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Notes Client

Tips & Tricks

Chuck Smith - IBM

Southern CaliforniaSouthern CaliforniaOctober 4 & 5, 2011October 4 & 5, 2011



Client specific topics

A look at the desktop

Preferences

Business card retrieval order

Notes Client Workspace features

Search Feature

Contacts features

Mail client - 8.5.2 features

Calendaring and Scheduling

Additional Items of interest

General Information – The 8.x Product



Notes 8.5.2 Desktop (Mail In-Box)



Workspace features

NavigatorThe navigator displays the views and folders that are available in the currently opened application. For example, in your Calendar, you can choose from several views, such as One Day or One Week. In your Mail application, you can you can createfolders to organize your messages.

MenusThe menu bar displays menu choices that apply to an application or document. There is a standard set of menus, plus optionalmenus that change depending on the application. There is also a set of advanced menus that you can enable (View > AdvancedMenus). Context menus appear when you right-click an object (a message, for example) or area.

Toolbars

Toolbars are made up of buttons. You can set Toolbar Preferences to specify which toolbars display, and you can add or remove buttons from each toolbar.

Action barEach window tab optionally includes an action bar, specific to the application or document open in the window tab. Action barsmay include icons and text, or be comprised of text only. Items on the action bar are also available from the Action menu.

IconsIcons display throughout Lotus Notes®. To see a description of an icon, move the mouse pointer over the icon.

View paneThe contents of what you select in the navigator display in the view pane.

Window tabEach tab displays a page. As you work, you can open multiple tabbed pages. If the row of tabs exceeds the width of your screen,left and right scroll icons display that you can use to access tabs that are out of view. Alternatively, you can set a Windows® andThemes user preference to group documents in a single tab.

Status barThe status bar displays action buttons and messages about current status and activity.



Workspace features (continued)

Open listClick Open for a list that includes your Lotus Notes applications, bookmarks, folders, IBM Lotus® Symphony documents, andyour workspace. Right-click Open and click Dock the Open List to display icons down the left side of the window.

Preview paneThe preview pane displays a preview of a selected message or calendar entry. You can display the preview pane vertically, besidethe view pane (the default), or horizontally, underneath the view pane. You can also hide the preview pane.

Home PageThe home page (previously called the Welcome page) is the first item that appears if you do not have a view set to open when

you first launch Lotus Notes. The default home page gives you a central location from which to access your Mail, Calendar,Contacts, To Do list, Notebook, and IBM Lotus Symphony.

Switcher menu

You access the switcher menu by clicking the small menu icon located in the corner of your navigator. Use this menu to switchto another application, for example, to switch from Mail to To Do.

Sidebar

The sidebar gives you easy access to Sametime® Contacts, Calendar, a Feed Reader, and Activities, depending on how your administrator has set up your Lotus Notes account. You can collapse the sidebar to a thin bar showing icons only (the default), or hide it.



Workspace features (continued)

SearchSearch appears at the top right of the toolbar. You can use search for a Notes® style search or a Web style search. You set a user

preference to enable Yahoo! Search or Google™ Web Search.

WorkspaceThe workspace, the legacy user interface for Lotus Notes, displays pages containing application icons. The workspace is stillavailable and accessible via the Open list.

Views

Views display specific sets of documents within an application. For example, your Mail application has an All Documents viewthat displays every document contained in Mail, and a Sent view that displays only documents that you have sent.

BookmarksBookmarks are links that point to Lotus Notes or Internet elements, such as applications, views, documents, Web pages, andnews groups.

Getting HelpHelp is available throughout Lotus Notes on all the areas you are using. In addition, context-sensitive Help, specific to the task you're performing, is also available when you press F1.

Notes Minder

Notes Minder is a feature that checks your mail and monitors your Calendar alarms when Lotus Notes is not running. When Notes Minder is active, it displays an icon in your Windows taskbar.



Preferences

You can customize IBM® Lotus Notes® so that it runs and displays just the way you want it to using Notes® preferences.

Preferences are organized by category, including the following main areas:

Basic settings that determine the look and feel of your Notes client

Mail, Calendar and To Do, and Contacts

Replication

Roaming

Sametime® Connect

Symphony presentation, spreadsheet, and document editors (if you install this feature)

Activities (if you install this feature)

Widgets and Live Text (if you are provisioned to use this feature)

Feeds (if you are provisioned to use this feature)

Composite Applications Editor (if you install this feature)

Web browser output display

WebSphere® home portal account (if your organization uses WebSphere)

On Windows® and Linux® platforms, click File > Preferences.

On Macintosh OS X, click Lotus Notes > Preferences.

Some preference changes that you make will not take effect until the next time you start Lotus Notes®.

Notes displays a warning message when you modify a preferences that requires restart.



Business card retrieval order

Business cards display data provided by Notes, Connections and Sametime

In 8.5.2, prioritize the source for the data that is displayed in the business card.

– Edit plugin_customization.ini

Where higher letters have higher priority

– com.ibm.rcp.bizcard/change.priority.for.NotesContacts=G

– com.ibm.rcp.bizcard/change.priority.for.profiles=E

– com.ibm.rcp.bizcard/change.priority.for.com.ibm.lconn.client.bizcard.livename=C

In 8.5.2 disable one of the sources for data displayed in the business card.

– com.ibm.rcp.bizcard/disable.content.for.<provider_name>=true

where<provider_name> is one of the following values:

– Lotus Connections: profiles

– Lotus Notes: NotesContacts

– Lotus Sametime: com.ibm.lconn.client.bizcard.livename



Notes Client UI features

Connections Features

– You can open Lotus Connections features directly fromthe Notes open list

– Open the web client version of Lotus connections fromsidebar

– New status toolbar at top of panel in the sidebar (optionsused to be available in the footer of the panel)

– Activities preference change Can specify Display name for server displayed in

status toolbar on sidebar panel

– Ways to invite someone to join your Connections network:

Business card (right click for option)

Right click name in a Notes view (i.e.Inbox,contacts)

Right click name in Sametime contacts sidebar panel

– Now you can perform Connections tasks from Tools menu

Tools-->Lotus connections

– Add to bookmarks

– Add to Activity

– Show activities related to this document



Notes Client UI features, cont.

Choose not to see pop-up help

that displays on hover-over

– File > Preferences, click

Basic Client Configuration,and then de-select "Enable

Icon Popup Help in View".



Search feature

Improved Search syntax allows for web-style queries of application content.

New centralized search interface for queries and results(Domain Search, Find People, Find Application, Web/Intranet

Searches available as search scopes). Help has a new Search capability that searches across all

"books" in the help system, such as Lotus Notes Help andActivities Help.

If installed, Desktop Search can be launched by right-clickingLive names, and is also available in the Search scope drop-down menu.



Client hang data

The Notes Client can hang for various reasons, and with the new

Hang Data Collection feature introduced in the Notes 8.5.2

release you can collect and send hang diagnostic information to

the administrator at your organization. Your administrator can

then send this information to IBM Support so that IBM Support

can have improved knowledge of your hang issues, and analyzethem to find out the underlying causes of your hang and delay

issues.



Contacts

The former Notes and Domino Personal Address Book is now called Contacts;functionality that was previously included in your Personal Address Book isnow included in your Contacts. New features available with Contactsinclude:

Ability to include a photograph of the contact in the contact record.

Improvements to the Contact, Group, and Preview forms, and to the PreferencesUI. For more information, see Creating a new contact entry,Creating a group entry,and Setting preferences in Contacts.

Ability to view contacts By Company

Deleted contact records are held in Trash for a specified period of time before theyare permanently deleted.

Ability to delegate access to Contacts to another user.

Recent Contacts view that shows users with whom you have recently interacted,such as e-mail correspondence or chats.

Includes the ability to show contact entries as Business Cards.



Contacts features

Make a contact or group private

– New or existing contact in Contacts

view

Preference, so people in the Cc

and Bcc fields of e-mails will

NOT be added to your Recent

Contacts

Remove someone from recent

contacts

– Right click name in email type-ahead

or in Recent Contacts view



Contacts features, cont.

Send someone a group or location – Select group or location within Group

view or Location view

– recipient gets an e-mail with an Import

button that lets them import the group

or location into their contacts Improvements to Recent contacts

records

– Renaming no longer produces

duplicate

– DPABRemoveRule ini variable to block certain addresses is improved

Blocks future additions to Recent

contacts and now clean up existing

records in recent contacts which

match the pattern set in the ini



Mail features

You can now sort messages by type, such as to do, calendar entry, or e-mail (unread, information)

File > Preferences, click Mail, and then select the check box next to Always show details in received messages

If a folder was open when you closed Notes, it will be open the next time you open Notes. If it was closed when you closed Notes,it will be closed.

You can set the following Notes.ini to have the preview pane collapsed by default in your Inbox and calendar:ShowPreviewCollapsedInitially=1

File > Preferences, select Mail, and then select the check box next to Send me a Return Receipt when recipients read mail I send.

File > Preferences, click Mail, and then select Automatically close original e-mail when replying/forwarding on the Basicstab.

When addressing an e-mail, groups will appear in the type-ahead list with a group icon next to them.

When composing an email, format text to be the style you want to use as your default.

– Select that text, and then click Text > Set Current Font as Mail Default.

You can forward a message from the Trash folder, without having to restore it first.

When you are working in an archive, the title will say “Archive” and then the name of the archive.

Sort inbox by surname: Click File > Preferences, and then click Mail. On the Basics tab, under Display names in mail in this

format select Last, First.

When you add a signature, you can choose to make it rich text, plain text, or an html or image file.

Now you can save e-mails as .eml file. With the e-mail open, click File > Save As.

The "HTML Size" MIME setting is no longer configurable; it retains a fixed value of "12".

– addresses an issue where rich text font size could increase or decrease after repeated replying or forwarding.



Mail Features (continued)

Quota indicator display in mail navigator (for users who have mail quotas).

An improved Mail form, with easier-to-access menu bar choices, requiring fewer "clicks" to performdesired actions.

Simplified Mail preferences.

Updated and additional Letterhead choices.

User settings to display additional information when composing or opening mail (From, Sent By,Send Options).

Improved Out of Office dialog box with new features, such as specifying hours.

Improved choices for "Reply to All," "Include History," and "Include Attachments."

When replying to a mail thread, the thread layout is displayed. Within the Inbox, you can see allrelated messages in a thread. Two different options: one that collapses all messages under the most

recent response; another that provides the 'thread' on-demand from the Inbox. The ability to right-click operations for an entire mail thread, such as deleting a thread or moving a

thread to a folder. For more information, see Viewing conversations.

Message Recall capability.



Calendaring and Scheduling

Unaccepted calendar entries display as "ghosted" entries in the Calendar view for new meetingand reschedule notices. This feature is turned off by default; users must enable this feature inthe Calendar Preferences.

Entries with short durations, for example 1 minute, display in time slot views with a durationof 15 minutes, to allow the user to see more information about the appointment. This feature isturned on by default.

Calendar form UI improvements.

Users can locate free time for a subset of their Invitee list.

Canceled meetings can be displayed automatically in the calendar or removed outright. Thisfeature is turned off by default; users must enable this feature in the Calendar Preferences.

All Day events now display in the full day rather then just in the top area.

Scheduling an IBM Lotus Sametime Unyte online meeting from a Notes meeting invitation.

Calendar preference for saving and reusing conference call information in meetinginvitations.

Regional calendar preferences, such as displaying a secondary calendar and an additionaltime zone.



Widget enhancements

You can set a preference in a widget's XML to define whether a new sidebar panel is opened for each widget action or whether the samesidebar panel is reopened and overwritten for each action initiated by that widget.

– <webcontextConfiguration version="1.1"><palleteItem singletonSidebar="true"

8.5.2 introduces the ability to control whether a widget's thumbnail is visible in the My Widgets sidebar panel

– As an administrator or power user you can add a hideThumbnail=true or hideThumbnail=false parameter to the palleteItem element in the widget's XML.

– End users can hide any visible widget thumbnail using a new "Hide" user interface option.

– End users can un-hide all hidden widget thumbnails using a new "Show All" user interface option.

– For administrators and power users who wish to prevent users from displaying a hidden widget thumbnail in their My Widgetssidebar panel, you can add the following statement to the user's plugin_customization.ini file:

com.ibm.rcp.toolbox/allowUserShowHideWidgets=false 8.5.2 enables users to install a widget that is supplied to them as a .zip file

– either drag and drop the .zip file into their My Widgets sidebar panel or

– use the Import menu option from the My Widgets sidebar panel.

new widget configuration wizard is available for creating a widget using the active composite application as the current context.

– In Notes, open a composite application and click the "Configure a widget from the current context" toolbar option to open the

"Create a new widget for this application" wizard

either create a widget that simply opens the composite application in a new tab,

or one that is wired to act on Live Text or selected text in a particular manner.

You can set a default double-click action to open widgets in the sidebar, a new window, a float window, or a tab

– Set it in the plugin_customization.ini: Example: com.ibm.rcp.toolbox/doubleClickAction=sideBar



Additional items of interest

You can create your own personal Web logs (blogs) from within Notes, using theBlog (dominoblog.ntf) template. You add content to the blog using either Notes or a Web browser.

If you attempt to save a document in an application on a server and the server is notavailable, the document is saved to another available server, and a messagedisplays giving you this information.

Ability to view a collaboration history to see the most recent interactions you havehad with another user, such as e-mail correspondence, saved chat transcripts, or shared documents.

Composite applications make it convenient for a user to access a collections of components (applications) that address a business need for a particular group of

users.

Enhancements have been made to the Feeds user interface to improve usability andsimplify feeds-based authentication.

Enhancements have been made in controlling user access to Eclipse update sites

and NSF-based update sites.



General Information

A new Widgets and Live Text feature, enabling you to create and share your ownwidgets, use widgets that were created and installed for you, and see and act onLive Text in any Notes® document.

Better control on feature install and update from Eclipse or NSF-based update sites.Users who have been provisioned to use the Eclipse update manager (File >Application > Install and File > Preferences > Install/Update menu sequences) can benefit from update site controls that their administrator has configured for them.

You can right-click a document and select Open in New Window to open a Lotus Notes document that is open in a window tab, in a list in any Lotus Notes® view,or bookmarked in the Open list. This option is available whether or not you haveset a Window Management preference (File > Preferences > Windows and Themes

to open each document in its own window. Note that you cannot open a view in itsown window, only specific documents.

In your Contacts, you can delete entries in the Recent Contacts view, and you can promote a contact from Recent Contacts to My Contacts (the list of contacts in your personal address book).



General Information

The Blog (dominoblog.ntf) template has been updated to be more consistent withthe new look and feel of Lotus Notes that was introduced in 8.0. Improvements tothe blog template include simplified forms for creating posts and comments, easier attachment handling, and an emphasis on using tags instead of categories. Inaddition, blog administrators have control over which users can accessconfiguration views. The Web Administrator client rich text editor has been

updated to the Dojo rich text editor. All existing users automatically get theupdated rich text editor, however, the layout of the editor does not updateautomatically so that any custom enhancements are not lost. To refresh the Web- based Administrator rich text editor to the new look and feel, click Advanced >HTML Templates > Web Client Templates, and then click Reset Web Templates.

Better single log-on integration.

Finding and working with Location documents is easier.

Help has a new user interface that lets you keep the Help pane open as you work.

Sidebar provides easy access and mini views of Sametime® Instant Contacts, FeedReader, Calendar, Activities, and My Widgets.

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