LOTUS NOTES R6 - Institute of Technical Education · PDF fileTIPS for USING LOTUS NOTES R6...

Table of Contents

Title Page No

MAIL: VIEW ONLY UNREAD MESSAGES..................................................................................... 2

MAIL: ENHANCED FILE ATTACHMENT OPTIONS....................................................................... 2

MAIL: ENHANCED DELETE SETTINGS........................................................................................ 3

MAIL: REPLYTO/FORWARDED INDICATORS............................................................................. 5

MAIL: FLAGGING MESSAGES FOR FOLLOWUP........................................................................ 5

CUSTOMISING COLOR: MAIL ENTRIES ...................................................................................... 6

CUSTOMISING COLOR: CALENDAR ENTRIES ........................................................................... 7

DRAGGING AND DROPPING ....................................................................................................... 9

COPYING A VIEW AND PASTE IT AS A TABLE ......................................................................... 10

PRINTING.................................................................................................................................... 10

REFERENCES: TO USE OTHER MAIL VIEWS OR FOLDERS.................................................... 12

TIPS for USING LOTUS NOTES R6 Dated 29 August 2005

For feedback/ enquiry, please email to [email protected]. Page 2 of 12

MAIL: VIEW ONLY UNREAD MESSAGES

You can reply a message to the person who sends you a message as well as to all the recipients of the message.

You can also choose to include or not include the original message, or without attachments, in your reply. Similar to forward options (See Figure B. below).

Figure B. Action Bar buttons Reply/forward options

You can streamline your replies and forwarded messages by stripping pictures and attachments and format these

types of messages Internetstyle.

InternetStyle Sends a reply that includes the text of the original message formatted in the line length and marked with the left

margin character (> is the default) specified in your To specify the markup character and line length for Internet

style mail replies. This style of reply history includes no pictures, attachments, OLE objects, or collapsible

sections.

MAIL: ENHANCED FILE ATTACHMENT OPTIONS

Great news! You can make edit changes directly to your attached files!!! Simply select the attachment, click on the "Edit" option from the Attachment properties box. Once changes are done, remember to save the changes in the application. (See Figure C. below)



Figure C. Attachment Properties Box Edit Option

Attachment Properties Box You can find the name of a file attachment, the size of the file attachment, the date and time the file attachment was last modified, and encoding information.

MAIL: ENHANCED DELETE SETTINGS

When you delete mail messages in Lotus Notes R6, Notes places them in the Trash folder in your mail database, without requiring a view refresh as in previous releases.

The messages stay in the Trash folder for the time specified in your mail preferences under "Soft Delete," or until you explicitly delete them from trash. This staged deletion gives you a chance to retrieve messages if you make a mistake. (See Figure D. below)

How to specify delete preferences?

1. Click on "Tools" button at the Action Bar in your mail view > Click on "Preferences" as shown below (See Figure D1. below)



Figure D1. Action Bar buttons Tools > Preferences options

2. Preferences properties box will be launched. Make your preference settings in the boxed out section as

shown below (See Figure D2. below).

Figure D2. Preferences > Delete/Soft Delete Settings



MAIL: REPLYTO/FORWARDED INDICATORS

By default, Notes uses icon indicators in the Inbox to help you determine whether you have forwarded or replied to messages. These indicators are also available in the All Documents and Follow Up views.

The icons appear next to the original message in the "Replied to/Forwarded" column (See Figure E. below).

Figure E. Replyto/Forwarded indicators

MAIL: FLAGGING MESSAGES FOR FOLLOWUP

You can flag a mail message with an icon to indicate whether the message requires urgent, normal, or low priority action. If you move the flagged message from your Inbox to a folder, the flag stays with the message.

How to add a flag?

1. From a mail view, select one or more messages you want to follow up on. 2. Click on "Follow Up" button at the Action Bar in your mail view > Click on "Add or Edit Flag" as shown below

(See Figure F1. below)



Figure F1. Action Bar buttons Follow Up

TIP You can also flag an open mail message as you read it (See Figure F2. below).

Figure F2. Action Bar buttons Follow Up 3. Indicate the follow up importance of the followup action by selecting one of the following priority levels (See

Figure F3. below).

Figure F3. Flag for Follow Up box



CUSTOMISING COLOR: MAIL ENTRIES

You can customize your mail views with your mouse, rearranging or highlighting columns, and setting colors to

identify senders (See Figure G. below). And Lotus Notes will also remember your sorting and color preferences.

Figure G. Customising color for mail entries.

How?

1. From the menu, choose "Actions" > "Tools" > "Preferences" 2. Under Mail, click the Colors tab. 3. Click the first box under "Sender names." 4. Simply enter the name(s) of people whose messages you want to appear in the color combination. 5. Under "View colors" click the arrows to display dropdown color menus, and specify a Background color

and a Text color. 6. Once done, click "Ok" button.

7. Done!

CUSTOMISING COLOR: CALENDAR ENTRIES

You can select the background and textcolors for the different types of Calendar entries (Meeting, Appointment, Reminder, Event, Anniversary, To Do) that appear in the Calendar view (See Figure H).



Figure H. Colored entries in calendar

To change the color of Calendar entries: 1. Open the Calendar. 2. From the menu, choose Actions > Tools > Preferences. 3. Click the Calendar & To Do tab, then the Colors tab. 4. For each entry type that you want to change, click the arrow under "Background Color" or "Text Color" 5. Select a color in one of the two following ways:

• Click the Notes tab if you want to select a color from a palette, then click a color to select it, OR

• Click the RGB tab and customize the color your way as shown below (See Figure I):

Figure I. Color Palette 6. Click “Ok” to proceed. 7. Close and then reopen the Calendar to see the change take effect.

NOTE

You must be connected to your mail server, and your server must be a Lotus Domino 6 server for colors to

display in Calendar.

TIPS Click "Restore default Calendar colors" to restore the color scheme to the original Notes setting.



DRAGGING AND DROPPING

You can drag and drop items within Notes, between Notes and your operating system, and between Notes and

applications.

Figure J. Drag and Drop Items anywhere

Depending on what you are dragging and dropping, when you drag and drop a file, you are creating a copy of the

file, or you may be moving it from one place to another. For example, when you drag a meeting invitation from

one day to another, you are moving the meeting to a different day which reschedules the meeting.

TIPS

If you are using Notes with Windows, you can rightclick an item from the Windows desktop or from a Windows

folder and select to either copy the item or embed the item as an OLE object (if that application is installed).



COPYING A VIEW AND PASTE IT AS A TABLE

When you paste the view into a document, the column heads of the table match the column heads in the view. The rows in the table match the documents selected in the view that was copied. Lotus Notes also creates a

new left column that contains document links to each document you selected to copy into the table.

Figure K1. Selected documents view

When you copy the view and paste it as a table, the result looks like the following figure (See figure K2):

Figure K2. Copied selected documents and pasted as a table view

How?

1. Open the database view to copy. 2. Select the documents to copy from the view. 3. Choose Edit > Copy Selected as Table. 4. Place the cursor in the document where you are pasting the view and choose Edit > Paste.



PRINTING

New printing features and enhancements let you:

• Print in the background while you continue working

• Specify time ranges within the "rolling print" option when printing your calendar

• Print mulitple time zones as they appear in the Calendar view

• Print your Calendar views (daily, weekly, and monthly) as a single document on trifold panels.

• Print your address book contacts as labels

• Print framesets



REFERENCES: TO USE OTHER MAIL VIEWS OR FOLDERS

You can use any view or folder in mail by clicking the view or folder icon in the navigation pane. Notes

remembers which view or folder you were using and opens it the next time you open mail.

Message types are indicated by icons to the left of the message subject lines (See Figure L. below).

Figure L. Indicators

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