subscribe to receive Support Forum postings (and more!) via email.

Frequently asked questionsIf you've got a question about using Lotus Notes, chances are good that someoneelse has had the same question. By clicking the FAQs link on the Systems &Applications web site, you can access a range of frequently asked questions, onLotus Notes as well as other topics.

The Support Discussion ForumThe Support Discussion Forum on the Web is one of the major ways in whichSystems & Applications provides support to the UNLV community. Visiting theSupport Forum, you can:

• Browse through questions and responses that have already been posted.• Search on specific topics to get the answers you seek.• If you don’t find the information you need, ask a question of your own.



To access the Support Forum, click the Support link on the Systems &Applications web site, and then click the Support Discussion Forum link.

Once you’ve accessed the Support Forum, you can browse through the postingsin several different views (e.g., by topic, by category, etc.). Responses toquestions can be displayed by clicking the triangle “twisty” next to the question.If you see a posting that you want to read, simply click its link.

❶ Click on Support.

❷ Click on Support Discussion Forum.

Click on these links toaccess different views.

Click on a triangle “twisty” toexpand/collapse a list. When Viewingby Topic, expand a list to show linksto the responses to a given question.

To view a question or response that’sbeen posted, click on its link.



In addition to browsing the Support Forum, you can search for information onspecific topics by clicking the Search link at the top of the Support Forum page:

To find the information for which you're looking, enter key words for your searchinto the Search for: field, and click the SSeeaarrcchh button. You can enter one ormore key words, or use “and” or “or” to obtain the results you're seeking. Thetable below shows some examples of how different search criteria producedifferent results:

Enter this search criteria… To find documents containing…Lotus “Lotus”Lotus Notes “Lotus Notes”Lotus and Notes Both “Lotus” and “Notes”Lotus or Notes Either “Lotus” or “Notes”

After you've entered your search criteria and clicked the SSeeaarrcchh button, theresults of your search will be displayed on the lower part of the page, as shown inthe example below:

Click the Search link tosearch the Support Forum.

To search the Support Forum and theSupport Forum Archives, make sure thereare checkmarks in these three boxes.

❶ Enter your key wordsin the Search for: field.

❷ Click theSSeeaarrcchh button.

❸ The resultsof your searchwill displaybelow.



If you don't find the information you need by browsing or searching the SupportForum, you can ask a question of your own. To do so, click the Ask a Questionlink at the top of the Support Forum page:

Then, enter the information into the appropriate fields, as shown in the examplebelow. If you log in using your Domino/Web password, your name willautomatically show up in the Author: field. If you don't log in, your questionwill be routed to someone in Systems & Applications for approval before it willbe posted to the Web. Once you've completed steps 1-5 as indicated below,someone from the Systems & Applications team will post a response to yourquestion as soon as possible.

Click here to ask a question.

❶ Enter a subject for your question.

❷ Choose a category from the pop-up menu.

❸ Enter your name in the Author: field.

❹ Type in your question here.

❺ Click this button to submityour question.



When you link to the Support page from anywhere in the Systems &Applications web site, you'll notice another way to conveniently visit the SupportDiscussion Forum. At the top of the main Support page, you'll see links toBrowse the Forum, Search the Forum, and Ask a Question.

Subscribing to the Systems & Applications web siteYou can subscribe to the Systems & Applications web site to receiveinformational emails. You'll need to authenticate yourself by entering your username and your DOMINO/Web password. (For information on yourDOMINO/Web password, see page 54.) To set your subscription options:

1. Click the Subscribe link from anywhere within the Systems &Applications web site.

2. If necessary, click the Click here to login now link and enter your username and your DOMINO/Web password in the spaces provided.

3. Select the appropriate checkboxes to indicate which type ofinformational emails you would like to receive.

4. When you're done, click the SSeett SSuubbssccrriippttiioonn OOppttiioonnss button.

You can change your subscription options at any time by repeating the abovesteps.

CRD, et. al.October 1999

❶ Click the Support link.

❷ Click one of these links at the top of the pageto Browse the Forum, Search the Forum, orAsk a Question.



Notes



Notes

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