How to Use Lotus Notes® 6

By Dorothy Burke

Publisher: Sams Publishing

Pub Date: March 04, 2003
ISBN: 0-7897-2796-X
Pages: 272

Copyright
About the Author
Acknowledgments
We Want to Hear from You!
The Complete Visual Reference
Introduction
Part 1. Getting Started
Task 1 How to Open and Exit Lotus Notes
Task 2 How to Set Up Notes for the First Time
Task 3 How to Use Bookmarks
Task 4 How to Add and Remove Bookmarks
Task 5 How to Use the Status Bar
Task 6 How to Change Your Password and Lock Your ID

Part 2. Working with Databases

Task 1 How to Open a Database
Task 2 How to Find Information about a Database
Task 3 How to Work with a View
Task 4 How to View Documents
Task 5 How to Use Properties Boxes

Part 3. Finding Help

Task 1 How to View Notes Help
Task 2 How to Search for a Topic in Help
Task 3 How to Get Help Where You Are

Part 4. Reading and Managing Your Mail

Task 1 How to Open Your Mail Inbox
Task 2 How to Select and Mark Mail
Task 3 How to Sort Your Mail
Task 4 How to Preview and Read Your Mail
Task 5 How to Work with Attachments
 Task 6 How to Delete Mail
Task 7 How to Print a Mail Message
Task 8 How to Create Folders to Organize Your Mail
Task 9 How to Move Mail Messages to Folders

Part 5. Creating and Sending Mail

Task 1 How to Create a Mail Message
Task 2 How to Address Mail
Task 3 How to Address Mail for the Internet
Task 4 How to Spell Check Your Message
Task 5 How to Attach Files
Task 6 How to Set Delivery Options
Task 7 How to Send Mail
Task 8 How to Reply to a Mail Message
Task 9 How to Forward a Mail Message

Part 6. Using Mail Tools

Task 1 How to Choose Letterhead
Task 2 How to Create Stationery
Task 3 How to Send Out of Office Notices
Task 4 How to Create Phone Messages
Task 5 How to Set Rules
Task 6 How to Set Your Mail Preferences
Task 7 How to Use Notes Minder
Task 8 How to Open Someone Else's Mail
Task 9 How to Archive Old Mail

Part 7. Using the Address Book

Task 1 How to Open Your Personal Address Book
Task 2 How to Add and Delete Contacts
Task 3 How to Create Groups and Mailing Lists
Task 4 How to Perform More Actions
Task 5 How to Use Your Organization's Directory
Task 6 How to Create an Internet Account

Part 8. Using the Calendar

Task 1 How to View the Calendar
Task 2 How to Print the Calendar
Task 3 How to Create an Appointment
Task 4 How to Record an Event
Task 5 How to Note an Anniversary
Task 6 How to Store a Reminder
 Task 7 How to Add Holidays
Task 8 How to Set Calendar Preferences

Part 9. Working with Meetings and Group Calendars

Task 1 How to Schedule a Meeting
Task 2 How to See Who Is Available and When
Task 3 How to Find Rooms and Resources
Task 4 How to Reschedule, Confirm, or Cancel
Task 5 How to View Participant Status
Task 6 How to Respond to a Meeting Invitation
Task 7 How to Create a Group Calendar
Task 8 How to View a Group Calendar
Task 9 How to Change the Group Members

Part 10. Working with To Do Items

Task 1 How to Create a To Do Item
Task 2 How to Assign To Do Items to Others
Task 3 How to Respond to a To Do Item
Task 4 How to Convert a Mail Message to a To Do Item
Task 5 How to View and Change To Do Status

Part 11. Editing Documents

Task 1 How to Edit and Save Documents
Task 2 How to Use Different Types of Fields
Task 3 How to Find and Replace Text in Documents
Task 4 How to Set Fonts, Size, and Style of Text
Task 5 How to Format Paragraphs
Task 6 How to Create and Apply Styles
Task 7 How to Create Headers and Footers

Part 12. Enhancing Documents

Task 1 How to Insert Tables
Task 2 How to Format Tables
Task 3 How to Configure the Table
Task 4 How to Use Tabs and Captions
Task 5 How to Create Collapsible Sections
Task 6 How to Create Document, View, and Database Links
Task 7 How to Create Text Pop-Up and Link Hotspots
Task 8 How to Add Graphics to a Document

Part 13. Navigating the Web

Task 1 How to Surf the Web
 Task 2 How to Navigate Between Pages
Task 3 How to Search and Save
Task 4 How to Forward and Mail Web Pages
Task 5 How to Customize the Welcome Page

Part 14. Working Away from the Office

Task 1 How to Create a New Mail Replica
Task 2 How to Create a Replica of the Organization Directory
Task 3 How to Set Replication Preferences
Task 4 How to Replicate Manually
Task 5 How to Use Location Documents
Task 6 How to Use Outgoing Mail

Glossary
A
B
C
D
E
F
G
H
I
J–K
L
M
N
O–P
R
S
T
U
W
About the Author
Dorothy Burke is a Certified Lotus Instructor (CLI) and Certified Lotus Professional. She
teaches Lotus Notes basics, Domino application development, and QuickPlace courses. She
has been an independent consultant and trainer since 1988, following careers in sales,
customer service, and writing.

Along with Jane Calabria Kirkland, Dorothy has co authored books on the topics of Lotus Notes
and Domino; Microsoft Windows; and Microsoft Word, Excel, and PowerPoint. Their Lotus
Notes and Domino titles include 10 Minute Guide to Lotus Notes 4.6, 10 Minute Guide to Lotus
Notes Mail 4.6, 10 Minute Guide to Lotus Notes Mail 4.5, Lotus Notes 4.5 and the Internet 6-in-
1, Sams Teach Yourself Lotus Notes and Domino 5 Development in 21 Days, Sams Teach
Yourself Lotus Notes 5 in 24 Hours, Sams Teach Yourself Lotus Notes 5 in 10 Minutes, and
How to Use Lotus Notes R5. This year Dorothy and Jane Calabria Kirkland are collaborating on
10 Minute Guide to Lotus Notes 6.

John Palmer (technical editor) is an R5 Certified Lotus Professional and is certified as an

Application Developer and a System Administrator. He owns John Palmer Associates in
southeast Pennsylvania, providing Lotus Domino consulting services to medium- to large-size
companies.
Acknowledgments
Writing a book like this is a big project, and I couldn't do it alone. First, I'd like to thank Jane
Calabria Kirkland, my coauthor for my previous Lotus Notes books, for helping me achieve the
style and discipline I needed to write this book. I am also grateful for the guidance of my
acquisitions editor Loretta Yates, and the contributions of my development editor Sean Dixon,
technical editor John Palmer, and production editor Megan Wade for helping make this book
what it is.
We Want to Hear from You!
As the reader of this book, you are our most important critic and commentator. We value your
opinion and want to know what we're doing right, what we could do better, what areas you'd like
to see us publish in, and any other words of wisdom you're willing to pass our way.

As an executive editor for Que, I welcome your comments. You can email or write me directly
to let me know what you did or didn't like about this book—as well as what we can do to make
our books better.

Please note that I cannot help you with technical problems related to the topic of this book. We
do have a User Services group, however, where I will forward specific technical questions
related to the book.

When you write, please be sure to include this book's title and author as well as your name,
email address, and phone number. I will carefully review your comments and share them with
the author and editors who worked on the book.

Email: feedback@quepublishing.com
Mail: Candace Hall
Executive Editor
Que Publishing
201 West 103rd Street
Indianapolis, IN 46290 USA

For more information about this book or another Que title, visit our Web site at
http://www.quepublishing.com/. Type the ISBN (excluding hyphens) or the title of a book in the
Search field to find the page you're looking for.
The Complete Visual Reference
Each chapter of this book is made up of a series of short, instructional tasks, designed to help
you understand all the information that you need to get the most out of your computer hardware
and software.

Click: Click the left mouse button once.

Double-click: Click the left mouse button twice in rapid succession.

Right-click: Click the right mouse button once.

Drag: Click and hold the left mouse button, position the mouse pointer, and
release.

Pointer Arrow: Highlights an item on the screen you need to point to or

focus on in the step or task.

Selection: Highlights the area onscreen discussed in the step or task.

Type: Click once where indicated and begin typing to enter your text or data.

Click and Release: Point to the starting place or object. Hold down the
mouse button (right or left per instructions), move the mouse to the new location, and then
release the button.

Key icons: Clearly indicate which key combinations to use.

Menus and items you click are shown in bold. Words in italic are defined in more detail in the
glossary. Information you type is in a special font.
Introduction
What is Lotus Notes? That's the first thing people want to know when they hear about Lotus
Notes, and it's one of the most difficult things about the software to define. The difficulty occurs
because Lotus Notes can be so many things—and what it is to each person depends on how
that person uses the program.

Lotus Notes helps people work together, share information and ideas, and communicate
effectively. It provides a set of tools to accomplish that—email, a calendar, To Do lists, address
books, Web access, and more!

Lotus Notes is the part of the software that is used by the end user—you! It is the software that
is installed on your computer workstation in the office or the laptop you carry with you when you
are out of the office.

It is the Lotus Domino server that makes communication and sharing of information possible.
Lotus Notes and Domino have a client/server relationship. You, at your workstation using Lotus
Notes, are the client. Your software is called the Notes client. With the client, you read your
mail, make appointments in your calendar, set up meetings, track your contacts, and assign
tasks to yourself and others.

The Domino server (or servers, if your organization has more than one) does the following:

● Stores your data

● Holds your mail file and routes mail

● Maintains the organization address book (called the Domino Directory)

● Gives you access to the Internet (although you might be set up to do that from your
workstation or laptop as well)

● Publishes your organization's Web site within the organization on an intranet or to the
outside world on the Internet

● Receives calls from users who are away from the office and need to pick up their mail or
access other Domino databases

● Stores customized applications created by or for your organization to perform necessary

procedures, tasks, or projects
The purpose of this book is to give you the skills to handle everyday events, such as receiving,
creating, and sending email. Plus, we teach you about some of the added features of mail that
help you manage your mail and make it more fun. By the time you complete this book, you'll be
able to make appointments, set up meetings and invite participants, and manage your own list
of tasks plus the tasks you assign to others. You'll learn how to create documents with an
appearance and organization that will impress others.

Using the Internet for mail and for surfing the Web is an important part of the business world
today, and we tell you how to use Notes for both. Notes is Web-ready—if you have a
connection to the Internet.

For those of you who use a computer away from the office, either at home or on the road, we
provide instructions to set up your computer to work away from the office. After all, that's one of
Notes' strengths. You can still share information and email with your co-workers while sitting at
your computer in your bathrobe and fuzzy slippers.
Part 1. Getting Started

Task

1. How to Open and Exit Lotus Notes

2. How to Set Up Notes for the First Time

3. How to Use Bookmarks

4. How to Add and Remove Bookmarks

5. How to Use the Status Bar

6. How to Change Your Password and Lock Your ID

Lotus Notes enables you to access, share, and manage information over a network or via the
Internet. The Lotus Notes client that is installed on your PC requests and receives information
from the Domino server, a computer that acts as a central data storehouse and mail manager.
The Domino server stores information in databases so many clients can access them
simultaneously.

Your mail, the names of people in your office and in other offices in your organization, and data
you need are all stored on the Domino server for you to access. The data you enter is
immediately available to people in your office who are connected to the server, and eventually
to people using other servers or connecting over phone lines.

The tasks in this part of the book teach you how to open Lotus Notes on your computer and set
up Lotus Notes the first time you use it, explain what the various items are that you see on your
screen, show you how to change your password, and demonstrate how to exit Notes.

Task 1 How to Open and Exit Lotus Notes

A lot of the preparation for using the Lotus Notes client on your computer is done for you by
someone else—usually a person in your information services department (or whatever your
organization calls its group of computer/technical experts). Lotus Notes is ready to go when you
open it. You still have a few basics to learn, however, before you can begin doing things in
Lotus Notes. The very first is opening the Lotus Notes program and then exiting it when you are
finished working with Notes.

1. Open the Start Menu

Click the Start button in the Windows taskbar and select Programs or All Programs,
Lotus Applications, Lotus Notes.
2. Enter Your Password

Make sure your official Notes username appears in the For User box, and then type the
password assigned to you by the Domino Administrator (your client might be set up so
you don't need to enter a password and won't see this dialog box). The password
identifies you to Notes and the Domino server. Only Xs appear when you type (this
prevents anyone looking over your shoulder from seeing your password). Capitalization
counts, too, so be sure to use uppercase and lowercase letters exactly as the Domino
Administrator tells you.
3. Select Your Location

Select your current location from the At Location drop-down list. The location tells Notes
how you want to connect with the server. If you are in the office, Office (Network) is
probably the right choice. However, if you are at home or in a hotel, you might want to
select Home (Network Dialup) or Travel (Notes Direct Dialup). Your Domino
Administrator can tell you which one to use. Click OK.

4. Examine the Notes Features

 After Notes verifies the password you typed, the client software (the software on your
workstation) opens. There are some elements of this Welcome screen window that you
will be working with throughout this book.

5. Use the Welcome Page

When the Lotus Notes opens, the Welcome page displays, although your organization
might have designed one that looks different from this (if you see a Setup screen, you'll
take care of that in Task 2). This page has hot spots (pictures or text that "jump" you to
another screen after you click them). When you point at a hot spot, the mouse pointer
becomes a small hand. The hot spots on the Welcome page open different components
of Notes—Mail, Calendar, Contacts, To Do List, and Personal Journal.
6. Exit Lotus Notes

Before you exit and close the program, you should close any documents, databases, or
tasks you have open, being sure to save any changes. To close Lotus Notes, choose
File, Exit Notes from the menu or click the Close box (the X in the upper-right corner of
the window). You also can press Alt+F4 to close the application.
Task 2 How to Set Up Notes for the First Time
The very first time you open Lotus Notes, you might encounter the Setup screen instead of the
Welcome page. This screen helps you set up the Welcome page so it is most useful for the way
you work. The screen also lets you find information on what is new in Lotus Notes 6, in case
you were familiar with a previous version.

1. Look at the Setup Screen

The Setup screen has two options—one to customize the Welcome page and one to
view the new features in Lotus Notes 6. Click the number of the option to begin. Click the
check mark icon if you don't want to use either option and plan to accept the standard
Welcome page as it is. The Welcome page appears.
2. Create a New Welcome Page Style

Click 1 to open the New Page Wizard. Enter a name for your new Welcome page style.
Then, click Next.
3. Select a Personal Page

The easiest way to create a new Welcome page style is to use the Personal Page
settings. Select I Want Personal Page. Then, click Next.
4. Select a Page Layout

Select a prefilled page layout that has the elements you want on your Welcome page
style by clicking the picture. To see a larger version of the picture and details about what
features the page layout includes, click the Enlarge Selected Layout link. Click Next.
5. View Your Welcome Page Style

When the Congratulations message appears, click Finish to see your new Welcome
page style.
6. Find the Setup Screen Again

You can go back to the Setup screen later. Click the Click Here for Welcome Page
Options arrow at the top of the Welcome page. Then, click the Return to First-Time
Setup button.
Task 3 How to Use Bookmarks
Bookmarks are the basic navigation tool of the Notes client. A bookmark links you to
databases, documents, or Web pages that you visit frequently. You click the bookmark icon
and the database, document, or page opens immediately. Notes provides you with the most
frequently used bookmarks—Mail, Calendar, Address Book, and To Do. You find these on the
Bookmark bar.

1. Use the Bookmark Bar

The first set of icons, or bookmark buttons, at the top of the Bookmark bar quickly takes
you to your Mail inbox, Calendar, Personal Address Book, To Do List, and Replicator
Page. Click any one of these bookmark icons to open the corresponding task. To view
any mail you've received, for example, click the Mail bookmark icon.
2. Look at the Bookmark Folders

In the lower portion of the Bookmark bar is a set of bookmark folders. Favorite
Bookmarks holds the links to the databases and pages you visit frequently. You can
store other bookmarks you want to keep in Databases. More Bookmarks has a Lotus
Links folder, the Internet Search Sites folder, and a Create folder. All the databases and
pages you visit are listed chronologically in History. The Internet Explorer or Netscape
Navigator folder lists your favorite browser links.

3. Open a Slide-Put Panel

When you click a Bookmark icon, the slide-put panel displays. The panel automatically
closes when you click in the main Notes window or click the X in the upper-right corner.
To keep the panel open, click the Pushpin in the upper-right corner (click again to
"unpin" the panel). If you'd prefer to display a Workspace page, click the Maximize
button; click the Minimize button to return to the slide-put panel.
4. Sort Bookmark Items

To set the order of the bookmarks in the panel, click the Sort button and select By Site
or By Title. You can also drag and drop items to place them in the order you desire.

5. Create Folders for Bookmarks

 As the number of bookmarks grows, it helps to organize them into folders. Click the
folder icon at the top of the panel to create a folder. When the Create Folder dialog box
opens, enter a name for the folder and select a location (if you select -Folders-, the
bookmark folder will appear on the Bookmark bar instead of on a bookmark panel). Click
OK. Add bookmarks to the new folder by dragging and dropping them over the new
folder icon.

6. Change the Panel Display

You can change the size of the bookmark icons, display the bookmark panel as a list or
workspace, show how many documents are unread, show the server names where
databases are stored, restore the bookmark defaults, or pin the Bookmarks window.
Click the View button and make the appropriate selection from the drop-down menu.
Task 4 How to Add and Remove Bookmarks
Bookmarks are your shortcuts to opening databases, but you can also have bookmarks to the
parts of a database (views, documents, navigators), Web pages, and non-Notes files. There
are several ways to create bookmarks, so you can create a bookmark to make finding the spot
where you are working the next time you open Notes easy. You can also manage your
bookmarks and remove any that you no longer need.

1. Create a Bookmark

Open the database view, navigator, Web page, or newsgroup you want to bookmark.
Then, select Create, Bookmark. Or right-click an open page, document, or window tab
and select Bookmark from the context menu. The Add Bookmark dialog box opens.
2. Store the Bookmark

The bookmark title appears in the Name box. You can change this to make it easier for
you to find the bookmark. In the Add to box, select the bookmark folder where you want
to store the bookmark; click the plus to see folders within the bookmark folder. Or select-
Bookmark Bar- to place the bookmark icon directly on the Bookmark bar. Click OK.

3. Bookmark a New Database

When you open a database you haven't used before, you can easily bookmark that
database or several databases at the same time. Choose File, Database, Open to open
the Open Database dialog box.
4. Select the Database

In the Server box, select the name of the server where the database is stored (select
Local if the database is on your computer). From the Database box, select the database
you want to bookmark. Click the Bookmark button to open the Add Bookmark dialog
box, and specify where to store the bookmark as in step 2. Close the Add Bookmark
dialog box, go back, and bookmark another database if you want. Click Open to open
the database or Cancel to close the Open Database dialog box.
5. Create a Bookmark Folder

While you are creating a bookmark, you can also create a new bookmark folder in which
to store your bookmark. With the Add Bookmark dialog box open, select a folder or -
Bookmark Bar- to indicate where the new folder will appear; then click the New Folder
button. In the New Folder dialog box, type a name for the new bookmark folder and click
OK.

6. Remove a Bookmark

Right-click the bookmark icon and select Remove Bookmark from the context menu.
Select Yes when Notes asks whether you want to remove the bookmark. To remove a
bookmark folder and all the bookmarks in it, right-click the folder icon and select Remove
Folder from the context menu. Select Yes to confirm that you want the folder removed.
Task 5 How to Use the Status Bar
The status bar at the bottom of the Lotus Notes screen provides information about what is
currently happening; displays error messages; shows your level of access to a database; and
provides buttons to help you select fonts, font size, font style, your location, and mail options.
The status bar is context sensitive, so the messages and features that appear depend on your
current task.

1. Check for Connection

The Communication button on the status bar lets you know whether your computer is
accessing the server. When your computer is accessing the network, a lightning bolt
appears on the button.
2. Read Status Messages

Messages regarding server connections, Web routing, and errors appear on the status
bar. Some messages flash by so quickly that you don't have time to read them. To read
your most recent messages, click the Status button on the status bar. A pop-up box
displays the last 20 messages.

3. Know Your Level of Access

The Security button shows a symbol that indicates the level of access you have to the
selected or open database. Knowing your level of access tells you what you have
permission to do in a database. Click the Security button to see what level of access you
have to the current database. Click Done to close the Groups and Roles dialog box.
4. Set Your Current Location

If you always work in the office, you'll see the label Office on the Location button in the
status bar. The Location button tells Notes where your computer is so the client knows
how to connect to the server. If you have a laptop that leaves the office with you, you
might change this setting (your Domino Administrator will tell you whether you should do
this). To switch locations, click the Location button and select your current location from
the list.

5. Perform Mail Operations

Although you do most mail operations while you have your mail open, the Quickpick
button on the status bar makes some commands available to you without forcing you to
open your mail. Click the Quickpick button and select the operation you want to perform
from the pop-up list. You can select from these options: Create Memo, Scan Unread
Mail, Receive Mail, Send Outgoing Mail, Send & Receive Mail, and Open Mail.
6. Customize the Status Bar

To modify the status bar to include only those items you find useful, choose File,
Preferences, Status Bar Preferences to open the Status Bar Preferences dialog box.
Select the items you want to include on the status bar, and deselect items you don't
want. Use the Move Up and Move Down buttons to change the order. Click OK. You
can quickly select status bar items by right-clicking the status bar and
selecting/deselecting an item from the pop-up list.
Task 6 How to Change Your Password and Lock Your ID
You need to protect your Notes password because it gives you—and anyone who learns
it—access to your Mail, Calendar, Address Book, To Do List, and confidential databases. This
means that you don't put your password on a scrap of paper and stick it to your monitor! If you
suspect that someone has learned your password, change it.

1. Go to User Security

Select File, Security, User Security from the menu. In the Lotus Notes dialog box, type
your current password and then click OK (if you aren't challenged for your password at
this point, don't continue without checking with your Domino Administrator and definitely
don't continue and change your Windows password). The User Security dialog box
opens.

2. Choose to Change Your Password

If you use add-in programs that work with Notes, select Don't Prompt for a Password
from Other Notes-Based Programs. When this option is selected, the password you
enter for Notes works for the other add-in programs. Click the Change Password button.
Enter your current password and click OK; the Change Password dialog box opens.
3. Enter Your New Password

Type your new password in the Enter New Password box. Be careful as you type;
remember that you must always enter the password using uppercase and lowercase
letters in the same pattern. Make the password something you can remember (but not
something such as "password," which anyone can guess). Don't use spaces in your
password. A message in the dialog box tells you how long your password must be and
makes suggestions about how to pick a password.

4. Enter the Password Again

Type your password again in the Re-enter Your Password box. Click OK. A message
box appears saying your change is successful; click OK. Then, click OK to close the
User Security dialog box.
5. Lock Your Display

After you enter your password and open a Notes session for the day, anyone using your
computer has access to Notes. If you get up and walk away from your desk, you should
lock your display so that anyone using your computer must enter your Notes password
again. To lock your display, choose File, Security, Lock Display from the menu or
press F5. When you are ready to work again, enter your password.
6. Lock Your Display Automatically

It's easy to get distracted in an office and forget to lock your display while away from your
desk. To set Notes to lock your display after a specified period of inactivity, choose File,
Security, User Security. Enter your password and click OK. The User Security dialog
box opens. Select Logout (and Lock Notes Display) if You Haven't Used Notes for.
Then, select the number of minutes of inactivity. Click OK.
Part 2. Working with Databases

Task

1. How to Open a Database

2. How to Find Information about a Database

3. How to Work with a View

4. How to View Documents

5. How to Use Properties Boxes

All Lotus Notes applications are databases. That includes your Mail, your Personal Address
Book, and your company's Domino Directory. Your Calendar and To Do List are part of the Mail
database. One or more databases that are combined to perform a certain task (such as sales
tracking or project management) are referred to as an application.

Notes databases store data and use fields, and then present the information to you in
documents. A document stores the field data (such as first name and last name) relating to a
particular subject. You enter the information in fields on a form, which becomes a document
when you save it.

To see a list of the documents in a database, you open a view. A view acts like a table of
contents, providing enough information to help you find the document you want. You open
documents from the view.

Task 1 How to Open a Database

To work with a database, you first must open it. If you haven't opened a database before, the
first thing you need to know is where it is stored: Is it kept locally on your computer's hard drive,
or is it stored on a server? If your organization has more than one server, you need to know on
which server you can find the database. Armed with this information, you're ready to work in
that database.

1. Select Database, Open

Choose File, Database, Open or press Ctrl+O. The Open Database dialog box appears.
2. Select the Computer

If the database is stored on your computer, leave Local in the Server box; otherwise,
select the name of the server where the database resides from the Server drop-down
list.
3. Find the Database

From the Database list box, select the name of the database you want to open. If you're
not sure that a particular database is the one you want, select the database name and
click the About button. A short description of the database appears. Click Close to
return to the Open Database dialog box.
4. Open the Database

After you identify and select the database you want to open, click the Open button. The
opening screen of the selected database opens, which might be the About This
Database document (if this is the first time you are opening that database) or split into
two panes (showing a list of views on the left and a list of documents on the right).
5. Search for a Database

To open a database, you must know where it is stored and its proper name, but you don't
always have that information. One way to find a database is to click the Search button
on the Welcome page to see the search options. Select Notes Database Catalog from
the drop-down list, and then type the database title, or part of the title, in the For box.
Click the Search button on the right.
6. Link to the Database

At the bottom of the Database Catalog Search screen is a list of all the database titles on
your organization's servers or your computer that contain the search text you entered.
Click the link icon to the left of the database you want to open.
Task 2 How to Find Information about a Database
The first time you open a database, you probably won't know much about it. Before you use the
database, it helps to know the purpose of the database, what types of views and documents it
has, and what you have to do to accomplish a task in it. Each Notes database has two
documents—About This Database and Using This Database—that provide the information you
need.

1. Open the About <Database> Document

To learn more about the database you have open, start by selecting Help, About This
Database. The About <Database> document opens in a new window. <Database>
represents the name of the database. The name of the document for the Personal
Journal, for example, is About Personal Journal.
2. Find the Purpose of the Database

The About <Database> document contains a brief statement about what the database
does and possibly has some instructions on how you should use the database. Usually,
there is a link to click that closes the document and returns you to the database. If no link
or button exists, all you have to do is press Esc or click the X on the window tab for the
document.
3. Open the Using <Database> Document

You can learn more about using the database by selecting Help, Using This Database.
The Using <Database> document opens in a new window.
4. Learn How to Use the Database

The Using <Database> document includes instructions for performing basic tasks in the
database.

5. Learn About the Database Elements

In the Using <Database> document, you can often find information about what types of
 documents and views are included in the database. There may even be some tips to
help you use the database more effectively.

6. Close the Using <Database> Document

To close the Using <Database> document, click the X on the window tab or press Esc.
There also might be a link or button on the document that closes the Using <Database>
window.
Task 3 How to Work with a View
A view in a database acts like a table of contents; it shows you a list of documents within the
dataset. Some views display all the documents in the database. Databases that have different
types of documents might have a view for each type of document. The name of the view tells
you what document you can expect to see if you open that view. Each view might show the
documents in a different order or might display different information about the documents. The
rows in the view represent documents; the columns contain field information from the
documents.

1. Select a View
 When you open a database, the Navigation pane displays the names of the views and
folders. Select the name of the view you want to use. The list of documents shown in the
View pane changes to match the view you selected. You can drag the border between
the Navigation pane and the View pane to the left or right to see more of the information
in either pane.

2. Expand Categories

The documents in some views are organized by categories. These categories can be
expanded to show all the documents in the category or collapsed to show only the
category name. Categories have small triangles, called twisties, in front of them. If a
 category is collapsed, click the twistie to expand it; click the twistie of an expanded
category to collapse the category.

3. Use Tools to Expand/Collapse

Clicking a twistie expands or collapses a single category. You can also expand a
selected category by clicking the Expand button on the Navigate View toolbar. Click the
Collapse button to collapse a selected category, and click the Expand All button to
expand all the categories in a view. The Collapse All button collapses all the categories
in the view.
4. Sort a View

In some views, a small triangle or pair of triangles appears in the column headings.
When you click a sorting triangle, the order of the documents in the view changes based
on the data in that column. If the sorting triangle points up, clicking it sorts in ascending
order (A–Z, 1–9, oldest to youngest). If you click a sorting triangle that points down, the
view sorts in descending order (Z–A, 9–1, youngest to oldest). Some column headings
have either an up or a down triangle; others have both. Most, however, have none.

5. Change Column Width

You can make a view column wider or narrower by dragging the border that separates
the column headings. You position your mouse pointer over the border until it becomes a
two-headed arrow and then drag the border to the left or right. A vertical line appears in
the view to show where the new column margin will be when you release the mouse
button.
6. Rearrange Column Order

Would you prefer to have the columns in a different order? Just click and drag the
column heading you want to move and drop it into its new position. A black, vertical line
appears as you drag to show you where the column heading will go when you drop it.
Task 4 How to View Documents
The view shows you the list of documents, but you still have to read the document to know
what's in it. Notes lets you preview a document before you open it so you can get an idea of the
contents. To work with the document, you need to open it.

1. Select the Document

The selected document in a view has a black outline, called a selection box, around it. To
select a different document, click once in the target document's row. Alternatively, use
the up-and down-arrow keys to move the selection box up and down the list of
documents until it encloses the document you want.
2. Preview the Document

After you select the document in which you are interested, choose View, Document
Preview, Show Preview. The Preview pane opens at the bottom of the view.
3. Adjust the Preview Pane

The Preview pane displays a portion of the selected document without opening the
document. You can scroll up and down within the Preview pane. The Preview pane stays
open, so you can preview other documents in the view by selecting them. Drag the top
border of the Preview pane up or down to adjust its size. A thick, black line appears as
you drag, and the mouse pointer becomes a two-headed arrow. The line shows where
the border will appear when you release the mouse button.

4. Close the Preview Pane

Close the Preview pane choosing View, Document Preview, Show Preview. You can
also drag the pane border back to the bottom of the window, or click the down arrow on
the border.
5. Open a Document

Open a selected document by double-clicking anywhere within the selection box or by

pressing Enter.
6. Close the Document

When you open a document, a window tab appears for that document. To move between
open documents, views, or pages, click the window tab for the item with which you want
to work. Each window tab has an X that is the Close button. Click that X on the
document's window tab to close the document. Alternatively, press Esc.
Task 5 How to Use Properties Boxes
You have some familiarity with dialog boxes from using Windows and other applications. The
properties boxes in Lotus Notes are different, however: They are not dialog boxes. They remain
onscreen until you close them, and as long as they are open, you can continue to make
choices that affect whatever is currently selected. When you make a choice in a properties box,
that option is either instantly applied or only requires you to press Enter. There are no OK and
Cancel buttons. Understanding the differences between dialog boxes and properties boxes is
important when working in Notes.

1. Open a Properties Box

 You open a properties box by choosing Edit, Properties from the menu, by pressing
Alt+Enter, or by clicking the Properties button on the Universal toolbar. When working
with a particular element, a menu command relating to that element also can open the
properties box for that element. If you select text, for example, the Text, Text Properties
menu command opens the Text properties box. You can also right-click an object and
select Properties from the context menu.

2. Select the Element

Depending on the element you currently are using in the database, the options displayed
in the properties box change. At times, the element displayed in the title bar might not be
the one you need. When your cursor is in the text in a document, for example, Notes
might display the Text properties box, but you might need to work with the Document
properties box. To change the element, click the down arrow on the element list and
select the one you want.
3. Use the Tabs

Properties boxes have tabs. When you click one of the tabs, a different set of options
appears. Point to the tab and hold your mouse pointer there momentarily to see a tip that
tells you what properties are on that tab.

4. Collapse/Expand the Properties Box

Because you can leave the properties box onscreen while you work, it sometimes gets in
the way. To move the properties box, point at the title bar and drag the box to a new
position. Click the Collapse button to shrink the properties box so only the title bar and
 tabs display (some properties boxes, such as Text, also display tool buttons when
collapsed). To see the entire properties box again, click the Expand button.

5. Get Help

If you need help to understand the options in a properties box, click the Help button on
the title bar (the question mark). A window appears with information directly related to the
options currently displayed in the properties box.

6. Close the Properties Box

To close a properties box, click the X in the upper-right corner of the title bar, press
Alt+Enter, or click the Properties button on the Universal toolbar.
Part 3. Finding Help

Task

1. How to View Notes Help

2. How to Search for a Topic in Help

3. How to Get Help Where You Are

With Lotus Notes, help is only a click or two away.

Like all other information in Lotus Notes, Help is a database. It's organized into subjects like a
book is, but it also has an index in which topics are listed alphabetically and a glossary of
terms.

Because you might have a problem finding a topic if you don't use the same terminology as
Lotus Notes, Notes Help provides a search mechanism. You enter a search topic, and Notes
lists all the Help documents that contain that text. This feature limits the number of documents
you have to look through to find the specific topic you need.

Help also is available for dialog boxes and properties boxes that are open. You can click the ?
or the Help button in these boxes. This context-sensitive help shows you information only about
the dialog box or properties box that is open. Context-sensitive help also is available when you
press F1.

Task 1 How to View Notes Help

Help is a database, so you use it much the same way as you use any other database in Lotus
Notes. When you open the Help database, however, it opens in a separate window. If you want
to leave Help open so that you can refer to it again, minimize it. Then, you can click the Lotus
Notes 6 Help button on the Windows taskbar to open Help again (or use any Windows
shortcuts for switching tasks, such as pressing Alt+Tab).

1. Open the Help Database

To open Help, select Help, Help Topics from the menu. The Help database opens in a
separate window.

2. View and Print a Topic

The Contents view displays a list of main topics in the Navigation pane. Click the twistie
in front of a main topic to expand it and view its subtopics. Select any of the main topics
or subtopics to open it in the View pane. With the topic open, choose File, Print Topic to
print the topic. The Print dialog box appears. Set the appropriate options and click OK.
3. See Related Topics

Many topics have links to documents that cover related topics. The links might appear
within the document or at the bottom of the document under See Also. The link text is
blue and underlined. When you point to the link, your mouse pointer becomes a small
hand. Click the link text to jump to the related Help document.
4. Look at Topics Alphabetically

To view an alphabetical list of topics, click Index at the top of the Navigation panel. Scroll
up or down the list until you find the topic you want. Click the twistie by the topic to see
the Help documents that relate to that topic. When you see a topic in blue text, that's the
title of a document. Click the title to see the associated Help document in the View pane.
5. Use Quick Search

There are a lot of topics in the Index view, but you don't have to scroll through them all to
find a subject. Type the first few letters of the subject in which you are interested. The
Starts With dialog box appears. Finish typing the topic name, and click OK (if you want to
search only within the topic you already have open, select Search Within Category).
Help locates the first topic that starts with the text you typed.

6. See a Previously Visited Document

 After opening several related documents, you might decide to return to a document you
already viewed. Click the Go Back button on the Navigation toolbar. After you use the
Go Back button, you can go forward in the documents you opened. To do that, click the
Go Forward button.

7. Exit Help

Choose File, Close from the menu. Because Help is in its own window, you also can
close it by clicking the X in the upper-right corner. However, the easiest way to close
Help is to press Esc.
Task 2 How to Search for a Topic in Help
Although Contents and Index are helpful ways of presenting documents, they don't always lead
you to the exact Help document you need. Notes provides a Search screen to help you search
for text throughout the Notes Help database. Notes locates each document in which the
specified text appears and lists the resulting documents in order of relevance to the text. This
type of search is called a full-text search.

1. Open Help Search

To open Help Search, click Search at the top of the Navigation pane in the open Help
window.

2. Create the Full-Text Index

Before Notes can search through a database, the database must be indexed. Generally,
Notes automatically indexes the database the first time you click Search. Occasionally,
you might have to do it manually—when you see Not Indexed above the Search bar.
You have to index the database only once. Click the little arrow to the right of the Search
bar to expand the Search bar. Then, click the Create Index button.
3. Enter the Search Text

In the text box on the Search bar, type the text you're trying to find. Enter a single word,
a phrase (enclose the words of a phrase in quotation marks, such as "mail
message"), or multiple words. Separate multiple words with AND to find documents that
include both words (for example, type boy AND girl); use OR to find documents that
have one word or the other (such as boy OR girl). You can also use wildcard
characters, such as * (type access* to find "access," "accessed," "accessing," and so
on). Click Search.
4. View the Search Results

A list of documents appears in the Navigation pane below the Search bar. The
documents are listed in order of relevance, meaning that the document with the text in its
title or containing the most mentions of the search text is at the top of the list. The
document at the top of the list is open in the View pane, and every appearance of the
search text is highlighted in the document.

5. Search for Another Topic

If you want to search for a different term, click the Clear button. Delete the old term and
type your new text search. Click Search, and a new set of results appears.
6. Get Help on Search

When you can't remember the details of how to do a search, click Tips. A set of brief
instructions appears in the View pane.
Task 3 How to Get Help Where You Are
The time you need help is always now. You don't necessarily want to see the entire Help
database, however. All you want help with is what you're doing at the moment. You might want
to know what an option in a dialog box means, for example, or you might not remember the
next step in a process. What you need is context-sensitive help that pertains to the task you're
performing.

1. Get Help in a Dialog Box

Some dialog boxes have a Help, or ?, button. Click the Help button to learn more about
 using the dialog box. A Help window appears.

2. Use the Help Window

The Help window has links to other Help documents or headings within the current Help
document. Click the link to go to that topic. To print the Help document, click the Print
link at the upper-right of the window. If you've clicked a link and opened a new Help
document, click the Go Back link to return to the previous document. When you are
finished with Help, click the Done link or press Esc.
3. Use Help from a Properties Box

Similar to dialog boxes, properties boxes have a ? in the title bar. When you click the ?, a
Help window opens that offers specific help with the options on that properties box.
4. Press F1

To get context-sensitive help concerning the task you are performing or the element you
have open or selected, press F1 or select Help, Context Help from the menu. When
your Personal Address Book is open to the Contacts view, for example, the Help window
that appears after you press F1 tells you how to add new contacts to the Address Book.
5. Get Online Assistance

If you need more information than you can find in Help, it might help to seek assistance
on the Web, if you have an Internet connection. Choose Help, Lotus Internet
Resources to see four possible sites to visit: Domino & Notes Doc Library, Notes Home
Page, Lotus Home Page, and Lotus Customer Support.

6. Find Technical Support

Choose Help, Lotus Internet Resources, Lotus Home Page to open the IBM Lotus
home page (this Web page might change slightly by the time you view it, as Web sites
are always being updated). You might want to visit this site to learn more about Lotus
itself, read articles about Lotus Notes, or use the Education link to find where to take
Lotus Notes classes.
Part 4. Reading and Managing Your Mail

Task

1. How to Open Your Mail Inbox

2. How to Select and Mark Mail

3. How to Sort Your Mail

4. How to Preview and Read Your Mail

5. How to Work with Attachments

6. How to Delete Mail

 7. How to Print a Mail Message

8. How to Create Folders to Organize Your Mail

9. How to Move Mail Messages to Folders

All information found in Lotus Notes is stored in databases. Mail is no exception. Lotus Notes
stores your mail database on a Domino server. The Mail database also stores your Calendar
and your To Do List.

Several views and folders are available in your Mail database. The Inbox displays the mail
messages you have received. Mail memos you haven't completed but want to keep until you
can finish them are in Drafts. The Sent folder has a list of the messages you sent (if you chose
to keep a copy of them), and Trash is a holding bin for documents you've marked for deletion
(they aren't deleted until you empty the Trash).

Every mail document in your Mail database is listed in the All Documents view—whether it's
received, sent, or just a draft. Mail Threads displays mail messages organized by conversation,
with the initial message listed first and all the responses to that message listed directly below it.

In addition to personal folders you create, there are Special Mail tools, such as Archive, which
helps you store old mail; Rules, which help you filter incoming memos; and Stationery, which
helps you make memos you use repeatedly.

Task 1 How to Open Your Mail Inbox

The Inbox displays the mail messages, or memos, you have received. For each memo, you see
the sender's name, the date sent, the size of the file, and the subject of the memo. Icons give
you clues about the memo (a paper clip indicates that there is an attachment; an exclamation
mark says the memo is important). Mood stamp icons tell you how the sender felt when
creating the memo. Memos in red text with a star in the left margin are unread, which means
you haven't opened them yet.

1. Open Your Mail Database

You can open your Mail database in several ways. You can click the Mail hot spot on the
Welcome page. You can choose File, Database, Open and then select the name of your
mail database from the Mail folder on your server. Or, you can click the Mail bookmark
on the Bookmark bar.
2. View the Inbox

When you look at the Navigation pane (on the left) you see a list of the views, folders,
and tools available in your Mail database. The View pane (on the right) displays a list of
the documents in the selected view or folder, or a list of documents related to the
selected tool. When Inbox is selected in the Navigation pane, the View pane displays a
list of all the mail memos you have received.
3. Note Unread Messages

Each row in the View pane represents a different mail message. You can see who sent
you the message, the date it was sent, how much disk space it takes up (in bytes), and
the subject of the message. If the text in a row is red and a red star appears in the left
margin, the message is unread. That means you haven't opened it yet and read it. After
you open it, the text turns black and the star disappears. The number after the Inbox tells
you how many unread messages are in the Inbox.

4. Go to the Next Unread Message

The Navigate View toolbar has some tools that help you move through your messages.
 Click the Next Unread button to find the next unread message in your Inbox; click
Previous Unread to go to the last unread message.

5. Get New Mail

When new mail arrives, Notes alerts you. If your mail is set to show a popup, a dialog
box appears to tell you that you have new mail. Click Open Mail to read the new mail, or
click OK so you can read it later. If your Mail isn't set to show a popup, you won't see the
dialog box pop up, but a message does appear on the Status bar telling you that you
have new mail. Or, it might be set up to play a sound, in which case you'll hear a tone
whenever you have new mail.

6. Set Notification Preferences

You decide whether you want to get a visible or audible notification, or both, when new
mail arrives. Choose File, Preferences, User Preferences from the menu. On the left
side of the User Preferences dialog box, click Mail. Select the type of notification you
want. Click Browse next to Audible Notification to see a list of available sounds (click
 one to hear it); select one and then click OK. Click OK to close User Preferences.

7. Search for Mail

Trying to find a particular mail memo can pose a problem. Choose View, Search This
View from the menu or click the Search button on the Navigation toolbar to open the
Search bar. Enter some text that will help you find the memo you want, and then click
Search. A list of documents will appear in the View pane that has the text either in their
Subjects or within the body of the memo. Click Search again to close the Search bar.
Task 2 How to Select and Mark Mail
Before you can read, delete, print, or otherwise manipulate a mail message, you must select it.
A single mail message is selected in every view, as indicated by the black selection box around
the message. Some people call this a highlighted message. You can select more than one mail
memo document for operations that can be performed on several documents at one time, such
as printing. When selecting multiple documents, you mark them with a check mark to indicate
that they're selected.

1. Select a Mail Memo

One document is automatically selected when you open a view or folder. To select a
different document, move the selection box using the up- or down-arrow keys or click
one on the document's row. The black selection box then appears around that
document's row.
2. Mark Selected Documents

To mark a document as selected, click in the margin to the left of the document where
the red stars for unread documents appear—that's the selection margin. A check mark
appears, indicating that the document is selected. Put check marks by all the documents
you want to select.
3. Select Contiguous Documents

To select a set of documents that are listed together (without breaks) in a view or folder,
click in the selection margin in front of the top document, hold down the mouse button,
and drag down to the last document you want to select. Check marks appear in front of
every document from the first through the last document.
4. Select All the Documents

To select all the documents in the view or folder, choose Edit, Select All or press
Ctrl+A. Check marks appear in front of all the documents listed in the View pane.

5. Deselect a Document

If you don't want to include a document in a group of selected documents (or simply want
to remove the selection mark), click the check mark in the selection margin to remove it.
6. Deselect All Documents

To remove the selection marks from all documents in the view or folder, choose Edit,
Deselect All.
Task 3 How to Sort Your Mail
The mail in your Inbox is sorted in date order, with the oldest mail memo at the top of the list
and the newest at the bottom. Changing that sort order can help you locate the mail memo you
want to read, print, or delete. Three of the Inbox column headings display sorting triangles
(Who, Date, and Size), which means you can change the sort order of the Inbox based on the
name of the sender, the date the memo was created, or the size (the disk space occupied by
the memo, in bytes).

1. Reverse the Date Order

You can display the list of memos so the most recent memo appears at the top. To
change that order, click the sorting triangle in the Date column heading. Click the triangle
again to return the list to its original order. (If you don't, the list will remain in this date
order, even when you close Mail and reopen it.)
2. Put in Order by Sender

Click the sorting triangle in theWho column heading to see the list sorted alphabetically
by the sender's first name. This sort order can help you find all the memos from one
person. Click the sorting triangle again to return the list to its original order.
3. Sort by Byte Size

To see the mail memos in order of the size of the memo, click the sorting triangle in the
Size column heading. The list appears in size order from largest to smallest. This order is
helpful when you're deciding which documents you want to delete because your mail
database is becoming too large. Click the sorting triangle again to restore the original
order.
4. Rearrange the Columns

Would you rather have the subject next to the name of the sender? No problem. All you
have to do is drag the Subject column heading over the border between the Who and
Date columns. When a thick, black line appears at the border line between Who and
Date, release the mouse button. The Subject heading will now display immediately after
Who. You can drag and drop any of the Inbox column headings.
5. Customize the View

You can set the Inbox, or any view or folder, to display the columns you want to see, as
well as set their order and size. With the Inbox open, choose View, Customize This
View. The Customize View dialog box opens.
6. Set the Column Options

Select which columns you want to see by deselecting the ones you don't need. Select a
Column Name and click Move Up or Move Down to change its position in the column
headings. You can also set the Sort order of the selected column and its Width (in
characters). The Row Spacing and Lines Per Row options affect the entire view. Click
Defaults to return to the original settings; click OK to accept your settings.
Task 4 How to Preview and Read Your Mail
The Inbox lists all the mail you've received; the unread stars indicate which mail messages you
haven't read yet. To read your mail, you have to open each document and view it. You can get
a glimpse of the document first, however, by previewing it. When you preview a document, you
open a new pane in the Inbox window that shows the top portion of the document.

1. Select the Mail Memo

Before you can preview or read a document, you must select it from the Inbox list. Click
the document row once to select the document. Use the Next and Previous buttons on
the Navigate View toolbar to select the next or previous mail message listed in the view.
The Next Unread and Previous Unread buttons select the next or previous unread
message in the list.
2. Preview the Mail Message

You don't have to open a document to find out what's inside—you can preview the
memo. To do that, you open the Preview pane by choosing View, Document Preview,
Show Preview from the menu. Another way to open the Preview pane is to click the
Preview Pane button on the Navigate View toolbar, or you can click the Preview up
arrow at the bottom of the Inbox View pane.
3. Adjust the Preview Pane

To adjust the size of the Preview pane, drag the top border up or down. Dragging the
border all the way to the bottom of the View pane is one way to close the Preview pane.
You can also click the Preview down arrow in the top border to close the pane or click
the Preview Pane button on the Navigate View toolbar.
4. Change Unread Marks

Unread marks normally don't disappear until after you open the memo. If you read most
of your mail using the Preview pane, you won't be able to tell which memos you've
already read. To make the unread marks disappear when you preview the message, you
need to change your user preferences. Choose File, Preferences, User Preferences
from the menu to open the User Preferences dialog box. Under Additional Options, click
to the left of Mark Documents Read when Opened in Preview Pane to select it. Click
OK.

5. Open a Mail Memo

To read a mail memo, you open the document. Double-click the memo you want to open.
If you have trouble double-clicking, select the memo and press Enter.
6. Read the Memo

At the top of the mail memo is the name of the person who sent you the message and
the date and time it was sent. Three other important fields are also at the top of the
memo: To contains the names of the people who received the memo (you might not be
the only one), cc lists the names of the people who received a carbon copy of the memo,
and Subject provides a brief phrase describing the contents of the memo. The body of
the message is below this area.
7. Close the Memo

Like any open database, Web page, or document, a mail memo has a window tab that
displays the subject of the memo. After you read the body of the message, click the X on
the window tab to close the memo (alternatively, press Esc). If you want to read the next
memo in the Inbox, you don't have to close this one first—just click the Next button on
the Read Document toolbar to open the next memo and close this memo at the same
time.
Task 5 How to Work with Attachments
When a sender of a mail memo wants to give you a file, he includes it in his message as an
attachment. You can see the attachment as only a small icon in your mail memo. You can
immediately view the attachment to see what it is; you can open the attached file in the
program that created it; or you can store the file to work with later.

1. View a Memo with an Attachment

When you open your Inbox, you can immediately spot the memos that include
attachments. A small paper clip icon appears with that document in the View pane.
2. Read a Document with an Attachment

In the mail memo, the attachment appears as a small icon. The icon either matches the
icon for the program in which it was created (such as the Microsoft Word 2000 document
shown here) or looks like a small page with the upper-right corner turned down.

3. View an Attached File

To quickly read or view the contents of the attachment, either click the attachment to
select it and then choose Attachment, View from the menu or double-click the
attachment to open the Attachment Properties box and then click the View button. When
you view the attachment you might not see all the formatting, but you can at least inspect
the contents—although images are sometimes a problem. If you don't have the program
 that was used to create the attachment, viewing the attachment might be the only way
you can see the file.

4. Open an Attachment

If you have the same application program that was used to create the attached file, you
can open the file in that program. Click Open in the Attachment Properties box, or
choose Attachment, Open from the menu. With the application open, you can read and
print the file. Close the file and exit the program to return to Notes.
5. Edit an Attachment

You can edit an attachment file. Click Edit on the Attachment Properties box or choose
Attachment, Edit from the menu to open the attachment in the application program that
created it. Make your modifications in that application, save the file, and close the
application. When you close the memo in Notes, click Save Only to keep just your saved
changes. When you reply to the memo, the new changes will be sent with your reply (or
you could wait until you create the reply and edit the attachment at that time, keeping the
original attachment intact in the memo you received).
6. Save the Attachment

To store a copy of the attached file on one of your hard disks, a floppy disk, or a network
drive, click Save on the Attachment Properties box or choose Attachment, Save from
the menu (choose Attachment, Save All to save all the attachments in the memo). In
the Save Attachment dialog box, select the location where you want to store the file and
click Save.
Task 6 How to Delete Mail
Mail isn't forever. Every once in a while, you've got to clean out the mail memos you don't need;
otherwise, your Mail database will get too large to manage (and your Domino Administrator will
send you warnings about reducing the size of your Mail file). After you make the decision that a
particular mail memo isn't one you need to keep, you select it and delete it. Notes puts the
memo into the Trash until you empty it. Normally, Notes prompts you when you close the Mail
and asks whether you want to permanently delete the contents of the Trash.

1. Delete a Memo

Select the memo or memos you want to delete. Click the Delete button on the Action
bar, press the Delete key, or choose Actions, Delete from the menu.

2. See the Documents to Be Deleted

 Oops! What do you do if you really didn't want to delete that memo? You will find it in the
Trash folder. Click Trash in the Navigation pane to see a list of documents you have
chosen for deletion.

3. Remove a Memo from the Trash

From the Trash folder, you can retrieve the memo you accidentally deleted and put it
back in the Inbox. Select the memo (or memos if you want more than one), and click
Restore on the Action bar. Click Restore All to put all the deleted memos back.
4. Permanently Delete a Memo

If you want to remove a deleted memo from your Mail database, select it from the Trash
documents and click Delete Selected Item on the Action bar. Notes will prompt you to
see whether you want the document permanently deleted from the database (you won't
be able to recover it unless you set up soft deletions, as in step 7). Click Yes to confirm
that you want the memo removed.
5. Empty the Trash

To permanently remove all the documents in the Trash, click Empty Trash on the Action
bar. Notes prompts you to confirm that you want to remove the memos. Click Yes.
6. Set Trash Preferences

By default, you are prompted when you close Mail or click Refresh to permanently delete
any memos in the Trash folder. If you click Yes, the memos are removed. If you don't
want to be prompted, you can change the user preference for Trash. Choose File,
Preferences, User Preferences to open the User Preferences dialog box. From the
choices in the drop-down box under For Trash That Is Not Emptied at a Timed
Interval, Empty Trash Folder, choose to be prompted during database close, to always
empty the Trash at database close, or to manually empty your trash. Click OK.
7. Enable Soft Deletions

If you enable soft deletions, you have a given time period in which to recover your
deleted memos before they are gone forever. Choose File, Database, Properties from
the menu, and then click the Advanced tab on the Database Properties box. Select the
Allow Soft Deletions option, and enter a number in the Soft Delete Expire Time in
Hours box (for Mail, soft deletions might already be enabled for you). If soft deletions are
enabled, deleted documents will remain in Trash for the specified time and you won't be
prompted to delete them when the database closes. They will disappear from Trash,
however, after the specified time period.
Task 7 How to Print a Mail Message
Although Notes is part of the revolution to lead us to a paperless society, there are still times
when you want to print a mail memo—you need to carry the message with you, you need to
share it with someone not on email, and so on. If your computer is connected to a printer or can
use a network printer, you can print a mail memo.

1. Print the Open Document

With the document you want to print open, choose File, Print from the menu or press
Ctrl+P. The Print Document dialog box opens.

2. Select Print Options

The current printer name is displayed in the Print Document dialog box. Click Printer and
choose another printer if you don't want to use the one shown. Select All Pages to print
all the pages in the memo, or select From Page and enter the page range you want to
print. Select the print quality you want, and set the number of copies. Click OK to print.
3. Select Page Setup Options

Choose File, Page Setup from the menu, or click the Page Setup tab in the Print
Document dialog box. Enter the Page Margins, Page Size, Orientation (Portrait or
Landscape), and Paper Source settings you want to use. Under Miscellaneous, enter
the Start Page Numbers At value if you don't want to start with 1. Select whether you
want to print crop marks or override the printer's right edge setting by selecting Clip at
Left and Right Margins. Click OK to accept the settings and print the document.
4. Open Print Preview

Before you print the memo, you can preview it to see how the memo will look when
printed. Choose File, Print Preview from the menu, or click the Preview button in the
Print Document dialog box.
5. Preview the Memo

In the Print Preview window, the mouse pointer becomes a magnifying glass. Click with
the magnifying glass on the memo to zoom in; click again to zoom out. If your memo has
more than one page, click Next Page and Prev Page to go forward and back in the
pages. For multiple page memos, click Multi Page to see the pages side by side; click
Single Page to see just one page at a time. Click Done to close the Print Preview
window.
6. Print a View

It's often helpful to print the list of documents as it appears in the view. With the view
open that you want to print, choose File, Print. In the Print View dialog box, select
Selected View. Set any print options you need, and then click OK.
7. Print Multiple Documents

From the Inbox, you can select several documents to print (put check marks in front of
the memos in the selection margin). Choose File, Print from the menu to open the Print
View dialog box, and then select Selected Documents. Click OK to print the selected
memos, each one starting on a new page (you can change that in the options on the
Documents Style tab). If you select Selected View, the entire view prints, but only the
selected documents are listed in the view.
Task 8 How to Create Folders to Organize Your Mail
Folders are similar to views. A folder's design is even based on a view. Although a view
displays all the documents that meet a certain criteria set by the database designer, the
contents of a folder generally rely on what you decide to put in it. Mail already has some
specialized folders that are created for you: Rules, Inbox, and Trash. The Inbox is a unique
folder that acts more like a view than a folder—although you can move memos out of the Inbox
into other folders, you cannot control which memos are placed in the Inbox folder. Any folders
you create contain only the documents you put there.

1. Create a Folder

Choose Create, Folder from the menu, or click the Folder button on the Action bar and
select Create Folder from the submenu. The Create Folder dialog box opens.
2. Name the Folder

In the Folder Name text box, type the name for your new folder. Make the name brief but
descriptive.
3. Choose a Location

In the Select a Location for the New Folder box, select Folders. If you select one of
the folders in the list, your new folder will appear in the Navigation pane as a subfolder of
the one you selected.

4. Select a Style

Normally, a new folder design is based on the Inbox. If you want to use the style from
another folder or view, click the Advanced button and then click the Copy From button.
 Select the view or folder with the style you want to copy; don't select Blank unless you
want to design your own columns (not a good idea unless you're a Notes application
developer). Click OK.

5. Close the Create Folder Dialog Box

Click OK to close the Create Folder dialog box. The new folder appears in the Navigation
pane, as shown here.
6. Use Subfolders

Most of the time, you select Folders as the location when deciding where your new folder
should go (as in step 3). However, if you select the name of an existing folder as the
location, your new folder appears as a subfolder below the selected folder location.
Task 9 How to Move Mail Messages to Folders
The new folders you create remain empty until you put mail messages in them. When you
move a mail message to a new folder, that message disappears from the Inbox. You can
always find the message in the All Documents view, however, because it is still part of the Mail
database. The folder contains only a pointer to the document. To keep a memo in its original
location and place a copy in a folder, you can copy the document to the folder.

1. Move a Mail Memo to a Folder

Select the mail memo (or memos) you want to put in a folder. Click the Folder button on
the Action bar and select Move to Folder (alternatively, choose Actions, Folder, Move
to Folder). The Move to Folder dialog box opens.

2. Select the Folder

 From the Select a Folder list, select the folder to which you want to move the selected
memo or memos. Click Move to remove the memo from the Inbox and put it in the
selected folder. Click Add to put a copy of the memo in the new folder but still leave the
original in the Inbox. If the folder you need doesn't exist, click Create New Folder and
make one. Click OK.

3. Drag a Memo to a Folder

Instead of using the Folder button on the Action bar or the Actions menu commands,
take direct action and drag the memo into the folder. Select the memo, hold down the
mouse button, and drag the memo to the desired folder icon. Release the mouse button
when you see the name of the folder highlighted. The memo is removed from the Inbox
and put into the folder. To copy the memo to the folder and leave the original in the
Inbox, hold down the Ctrl key while dragging.
4. Drag Several Memos to a Folder

The action of dragging more than one memo to a folder is very similar to moving just one
memo. Select the memos you want to move by placing check marks in the selection
margin next to the memos. Point to one selected memo and drag it over the desired
folder. When you release the mouse button, all the selected memos move to the folder.
To copy the memos to the folder and leave the originals in the Inbox, hold down the Ctrl
key while dragging.
5. Open a Folder

Open a folder by clicking the folder icon. The folder icon changes to appear open, and
the View pane displays the list of memos stored in that folder. You can sort the columns
and switch the column order just as you can in a view.
6. Remove a Memo from a Folder

You know how to delete a mail memo by clicking Delete and putting it in the Trash.
However, if all you want to do is remove the memo from the folder it is in but still keep it
in the database, click the Folder button on the Action bar and select Remove from
Folder (it doesn't work if the folder was based on the All Documents view). The memo is
gone from the folder, but you can still see it in All Documents. However, if you delete a
memo from the All Documents view, it is deleted from all folders in the database.
7. Delete a Folder

If you no longer need a folder, remove it. Right-click the folder icon and select Remove
Folder from the context menu. Notes warns you that the action cannot be undone and
asks if you are sure that you want to delete the folder. Click Yes. Any documents in the
folder remain in the database but can be seen only from the All Documents view.
Part 5. Creating and Sending Mail

Task

1. How to Create a Mail Message

2. How to Address Mail

3. How to Address Mail for the Internet

 4. How to Spell Check Your Message

5. How to Attach Files

6. How to Set Delivery Options

7. How to Send Mail

8. How to Reply to a Mail Message

9. How to Forward a Mail Message

With Notes and a Domino server or an Internet mail server, you can send mail to your
colleagues, friends, family, or people in other parts of the world. Who you can communicate
with depends on how your computer or network is set up and the policies of your company
regarding email. Check with your Domino Administrator to see whether you can send mail to
Internet mail addresses.

You also should check your company's policies for email to learn about the rules regarding its
personal use. Unlike mail that's sent through the post office, your email is company property.
Unless your company allows it, email topics that are not work related or that are highly
confidential should not be exchanged over the company's email system. You don't want to
unknowingly violate company rules in this area.

Be thoughtful about the number of messages you send people and the importance of those
messages.

Keep your messages short—the shorter, the better.

Beware of the written word. Although email is fairly secure, it's not entirely secure. Someone
might copy or forward your message to others.
Task 1 How to Create a Mail Message
A mail message has two parts: the heading and the body. The heading includes the name of
the sender—you—and the date and time the message was created. It also includes the name
of the person or people who are the recipients of the message (the To field), the names of
people who receive a carbon copy of the message (the cc field), the names of people who
receive a blind carbon copy (the bcc field), and the subject of the message.

1. Open a Mail Memo Form

Open your Mail database by clicking the Mail bookmark. Choose Create, Mail, Memo
from the menu, or click the New Memo button on the Action bar. An empty mail memo
form opens.

2. Enter Recipient Names

 Click the To field and type the name of the person to whom you want to send the memo.
If the name of the person is in your Personal Address Book or in your organization's
Domino Directory, all you need is the name. Otherwise, you must enter the full email
address for the person. When you want to add more than one name, separate the names
with commas.

3. Enter Carbon Copy Names

Click the cc box and type the names of people who should receive a carbon copy of the
mail message to keep them informed about the subject covered in the memo. (Send a
carbon copy to your manager, for example, to let her know you are organizing a meeting
with your staff about an upcoming project.) Separate multiple names with commas.
Leave the cc box blank if you don't want to send carbon copies.

4. Enter Blind Carbon Copy Names

If you have someone to whom you want to send a confidential copy of the memo, click
the bcc box and enter that person's name there. Separate multiple names with commas.
Use the blind carbon copy to keep someone informed about what is going on, while not
letting anyone else who receives the memo know that a copy was sent to that person.
(For example, send a blind carbon copy to the personnel department when you write a
disciplinary memo to a subordinate.)
5. Include a Subject

Click the Subject box and type a short description of the topic covered in the memo. It's
important to include a subject—not only because it helps the recipient know what's in the
message, but also because that subject also appears in the replies people send you. The
subject also helps identify the mail memo in the Inbox.

6. Write the Message

Click in the open area at the bottom of the memo and type your message. This is the
body of the memo. Keep the message short and to the point, and put the most important
text in the beginning of the message.
Task 2 How to Address Mail
Most Notes client users work with two address books: the Personal Address Book, which is
stored on your own drive and includes your name (such as Dobb's Address Book), and the
Domino Directory, which is your organization's address book. The Domino Directory is stored
on the Domino server and usually bears the name of your organization (such as Lionheart
Consulting Associates' Directory). The address books maintain the correct spellings
and locations for people and groups, which you need for addressing mail. Correct addressing is
essential to successful mail delivery.

1. Select Recipients from an Address Book

Unless you're sure of the spelling of a person's name and know how that person is listed
in an address book, you're better off selecting the name from an address book to fill in
the To, cc, and bcc fields. With the new memo open, click the Address button on the
Action bar. The Select Addresses dialog box opens.
2. Choose an Address Book

From the Choose Address Book drop-down list, select the address book that lists the
person or people to whom you are addressing your memo. In most organizations, you
have only two selections: your Personal Address Book and the Domino Directory.
However, larger organizations might have more than one directory (such as one for each
division) or directories for Internet addresses (such as Bigfoot or Verisign), and these
might also appear as choices.

3. Select the Names

Choose the name of the person or group from the list in the dialog box. Click the To
button to add that name or group to the Recipients list on the right, under To. Select a
name or group and click cc to send a carbon copy; click bcc to send a blind carbon
copy. To select more than one name at a time, click in the selection margin to the left of
each name before clicking To, cc, or bcc. If you accidentally add an incorrect name to
 the recipients, select the name in the Recipients list and click Remove. Click OK to
close the dialog box and enter names in the correct fields of your memo.

4. Use Type-Ahead

As you begin typing a name in the To, cc, or bcc field, the remainder of the name
appears (it's selected, or highlighted). This is the type-ahead feature. Type-ahead finds
the first name in your Personal Address Book that matches the characters you've typed.
The feature searches for both first and last names. If the name is correct, press Enter to
add another name or press Tab to move to the next field. If it's not the right name,
continue typing until type-ahead has enough characters to find the right name.
 5. Type the Full Mail Address

If the person isn't in your Personal Address Book or in another address book to which
you have access, you must type the full email address. Make sure that you enter the
address correctly.

Task 3 How to Address Mail for the Internet

Before you send mail to people who have Internet addresses, you must determine whether you
can do that through Notes. Your company or organization might not have a direct connection to
the Internet for sending and receiving mail, or your company's policy might limit to whom you
can send mail on the Internet. If you can send email to Internet addresses, be sure that you
enter the address correctly—use underscores and periods (dots) where required.

1. Use the Address Book

Some of the people in your Personal Address book or the Domino Directory might have
email addresses on the Internet. If you select someone from an address book who has
an Internet address, the Internet address appears in the address fields.

2. Type an Internet Address

Most Internet addresses appear in a format such as menewton@aol.com. The

menewton portion is the local part of the email address, and aol.com is the domain
name. This is the older address format, and you need at least this much information to
send an email. The new format for email addresses is "Newton, Mary Ellen (New
York)"<menewton@aol.com>. The "Newton, Mary Ellen (New York)" is the
 phrase part of the address, and it gives you more information about the addressee.

3. Add an Internet Gateway Domain

Check with your Domino Administrator to see whether any special addressing needs
exist for Internet mail. Some companies use a gateway to the Internet that has an
address component you must include in any outgoing mail (although the system might
add it automatically). A person's Internet email address might be menewton@aol.com,
for example, but you need to write the address as menewton@aol.com@lionex (if
lionex is the address component needed for the gateway).

4. Search Internet Directories

You might have access to Internet directories such as Bigfoot or Verisign. If you do, you'll
see them listed in the Select Addresses dialog box. With the mail memo open, click the
Address button on the Action bar to open the Select Addresses book. Select the desired
Internet directory from the Choose Address Book drop-down list.
5. Enter the Name to Find

In the Search For field, type the name you are looking for and then click Search. A list of
possible matches appears on the left side of the dialog box. Select the name you want
from the list, and then click To, cc, or bcc. Click OK.
6. Finish the Message

The address you selected appears in the To, cc, or bcc field in your mail memo.
Complete the message by typing a Subject line and the body of the memo. Then click
Send on the Action bar.
Task 4 How to Spell Check Your Message
A memo full of misspellings does not create a good impression on your recipients. It's important
to spell check your outgoing messages. The Notes Spell Check feature compares your text
against a stored spelling dictionary of tens of thousands of words. If a word in your mail
message doesn't find a match in the dictionary, Spell Check alerts you that the word might be
misspelled and offers of list of possible replacements. Running Spell Check doesn't guarantee
a perfect mail message, however, so be sure that you proofread your message.

1. Check Your Spelling

When you are creating a mail memo, choose Edit, Check Spelling or click the Check
Spelling button on the Edit Document toolbar. Spell Check works only when a document
is in Edit mode (as the memo is when you are creating it). If you go back and open a
saved memo, press Ctrl+E to put it in Edit mode.
2. Select a Guess

Spell Check identifies the first word in the memo that doesn't match any of the words in
the spelling dictionary. The possibly misspelled word is highlighted in the memo and in
the Not in Dictionary box in the Spell Check dialog box.
3. Replace the Misspelled Word

In the Suggest box are one or more suggestions for the correct spelling of the word.
Select the correct one and click Replace. The correct spelling appears in the memo. To
replace all misspellings of the same word, click Replace All. If none of the suggestions is
correct, type the correct word in the Not in Dictionary box. Click Look Up (it appears
when you make a correction manually) to check that you have spelled your correction
correctly; then, click Replace.
4. Skip the Highlighted Word

Not all the words highlighted by Spell Check are misspellings. Some are proper nouns or
industry-specific jargon that isn't listed in the spelling dictionary. Click Skip to ignore the
word and go to the next misspelling, or click Skip All to ignore all instances of this word
in the document.

5. Add a Word to Your User Dictionary

The word that Spell Check highlights might be spelled correctly. If it's a word you use
often, click Add to Dictionary to add it to your user dictionary so that Spell Check won't
stop at that word in the future—unless it's spelled incorrectly. Just make sure that the
word is spelled correctly before you click Add to Dictionary.
6. Complete Spell Check

Continue checking through the remainder of your message. After Spell Check has found
all the possible misspellings and you've resolved them, a message appears telling you
that the spelling check is complete. Click OK.
Task 5 How to Attach Files
In Part 4, "Reading and Managing Your Mail," you learned to handle files attached to mail
messages you received. When you are the one who needs to send a file to another person, you
can attach the file to your outgoing mail message. Be aware, however, that attached files sent
through the Internet can lose formatting. If they arrive scrambled, contact your Internet service
provider (ISP) or Domino Administrator.

1. Start the Mail Memo

Create the memo by adding the address information and a subject and writing the body
text. Click in the message area of the memo where you want the attachment icon to
appear (the location of the cursor isn't as important for messages being sent to non-
Notes recipients; it always shows at the bottom). You cannot attach a file unless your
cursor is somewhere within the message body area.
2. Attach the File

Choose File, Attach from the menu, or click the Attach button (paper clip) on the Edit
Document toolbar. The Create Attachment(s) dialog box appears.
3. Select the File

From the Look In drop-down list, select the drive and folder where the file is stored.
Then, select the file from the list of files at that location (point at the filename to see a
description of the file if you're not sure which one is the correct file). Click Create.
4. Add More Than One Attachment

With the Create Attachment(s) dialog box open, you can select more than one file to
attach to the memo. To select consecutive files, click the first file to select it, press and
hold the Shift key, and click the last file you want in the list. All the files between are also
selected. Click Create to attach all the highlighted files.
5. Attach Several Nonconsecutive Files

To select nonconsecutive files from the list in the Create Attachment(s) dialog box, press
and hold the Ctrl key as you click the files you want to attach. Click Create. Icons for all
the selected files appear in the memo.
6. Drag and Drop Attachments

If you have a file on your desktop or in an open file folder window, you can drag that file
icon into the message area of your memo and drop it there. You will have to reduce the
size of your Notes window so you can see the desktop. Select the icon of the file you
want to attach, hold down your mouse button, and drag it into the Notes window.
Release the mouse button when your pointer is over the message portion of the mail
memo. The attachment icon appears in the message.
Task 6 How to Set Delivery Options
Just as you can send your mail through the post office as priority mail or get a return receipt,
you can send email with Notes and have the same choices. You also can secure your mail so it
can't be read by anyone but the intended recipients. The icons that appear in the Inbox and tell
your recipient something about the message—how important it is, whether it's a thank you or a
joke, or whether it's confidential or personal—are assigned in the Delivery Options dialog box.

1. Open the Delivery Options

With the mail memo you are preparing open, click the Delivery Options button on the
 Action bar (use these options for Notes recipients only, and many of them won't work for
Notes users you contact via the Internet). The Delivery Options dialog box opens.

2. Signal the Importance of Your Message

From the Importance drop-down list, select Low, Normal, or High (Normal is the
default). If you select High, a red exclamation point appears to the left of the message in
the recipient's Inbox. The importance icon overrides any other stamps you add to the
message when the message appears in the Inbox. When you send a memo with High
importance, the envelope icon in your Sent view is red.

3. Set the Mood

To give the recipient of your memo a visible signal of how you feel, use a mood stamp.
The mood stamp is a small graphic that appears at the top of the mail memo and is
displayed to the left of the message in the recipient's Inbox. Mood stamps include
Normal (no mood stamp), Personal, Confidential, Private, Thank You, Flame (means
you're mad at the recipient), Good Job, Joke, FYI, Question, and Reminder. Select the
one you want to use from the Mood Stamp drop-down list.
4. Make Sure the Message Gets There

You can tell Notes to place a report in your Inbox that indicates how the delivery of your
message went. The default Delivery Report option is Only on Failure. The other options
are None, Confirm Delivery (reports that the memo was sent to the recipient's mailbox),
and Trace Entire Path (use only if your Domino Administrator asks you). Enable Return
Receipt to get a message stamped with the date and time the recipient opened your
message.
5. Secure Your Mail

Enable Sign to add a unique digital code to your message that identifies you as the
sender. When you enable Encrypt, Notes encodes the message so no one but the
intended recipient can read it—everyone else sees scrambled nonsense (use this feature
sparingly). Enable the Save These Security Options As the Default option if you want to
sign or encrypt all your outgoing messages. Enable Prevent Copying to keep the
recipient from forwarding, copying, or printing your message (good for highly confidential
messages).
6. Use Advanced Options

Click the Advanced tab in the Delivery Options dialog box to add a line to your mail
memo setting a reply by date. In the Stamp Message with a 'Please Reply by' Date,
click the date picker button to select a date or enter a date. To have someone else
receive the replies to your message, enter the name in the Replies to This Memo
Should Be Addressed To box, or click the entry helper button to open a dialog box and
select the name(s) from an address book. When the recipient replies, this person's
name—not yours—appears in the To field.
7. Apply the Delivery Options

Click OK to close the Delivery Options dialog box. If you selected a mood stamp, you'll
see it at the top of your memo. The Please Respond By and Please Respond To
messages will appear by your name in the memo when it is opened by the recipient.
Task 7 How to Send Mail
Although sending mail sounds self-explanatory, there are a few things to think about, such as
whether you want to save a copy of the sent mail. And do you want that copy displayed in the
Sent view or in a specific folder?

1. Send the Mail

When your memo is finished, click the Send button on the Action bar.

2. Respond to the Prompt

 Depending on how your User Preferences are set up, the mail memo window closes
(because Notes automatically saves a copy of every memo you send) or a prompt dialog
box appears. The same dialog box appears if you close the memo before sending it.
From this dialog box, select Send & Save (sends the message and keeps a copy), Send
Only (doesn't save a copy), Save Only (saves the memo in the Drafts folder but doesn't
send it), Discard (throws out the memo without saving or sending it, or Cancel (stops
the operation and goes back to the memo). Make your choice and click OK.

3. Send and File the Memo

Instead of just sending the memo without saving it, or sending it and saving it for display
in the Sent view, you can put a copy of the sent memo in a particular folder. When you're
ready to send the memo, click Send and File on the Action bar. The Folders dialog box
opens.

4. Select the Folder

 In the Select a Folder list, click once on the folder where you want to store a copy of the
memo you're sending (double-clicking the folder stores the message without a
confirmation box). Then click OK. Click the Create New Folder button if you need to
make a new folder in which to store the memo.

5. Save Without Sending

If you're not ready to send the memo you're working on, you can save it so you can finish
it later. Click the Save As Draft button on the Action bar, and the memo is saved and
displayed in the Drafts folder.

6. Send the Draft Memo

 To finish a saved memo and send it, open the Drafts folder and double-click the memo to
open it. Complete the memo and click Send. The memo disappears from the Drafts
folder but appears in the Sent view.

7. Set Save Mail Preferences

By default, Notes saves a copy of every memo you send. To change that setting, choose
File, Preferences, User Preferences. Click the Mail, General tab on the left side of the
User Preferences dialog box, and choose an option from the Save Mail That You Send
drop-down list: Always Keep a Copy, Don't Keep a Copy, or Always Prompt. If you
choose not to keep copies, use Send and File when you do want to retain a copy of a
particular memo. Click OK to save the settings.
Task 8 How to Reply to a Mail Message
After you read your mail, you can choose from various reply options. Reply creates a new mail
memo addressed to the sender of the original message. The Subject line displays the same
subject as the original message with the prefix Re:. It's up to you whether you want to include
the text of the original message in your reply, or whether you want to send the reply to just the
sender or to all the recipients listed in the original message.

1. Reply to the Message

To reply to a mail message, begin by selecting the original message in the Inbox and
clicking the Reply button on the Action bar. Then select Reply, or choose Actions,
Reply, Reply from the menu. If you have the memo open, click the Reply button on the
Action bar and select Reply. A new memo opens.
2. Type a Reply

In the new memo, the name of the sender of the original message is in the To field. The
Subject field displays the subject from the original message prefixed with Re:. Type your
reply and click Send or Send and File on the Action bar. When the memo is received, a
document link icon appears to the right of the Subject field (it looks like a tiny page). The
recipient can click that icon to open the original message if it is still in his mail file.
3. Reply to All

If you're reading a memo and want to send a reply to the sender plus all the recipients of
the original memo (except yourself), click Reply to All on the Action bar and then select
Reply to add those names to the address fields of your reply memo. The sender's name
is in the To field, and the other people are listed in the cc field (you can edit the list if you
don't want to send the reply to all of them).

4. Reply with History

There's nothing worse than a one-word reply, such as yes. The recipient of this cryptic
 reply has to look up what you're saying yes to, which means returning to the original
message. Wouldn't it be much nicer if you included a copy of the original message in
your reply? To do that, open or select the original message and click the Reply or Reply
to All button on the Action bar. Then select Reply with History. The original message
appears at the bottom of the message area in your reply memo. If you want the original
message to be formatted as it would in an Internet mail memo (with fixed line lengths and
marked with the > character in the left margin), select Reply with Internet-Style History
when you click Reply.

5. Don't Pass Along the Attachment

When you reply with history, don't send back the attachment you received. The sender
doesn't need to get it back, unless you edited it—nor do the other memo recipients. Not
to mention it takes up more disk space and can slow down sending or receiving the
message. When you click the Reply or Reply to All button, select Reply Without
Attachment(s). A note appears at the bottom of the reply saying that the attachment
was removed by you.
6. Use the Permanent Pen

One valuable use of the Reply with History option is to add your comments right in the
original text. You want your comments to stand out, however. Instead of changing the
font each time you type a comment, turn on the Permanent Pen feature. The comments
you add appear in a different color from the rest of the text, and as long as you leave the
Permanent Pen on, any text you type will be that color. Choose Text, Permanent Pen,
Use Permanent Pen to turn it on or off (a check mark shows when it's on).

7. Highlight Important Areas

Just as you do with printed matter to make important text stand out, you can highlight the
text in Notes. You have a choice of yellow, pink, or blue highlighter to use. Choose Text,
Highlighter, Use Yellow Highlighter to get the yellow highlighter. The same command
 turns off the highlighter (a check mark shows when the feature is on). Drag the
highlighter pen across the text you want emphasized.

Task 9 How to Forward a Mail Message

Some of the mail messages addressed to you might need to be passed onto someone else—a
vital person who might not have been listed in the recipients, a new person who has come on
board, or someone who needs to be kept up-to-date on that subject although he isn't directly
involved. In these cases, you can forward the memo to a third party who is not listed originally
as a recipient.

1. Forward the Message

From the open mail message or from the Inbox (with the memo selected), click the
Forward button on the Action bar and select Forward.
2. Address the Forward

A new mail memo appears with the text of the original message at the bottom of the
message area, below a line of text that identifies who is forwarding the message and
when. You need to address the memo, but the Subject already has the same subject as
the original memo.

3. Type a Message

There is room above the Forwarded By line for you to add a personal message, perhaps
explaining why you are sending this memo to the recipient(s). Click Send to send the
forwarded message.
4. Have Someone Else Reply

Because you forwarded the message, you might not want the response to come back to
you. Instead, you might want the reply to go to the person who sent the original memo.
Before you send the message, click Delivery Options on the Action bar to open the
Delivery Options dialog box. Select the Advanced tab, and then type or select the name
of the original sender in the Replies to This Memo Should Be Addressed To box. Click
OK.
5. Respond to the Forwarded Message

When you see a Please Respond To message in the heading of a memo, you know that
your reply will not go to the person who forwarded the message to you. To send a reply
to the suggested recipient, click the Reply button on the Action bar and select Reply.
The suggested recipient's name will appear in the To field of your reply memo.
6. Forward Without the Attachment

One of the choices you have when you forward a message is to not send along any
attachments that came with the original message. To forward a message without its
attachment(s), click Forward on the Action bar and select Forward Without
Attachment(s). You can also select Internet-Style Forward, which also removes the
attachment but displays the forwarded message with fixed length lines and the >
character at the beginning of each line. In either case, a notation appears saying that the
attachment was removed by you.
Part 6. Using Mail Tools

Task

1. How to Choose Letterhead

 2. How to Create Stationery

3. How to Send Out of Office Notices

4. How to Create Phone Messages

5. How to Set Rules

6. How to Set Your Mail Preferences

7. How to Use Notes Minder

8. How to Open Someone Else's Mail

9. How to Archive Old Mail

Now that you can send and receive mail, it's time to personalize your Mail database so it works
best for you. You can change the appearance of your mail memos by choosing a different
letterhead, which is the artwork that appears in the memo heading. You can also set up form
letters, called stationery, that you can use for frequently sent memos. You can even let people
know when you're not in the office so you don't get a pile of email while you're on vacation and
use a special mail memo to pass along a phone message to someone.

Mail has a set of preferences you can specify, such as determining who can handle your mail
when you're not available. If someone has given you that responsibility for her mail, you need to
learn how to open that person's mail file. The Mail database also lets you set rules about what
to do with memos that contain specific subjects or that are from certain people; for example,
you can put all the memos concerned with vacation in a folder named Vacation. Finally, you
also need to learn what to do with any older mail you want to keep.
Task 1 How to Choose Letterhead
Notes provides a set of graphics you can choose to incorporate in the heading of your memos.
These graphics are only for fun—maybe to say something about your personality or favorite
activity. You pick a letterhead, and it appears on the next memo you send; it doesn't change
any memos you sent previously. When you get bored with one letterhead, select a new one.

1. Open Preferences

Open your Mail database. Click the Tools button on the Action bar and select
Preferences. The Preferences dialog box opens.

2. Select the Letterhead Tab

The Preferences dialog box has a series of tabs at the top. Select the Mail tab (if it's not
already selected), and then select the Letterhead tab below it to see the letterhead
options.
3. View the Letterhead Choices

The Letterhead box lists the names of the available letterhead graphics. The Preview box
under it shows a picture of the currently selected letterhead.
4. Select a Letterhead

Click one of the Letterhead options to select it. Then, check out the result in the Preview
box.
5. Make Your Choice

Go through the Letterhead list until you find one you want to use. Then click OK to make
that choice the letterhead that appears on your next outgoing memo.
6. Use the Letterhead

The next memo you create will display your new letterhead.
Task 2 How to Create Stationery
Stationery enables you to reuse the message, format, and recipient list of a message
repeatedly—much like a form letter. Memo stationery looks exactly like any memo, with the
currently selected letterhead and the same heading information, and you use it to store the text
and recipient list for frequently sent messages. Personal stationery includes three fields in
addition to the standard letterhead information. One field is the header of the message, another
is the message body, and the third is the footer field. You can add graphics or formatted text to
any of the three fields. Your stored stationery appears in the Stationery view.

1. Create Personal Stationery

Open your Mail database and click the plus sign (+) in front of Tools. Then select the
Stationery view. Click the New button on the Action bar, and select Stationery -
Personal. A blank personal stationery form opens.
2. View the Personal Stationery Form

The personal stationery form has the same letterhead you are currently using for mail
memos. The address fields at the top of the form are the same as any mail memo. Note,
however, that Stationery name:-Untitled- appears under the name and date in
the heading. Below the heading area are the three personal stationery fields.
3. Enter a Header

In the Header field, the first field in the personal stationery form, type the text you want to
appear at the top of each memo you create based on this personal stationery.
4. Add a Footer and the Body Text

In the last of the personal stationery form fields, type any appropriate text or add any
graphics that you want at the bottom of any memos created using the stationery. Then,
type any body text you want to include in the stationery. Remember, this body text will
appear each time you open the stationery to use it—but don't worry, you can edit it. You
can also set any delivery options you want the stationery to have.
5. Save and Name the Stationery

Click the Save button on the Action bar to save the stationery for use later. (Click
Discard Changes to throw away the stationery without saving it.) A dialog box pops up
when you save the stationery for the first time. Enter a name for the stationery; make the
name brief but descriptive so you will know what it is when you need it again. Click OK to
close the dialog box and save the stationery you have created.

6. Use the Stationery

To use the stationery, open the Stationery view. Click the New button on the Action bar
 and choose Memo, Using Stationery. In the Select Stationery dialog box, select the
stationery you want to use and then click OK. A new memo opens for you that is a copy
of the stationery you created. Complete the memo and send it.

Task 3 How to Send Out of Office Notices

Going away? Don't let your email pile up and leave people expecting you to take care of
something they have sent you in an email. Use the Out of Office agent to automatically respond
by notifying others that you are away. You can even create a unique response message so
some people receive a different message. Only one message is sent to each person, however,
no matter how many emails they send you. You also get a welcome message when you return
telling you who sent you mail while you were away.

1. Set Up the Out of Office Agent

All the settings for the Out of Office agent are available in the Out of Office dialog box. To
open this dialog box, open your Mail database, click the Tools button on the Action bar,
and select Out of Office.
2. Pick the Dates You'll Be Away

The Out of Office dialog box has four tabs. Select the Dates tab, if it isn't already
selected. Type or select the Leaving and Returning dates covering the period you will
be away. To select the dates, click the little date picker button at the right side of the field
to open a calendar; click the date (use the left and right arrows to go back and forward in
the months). If you have given permission for others to see your free time (see Part 8,
Task 8, "How to Set Calendar Preferences"), you should select Book Busytime for
These Dates so people who are trying to schedule events will be able to tell you aren't
available.

3. Create the Out of Office Message

Click the Out of Office Message tab to create the message you want delivered to most
 of the people who send you email while you're away. Notes displays a default message
for you. Click in the Subject box or the message box and edit the message.

4. Write a Special Message

Click the Special Message tab to create a message you want to send only to the people
you specify in the To box. Either type the names in To or click the entry helper button to
select names from the address books.
5. Make Exceptions

In some instances, you won't want to send a message. Click the Exceptions tab to
specify those instances. Select Do Not Automatically Reply to Mail from Internet
Addresses if you don't want to alert non-Notes users that you're out of the office. You
also can specify people or groups that shouldn't receive replies while you're away. You
can choose not to respond to mail addressed to you as a member of a group, and you
can refuse to send a response if the incoming memo covers certain subjects.
6. Enable the Agent

To put the Out of Office agent into action, click the Enable button at the bottom of the
dialog box. After you return, open the Out of Office dialog box and click the Disable
button. Even though the return date is past, disabling the agent is the only way to be
certain that it is turned off. If you just set up the agent in preparation for going away and
want to enable it later, click OK. Notes will ask whether you want to exit without enabling
the agent. Click Yes. You can come back later, open the dialog box, and click Enable
when you are ready.
Task 4 How to Create Phone Messages
Phone messages are simple, straightforward forms you use to send telephone message
information using Notes. Phone messages work in the same manner as mail messages: You fill
out the form and click the Send button on the Action bar; the message is then mailed to the
person or people in the To, cc, and bcc fields.

1. Open the Message Form

If your Mail database is open, choose Create, Special, Phone Message. If Mail isn't
open, choose Create, Mail, Special, Phone Message. A new blank phone message
form opens.
2. Address the Message

The phone message form doesn't display your letterhead, although it does have To, cc,
and bcc fields at the top. Click Address to select the recipient(s) of the phone message.
3. Enter the Contact Information

The main part of the phone message resembles a torn-off sheet from a phone message
pad. Type the name of the caller in the Contact field, the caller's organization in the Of
field, the telephone number in the Phone field, and the facsimile number in the Fax field.
4. Mark Actions

Select any appropriate items at the bottom of the message by placing a check mark next
to them, such as Telephoned or Please Call.

5. Add a Message
 If the caller left a message, type it in the Message field at the bottom of the form.

6. Send the Message

Click Send on the Action bar to send the message.

Task 5 How to Set Rules
Rules determine how Notes handles your incoming mail. You create a rule by defining an
action for Notes to take when it receives a memo. With the rule turned on, Notes acts on any
incoming mail that meets the condition(s) of the rule. If a memo has the subject National
Convention, for example, a rule can move that memo immediately on receipt into your
Convention folder, and you won't have to sort through incoming mail for memos on the topic of
conventions.

1. Create a New Rule

Open your Mail database and expand the Tools view in the Navigation pane. Select the
Rules folder, and on the Action bar, click New Rule. The New Rule dialog box opens.
2. Create a Condition

Under Create Condition are three boxes. Click the drop-down arrow on the left box to
see a list of items that are the "what" of the condition (sender, body, importance, and so
on). In the middle box you can select from Contains, Does Not Contain, Is, and Is Not
options. In the box on the right, type or select the text or condition you want to monitor.
3. Add the Condition

After you set the options for the condition, click Add to add the condition to the list of
conditions to be checked when mail arrives.
4. Add Another Condition

To create another condition for the rule (if needed), select the Create: Condition radio
button; then select AND or OR from the first drop-down box. Use AND when you want
the rule to meet both conditions; use OR when you want the rule to meet one condition
or the other. Repeat step 2 to select or enter the three components of the condition, and
then click Add.

5. Make an Exception

To create a condition under which the rule does not apply, click the Create: Exception
radio button. Repeat step 2 to select or enter the appropriate conditions under which you
do not want the rule to apply. Click Add.
6. Define Actions to Take

Under Specify Actions, select the action to take when the condition is met—Move to
Folder, Copy to Folder, Send Copy to, Delete, and so on. Depending on the action you
select, you need to type a name or select an option to further define that action. If you
select Move to Folder, for example, you need to enter or select the name of the folder.
Click Add Action.
7. Turn On the Rule

Make sure the This Rule Is radio button at the top of the dialog box is set to On; then
click OK.
Task 6 How to Set Your Mail Preferences
Mail preferences enable you to determine how your mail works—who can read your mail,
whether mail should be encrypted, set up automatic spell checking, and so on. Some
preferences dealing with Mail are taken care of in the User Preferences dialog box. Other
preferences are available from the Tools button on the Action bar, as described in this task.
You have already used the Preferences dialog box to enable the spell checking of your mail
memos and to select your letterhead.

1. Open Preferences

Open your Mail database and click the Tools button on the Action bar. Select
Preferences, and the Preferences dialog box opens.

2. Add a Signature to Your Mail

Select the Mail tab and then the Signature tab. Enable Automatically Append a
Signature to the Bottom of My Outgoing Mail Messages. Either select Text and then
type the text of your signature in the Signature box or click HTML or Image File and then
enter the name of the file in the File box (or click Browse to search for the file).
3. Define Who Reads Your Mail

To allow other users to read your Mail, check your Calendar, or view your To Do list,
select the Access & Delegation tab in the Preferences dialog box and then select the
Access to Your Mail & Calendar tab. Click the Add Person or Group button to open
the Add/People Groups dialog box.

4. Let Someone Access Your Mail

It's nice to have someone in the office who can send mail messages for you if you aren't
 able to use Notes. That person, of course, should be someone you trust. Designate the
name of that person in item 1. Select Enter or Choose a User/Group to select one user
or group from an address book (you have to exit and start again to add another name or
group), or select Access Is for Everyone (option 4 disappears from the dialog box).

5. Specify Areas to Be Accessed

Your Mail database includes your Mail, Calendar, and To Do. After choosing the name or
group, or everyone, in item 2 select the portions of your Mail database to which they can
have access—All Mail, Calendar, and To Do; Only Calendar and To Do; or None.
6. Choose Extent of Access

After giving access to your Mail, you need to determine what the person or people can
do within the Mail. In item 3, select an option to set the limits to what someone can
do—read your mail, create mail documents, edit your mail, send mail on your behalf, or
delete documents. Click OK to accept the settings. Then click OK to close the
Preferences dialog box.
Task 7 How to Use Notes Minder
As long as you have Notes running, even if it is minimized, you will receive notification of any
new mail. If you exit Notes, however, you won't know that a new—and possibly urgent—memo
has been delivered to your Mail database. But Notes has a utility that notifies you of new mail
and issues any calendar alarms, even if Notes isn't running. That utility is called the Notes
Minder.

1. Start the Notes Minder

To start Notes Minder initially, click Start on the Windows taskbar and then choose
Programs or All Programs, Lotus Applications, Notes Minder. Notes does not have
to be open for you to do this. When the Enter Password dialog box appears, type your
Notes password and click OK.
2. See the Notes Minder Pop-Up

When Notes Minder is running, an envelope icon appears in the system tray of your
Windows taskbar. The current status or number of new mail messages received pops up
when you point the mouse at the icon. For example, the pop-up might say Mail last
checked at 10:00 PM. Double-clicking the icon launches Notes and opens your Mail
file.

3. View the Notes Minder Menu

To see the Notes Minder menu, right-click the icon. Then select Check Now to check the
 status of your Mail file. A dialog box opens, alerting you that you have new mail (if you
chose visible notification). The Notes Minder icon flashes red if there is new mail; it has
an X through it if Notes Minder can't connect to the server.

4. Get a List of Unread Mail

Select View Mail Summary from the Notes Minder menu to open a dialog box that
displays a list of the unread messages in your Inbox. Double-click one of the messages
to open Notes and display that message. To close the dialog box without viewing a mail
message, click OK.
5. Set Notes Minder Options

Select Properties from the Notes Minder menu to open the Options for Lotus Notes
Minder dialog box. Set the type of notification you want for new mail—Audible
Notification or Visual Notification for Mail, or both. Select Show Missed Alarms to be
alerted to Calendar alarms. Under Frequency, set how often you want Notes Minder to
check for new mail. Click OK.
6. Disable Notes Minder

To leave Notes Minder running but disable mail checking (in case you're temporarily
disconnected from the server, for example), right-click the Notes Minder icon and select
Enabled to make the check mark disappear. To enable it again, right-click the icon and
select Enabled.

7. Exit Notes Minder

To exit Notes Minder, right-click the icon and then select Exit from the menu. The icon
disappears from the taskbar.
Task 8 How to Open Someone Else's Mail
Opening someone else's mail isn't something you do casually—you have to have permission.
Normally, you don't have the rights to open anyone's Mail but your own. The owner of the Mail
file has to name you in her delegation preferences (as you learned in Task 6). What you can do
in that person's Mail file depends on the level of permission given you.

1. Open the Mail File

Before you open someone else's Mail, check with that person to see which level of
permission you have been given and where the Mail file is stored (if you have more than
one server in your organization). Then choose File, Database, Open to open the Open
Database dialog box.

2. Select the Home Server

The home server is the server on which your Mail database is stored. From the Server
 drop-down box, select the name of the person's home server.

3. Find the Mail Folder

In the Database list box, find the Mail folder (near the bottom of the list). Double-click it
to see the list of Mail files stored there.
4. Select the Mail File

Select the Mail file you need (they are listed alphabetically by first name), and then click
Open. If the owner of the Mail file has given you permission to open it, the Mail file will
open. Otherwise, you will be alerted that you don't have access to open that file.
5. Open Mail Documents

At the very least, the access granted you to someone else's mail allows you to read mail
of the other person. If you have permission to send mail on that person's behalf, the
memo will have that person's name as the sender with a note that it was sent by you.

6. Bookmark the Mail File

You won't be able to open the other person's Mail file by clicking the Mail
bookmark—that's your Mail file. If you will be handling this mail file often, you should
bookmark it so you can easily open it. Right-click the window tab for that Mail file and
select Create Bookmark. Then assign a location for the bookmark and click OK.
Task 9 How to Archive Old Mail
Your Mail file can get pretty big if you never delete messages, so you should do so periodically.
However, you'll want to keep some messages as reference, even though you don't need them
in your current Mail. You should archive the old messages, which saves them to another
database for safekeeping. Archiving can be done organization-wide or personally. Check with
your Domino Administrator to find out the policy in your organization. If you have access to
archive your Mail privately, you can choose how you want to archive it.

1. Open the Archive Settings

With your Mail database open, choose File, Database, Properties. The Database
properties dialog box opens. Click Archive Settings to open the Archive Settings dialog
box.

2. Add an Archive Criteria Setting

Click the Settings tab in the Archive Settings dialog box, and then click Add to create
new settings (select an existing criteria set and click Edit to make changes).
3. Specify Archive Criteria

Enter a name in the Descriptive Name of These Archive Criteria Settings box. Select
Copy Old Documents into My Archive Database, Then Clean Up This Database.
The name of the archive database is already created for you (click Archive Database to
change it). Then, select how you want to deal with the documents left in your Mail:
Delete Older Documents from This Database or Reduce the Size of Documents in
This Database (by removing attachments and either leaving only the summary or only
the summary and 40K of the message).
4. Decide What to Archive

Click the Select Documents button to open the Archive Document Selection dialog box.
If you want to archive all documents, choose whether you want those that haven't been
modified recently or those that are marked as expired. Set a time limit by entering a
number and selecting days, months, or years. To archive only certain documents, select
In These Views or Folders (select the views or folders, holding down Ctrl as you click
to pick more than one). Click OK to close the Archive Document Selection dialog box.
Click OK to close the Archive Criteria Settings dialog box, and then select Enable
Archiving.
5. Specify Where to Put the Archive

Click the Basics tab in the Archive Settings dialog box. By default, the archive database
is created on your local machine and documents are copied into it from the server. Click
Change to modify this. You can specify where the archiving is performed (On My Notes
Client or On the Domino Server) and where the archive database is stored (your local
machine or a server). Click OK.
6. Decide to Delete Responses

If you delete a document from your Mail database, you don't want the responses to that
document to remain in the database (if you do, you won't be able to tell where a
conversation began when you open a reply). To avoid this problem, click the Advanced
tab and select Do Not Delete Documents That Have Responses. Click OK to close the
Archive Settings dialog box.
7. Archive Old Mail

If you chose to have the server archive your Mail, that occurs automatically. To archive
locally, you need to tell Mail when you want the archiving to occur. To archive based on
your criteria, choose Actions, Archive, Archive Now (for selected documents, choose
Archive Selected Documents). You can also set up a schedule for archiving by
selecting Enable Local Scheduled Archiving (only on a local copy of your Mail).
Part 7. Using the Address Book

Task

1. How to Open Your Personal Address Book

2. How to Add and Delete Contacts

3. How to Create Groups and Mailing Lists

 4. How to Perform More Actions

5. How to Use Your Organization's Directory

6. How to Create an Internet Account

Like Mail, address books are databases. You store your email addresses and other contact
information in address book databases. You have at least two address books available to you:
the Personal Address Book and the company or organization address book (referred to
generically as the Domino Directory).

Your Personal Address Book has your name on it (for example, my address book is Dorothy
Burke's Address Book). It remains empty until you add contacts to it. In contrast, the Domino
Directory contains the addresses of employees in your organization. It has your organization's
name on it (for example, Stillwater Enterprises' Directory). Your Domino Administrator
maintains this address book. If your organization is large, it might have more than one Domino
Directory.

Task 1 How to Open Your Personal Address Book

Your Personal Address Book has four views. Contacts displays a document for each person.
The documents are listed alphabetically; you set whether you want it by first or last name. This
view shows each person's email address and phone numbers. The Contacts by Category view
shows the same information but groups the people into categories you create (family, vendors,
friends, and so on). The Groups view displays the names of mailing lists you created, and
Birthdays & Anniversaries show any birthdays or anniversaries you entered in the Contact
documents.

1. Use the Welcome Page Link

If you have the Basics Welcome page open, click the Contacts link to open your
Personal Address Book.
2. Use the Address Book Bookmark

If the Welcome page is not open (or even if it is), you can click the Address Book
bookmark icon on the Bookmark bar to open the Personal Address Book.
3. Use the Menu

Choose File, Database, Open from the menu to access the Open Database dialog box.
Select Local as the server. From the Database list, select the name of your address
book, and then click Open.

4. View Contacts Alphabetically

The Contacts view appears when you open your Personal Address Book. The names of
the contacts are listed alphabetically, along with their email addresses and phone
numbers. If the list is longer than the screen, use the alphabetic index to help locate the
name you want. For example, to find someone whose name begins with E, click the E in
the index to go to the first name in the list that begins with E.
5. See Categorized Contacts

You can view the same contacts grouped under category headings in the Contacts by
Category view. You create the categories and apply them when you create or edit the
Contact documents. To see the contacts under a category, click the twistie to expand the
category.
6. View Groups

When you open the Groups view, you see two groups that Notes automatically creates
for you: LocalDomainServers and OtherDomainServers. Don't delete these groups.
Notes uses them for security purposes. You won't be sending any mail to the servers.
However, you can add your own groups so you can send mail to a whole group at once
(such as the Associates group in my address book), instead of addressing it to each
individual.
7. Track Birthdays and Anniversaries

If you enter the birthdays or anniversaries of people in their Contact documents, those
dates display in the Birthdays & Anniversaries view. They are shown in date order.
Task 2 How to Add and Delete Contacts
The information you store about a person—name, title, company, and so on—is kept in a
Contact document. Each Contact document has four tabs. On the Business tab, you enter all
the information related to the person's work (company, job title, business address and phone,
and so on). You put information about the person's home address, home phone, family,
birthday, and anniversary on the Personal tab. The Briefcase tab contains any pictures or
attachments, plus comments about the person, and you specify the category for the person on
the Advanced tab.

1. Create a New Contact

With your Personal Address Book open, click New on the Action bar and select Contact.
Or, from the menu, choose Actions, New, Contact. A New Contact form opens.
2. Fill in Basic Information

Press Tab or use the mouse to move from field to field on the form. At the top, fill in
whatever information you have about the person. Select the appropriate choices from the
Title (Mr., Ms., Dr., and so on) and Suffix (Jr., Sr., II, and so on) drop-down lists.

3. Add the Email Address

Click the Email button to open the Mail Address Assistant dialog box. Select the type of
mail system the person uses, such as Lotus Notes or Internet Mail, and then click OK.
Another dialog box opens, where you enter the mail address information. Then click OK
to add the address to the Contact document.

4. Enter Business Information

 With the Business tab selected, you can enter any information about the person that
relates to work. You can either select a Company (if you have other people from that
company listed) or enter a name. Click the twistie in front of Additional Business
Information to enter more information, such as the company Web page.

5. Add Personal Data

You can add information such as the person's home address, home phone, spouse's
name, children's names, birthday, and anniversary on the Personal tab. If you enter the
birthday or anniversary, they will appear in the Birthdays & Anniversaries view.
6. Enter More Information

You can add attachments or add pictures to the Contact document on the Briefcase tab.
On the Advanced tab, you can select a category or enter a new one for this Contact.
Click Save and Close to save the Contact.
7. Remove a Contact

To delete a Contact document from your Personal Address Book, select the document in
either the Contacts or Contacts by Category view and click the Delete Contact button on
the Action bar. An X appears in the selection margin, marking the document for deletion.
When you refresh or close the Personal Address Book, an alert appears asking you to
confirm that you want to delete the document. Click Yes.
Task 3 How to Create Groups and Mailing Lists
Do you find yourself selecting several people for many of the mail messages you send? Are
they sometimes the same group of people? You can save time by creating a mailing list group
that includes people to whom you send similar messages. You might want a group for everyone
in your department or for the members of a committee, for example. After you create the group,
you can address mail to the group; that mail is then sent to each individual in your group. You
will have to maintain your member list to keep it current, however.

1. Open the Groups View

 Open your Personal Address Book, and then select the Groups view in the Navigation
pane.

2. Create a Group

Click New and select Group to create a new group. A new Group form opens.
3. Enter a Group Name

In Group Name, type a short descriptive name for your group. You will use this name
when you address mail.
4. Set the Group Type

You need to select the Group Type for your group (Multi-purpose is the default); click the
entry helper button on the field to open the Select Keywords dialog box. Groups can be
used for security purposes, and most of the group types relate to that purpose. You really
need a mailing list, so select Mail Only and click OK. The definition of the group type you
selected appears under Group Type Help on the right side of the form.
5. Add the Group Members

You can enter the names in Members, but if you click the entry helper button, you can
pick the names in the Select Names dialog box. Select the appropriate address book
from the Choose Address Book drop-down list. Then, select a name from the list and
click Add. To select more than one person, click in the selection margin in front of each
of the names and then click Add. Click OK.
6. Save the Group Document

Click Save & Close on the Action bar. The new mailing list group appears in the Groups
view.
7. Send Mail to a Group

In a new memo, type the name of the new group in the To field. (You can also select the
name of the group when you click Address.) Then, complete the memo as usual and
send it.
Task 4 How to Perform More Actions
Because the Personal Address Book stores information on people and groups, you can use it
as a starting point to perform operations—sending mail, scheduling meetings, printing labels, or
visiting Web pages.

1. Write a Memo

When you have your Personal Address Book open, you can send an email message to
any contact listed there. Select the contact(s) or group(s) to whom you want to address a
memo; then click Write Memo on the Action bar. A new memo opens addressed to the
selected people or group(s).

2. Schedule a Meeting

From one of the Personal Address Book views, select the people or groups you want to
invite to a meeting. Click Schedule Meeting on the Action bar. A new Meeting form
appears with the names you selected listed as the invitees. Enter the meeting
information and click Save and Send Invitations.
3. Add Contacts from Other Directories

If you need to add someone to your Personal Address Book who is already listed in
either a Domino Directory or an Internet directory (if you have access to one), you can do
that from the Contacts or Contacts by Category view. Click Directories on the Action
bar, and the Find People dialog box opens.

4. Select Who You Want to Add

From the Choose Address Book drop-down list, select the address book that contains
the name(s) you want. From the list of names, select the person you want (click in the
selection margin in front of each name if you want to select several). Type the beginning
letters in Find Names Starting with to help you locate a name. Click the button that has
a + and a book icon on it. A message appears saying that name has been added. Click
OK—if you don't see it right away, press F9 to refresh.
5. Visit a Web Page

If you have entered the Web page (home page URL address) for the contacts in your
Personal Address Book, you can visit the home page of a contact. Select the Contact
document in either the Contacts or Contacts by Category view. Click Tools on the Action
bar and select Visit Web Page.
6. View the Web Page

The Web page listed in the Contact document opens. To close the Web page, click the X
on the window tab for the Web page.
7. Print Labels

To print mailing labels for your contacts, select the ones you want from the Contacts
view. Then, choose File, Print. On the Printer tab, click Selected documents under
What to Print. On the Documents Style tab, select Print Multiple Documents on
Each Page, select a Label Format, and select a Paper Type. Click OK.
Task 5 How to Use Your Organization's Directory
In the Domino Directory for your organization, you can view all the users in your organization
and any organization-wide groups. Depending on the level of access your Domino
Administrator has assigned to you, you might be able to make changes to your own Person
document in the Domino Directory (such as updating your telephone number). Otherwise, only
the Domino Administrator makes changes to the Directory.

1. Open the Domino Directory

Choose File, Database, Open to access the Open Database dialog box. From the
Server drop-down list, select the name of your server, and from the Database list box,
select the name of your organization's directory. Click Open. The Directory opens to the
People view.
2. Bookmark the Domino Directory

If you don't already have a bookmark for the Domino Directory and didn't take the
opportunity to bookmark it from the Open Database dialog box, you can bookmark it
while the database is open. Right-click the Directory's window tab and select Create
Bookmark from the menu. Select the location where you want the bookmark stored, and
then click OK.
3. View People

The Domino Directory has two views that should interest you—Groups and People.
Select People from the Navigation pane to see a list of Person documents—at least one
for each person in your organization. You can sort the view by Name, Company, or Mail
Server; click the sorting triangle on the appropriate column heading to sort the list.

4. Open a Person Document

Double-click a Person document in the People view to open that person's document. The
information is organized quite differently from the Contact document in your Personal
Address Book, and more administrative information is included. Some of the personal
information, such as the person's birthday, isn't in the Domino Directory's Person
document.
5. Copy a Person to Contacts

Although for mail purposes you don't need to add people from the Domino Directory to
your Personal Address Book, you occasionally might do it so that you can store personal
facts about the person. Select the Person document and click Copy to Personal
Address Book on the Action bar.

6. Find a Group Member

If your Domino Directory has several groups, you might want to find the groups in which
you or another person is a member. From the Groups view, click Find Group Member
on the Action bar. Type the name in the Enter the Common Name You Want to Find
box, and click OK. A list of groups appears in the View pane; each one contains the
 name you typed.

Task 6 How to Create an Internet Account

When you want to search for email addresses in Internet directories such as Bigfoot or
Verisign, you need to set up a Lightweight Directory Access Protocol (LDAP) Internet account.
After you create the account, the directory is included in the Look in list in the Select Addresses
dialog box you use when you address mail. Setting up Internet accounts is not an easy task for
you to take on by yourself. You'll need some help from the Domino Administrator—especially
with the information you need to enter (such as account name, host server name, login name,
and password). In some organizations, you will not be able to set up your own Internet
accounts.

1. Open the Account Form

In your Personal Address Book, click the twistie in front of the Advanced folder in the
Navigation pane, and then click Accounts. Click the New button on the Action bar and
select Account. A new account form opens.
2. Give the Account a Name

In the Account Name field, type a name that describes the LDAP directory you want to
use, such as Bigfoot or Four11.
3. Enter the Server Name

In the Account Server Name field, type the hostname of the LDAP server. For example,
the Four11 server is ldap.411.com. You can find the information for the most common
servers in Help.
4. Enter Login and Password

If the host server requires a login name and password, enter them in the appropriate
fields. Then, select LDAP from the Protocol drop-down list. Don't change the SSL or
Only from Location(s) fields, unless instructed to do so by your Domino Administrator.
5. Set Protocol Configuration

Unless you are setting up Verisign, which needs NULL in the Search Base field, you
shouldn't have to change any of the settings on the Protocol Configuration tab unless
instructed to do so by the Domino Administrator.
6. Change the Port Setting

The Port Number on the Advanced tab is almost always 389, unless your Domino
Administrator instructs you to change it. Click Save & Close to save your settings and
set up the account.
Part 8. Using the Calendar

Task

1. How to View the Calendar

2. How to Print the Calendar

3. How to Create an Appointment

4. How to Record an Event

5. How to Note an Anniversary

 6. How to Store a Reminder

7. How to Add Holidays

8. How to Set Calendar Preferences

Keeping track of your schedule is an important business task (or personal one), especially
when you consider how much of your business day is taken up with meetings and the number
of business and personal obligations each of us has. As part of your Mail database, you'll find a
calendar in which you can keep entries for appointments (such as your dentist or doctor
appointments), meetings, events (such as conventions), and anniversaries (you won't forget
that again). Reminders are also part of the calendar; they give you a heads-up when you have
to be somewhere, have a meeting, or need to remember an anniversary.

Task 1 How to View the Calendar

The Calendar lists all your appointments, meetings, all-day events, reminders, and
anniversaries (each type of entry has a different color background). It displays them by days,
weeks, or months. When you point at a single calendar entry, a pop-up gives you the details of
the entry. Double-clicking an entry opens the calendar document that contains all the entry
information.

1. Open the Calendar

To open your calendar, click the Calendar bookmark on the Bookmark bar or the
Calendar link on the Welcome page.
2. Display a Date

To see a date other than the one displayed, use the date picker. If the date is in the
same month, click that day. Use the left and right arrows by the month title name to go
back or forward in the months; then click the day you want. To see today's date, click the
Today link below the picker.
3. Change the View Format

You can view the calendar in different ways, depending on how many days you want to
see at one time: One Day, Two Days, One Week, One Work Week, Two Weeks, Two
Work Weeks, One Month, or One Work Month. The One Work Week, Two Work Weeks,
and Work Month views do not show the weekends. Click the appropriate tab (Day,
Week, or Month), and then click the down arrow next to the tab name for a list of view
options. Today's date is always indicated.

4. View Time Slots

 The time slots automatically appear in the One Day, Two Days, and One Work Week
views and are set one hour apart by default. To see the time slots in any of the Week or
Month views, choose View, Show, Time Slots (the same menu command turns off the
time slot display). Scroll arrows show up at the right of the time slots.

5. Look Ahead or Back

When you have a Day or Week view displayed, you can move to the previous or next
page of the calendar by using the horizontal scrollbar at the bottom of the page. Click the
left or right scroll arrow to go back or forward one page in the calendar. Drag the scroll
box to move more than one page at a time; a pop-up shows you which date will be
shown when you release your mouse button.
6. View Entry Information

When you view the calendar in a Day format, you can see all the information about the
entry. In a Week or Month view, the entry information might be chopped off. To see all
the information, point at the entry and a pop-up displays the time, title, and location of the
entry.
Task 2 How to Print the Calendar
Having a calendar in Notes is really useful. However, sometimes you are away from your
computer, but you'd like to have your calendar with you. You can print out your calendar view, a
list of calendar entries, or one or more calendar entries.

1. Print Your Calendar

With your calendar open, choose File, Print. The Print Calendar dialog box opens.
2. Choose the Style

Print Calendar is automatically selected as what you want printed. From the Calendar
Style drop-down list, select how you want the calendar displayed: Daily Style, Weekly
Style, Work Week Style, Monthly Style, Rolling Style (prints just the dates specified in a
month-type format), Calendar List (prints the calendar entries in a list), or Trifold Style
(prints daily, weekly, and monthly in three panels for folding).
3. Set the Range of Dates

Under Print Range, select the From and To dates for the time period you want to print
(or Time and To times for Daily Style). If you were displaying the appropriate time period
in the calendar before you opened the Print Calendar dialog box, the correct dates might
already be there for you.
4. Decide What to Include

Click the Calendar Style tab. Under What to Print in Every Calendar Entry, deselect
any items you don't want included in the calendar entry—Icon, Start, dash (-), End, or
Subject/Location/Chair. Use the Up and Down buttons to change the order in which a
selected item appears in the entry. Click the Font, Size, or Style entry to make an
alternative selection; click Make Same to apply those attributes to all items. Under Style
Options select the options for how the calendar will display, such as Include Weekends
or Expand Rows, Time-Slots as Needed.
5. Choose a Page Type

Under Page Types, select the appropriate type that will fit in your day planner, if you
have one. Otherwise, select the Full Page option.
6. Preview the Calendar

Click the Preview button in the Print Calendar dialog box to open the Preview window,
where you can see a representation of how the calendar will look when you print it. Your
mouse pointer becomes a magnifying glass with a plus (+) sign in it. When you click in
the calendar, it zooms in on the preview; click again to zoom back out. Click Done to
close the Preview window. Click OK to print the calendar.
7. Print Selected Entries

In the calendar, hold down the Shift key and click each calendar entry you want to print.
Then, choose File, Print to open the Print Calendar dialog box and select Selected
Documents under What to Print. Click OK to print each of the selected entries.
Task 3 How to Create an Appointment
Appointments have a start and end time, can be set to repeat, and can be marked private so
that even those with access to your calendar cannot read the particulars about your private
appointments. Use appointments to mark your biweekly aerobics class, your kid's orthodontist
appointment, or an interview session with a potential employee.

1. Create an Entry

Open your calendar and click the New button on the Action bar. Select Appointment.
2. Fill Out the Form

In the Subject, enter a short descriptive name for the appointment. Enter a Location for
the appointment, especially if it isn't in your office. If you want your appointments sorted
by categories, enter or select a category in Categorize. Click <Enter the Description of
This Event> and type a more complete description of the appointment. Click the paper
clip icon to add any attachments.
3. Picking Times

In Start, enter the starting date of the appointment or click the date picker button to
select the date. Then, enter or select the starting time for the appointment (in the time
picker, slide the yellow time picker up and down to find the time and then click the green
check mark button). Select a time zone, if that's appropriate. Do the same for the End
values.

4. Repeat the Appointment

Some appointments are repeated, so you can select Repeats to set up the repetition.
Under Specify When the Meeting Repeats, choose the frequency (such as monthly).
Then in the second drop-down box, further define how frequently to repeat the
appointment. Specify a time period during which the repeating appointments will continue
by setting a Starting date. Then select To and set an end date, or select Continuing for
to set a number of repetitions. Specify any exceptions and then click OK. The
appointments are automatically entered in the calendar.
5. Set Entry Options

Select Mark Private to keep others from seeing the particulars of this entry, even if they
have permission to look at your calendar. The time period of the appointment will still
show up as busy time. If you select Pencil In, it tentatively reserves the time period for
this appointment, but people who can see your free time will see this time period as
available.
6. Get Notified

To get an alert when this appointment is due, select Notify Me or click the alarm clock
icon to open the Alarm Notification Options dialog box. The alarm is enabled unless you
select Disable an Alarm Notification Before This Event Occurs. In the Alarm Will Go Off
box, enter a number value and then select Minute(s), Hour(s), or Day(s). Next, select
Before or After. If you want more than just an alert box, either select Play Sound and
then choose a sound or select Send Mail Notification with Subject and then specify a
recipient. Click OK.
7. Save the Entry

Click the Save and Close button at the upper-left corner of the entry form.
Task 4 How to Record an Event
All-day events have at least one-day duration. Unlike appointments, you cannot specify a start
time or end time for the event. Events typically are used to schedule vacations, seminars,
conventions, and such.

1. Create an All-Day Event

With the calendar open, click the New button on the Action bar and select All Day
Event. An All Day Event calendar entry form opens.
2. Fill Out the Form

As with an appointment form, you must complete the Subject, Location, Categorize, and
Description fields. You can also add attachments, such as a convention agenda, by
clicking the paper clip icon.

3. Specify the Dates

You can specify the Start and End dates for the all-day event, but there are no starting
and ending times to enter for an event. Use the date picker or enter the dates for each
field. If the event lasts for more than one day, an event entry is made for each day.
4. Repeat the Event

If the event is held on more than one consecutive day, entering the Start and End dates
creates the repeated days. However, for an event that is held on a regular basis (such as
annually), select Repeats to open the Repeat Options dialog box. Select the frequency,
such as Yearly, and then define the frequency (such as Every Year or Every Other Year).
Then specify the Starting date and how far into the future you want the repeats to
appear in your calendar. Click OK.

5. Set the Event Options

 As with appointments, you can select Pencil In to tentatively hold the time period for the
event. Others viewing your calendar or free time will not see this time as busy. You can
prevent others from seeing the event by selecting Mark Private, but they will see the
time period as busy when they check your free time. Select Notify Me or click the alarm
clock icon to set up a notification alarm before the event occurs (as in Task 3, "How to
Create an Appointment").

6. Save the Event

Click the Save and Close button in the upper-left corner of the All Day Event entry form.
The event appears on your calendar.
Task 5 How to Note an Anniversary
An anniversary event is not just for wedding anniversaries. It is any occasion that has no time
value (duration) but needs to be marked, such as a birthday, a deadline marker, or a payday.
Anniversaries do not affect your free time as seen by your co-workers.

1. Create an Anniversary

With the calendar open, click the New button on the Action bar and select Anniversary.
An Anniversary entry form opens.

2. Fill Out the Entry

As with appointments and events, you must fill out the Subject, Description, and Start
 date. Note that there is no ending date and no time values.

3. Repeat the Anniversary

Repeats is automatically selected for anniversary entries. To set the repeat options, click
the Repeats button to open the Repeat Options dialog box. Then set the frequency,
starting date, and duration as you did for appointments and events. Click OK.
4. Set Your Anniversary Options

The Pencil In option is automatically selected for an anniversary, so your free time is not
affected by the anniversary when other people are checking to see whether you are
available. Select Mark Private if you don't want other people to see this anniversary
when they view your calendar.
5. Get Notified

Select Notify Me or click the alarm clock icon to set an alarm for yourself to help you
remember the anniversary. The Alarm Notification Options dialog box appears. Give
yourself sufficient warning (such as 1 day Before), and choose how you want to be
notified (an alert box, a sound, or an email). Click OK.
 6. Save the Anniversary

Click the Save and Close button in the upper-left corner of the Anniversary form. The
anniversary appears in the calendar.

Task 6 How to Store a Reminder

Reminders are notes to yourself to help you remember something you need to do, such as
return a telephone call or pick up the kids after school. They have a beginning date and time
but no ending time. Combined with alarms, reminders can keep you on your toes.

1. Create a Reminder

With the calendar open, click the New button on the Action bar and then select
Reminder. A Reminder entry form opens.
2. Fill Out the Entry Form

Enter a Subject for the reminder. Enter or select a start date, time, and time zone (if
needed, select Specify a Different Time Zone). Include a description of the reminder by
clicking <Enter the description of this event> and typing a brief explanation.

3. Repeat a Reminder

Do you have something to do that occurs on a regular basis, such as picking up the kids
after soccer practice on Tuesdays and Thursdays? Use a repeating reminder. Select
Repeats, and set the frequency, starting date, and duration in the Repeat Options dialog
box. Click OK.
4. Set Your Reminder Options

Unlike other calendar entries, reminders don't have a Pencil In option. You can select
Mark Private to keep others from seeing the particulars of this entry.
5. Set an Alarm

An alarm is particularly useful for reminders. Select Notify Me or click the alarm clock
icon to open the Alarm Notification Options dialog box. Set when the alarm will go off and
then choose how it will alert you—sound or email. You will always get an alert message
box. Click OK.

6. Save the Reminder

Click the Save and Close button in the upper-left corner of the Reminder form. The
reminder appears in your calendar.
Task 7 How to Add Holidays
Holidays don't appear automatically on your calendar, so if you want to know when Columbus
Day is it won't help to consult your calendar. You can add a single holiday as an anniversary.
However, Notes has sets of predefined holidays you can add to your calendar.

1. Import the Holidays

With your calendar open, click Tools on the Action bar and then select Import Holidays.
The Import Holidays dialog box appears.
2. Select a Holiday Set

From the list under Please Select the 'Holiday' Group(s) to Import, select the set of
holidays you want to add to your calendar.
3. Add Other Sets

You might want to display another set of holidays, such as Christian or Jewish, to see
where these religious holidays fall. If you often work with people in another country, you
might want to add their holidays to your calendar. You can select as many sets as you
want in the Import Holidays dialog box. Click OK to close the dialog box.

4. Confirm the Import

An Import Holidays confirmation box appears, stating how many holidays were added,
updated, or deleted from your calendar. Click OK.
5. Make a Holiday Busy

Holidays do not affect your free time; you still show as being available at that time. If you
want to make the holiday time show as busy, open the holiday entry (double-click the
entry) and deselect the Pencil In option. Save and close the entry.
 6. Modify a Repeating Entry

If you make changes to a holiday or any repeating entry, the Change Repeating Entry
dialog box appears. It asks how you want the changes you made to be applied to the
related recurring entries—just for this one instance, for all instances, this instance and all
previous instances, or this instance and all future instances. Select an option and click
OK.

Task 8 How to Set Calendar Preferences

By setting preferences for your calendar, you can establish your free time schedule so people
know when you are available, set the default for when you receive notifications, select the
interval for your time slots, and specify who can view or manage your calendar. You can also
set up the Day and Week views to display a second time zone or create an alternative calendar
to show a Hijri, Jewish, or Japanese six-day calendar.

1. Open Calendar Preferences

Most of the options you set for your calendar are in Calendar Preferences. With your mail
or calendar open, click the Tools button on the Action bar and select Preferences. The
Preferences dialog box opens.
2. Set Entry Defaults

Select the Calendar & To Do tab and then the Basics tab, if they aren't already
selected. Under Defaults for New Calendar Entries, select the type of calendar entry
that opens when you double-click a time slot (the default is Meeting), set the amount of
time you normally expect appointments or meetings to occur (the default is 60 minutes),
and set how long you want anniversaries to be repeated (the default is 10 years).

3. Create Your Own Categories

If you want to categorize your calendar entries but want to use categories other than
those Notes provides, type a list of your own categories under Personal Categories and
press Enter after each category. The categories you enter won't change previously
created entries.
4. Set Calendar Display

Click the Display tab. Select the times you want for the beginning and ending time slots
each day. From the Each Time Slot Lasts drop-down, select the time interval you want
to use (15, 30, or 60 minutes). If you don't want your Month view to start with the first
week of the month, select Start Monthly View with Current Week. The days displayed
in a work week are already set to Monday through Friday; select or deselect days to
match your own work schedule.
5. Establish Your Availability

Depending on your settings, other people might be able to view your calendar or at least
your availability for participation in meetings. To set what your normal working hours are,
select the Scheduling tab. Then select or deselect the days of the week you work, and
enter your normal working hours (the default is for a 9:00 a.m. to 5:00 p.m. day with an
hour for lunch). You can also choose a time zone (normally the same as you set in your
operating system).
6. Deal with Conflicts

If you want to be alerted if you schedule more than one appointment or meeting (or
accept a meeting invitation) for the same time period, select the option under Check for
Conflicts with Other Entries. The alert asks how you want to resolve the conflict. When
you don't select this option, both entries show in the same time slot. Another option
appears when you select the first Check for Conflicts option. Select that option to be
alerted if you attempt to schedule an entry outside your available times.
7. Enable Alarms

Select the Alarms tab. You can turn on default settings for each type of calendar entry
you select. Under How Far In Advance, set the number of minutes or days before the
entry start that you want to be notified.
8. Choose Entry Colors

Text and background colors are assigned to each type of calendar entry for quick
recognition. Select the Colors tab to choose the background or text colors you prefer.
For each entry type, select a background color or text color by clicking the drop-down
arrows in the appropriate fields. Select the Notes tab in the drop-down to pick from color
swatches; the RGB tab choices are Red-Green-Blue values. Click Restore Default
Calendar Colors to return to the original colors.
9. Decide Who Views Your Calendar

Select the Access & Delegation tab and then the Access to Your Mail & Calendar tab.
Click Add Person or Group to open the Add People/Groups dialog box. Choose a
person or group, or give everyone access. Then determine how much of your mail file
they can access—whether you want them to simply read calendar entries or be able to
read, create, edit, and delete entries. Click OK.
10. Who Can See Your Schedule

When people are scheduling meetings or using group calendars, your scheduling
information will show Info Restricted unless you grant some access. Select the Access
to Your Schedule tab. Determine who can see your schedule information—no one,
everyone, or the people you specify. Then decide what information they can see—only
whether you are available or busy, detailed information, or specify individuals who can
see detailed information while everyone else sees only whether you are available or
busy.

11. Access Other Calendars

If other people have given you permission to view or edit their calendars, click the
Shortcuts To Others' Mail tab. In Provide Shortcuts to the Following Users' Mail,
Calendar and To Do, enter or select the names of the people who have given you this
permission. When you are in the calendar, click the Tools button on the Action bar and
select Open Calendar For. Then select a name from the list in the Open Calendar dialog
box, and click OK to open the desired calendar.
12. Accept Preferences

After you have completed setting your calendar preferences, click OK to close the
Preferences dialog box.
13. Set International Preferences

Some user preferences also affect your calendar. Choose File, Preferences, User
Preferences from the menu. Click International on the left side of the User Preferences
dialog box, and then select Calendar. On this page you can select different start dates
for the calendar views, the date picker, and the pop-up calendars, as well as switch the
direction for the date picker and pop-up calendars.
14. Display a Secondary Calendar

If you want to use a non-Gregorian calendar as well as the standard one, select Hijri,
Jewish, or Japanese Six Day from the Secondary Calendar drop-down list. In the
Calendar, the secondary calendar's date displays next to each day's display. Select
None if you don't want to use the secondary calendar.
15. Display a Second Time Zone

In the Day and Week views, you can display a second time zone, which is helpful if you
have to work with people in a time zone outside your own. Select Display an Additional
Time Zone, and type a short name for both the Current Time Zone Label and the Time
Zone Label for the second time zone. Then select the second time zone from the Time
Zone drop-down list. Click OK to save your user preferences. The new time zone time
shows next to the local time in the time slots in the Calendar.
Part 9. Working with Meetings and Group Calendars

Task

1. How to Schedule a Meeting

2. How to See Who Is Available and When

3. How to Find Rooms and Resources

4. How to Reschedule, Confirm, or Cancel

5. How to View Participant Status

6. How to Respond to a Meeting Invitation

7. How to Create a Group Calendar

8. How to View a Group Calendar

 9. How to Change the Group Members

Lotus Notes is an ideal product for organizing group activities. Notes helps you schedule
meetings and invite participants and also helps you reserve rooms and resources for those
meetings.

You start by creating a meeting entry for your calendar. As part of the entry, you select the
participants. You can even view their free time (if they gave you that permission) so you can
pick the best meeting time. When you close the entry, invitations go out via mail to the
participants. The participants can respond to accept or decline the invitation, or even delegate
someone to come in their place.

Notes also has group calendars you can use to track the availability of the group members you
specified. This is perfect for a small department or a project group.

Task 1 How to Schedule a Meeting

When you decide that you need to hold a meeting, you should create a meeting entry in your
calendar. In the Meeting entry form, you define the date, beginning time, and ending time of the
meeting.

1. Create a Meeting Entry

Click the Calendar bookmark to open your calendar, and then click the Schedule a
Meeting button on the Action bar. A meeting entry form opens.
2. Define the Meeting's Purpose

In the Subject field, type a brief description of the meeting.

3. Enter Start and End Dates

For Starts or Ends, you need to specify the dates on which the meeting begins and
ends. You can type in the values manually, using the same format as the sample date, or
use the date picker. When you click the date picker, a small month calendar appears
from which you select the date. Use the left and right arrows to change the month. When
you select a Start date, the End date automatically changes to the same date.
4. Select Start and End Times

Although you can type the time values, using the time picker ensures that you use the
correct format. When you click the time picker button, a list of times appears. Drag the
yellow time picker up or down the list until it highlights the time you want. Click the green
check mark button to accept the setting. You must set both the Start and End times, but
Notes automatically calculates the Duration for you.
5. Set the Time Zone

Perhaps, you'd like to specify the time zone as Greenwich Mean Time (GMT) for the
benefit of international invitees. To specify a time zone other than local time for your
meeting, select Specify a Different Time Zone. Next, click the time zone picker button
next to Time Zone for Start Time. Select the time zone from the drop-down list, and the
same time zone will appear in the Time Zone for End Time field. The entry form also will
show you the local time value.

6. Provide a Description
You can give your invitees more information about the meeting in the Description area of
the entry form. If you have an agenda, type it in under Description or attach any related
documents by clicking Click to Append Attachment(s) or the paper clip button.
Task 2 How to See Who Is Available and When
After setting the meeting date and time in the Meeting entry, you should specify who to invite to
the meeting. Then, you need to check who will be available to attend the meeting at the time
you've set. If necessary, you can adjust the meeting time to fit into the schedules of those you
want to attend the meeting.

1. Invite the Attendees

In the Invitees section of the meeting entry form, enter the names of the definite
attendees in the Required field or click the Address Book button and select the names
from the Directory. In the Optional field, enter or select the names of people who receive
a meeting invitation but aren't necessarily required to attend. The names of people in the
FYI field receive an information-only notice of the meeting; other invitees can't see their
names.

2. Find the Best Meeting Time

To see if the meeting time you picked is the best or to get a recommendation for a better
time, click the Click to See Invitee, Room and Resource Availability link or the button
next to it. The Scheduler section expands. Select Summary to see a list of suggested
dates and times that might be better for holding the meeting. To switch to one of these
times, select it and click Use Selected Time.
3. Change the Time Period

When looking for the best times, there might not be a good time on the date you
originally selected. Click Suggested Times for Selected Day. You can have Notes look
for a better time and date within the next 7 days, the next 30 days, for the selected week,
or for the selected month by selecting the appropriate option. The currently selected
option has a check mark by it.
4. Change from Full Attendance

When the meeting has many invitees, you might not be able to find one time when
everyone is free to attend. However, you might be willing to settle for a time when most
people can attend. Click Check If All Required Can Attend and select the criteria for
who can attend—all, all required attendees, 75% of required attendees, or 50% of
required attendees. Then select the best time for that number of invitees.

5. See Schedule Details

In the Scheduler section, select Details to see a color-coded chart that shows when your
invitees are unavailable, already scheduled, available, or if no information is available
about the invitee's schedule. This gives you a better idea of what other activities the
invitees have that day. Any rooms or resources you selected also display on the chart. If
you have access to an invitee's calendar, you can double-click that name to open that
person's calendar.

6. Update Schedule Information

 Because people could be adding or removing calendar entries, you might want to update
the schedule information showing on your screen. You do that by clicking the Refresh
Schedule Information button, which displays in both the Summary and Details.

Task 3 How to Find Rooms and Resources

Part of creating a meeting invitation is to specify and reserve a room and any equipment to be
used for the meeting (called resources). To reserve rooms and resources in this manner, your
Domino Administrator must have set up the rooms and resources for you to access.

1. Reserve a Room

In the Meeting entry form, enter a location (site) where the meeting will be held. Then
type the name of the room you want to reserve in the Rooms field of the Where section,
or click the Address Book button at the right end of the Rooms field. The Rooms dialog
box opens.
2. Select the Room

From the list of rooms on the left side of the dialog box, select the room(s) you want to
use for your meeting. Click Add to add the selected room(s) to the list of rooms on the
right. Then click OK.

3. Find a Room

To find out which rooms are available at your meeting time and match the seating
capacity you need, click the Find Room or Resource button at the top of Meeting form
and select Find Room(s).
4. Search for the Room

When the Scheduler dialog box opens, it displays the starting and ending dates and
times for the meeting. Select the site where you want the meeting held. The # of
Attendees field shows the number of people you invited to the meeting. Click Search,
and the rooms that are available appear under Search Results. Select one and click OK.
If no choices appear, you might have to change your meeting time or date.
5. Reserve a Resource

Resources usually include audiovisual equipment needed for presentations and special
furniture such as podiums. Enter the names of the items you need in the Resources
field, or click the Address Book button to select from a list, as you did with rooms. The
Resources dialog box opens. Select the resources you need from the list on the left; then
click Add. Click OK when the list is complete.
6. Find a Resource

To select from a list of resources that are available at the time of your meeting, click the
Find Room or Resource button and select Find Resource(s). In the Scheduler dialog
box, select the site of the meeting. Click Category to specify the class of item you need,
such as video equipment. Click Search to get a list of available items; then select the
one you want and click OK. If the equipment you need isn't available, make other
arrangements or change your meeting schedule.
7. Set Up an Online Meeting

If your meeting will be held online, click This Is an Online Meeting. From the Type field,
select the type of online meeting you are planning—Collaboration, Moderated
Presentation/Demo, or Broadcast Meeting. In the Place field, enter or select the online
meeting place (URL). Click the Online Meeting Attachments button to select the files
you want to use for the meeting. When you click Save and Send Invitations, the
invitation memos will include a link to access the Sametime meeting place.
Task 4 How to Reschedule, Confirm, or Cancel
After the meeting invitations have been sent out, you manage the meeting by checking on the
status of the responses to your invitation, rescheduling the meeting when necessary, and
possibly sending mail memos that relate to the meeting. The Meetings view of your calendar
displays a list of meeting invitations—both the ones you issued and those sent to you by others.

1. Reschedule a Meeting

Open your calendar and click the Meetings tab to open the Meetings view. Select the
meeting you want to reschedule. Then click the Owner Actions button on the Action bar
and select Reschedule. The Reschedule Options dialog box opens.
2. Change the Meeting Time

Select new Start or End dates or times. If you need to consult the free time of your
invitees to see whether you chose a good time for everyone, click the Check Schedules
button. The Check Schedules dialog box appears.
3. Look for Best Times

Select Look for Best Times to show the best meeting times for the date you picked.
Click Suggested Times for Selected Day and choose a different time span to search if
you don't find a time that suits you. Select one of the suggested times and click the Use
Selected Time button to change the meeting time. Click OK.
4. Add Comments to the Notice

A notice of the change will automatically be sent to all the participants. To include some
remarks of your own on the memo, select Include Additional Comments on Notice in
the Reschedule Options dialog box. Click OK. A Reschedule Notice memo appears. Add
your message under Comments and click Send.
5. Confirm a Meeting

You might want to confirm the meeting to the invitees who have agreed to attend. Select
the meeting in the Meetings view and click the Owner Actions button. Select Confirm;
the Confirm Meeting dialog box appears and tells you a notice will be sent to all
participants. You also have an opportunity to add your comments to the notice (select
Include Additional Comments on Notice to open the notice memo). Click OK to close
the dialog box.

6. Cancel a Meeting

When you cancel a meeting, you must notify all the participants of the cancellation. By
canceling the meeting, you also remove the reservations you made for rooms or
resources. Select the Meeting document, click the Owner Actions button, and select
Cancel. The Cancel Options dialog box opens.
7. Set Cancel Options

To delete the meeting entry and all its related documents, select Permanently Delete
the Meeting and All Notices and Documents Related to the Meeting. If you don't
want to lose the information in the meeting document but don't want it on your calendar,
select Remove the Meeting from the Calendar View but Leave It in the Meetings
View. A cancellation notice will be sent out to all participants. Select Include Additional
Comments on Notice to add your remarks to the mail memo. Click OK.
Task 5 How to View Participant Status
Although the Meetings view displays response documents to meeting invitations, determining
whether all the invitees have responded and accepted isn't easy. You should quickly view the
status of the responses so you can take action if necessary.

1. Check Responses to Invitations

In the Meetings view, expand the meeting entry to see the list of responses. The thumbs-
up (accepted) and thumbs-down (declined) icons tell you immediately what a response
is. The text tells you whether the invitation was declined, accepted, or delegated to
someone else. You will also see any requests for further information.

2. Open a Response

Double-click the response entry in the Meetings view to open the response document.
The title of the document tells you immediately what the invitee's decision was, but
comments might be included that you should read.
3. Find a Participant Status

To get a quick view of who was invited, who has agreed to come, and who has refused,
select the meeting entry and then click the Owner Actions button. Select View Invitee
Status, and the Invitee Status dialog box opens.

4. View a Participant Status

You see a complete list of the invitees in the dialog box, plus the name of the chair (the
person who issued the invitation—you). Click Print to print the list. Then click Close to
close the dialog box.
5. Send a Memo to Participants

In preparation for the upcoming meeting, you might want to communicate with all the
meeting attendees about changes to the agenda or to provide details about the meeting.
Select the meeting entry in the Meetings view, and then click the Owner Actions button.
Select Send Memo to Invitees Who Have Responded. A new memo opens addressed
to all the invitees who accepted your invitation.
6. Remind Procrastinators

If you have a number of invitees who haven't responded to your invitation, you can send
them a memo reminding them that you are expecting a timely response. Select the
meeting entry in Meetings, click the Owner Actions button, and select Send Memo to
Invitees Who Have Not Responded. A new memo opens addressed only to those
invitees who haven't responded yet. Write your message and send it.

7. Contact All Invitees

If you need to contact everyone you invited to the meeting, select the meeting entry in
Meetings, click the Owner Actions button, and select Send Memo to All Invitees. A
new memo opens addressed to all the meeting invitees. Write your message and send it.
Task 6 How to Respond to a Meeting Invitation
When you receive an invitation to a meeting, you can accept or decline the invitation. Unless
prevented by the sender of the invitation, you also can propose a different meeting time that is
more suitable to you, or you can ask someone else to attend the meeting in your place. Your
response is sent as a mail memo to the person inviting you. If you accept the invitation, Notes
automatically makes a calendar entry for you.

1. Accept an Invitation

The meeting invitation arrives as a memo and appears in your Inbox. The subject of the
memo is Invitation followed by the name of the meeting. After you open the memo,
you can click the Check Calendar button to see what you are doing that day. If you
decide to accept the invitation, click the Respond button and select Accept. If you need
to send a message with your acceptance, click the Respond with Comments button
instead, and then select Accept.
2. Get More Information

You might not be ready to make a decision based on the information in the meeting
invitation. Click the Request Information button. A new mail memo opens, addressed to
the sender of the invitation, with Request Update and the name of the meeting as the
subject. Enter your questions under Comments and then click Send.
3. Decline the Invitation

If you haven't entered all your appointments into your calendar or haven't given access to
see your free time, the sender of the meeting invitation might not have realized you
weren't available. You can decline the invitation. Open the invitation memo and click
Respond or Respond with Comments. Then select Decline.

4. Delegate the Invitation

 When you aren't able to attend the meeting, you can ask someone else to go in your
place. You choose to delegate the invitation; the meeting invitation is then forwarded to
the person you designate (unless the meeting owner has elected to prevent delegation).
The person you delegate also has the right to accept or decline the invitation. To
delegate the invitation, open the invitation, click Respond or Respond with Comments,
and select Delegate.

5. Specify the Delegated Person

In the Delegate Options dialog box, enter or select a name under Who Would You Like
to Delegate This Request to? Click Check Schedules if you want to be sure that the
person is available to attend. Select Keep Me Informed of Updates if you want to
continue receiving update notices about the meeting. Click OK. A memo is then sent to
the person you've delegated, as well as to the meeting owner.
6. Propose a New Meeting Time

Unless the owner of the meeting has prevented counterproposals, you can propose a
different time to hold the meeting. Click Respond or Respond with Comments and
select Propose New Time. In the Propose Options dialog box, select a new date and
time, and then click OK. The meeting owner gets a memo with your counterproposal and
then can accept or decline it. If accepted, the meeting is rescheduled and notices go to
all invitees.
7. Tentatively Accept an Invitation

If you click Respond or Respond with Comments and select Tentatively Accept, Notes
adds the meeting entry to your calendar but enables the Pencil In option so the time still
appears as free in your schedule. When the owner checks the Invitee Status, your status
appears as Tentative.
Task 7 How to Create a Group Calendar
A group calendar displays the free-time schedules of a specified group of people. You quickly
see who in the group is available at a particular time, provided that everyone in the group keeps
their calendars up-to-date and grants permission for you to see their calendars or free time.
The group calendar you create is stored locally and isn't available to anyone else. Therefore,
each member of the group must create his own group calendar.

1. Open the Group Calendars Folder

You're ready to create a group calendar for the people you work closely with in your
department. Start by opening your calendar, clicking the down arrow next to Calendar,
and selecting View & Create Group Calendars from the drop-down menu.
2. Create a Group Calendar

Click the New Group Calendar button on the Action bar of the Group Calendars folder;
the New Group Calendar dialog box opens. Enter a Title for the group calendar.
3. Add the Member Names

In the Members box, enter or select the names of the people to be included in the group
calendar. Click OK, and the new group calendar document opens.

4. Open the Group Calendar

The new group calendar appears in the Group Calendars folder. Double-click it to open
the group calendar document.
5. Set Display Options

To adjust the display to suit your needs, click the Display Options button. The Options
dialog box opens.
6. Specify a Starting Time

By default, the first time that shows on the group calendar is 9:00 a.m. If your working (or
meeting) hours run differently, select a new Starting Time for the group calendar.
7. Select the Duration

The group calendar normally displays a day of 8 hours, from 9 a.m. to 5 p.m. By
changing the Duration, you can increase or decrease the number of hours displayed.
Click OK to accept your changes.
Task 8 How to View a Group Calendar
After the group calendar is created, you can view it to see when the other members of the
group are available or busy. Whether you can see this information or not depends on what level
of access you have to the calendars of the people in the group.

1. View a Group Calendar

Open your calendar and click the down arrow next to Calendar. Select View & Create
Group Calendars from the drop-down menu to see all the group calendars. For an
existing group calendar, such as New Products Project, select Open Group Calendar:
New Products Project. If you just created a new group calendar, it might not appear on
the list until the next time you open your Calendar.
2. View a Particular Date

Click the down arrow next to the date at the top of the group calendar, and select the
date you want to view from the date picker.

3. View the Group Calendar

The group calendar displays a schedule for about two weeks. Use the horizontal
scrollbar to move back and forth through the weeks. The legend underneath the
schedule explains what the colors mean.
4. Display Details of a Block

To display the details of any busy block on the group calendar, right-click the block and
select Open Entry for the time block.

5. See the Entry

 Provided you have the appropriate access to that person's calendar, you will see the
calendar entry below the schedule. You will know immediately whether this is an
appointment you can ask the person to change, if you need to ask her to do something.
Click the Close button if you want to close the group calendar.

6. Display an Individual's Calendar

If you need to view an individual's calendar, double-click the person's name. That
calendar appears below the group calendar, provided you have access to view that
person's calendar.
7. Print the Group Calendar

Click the Print Preview button on the Action bar. In the Print Calendar dialog box, the
Print Calendar to a Document option is already selected, as is the Calendar Style Group
option. Set the Print Range and Print Settings, and then click Preview. The printout, as
shown in the Preview, is only a listing of the days, who has entries on those dates, and
the times and subjects of those entries. You can print that list or forward it to someone
else.
Task 9 How to Change the Group Members
Groups rarely stay the same. Members come and go; projects begin and end. You need to be
able to change the group membership, as well as delete the group calendar when it is no
longer needed.

1. Edit the Group Calendar

From the Group Calendars folder, select the group calendar document you want to
modify and then click the Edit button on the Action bar.
2. View the Members

In the New Group Calendar dialog box, you see the list of current members. Click the
entry helper button at the bottom right of the Members box. The Select Names dialog box
opens, ready for you to modify the list of group members.
3. Add New Members

Select the address book that has the names you want to add from the Choose Address
Book drop-down list. Select the people you want to add as members from the list on the
left of the dialog box (type the first few letters of the name in Find Names Starting with
to help locate the name). Click Add to add them to the Names list.
4. Remove a Member

From the Names list, select the name of the person you want to remove from the group;
then click Remove. After you finish modifying the membership list, click OK to close the
Select Names dialog box. Then, click OK again to close the New Group Calendar dialog
box.
5. Delete a Group Calendar

From the Group Calendars folder, select the group calendar you want to delete. Click the
Delete button on the Action bar. Be sure before you do this because you can't get the
group calendar back; you'll have to re-create it.
6. Close Group Calendars

To close the Group Calendars folder and return to the calendar, click Close Group
Calendars on the Action bar.
Part 10. Working with To Do Items

Task

1. How to Create a To Do Item

2. How to Assign To Do Items to Others

3. How to Respond to a To Do Item

4. How to Convert a Mail Message to a To Do Item

5. How to View and Change To Do Status

In addition to handling your email and calendar, the Mail database has a way for you to track
projects and deadlines. It is your To Do List, a set of tasks you have set for yourself, tasks
you've assigned to others working under your supervision, or tasks assigned to you by your
supervisor. The To Do task appears on your calendar as well as on your To Do List so you can
view it as part of your overall schedule.

Task 1 How to Create a To Do Item

A To Do task has a starting date and a due date, plus a priority (high, medium, low, or none)
you assign to signify its importance. Therefore, when you look at your To Do List, you can
immediately see the status of your tasks—those not started, in progress, overdue, or complete.
Tasks can be personal (something you have to do) or group tasks assigned to others you are
overseeing.

1. Open the To Do List

To open your To Do list, either click the To Do bookmark on the Bookmark bar or click
the To Do List hot spot on the Welcome page. If your Mail is already open, click the
down arrow next to Mail and select Switch to To Do.
2. View the To Do List

There are several views in the To Do List. All To Do's display all the task documents;
Personal shows only the tasks you've given yourself; Group shows only tasks you've
assigned others or others have assigned to you; By Category lists the views by the
categories you gave them; Incomplete displays all tasks that aren't finished yet by status;
and Complete shows the tasks that are done.
3. Open a To Do Document

With a To Do view open, double-click a To Do document to open it. Each task document
has a subject, starting and due dates, and a priority. You can also categorize your tasks.
Additional information about the task appears in the description, as well as any attached
files relating to the task.
4. Create a Personal To Do

To create a new To Do task, click the New To Do Item button on the Action bar of any
view in the To Do List. A To Do Item form opens. You can also press Ctrl and click in the
view where the text Ctrl-Click Here to Add a New Document appears. This lets
you insert a subject; press Tab to open the Category field. Press Enter to save the
document. Open the new To Do document to insert details.
5. Fill Out the To Do Form

Enter the name of the task in the Subject field. Select or enter the date the task should
be completed in the Due By field, and insert the date the task begins in the Start By
field. Select a Priority (High, Low, Medium, or None), and select a Category. For a
Personal To Do, select Myself in the Assign To field. Enter additional text in
Description, where you can also attach files.
6. Repeat the Task

If the task occurs regularly, select Repeats. The Repeat Options dialog box opens.
Specify how often the event repeats (yearly, monthly, weekly, daily), and then qualify that
choice (if you selected Yearly, you could specify Every Other Year). Set how long you
want the repetitions to continue by entering the duration or specifying an end date. If the
task falls on a weekend, select if and when you want it moved. Click OK. (It is difficult to
change the repeating information later.)
7. Choose Options

In the To Do Item form, select Mark Private to keep others from seeing any details about
the task, even if you've given them permission to view your To Do List. Select Notify Me
to set an alarm that notifies you when the task due date approaches. Click Save and
Close on the Action bar to save the To Do Item document.
Task 2 How to Assign To Do Items to Others
In addition to tracking your own projects and tasks, you can use the To Do List to keep an eye
on assignments you've given to others. One glance at the To Do List tells you quickly which
tasks have yet to be completed and particularly which ones are overdue. When you assign a
task to someone, that person receives a mail memo telling him about the task. That person
then has the option to accept or decline the task.

1. Create a Group To Do

Creating a Group To Do task is similar to creating a Personal To Do. Start by clicking

New To Do Item on the Action bar from any To Do view. A new To Do Item form opens.
2. Assign It to Others

You fill out the form in much the same way you do a Personal To Do. To make the item a
Group To Do, select Others in the Assign To field. The Participants fields appear on the
form.

3. Assign Participants

In the Required field, enter or select (click the Address Book button) the names of
those people who you expect to complete the task. All participants will have the full range
of response options—Accept, Decline, Delegate, Propose New Date, and Completed.
Use the Optional field to enter participants who are not necessarily required to complete
the task but you want to notify. The people listed in the FYI field receive information-only
notices but are not given response options. Click Save and Send Assignments on the
Action bar to send a mail memo to each assignee.
4. Reschedule the To Do

To change the due date for a task and inform all the participants, select the task
document in a To Do List view. Click the Actions button on the Action bar, and select
Reschedule. In the Reschedule Options dialog box, enter or select a new Start By date
and Due By date. To add information to the memo that goes out to all participants, select
Include Additional Comments on Notice. Click OK.
5. Confirm a To Do

After you have added or removed some participants or changed what needed to be
done, you might want to confirm the task for all the current assignees. Select the task
document from a To Do view and then click the Actions button on the Action bar. Select
Confirm, and the Confirm Meeting dialog box alerts you that a memo will be sent to all
assignees (you also might decide to add more comments). Click OK.

6. Send Mail to the Assignees

If you need to communicate with the participants in a task, you can easily send them a
mail memo. Select the task document in a To Do view and click the Actions button on
the Action bar. Select Send Memo to All Invitees, Send Memo to Invitees Who Have
Responded, or Send Memo to Invitees Who Have Not Responded. The new memo is
addressed appropriately, so all you have to do is enter the body text and click Send.
7. Cancel the Task

Although you can delete a task document by selecting it in a view and then clicking the
Delete button on the Action bar, you should cancel a group task so notices are sent to
the participants. Select the task document, click Actions on the Action bar, and select
Cancel. The Cancel Options dialog box opens. Decide whether you want to permanently
delete the To Do and all related documents or just remove it from the calendar. Click OK.
Task 3 How to Respond to a To Do Item
When you receive a task assignment, you have the option of accepting the assignment,
declining it, delegating it to someone else, or proposing a new time frame. The assignment
memo appears in your Inbox with To do at the beginning of the Subject. The same item also
appears in your To Do List. It won't appear on your calendar until you accept the assignment.

1. Accept the Assignment

Open the memo announcing the To Do task. Accept the assignment by clicking the
Respond button on the Action bar and then selecting Accept. A memo is sent to the
assignor noting your acceptance. To accept the assignment but add some text of your
own to the response memo, click the Respond with Comments button and select
Accept. At any time, if you need more information about the task, click Request
Information to receive updates on the task.
2. Decline the Assignment

It's nice to know that you still have the opportunity to refuse an assignment. However, if
you feel that you must explain why you are declining, click Respond with Comments
and select Decline so you can add your own text to the refusal memo. Otherwise, click
Respond and select Decline. A memo is sent to the owner of the task noting that you
declined the assignment.
3. Delegate the Assignment

A task might need to be done, but you aren't able to do it personally. However, you might
know just the person to get it done. In this case, click Respond or Respond with
Comments and select Delegate. The Delegate Options dialog box opens.

4. Name Your Substitute

Under Who Would You Like to Delegate This Request to?, enter or select the name
of the person you think could handle the task in your place. If you still want to know
what's going on with the task, select Keep Me Informed of Updates. Click OK. The
person you delegated receives email notification and also has the choice to accept or
decline the assignment. The task owner, meanwhile, gets a notice that the task has been
delegated.
5. Propose a New Date

The deadline time might not be convenient for you, or you might realize that it's
unrealistic and needs changing. Click Respond or Respond with Comments and select
Propose New Date.

6. Suggest a New Date

In the Propose Options dialog box, select or enter a new Start By or Due By date; then
click OK. An email notification of your counterproposal is sent to the owner of the task.
7. Get a Proposal Response

An email notification of your counterproposal gets sent to the owner of the task. If the
owner clicks Accept Counter, a notice is sent to all assignees informing them that the To
Do item has been rescheduled. When the owner clicks Decline Counter only you, the
person who proposed the change, get a memo saying the counterproposal was declined.
Task 4 How to Convert a Mail Message to a To Do Item
Too often, a task that needs to be completed doesn't arrive in the form of a To Do assignment.
Instead, it comes as part of a regular mail memo. You therefore need to make a To Do item for
yourself so you can track it and add it to your calendar.

1. Identify a Memo for Conversion

A mail memo that says you need to have something done in a specific time frame is an
ideal candidate for conversion to a To Do item. Start by selecting the memo in the view
or by opening the memo.
2. Copy a Memo to a To Do

To create a To Do item from the memo or from a view, click the Copy Into New button
on the Action bar and select New To Do. A new To Do item opens.

3. Define the To Do Item

 The new To Do form has the same Subject as the mail memo you received, and the
body of the memo appears in the Description. You can change or add to those fields.
You will have to set the Due By and Start By dates and the Priority. Whether you
assign the task to yourself or to others is another decision you must make. You might
even decide you need more than one To Do item to handle all the assignments involved.

4. Enter Your Own Description

The original text of the mail memo body appears in the Description area of the new To
Do item. You probably will have to create a more specific description to define the task to
be accomplished. Just click in the Description and edit the text, adding or deleting as
necessary.
5. Add Others to Group To Do

Select Others in the Assign To field. Enter or select the names of the people you think
could best help you with the project in the Required field, using the Optional field for the
marginal people who need to be kept up-to-date in case they are needed. In the FYI
field, you might enter the name of the person who sent you the original memo, so she is
kept informed on the progress of the task.
6. Set Notification Options

If you want to be reminded of the due date, select Notify Me to open the Alarm
Notification Options. In Alarm Will Go Off, enter a number, select Day(s), and select
either Before or After. Then choose whether you want to be alerted by a sound or an
email notification or both by making the appropriate selections under What Happens
When Alarm Goes Off. If you select Send Mail Notification with Subject, you can specify
recipients of the alarm, such as yourself and the other members of the task group. Click
OK.
7. Send the Assignments

Click Save and Send Assignments on the Action bar to send assignment memos out to
the participants.
Task 5 How to View and Change To Do Status
You need to keep on top of the tasks you've assigned yourself to make sure that you do them
before the deadline. This is even more important when you have assigned tasks to others
because you need to watch their time as well as yours. You need to get their responses back in
a reasonable time frame so the work starts in a timely fashion. Also, you have to mark the To
Do item as completed when you know all the work is done.

1. View Participant Status

When you have a Group To Do item, you need to keep track of everyone who is working
on the project. To quickly see who has or hasn't responded to the assignment and what
their answers were, select the item in the view and click Actions on the Action bar. Then
select View Invitee Status.
2. See Who Has Responded

The Invitee Status dialog box opens to show a list of everyone you assigned to the
Group To Do, what their roles are (Required or Optional), if they have responded, and
what their responses are. Click Print to print the Invitee Status list. Click Close to close
the dialog box.
3. Use the Incomplete View

The All To Do's, Personal, and Group views in the To Do List are all organized by
priority—High (1), Medium (2), Low (3), or None. The Incomplete view, however, is
organized by status (Not Started, In Progress, Overdue) and then by priority. The view
shows only the tasks that aren't finished yet. Expand a To Do item to see all the
responses to it displayed beneath it. The subject of the response tells you the answer to
your assignment; open the responses to see any comments.
4. View Items by Due Date

Sometimes you need to know which To Do items are approaching their due dates. Open
the All To Do's view and click the sorting triangle next to the Due Date column header.
That sorts the view by due date, instead of by priority.
5. Mark a To Do As Completed

When you finish a task, you should mark the To Do as complete. For your Personal To
Do items, you either select the item in a view and click the Mark Complete button on the
Action bar or click the Mark Complete button in the open To Do document.
6. Complete a Group To Do

If you have finished your portion of a Group To Do assigned to you, select the To Do
item from a view and click Mark Complete. In the dialog box that opens, select Keep Me
Informed of Updates to be notified about any changes to the task. To send comments
to the assignor of the task, select Include Comments on the Reply Message. Click OK.
The task owner gets an email memo saying you have completed your assignment, which
also appears in the owner's To Do views.
7. Mark Group To Do Complete

As the owner of the To Do item, you can mark it complete after all the participants notify
you that they have finished making their contributions. Either from a view (with the
document selected) or in the open document, click Mark Complete on the Action bar.
The task status changes to Complete. The Complete check mark shows for the To Do in
the To Do Lists of all participants.
Part 11. Editing Documents

Task

1. How to Edit and Save Documents

2. How to Use Different Types of Fields

3. How to Find and Replace Text in Documents

4. How to Set Fonts, Size, and Style of Text

5. How to Format Paragraphs

6. How to Create and Apply Styles

7. How to Create Headers and Footers

All data in Lotus Notes is stored in documents; your mail messages, calendar entries, and
address book contacts are all documents. As you work in Notes, you create new documents,
edit existing documents, enter text, make selections, and save documents. Because other
people read the documents you create and edit, you want to make them visually appealing and
easy to read by applying the appropriate formatting. If you are experienced in word processing,
you'll find the tasks in this part of the book easy, but don't skip them—you'll find some great
shortcuts and skill builders here.

Task 1 How to Edit and Save Documents

Much of the time, you work with documents in read mode. In this mode, you can look at a
document and read its contents, but you cannot change its contents. Sometimes you need to
add or change data in existing documents. To modify a document, you have to put it into edit
mode. After making your changes, you save the document.

1. Open a Document in Read Mode

When you open an existing document, most likely it is in read mode. How do you know a
document is in read mode? One clue is that you don't see the brackets that mark the
fields. However, some documents don't display those brackets; they have boxes for field
information instead. Another test is to try to enter new data: The cursor won't move, or if
it does, the text doesn't appear when you type. The following form is in edit mode.
2. Change to Edit Mode

There are several ways to put a document into edit mode, but not all methods are
available for all databases. One method is to choose Actions, Edit Document from the
menu (the keyboard shortcut for that command is to press Ctrl+E). After you use this
command, a check mark appears in front of the Edit Document command in the menu.
Selecting the command again puts the document back in read mode.

3. Use the Context Menu

 Another way to place a document in edit mode is to right-click the open document and
select Edit from the context menu that appears. You can avoid the menu altogether by
double-clicking in a blank area in the middle of the document to put it in edit mode (take
care not to double-click some field, object, text, or attachment).

4. Use an Action Button

In some applications, you will see an Edit Document button on the Action bar, although
the wording on the button might be slightly different. You can also use the Edit Document
button on the Universal toolbar.
5. Save a Document

After creating or editing a document, you should save the document. Choose File, Save
from the menu or press Ctrl+S to save the document but not close it.
6. Use Action or Toolbar Buttons

The Action bar in your document might display a Save Document button; the wording on
the button might be slightly different, such as Save and Close, Save, Save and Send,
and so on. Click that button to save the document. You can also click the Save button on
the Universal toolbar.
7. Press Esc

When you press Esc for most documents, a dialog box appears asking whether you want
to save your changes (except with a mail memo, where additional options are offered).
Click Yes to save and close the document. Click No to close the document without
saving it, or click Cancel to return to the document without closing or saving it. Clicking
the Close button on the document window tab (the X) or choosing File, Close from the
menu also brings up the same dialog box.
Task 2 How to Use Different Types of Fields
Notes forms contain several types of fields you use to enter or select data. Some fields display
as white boxes in which you enter information (such as the To field in a mail memo). Other
fields are marked by gray square brackets—you type between the brackets. Other fields offer
choices such as check boxes, radio buttons, lists, or drop-down lists. You should be familiar
with the common types of fields so you know how to use them.

1. Enter Text

You enter text in fields that are marked by gray, square brackets or that are displayed as
white boxes (like the To field in a mail memo). In the following Contact Information Sheet,
type the Company Name in the text field. Press Tab to move the cursor to the next field;
press Shift+Tab to go to the previous field. Press Ctrl+Home to go to the first field in the
form or Ctrl+End to go to the last field.
2. Enter Dates and Times

A date or time field can also have square brackets, or it can be a white box with a date or
time picker that you click to select the value. How you enter the date or time depends on
the language you are using.
3. Enter Formatted Text

Generally, the text you enter is formatted by the application. However, you can add
formatting in one type of field—a rich text field. The body of a mail message is a rich text
field. When your cursor is in a rich text field, the Text menu has all the choices available,
the Edit Document toolbar tools all display, and the font choice appear on the Status bar
(if you have that option selected in Status bar preferences). Rich text fields can also
contain attachments, tables, sections, and pictures.

4. Enter Numbers

The appearance of number fields, such as quantity or price, doesn't differ from a text
field. In a number field, however, you can't enter text. If you enter text in a number field,
you see an error message when you try to save the document. You have no choice but
to click OK and then replace the text with a number before you try saving the document
again. You can save the document if the number field is blank, unless the designer has
made that a required field.
5. Make Choices

Several types of fields in Notes allow you to select an option. Check box fields let you
select more than one item; radio button fields let you make only one selection. Click the
up and down arrows in a list box to see the options, and in a combo box field, click the
down arrow to choose from a drop-down list. When you click the down arrow next to a
color field, you select the color swatch you want from the palette of colors.
6. Select from a Dialog List

Another type of field that offers choices is a dialog list. When you click the entry helper
button next to the gray brackets (the little down arrow), the Select Keywords dialog box
opens. From some dialog lists, you can make only one choice. In the following example,
you can click to the left of the options to select the ones you want. Some dialog lists,
such as this one, also allow you to enter a choice if the one you want isn't listed. Click
OK and your choices appear in the field.

7. Choose Names

Similar in appearance to a dialog list field, a names field enables you to select a name,
usually from an address book. When you click the entry helper button, the Select Name
dialog box opens. Select the address book you want to use and then select the name.
Click OK.
Task 3 How to Find and Replace Text in Documents
As you work with a document, you might have to find specific text to read about a topic to refer
to the page on which it appears or to replace that text with new text (such as replacing one
person's name with someone new). The Find command locates text within the document; the
Replace command replaces that text with a word or phrase you supply.

1. Find Text

To just find text, the document can be in read mode. However, if you plan to also replace
text, the document must be in edit mode. Place your cursor at or near the top of the
document. Then choose Edit, Find/Replace to open the Find Text in Document dialog
box.
2. Define a Search String

In the Find text box, type the word or phrase you want to find. The text you type is called
the search string. Click Find Next to find the first instance of the search string in the
document. If that instance isn't the one you're looking for, click Find Next again. After
you locate the text you want, click Close.
3. Refine the Search

To make your search more specific, click Find Options in the dialog box. Select Case
Sensitive to find text that exactly matches the capitalization of the search string. Enable
Accent Sensitive to match words that incorporate accents, as opposed to words that
are unaccented. Select Whole Words to find the search string you entered only when a
space precedes and follows the word (so you find "ten" and not "often" when searching
for "ten").

4. Define the Direction of Search

In the expanded Find Options section of the dialog box, select Wrap at Start/End to
continue the search at the top of the document after it reaches the end (useful if your
 cursor wasn't at the top when you started the search). From Direction, select either
Forward to search from your cursor down to the end of the document or Backward to
search from your cursor up to the beginning of the document.

5. Find and Replace Text

To search for and replace text, open the Find Text in Document dialog box and type the
text you want to replace in the Find box. Enter the replacement text in the Replace box.
Select any necessary options to refine your search; then click Find Next.

6. Replace the Text

After Notes locates the text you want to replace, click Replace to substitute your
 replacement text for the search string text. Click Find Next if you don't want to replace
that instance of the search string but want to locate the next instance. If you want to
replace every instance of the search string without stopping at each one, click Replace
All. You will be alerted that Replace All cannot be undone; click OK to continue.

7. Complete the Search

When Notes has found the last instance of the search string and replaced it, the Find
String dialog box appears saying that Notes has finished the search. Click OK.
Task 4 How to Set Fonts, Size, and Style of Text
You can change the appearance of the text—formatting—in any rich text field to make your
documents more interesting or attractive or to emphasize important points. Formatting includes
fonts (typefaces), font sizes, font colors, and font styles (bold, italic, underline, and so on).
When you apply formatting you normally select the text first and then select the attribute to
apply. If you don't select the text first, any formatting you choose applies to any text you type
from that point on.

1. Use the Status Bar

One easy way to select the font you want to apply to the text is to click the Font button
on the Status bar. The button displays the name of the current font whenever your cursor
is in a rich text field. When you click Font, a pop-up list of available fonts appears. Select
the font you want to use. To set the size of the font, click the Font Size button on the
Status bar and select a size. To add Font or Font Size to your Status bar, right-click the
bar and select Font or Font Size from the context menu.
2. Use the Text Menu

Open the Text menu and select the font characteristic. Select Effects to see additional
attributes: Shadow, Emboss, Extrude, Superscript, or Subscript. Select Enlarge Size or
Reduce Size to increase or decrease the font size in increments.
3. Use the Keyboard Shortcuts

You can apply a limited number of characteristics with keyboard shortcuts. Press Ctrl+B
for bold, Ctrl+I for italic, Ctrl+U for underline, Ctrl+T to return to normal text, F2 to
increase the font size, or Shift+F2 to decrease the font size. If you can't remember these
shortcuts, you'll find them listed in the Text menu.
4. Use the Toolbar

The Edit Document toolbar has buttons for font, font size, bold, and italic. Clicking the
Bold or Italic button applies or removes that characteristic. Select a Font or Font Size
from the appropriate drop-down list to apply it (the current font and font size appear in
the boxes).

5. Right-Click the Text

 Right-click any selected text to display a context menu. The font styles Italic, Bold, and
Underline appear on the menu, as does Color. Choose the attributes you want to apply
to the selected text.

6. Use the Text Properties Box

Choose Text, Text Properties from the menu to open the Text properties box. Select
the Font tab, if it isn't already showing. Select the Font, Size, Style, or Color you want
to apply to the text. The attributes are applied immediately.
Task 5 How to Format Paragraphs
In Notes, as in word processing, a paragraph is defined as one or more lines of text followed by
a hard return (which you create by pressing Enter). Paragraph formatting applies to the entire
paragraph, not just the selected text. You can either select the paragraph(s) you want to format
or place your cursor in the paragraph about to be formatted. Remember that the document
must be in edit mode before you can do any formatting.

1. Align Paragraphs

Choose Text, Align Paragraph and then select the alignment option you want. Select
Left to align the paragraph so it is even on the left margin, select Right to align the
paragraph on the right margin, select Full to align on both margins, select Center to
center the paragraph between the margins, or select No Wrap to prevent a paragraph
from wrapping to the next line when the window size changes.
2. Set Indents

To indent an entire paragraph one tab stop to the right of the left margin, choose Text,
Indent or press F8; choose Text, Outdent or press Shift+F8 to move the entire
paragraph one tab stop to the left. To indent or outdent only the first line of the
paragraph, choose Text, Text Properties to open the Text properties box. Then click the
Paragraph Alignment tab, click the Indent or Outdent button, and enter the amount of
the indent or outdent.
3. Use Lists

In a list, the first line of each item is preceded by a sequential number or a symbol (such
as a bullet). To turn a set of selected paragraphs into a list, choose Text, List and select
what you want to use.

4. Set Paragraph Spacing

You can set three types of paragraph spacing: Interline spacing is the space between the
lines in a paragraph; Above and Below apply to the spaces between the paragraphs and
add the space in relation to the current paragraph. The settings are Single, 1 1/2, or
Double and are available on the Paragraph Alignment tab of the Text properties box.
5. Set Margins

In the Text properties box, select the Paragraph Margins tab. You can set both the Left
and Right margins (which is especially helpful if the document gets printed). Select
Absolute to set the margins in inches, or select Relative (%) to set the margins as
percentages of the current window width.

6. Set Tabs

Choose View, Ruler to turn on the ruler. Click the ruler to place a tab on it; drag the tab
marker to position it. Right-click the ruler to add a tab that is right, center, or decimal or to
delete a tab. You can also set the tabs on the Paragraph Alignment tab of the Text
properties box. For Individually Set tabs, type L, R, C, or D and the tab position; separate
 settings with semicolons. Or, select Evenly Spaced and enter an interval measurement
(such as every 0.5 inch).

7. Use the Toolbar

The Edit Document toolbar has several buttons you can use to format paragraphs.
Task 6 How to Create and Apply Styles
Preparing long documents or documents that need to have a similar look can be tedious if you
must keep applying the same set of font and paragraph attributes over and over (especially if
you don't remember what you set previously). Instead, define a style that is defined as having
those attributes and just apply the style whenever you need that attribute set (such as a
heading).

1. Create the Style

Start by formatting a paragraph with the text attributes you want for the style. Select the
paragraph, and then open the Text properties box by choosing Text, Text Properties.
Select the Paragraph Styles tab, and then click the Create Style button. The Create
Paragraph Style dialog box opens.

2. Name the Style

In the Style Name box, enter the name you want to assign the style. Select Include
Font in the Style to incorporate the font of the selected paragraph as part of the style
definition. If you want to use this style in other documents, select Make Style Available
for All Documents.
3. Set Up a Style Cycle Key

One way to apply styles to a selected paragraph is to use the Style Cycle key by
pressing F11. Keep pressing F11 until the desired style is applied. To add your new style
to the list of styles that F11 cycles through, select Assign Style to the Style Cycle Key
(F11). Click OK to save the style.

4. Apply the Style

 Select the paragraph to which you want to apply the style. Choose Text, Apply Style,
and select the name of the style. If you have the Text properties box open, click the
Paragraph Styles tab and then click the style name to apply the style to the selected
paragraph. You can also press F11 until the style is applied to the paragraph (or click the
Style button on the Edit Document toolbar). Or, if the Paragraph Style button is available
on your Status bar, click the button and select the style from the pop-up menu.

5. Redefine a Style

To change the formatting of an existing style, modify a paragraph to give it the formatting
you want the style to have. Then open the Text properties box, select the Paragraph
Styles tab, and click the Redefine Style button. In the Redefine Paragraph Style dialog
box, select the style you want redefined and then click OK.
6. Delete a Style

If you decide you no longer need a style, open the Text properties box, click the
Paragraph Styles tab, and click the Delete Style button. The Delete Paragraph Style
dialog box opens. Select the style you want to delete and click OK. The paragraphs that
had been assigned that style retain their current formatting but are assigned None as
their paragraph style.
Task 7 How to Create Headers and Footers
When you prepare a document for printing, you might want to include headers or footers to help
identify the printout. A header is text that appears at the top of each printed page; a footer is
text that appears at the bottom of each printed page. You can preview the header and footer
text if you have the document open when you choose File, Print Preview.

1. Open Document Properties

With the document open or selected in a view, choose File, Document Properties from
the menu. The Documents properties box opens. Click the Printing tab and select
Header or Footer, depending on which you want to create.
2. Enter the Text

In the Header/Footer Text box, type the text you want to appear in the header or footer
for the document. The text is automatically left-aligned. If you want to center the text,
click the Insert Tab button before you type to insert a vertical bar (|). A second vertical
bar tells Notes to right-align the text. The vertical bars don't print. Click the check mark
next to the text box to indicate the text is complete.

3. Insert a Page Number

 In the Header/Footer Text box, move the cursor to the position where you want a page
number to appear. Click the Insert Page Number button. The text &P appears at the
cursor location as the page number placeholder. If you want text to accompany the page
number, type it first and then insert the placeholder (such as Page #&P). With your
cursor after &P, add of and then click the Insert Total Number of Pages button so &Q
appears. When printed, the text will then appear as Page #1 of 10.

4. Insert the Date and Time

You can also insert the date into the header or footer text. Put your cursor where you
want the date to appear and click the Insert Date button. The date placeholder text &D
appears. To add the time, click the Insert Time button and the &T placeholder appears.
When the document prints, the current date and time will be printed in the header or
footer.
5. Add the Window Title Bar Text

In some Notes applications, the name of the document appears in the title bar of the
window. You can add that name to your header or footer text by clicking the Insert Title
button. The title placeholder &W appears in your header or footer text at the cursor
position.
6. Set the Formatting

In the Format area of the Document properties box, select the Font, Size, and Style for
the text in the header or footer. Your selection applies to the entire header or footer. You
can't select part of the text and apply formatting to only that selection.
Part 12. Enhancing Documents

Task

1. How to Insert Tables

2. How to Format Tables

3. How to Configure the Table

4. How to Use Tabs and Captions

5. How to Create Collapsible Sections

 6. How to Create Document, View, and Database Links

7. How to Create Text Pop-Up and Link Hotspots

8. How to Add Graphics to a Document

Authoring a document in Notes is not just a matter of putting a set of words together and saving
them. Many documents in Notes are shared (such as in an employee handbook database, a
proposals database, or a client database). You should give the same care to a Notes document
you are creating as you would to a word processing document you print out. In addition to
formatting to improve the appearance of documents, you can make them more interactive with
collapsible sections and links to other sources. Tables help present information cleanly in
columns and rows.

Task 1 How to Insert Tables

Tables organize information into columns and rows that help readers view and digest important
information. Table data is contained in cells, which are the rectangles made by the intersection
of the columns and rows. Each cell is independent of all the other cells. You have control over
the size and formatting of each cell, and a table cell can contain text, graphics, and just about
anything that a Notes document can contain.

1. Create a Basic Table

Create a new document or open an existing one in edit mode. Place the cursor in a rich
text field, such as the body of a mail memo, at the point where you want the table to
appear. Choose Create, Table from the menu, or click the Insert Table button on the
Edit Document toolbar. The Create Table dialog box opens.
2. Specify the Table Size

Enter the Number of Rows and Number of Columns you want your table to have. For
the table width, select Fits to Window if you want the table to stretch or shrink
horizontally to fit the window in which the table appears. To keep the table within the
margins you set, select Fit with Margins. Select the Fixed Width option to maintain the
table size you set regardless of the width of the window or margins—part of your table
could be cut off from view.
3. Choose the Table Type

Five types of tables are available. The basic table is just a standard grid of rows and
columns, whereas the tabbed table shows each row as a tab you can click. An animated
table displays each row for the specified number of seconds. A caption table displays
each row as a clickable caption, and the programmed table displays one row based on a
field value (for application designers only). Click the appropriate table type button, and
then click OK. A blank table appears in your document.

4. Enter Text into Table Cells

To enter text into a table, click inside a cell and type. Press Tab to move from cell to cell,
press Shift+Tab to move back to the previous cell, or use the arrow keys to move in any
direction. Pressing Enter while in a table cell doesn't move your cursor, but instead
 creates a new paragraph within the cell.

5. Format the Table Text

You apply formatting to text in a table as you do text anywhere in a Notes document. The
only difference is in how you select the text. You can select an entire row, one column,
multiple columns or rows, or blocks of cells depending on which cells you drag across.
For example, to select a block that is two columns wide, you start dragging at the upper-
left cell of the first column and end at the bottom-right cell of the second column.

6. Apply the Format

After selecting cells, rows, or columns, make your formatting selections. The formatting
applies to all the text in all the selected cells. To the row selected in step 5, we've applied
bold type and then centered the headings. Note that when you set paragraph alignment,
such as centering, the alignment applies only to the selected cells—not all the cells in the
column or row.
Task 2 How to Format Tables
Even a basic table looks better when you add style by formatting the borders or adding a
background to cells. You can apply attributes to either selected cells (cell borders, cell color,
cell image) or to the entire table (table borders, table color).

1. Select Cell Border Style

Click somewhere inside the table you want to format; then choose Table, Table
Properties to open the Table properties box. Click the second tab, which is Cell
Borders. The Cell Border properties apply to all cells in the table. Style sets the look of
the gridlines, such as solid, ridge, or groove. The Color you select will be the gridline
color everywhere in the table.

2. Set Cell Border Thickness

Cell border properties apply only to the selected cell(s). You can set each side of the cell
border to different thicknesses, if you want, by clicking the up/down arrows by Top,
Right, Left, or Bottom. To remove all borders, click Set All to 0. Click Set All to 1 to set
 all sides to a thickness of 1, and click Outline to apply the settings to only the outside
border of the selection.

3. Set the Table Border Style

Table styles apply to the entire table. Click the Table Borders tab on the Table
properties box, and you'll see 11 Border Style choices, including Double, Dotted, and
None. The Color option does not apply if the Border style is None. You can also set the
Thickness of the border by changing the Left, Right, Top, and Bottom values or by
clicking either Increase All Widths or Decrease All Widths. Add a three-dimensional look
to the table by clicking Drop Shadow and then increasing or decreasing the Width.
4. Set the Border Spacing

Click the Thickness button to select Inside or Outside (the button name changes to
match your selection). Select Inside to set the amount of space between the outer
borders of the cells and the table border. The Outside option sets the amount of space
outside the table border, separating the table from the surrounding text. Then change the
Left, Right, Top, and Bottom values to the amount desired.

5. Set the Table Color

Click the Table/Cell Background tab on the Table properties box. In the Table color
section, click the down arrow at the right of the Style field and select a style. Depending
on your selection, you will see additional choices appear. Color appears if you select
Solid. For alternating rows or columns, you see a second color choice. Many of the
choices have Color and Body as the options. Select the colors you want to use from
those fields.
6. Set Cell Colors

The cell color attributes you apply override the table color. Select a Color, and then
select a Style (solid, top-to-bottom gradient, or left-to-right gradient). When you select a
gradient, a second color choice appears. Click Apply to All to have the cell color
selections apply to all cells in the table.
7. Add a Background Image

You can add an image to the background of a cell or selected cells. Click the folder at the
right of the Source field to open the Insert Image Resource dialog box. Select an image
from those in the current database, from other databases on Domino servers you have
access to, or from your file system (click New to add it). Click OK. In the Repeat field,
choose whether you want the image to appear only once in the cell(s), repeat vertically
or horizontally, size to fit, or tile (repeat to fill up the space).
Task 3 How to Configure the Table
When you create a table, don't hesitate when you have to specify the number of rows and
columns. It's easy to add columns and rows to or remove them from an existing table. You can
also set the width of the columns and merge several cells into one cell. Likewise, you can split
a merged cell back into the same number of cells. When necessary, you can even nest another
table within a cell.

1. Add a Column

When you add a column, the new column appears to the left of the column where your
 cursor is. Therefore, you need to start by positioning your cursor. Choose Table, Insert
Column from the menu. To add a column to the right of the last column in the table,
choose Table, Append Column.

2. Add a Row

A new row appears automatically at the bottom of the table after you press Tab while
your cursor is in the last cell of the table. When you insert a row, the new row appears
above the row where your cursor is. Position your cursor in the table and choose Table,
Insert Row. Choosing Table, Append Row adds a row at the bottom of the table,
regardless of where in the table your cursor is at the moment.
3. Add Several Rows or Columns

To add more than one row or column at a time, choose Table, Insert Special. In the
Insert Table Rows or Columns dialog box, select Row(s) or Column(s), type the number
of rows or columns in Add, and then click Insert. Click Append to add the rows at the
bottom of the table or columns to the right of the last column.

4. Delete a Column or Row

 Position your cursor in the column or row you want to remove (or select the rows or
columns to be removed). Choose Table, Delete Selected Row(s) or Table, Delete
Selected Column(s). To delete several rows or columns, position your cursor in the first
row or column you want to delete and then choose Table, Delete Special. Select
Row(s) or Column(s), enter a number in Delete, and click Delete. An alert appears
warning you that deleting rows and columns cannot be undone. Click Yes to proceed.

5. Merge and Split Cells

When you merge cells, you combine a block of selected cells and make one cell out of
them. This feature is useful when you want one cell in a table to act as a heading for the
cells below it or next to it. To merge cells, select the cells and then choose Table, Merge
Cells. After a cell is merged, you might decide that you want to split it back into its
original cells. Place your cursor in the merged cell and choose Table, Split Cell.
6. Change Column Width

One way to set column width uses the ruler (choose View, Ruler to see it). Place your
cursor in the column you want to adjust; the ruler shows a shaded block and a page icon
that mark the edges of the column. Drag the block or the icon left or right to change the
width. Another way is to open the Table properties box, select the Table Layout tab (the
first tab), and type the measurement in the Width box in the Cell section.
7. Nest One Table Inside Another

To put a table in the cell of another table, click in the desired cell and choose Create,
Table. Set the number of rows and columns you want the nested table to have, and click
OK.
Task 4 How to Use Tabs and Captions
Two table variations exist that can be useful. One is the tabbed table, which has a set of tabs at
the top. Those tabs are actually rows, so inserting a row inserts a tab. The contents of the other
rows are hidden until you click the appropriate tab. A table with captions is a table that has
collapsible sections. The captions look like maximize/minimize buttons, and you click them to
expand and collapse rows. That way only one row at a time is displayed.

1. Set the Table Type

To create a new tabbed or caption table, choose Create, Table from the menu. Set the
size of the table and then select the type by clicking either the Tabbed Table button or
the Caption Table button. Then click OK.

2. Convert an Existing Table

To convert an existing table to a tabbed or caption table, open the Table properties box
and click the Table Rows tab. Select Show Only One Row at a Time. Under Which
Row to Display, select Users Pick Row via Tab Buttons to make a tabbed table or
Users Pick Row via Captions to make a caption table. The available options will
change depending on the choice you make.
3. Set the Tab Labels

In a tabbed table, you want to label each of the tabs. Click the tab you want to label, and
then type the label text in the Tab Label and Caption box on the Table properties box.

4. Set the Tab Size

The sizes of the tabs in a tabbed table vary according to the amount of text on the tab. If
 you want them to be of equal size, select Size Tabs Equally in the Table properties box.

5. Set the Tab Position

The tabs can be displayed on the top of the table, the bottom, or the left or right sides. To
select the tab placement, make a choice from the Show Tabs on drop-down list on the
Table properties box. You can also set an indent so the tabs don't start right at the table
corner. Just increase the number in Indent First Tab.
6. Add Captions

For a caption table, you need to enter the captions for each row. Click in a row and then
enter the caption in the Tab Label and Caption box on the Table properties box.
7. Set the Label Font

For either captions or tabs, you can set the Font, Font Size, Style, and Color of the label
text. This setting applies to all the tabs or all the captions in the table. You can't set
labels individually, but you can set the cell colors for each row differently to distinguish
them.
Task 5 How to Create Collapsible Sections
Sections help make large documents more manageable. You can gather all the information on
one topic into a section. Sections collapse into one-line paragraphs or expand to display all the
text in the section, so the reader doesn't have to read sections in the document that aren't of
any interest. All the reader has to do is click the small triangle (called a twistie) to the left of the
section title to collapse or expand the section.

1. Select the Text

In a document you're creating or editing, select the paragraph(s) you want to include in a
 section.

2. Create the Section

Choose Create, Section from the menu. The section collapses, and the first line of the
selected text becomes the section title.
3. Open the Section Properties Box

Choose Section, Section Properties to open the Section properties box. You can use
the Section properties box to change the title of the section, appearance of the title,
border of the title, and color of the border.

4. Specify a Section Title

 The section title automatically repeats the first line of text in the section, and the Title Is
field defaults to Text. To change the section title, replace the text currently in the Title
box with the title you want. Click the check mark to have Notes accept the title.

5. Set the Border Style and Color

By default, the section title doesn't display a border. You can add a box around the title
or a single, thick, or double line below it. To add a border, select one from the Style drop-
down list. From the Color drop-down list, select the color you want to apply to the border.
6. Apply Formatting to the Title

To start, the section title has the same formatting as the text it was copied from, but you
might want to make it more distinct. To apply formatting to the entire head, select the
Font tab of the Section properties box. Select a Font, Size, Style, and Color for the title
text.
 7. Set Expand/Collapse Conditions

Select the Expand/Collapse tab of the Section properties box. From the Previewed,
Opened for Reading, Opened for Editing, and Printed options, select how you want
the section to appear when users are previewing, reading, editing, or printing the
document: Auto-Expand Section, Auto-Collapse Section, or Don't Auto Expand or
Collapse (leaves it as last used). Select Hide Title when Expanded if you don't want the
title to appear unless the section is collapsed. If you want the section to appear only
when in preview, select Show As Text when Not Previewing.

Task 6 How to Create Document, View, and Database Links

Links are pointers to other documents, views, or Domino databases. If you want to send a mail
message and refer to a document in the Help database, for example, you can create a
document link in your memo. When the recipient gets your message, he can click the link icon
to see the document to which you are referring. You must be sure, however, that the person
using the link also has access to the document, view, or database that the link opens.

1. Create a Document Link

Begin by opening the document to which you want to link or select it in a view. Be sure to
 use a server copy of the database that everyone has access to and not a local copy.
Other users can't read documents stored only on your computer. Choose Edit, Copy As
Link, Document Link.

2. Paste the Document Link

Switch to the document you are creating or editing. Position the cursor where you want
the link icon to appear and choose Edit, Paste. An icon for the document link you
created in step 1 appears in the document. The user clicks that icon to open the linked
document.

3. Create an Anchor Link

An anchor link is similar to a document link, but it connects to a specific location in a

document. Start by opening the document to which you want to link—it must be in edit
mode. Select the text to which you want to link and choose Edit, Copy As Link, Anchor
Link. A dialog box appears with the selected text in a text box. Edit the anchor text, if
necessary, and click OK. An icon appears next to the text in the document indicating
where the anchor link will go (seen only in edit mode). Then save the document.
4. Paste the Anchor Link

Switch to the document you're creating or editing (it could even be elsewhere in the
same document, maybe at the top). Position your cursor where you want the link icon to
appear and choose Edit, Paste. The anchor link you created in step 3 appears in the
document. When the user clicks it, the linked document opens with the cursor at the
anchor text you selected.
5. Create a View Link

A view link connects to a view, either in the same database or in another database. After
the user clicks the view link icon, the view appears onscreen. Start by opening the view
to which you want to link; then choose Edit, Copy As Link, View Link. Switch to the
document where you want to place the icon and position your cursor where you want the
link to appear. Choose Edit, Paste. The link appears in the document.

6. Create a Database Link

A database link connects to a database. After a user clicks the database link icon, the
database opens to its default view. Using a database link is a great way to introduce a
new database on the server. Open the database and then choose Edit, Copy As Link,
Database Link. Switch to the document where you want to place the icon and put your
cursor where you want the link to appear. Choose Edit, Paste. The database link icon
appears in the document.
Task 7 How to Create Text Pop-Up and Link Hotspots
A text pop-up hotspot displays additional text in a box that pops up when the user mouses over
the hotspot or clicks the hotspot area (depending on the setting). Text pop-ups are most
frequently used for glossary-like explanations of terms or to add directions. A link hotspot is a
connection to a document, view, folder, database, page, form, frameset, navigator, or uniform
resource locator (URL)—the address of a Web site or page. The link hotspot usually appears
as blue underlined text in the document. When the user clicks that text, Notes takes her to the
indicated location.

1. Create a Text Pop-Up Hotspot

You can create a text pop-up hotspot only in the rich text field of a document, such as in
the body of a mail message. Enter some text in the field and then select the word or
words you want to make into the hotspot. Choose Create, Hotspot, Text Pop-Up. The
HotSpot Pop-Up properties box opens.
2. Enter the Pop-Up Text

In the Popup Text box, type the text you want to appear in the pop-up. In this example,
we are creating a text pop-up that defines the acronym URL in the document. Click the
check mark to accept the text.
3. Set Display Options

In the Display area of the properties box, decide when the pop-up text should appear by
selecting On Mouse Over or On Click. Under Hotspot Style, select Border the Text to
put a box around the hotspot text, Highlight the Text to put highlighter coloring behind
the text, or None. To test your pop-up, save and close the document and then reopen it
in read mode. Click the pop-up or mouse over it (depending on the setting you chose) to
see the text pop up.

4. Create a Link Hotspot

In the document where the link hotspot is to appear, select the text you want the user to
click to open the link. Then choose Create, Hotspot, Link Hotspot. The Hotspot
Resource Link properties box opens.
5. Link to a Database, View, or Document

If you want your hotspot to link to a document, view, or database, you must open that
item before you attempt to create the hotspot. Choose Edit, Copy As Link, and then
select the type of link you want to create—anchor, document, view, or database link.
When you create the link hotspot, the properties box automatically detects that you have
a link stored. The Type is automatically set to Link, with the type of link (in this case,
Document) entered; the name of the linked item displays in the Value field.
6. Link to a Named Element

A named element is one of the design elements of a database, such as a view, page,
form, frameset, folder, or navigator. When you select Named Element from the Type
drop-down list, you must specify the type of element to which you want to link in the field
to the right of Type. In Value, enter the name of the element. Click the folder icon to
browse a list of elements; you select the database and the name of the element from a
dialog box and then click OK to add the value.

7. Link to a Web Page

To link to a Web page, select URL from the Type drop-down list. In the Value field, enter
the URL to which you want to link, such as http://www.quepublishing.com. Click the
check mark to accept the entry.
Task 8 How to Add Graphics to a Document
Graphics are images, pictures, drawings, or diagrams. You can incorporate graphics into your
documents—but only into rich text fields, such as the body of a mail memo. You can paste or
import graphics into your documents and add images as a background for a document or a
table.

1. Copy a Graphic

The only types of graphics you can copy into a document are bitmaps (colored pixel by
pixel)—BMP, JPEG, GIF, PCX image, or TIFF 5.0 files. Starting in the program where
the file was created or is open, select the graphic to copy and choose Edit, Copy. In this
example, a drawing in Microsoft Paint is being copied.
2. Paste a Graphic

In Notes, create a new document or open an existing document in edit mode. Click in a
rich text field at the point where you want the graphic to appear; then choose Edit,
Paste. The graphic appears at full size (window size permitting) at the site of your cursor.
3. Import a Graphic

Only bitmap graphics (BMP, GIF, JPEG, PCX, or TIFF) can be imported into Notes
documents. With your document in edit mode, click in the rich text field where you want
to put your graphic. Choose Create, Picture, and in the Import dialog box, select the
type of graphic file you want to import from the Files of Type drop-down list. Then select
the file you want and click Import.
4. Size the Graphic

Click in the middle of the graphic once to select it (a box appears around the picture).
Then choose Picture, Picture Properties to open the Picture properties box. In the
Scaling (%) section, enter the Width and Height percentage for the picture—increase to
make the picture larger, or decrease to make it smaller. Keep both percentages the
same to avoid distorting the picture.
5. Wrap Text Around a Graphic

From the Text Wrap drop-down list, select how you want the text in your document to
wrap around the picture. Be aware that only the paragraph in which you clicked before
pasting or importing will wrap around the graphic. Even if you select multiple paragraphs,
only one wraps around the picture; the rest appear below the picture.
6. Add a Document Background

With your document in edit mode, choose File, Document Properties to open the
Document properties box. Select the Background tab. If you have copied a graphic, as
in step 1, click Paste. Otherwise, click Import and select a graphics file. Or, if you click
the folder by the Resource box, you can select a graphic from the current database or
other databases you can access. The graphic automatically repeats across the window
because Tile is the default Repeat setting.
7. Remove the Background Image

Background images increase the file size of documents, and the documents take longer
to open (the same is true of any graphics you place in a document). In addition, readers
might have difficulty seeing the text if the background is too dark or busy. To remove the
background graphic, open the Document properties box to the Background tab and click
Remove.
Part 13. Navigating the Web

Task

1. How to Surf the Web

2. How to Navigate Between Pages

3. How to Search and Save

4. How to Forward and Mail Web Pages

5. How to Customize the Welcome Page

The Internet has a wealth of information for you to harvest for both business and personal use.
To access the Web, you need a connection to the Internet and Web browser software.
Although you can set up Notes to work with either Microsoft Internet Explorer or Netscape
Navigator, Notes has browser software built into it. This section concentrates on using the
Notes browser.

Using the Notes browser, you can store pages for use offline, bookmark pages you visit often,
and forward pages to other Notes users.

Task 1 How to Surf the Web

When you have your connection to the Internet either through an Internet service provider (ISP)
or through your network server, all you need to do is activate the browser and watch it display
the Web page you want to view. You do this by typing the uniform resource locator (URL), or
address, of the Web page you want to visit. The address is in the form
http://www.takeawalk.com. Notes finds the page at that address and displays it for you.

1. Enter the URL

Type the URL, or address, for the Web page in the Address box on the Address toolbar.
You don't have to enter the complete address because Notes assumes the http://
part of the URL. Just start the address with www when you enter it (unless the address
doesn't begin with www), such as www.takeawalk.com. Press Enter.

2. View the Page

After the connection is made, the page appears onscreen (don't worry if your Web page
doesn't look like ours—Web pages are frequently updated and you might be looking at a
newer version than the one you see here).
3. Revisit a Page

If you have visited a page previously, you might not have to type the URL in the Address
box. Click the down arrow at the end of the box to see a list of previously visited Web
pages. Select the one you want to visit and click it.
4. Use URL Type Ahead

As you type the URL into the Address box, the drop-down list appears and displays other
URL addresses that have the same beginning letters. You can abandon typing and click
the one in the list that you want. The Web page opens.

5. Refresh the Page

Sometimes after a page has been displayed on your screen for a long period, it no longer
contains up-to-date information. At other times, you can temporarily lose the connection.
In either case, click the Refresh button on the Navigation toolbar. Notes reconnects and
displays the current version of the page.

6. Stop the Process

If a page is taking too long to load (to appear onscreen), or if you accidentally entered
the address incorrectly, you can stop the loading process. Click the Stop button on the
 Navigation toolbar to halt the search for the page.

7. Close the Web Page

Click the Close (x) on the window tab of the Web page to close the page entirely.
Closing the page doesn't disconnect you from the Internet—you might have a full-time
connection if your connection is through a server in the office. If you dial the ISP using
your computer's modem, you will have to disconnect the dial-up connection as instructed
by your Notes Administrator or your ISP.
Task 2 How to Navigate Between Pages
Part of "surfing the Web" is going from one page to another. Although you can always enter a
new Web address, more often you'll find new pages by following the links from one page to
another. These links are similar to the URL link hotspots you created in Part 12, "Enhancing
Documents."

1. Identify a Link

On a Web page, you often see text that is blue and underlined. That's a link to another
page. However, not all link text is blue and underlined; pictures can also serve as link
 hotspots. When you point at these links, the mouse pointer becomes a small hand and
the URL address to which the link takes you appears in the status bar.

2. Link to Another Page

To go to the page identified by the link text, click the text. After a short pause, the new
page appears in your browser window.
3. Go to a Previous Page

To return to a page you just visited, click the Go Back button on the Navigation toolbar
as many times as necessary to reach the page (the Go Back button is dimmed if you
have no page to go back to). Alternatively, click the down arrow next to the Go Back
button to see a history of the sites you've visited in this session—including documents,
view, and databases in Notes! Select the site you want to view.
4. Go to the Next Page

After you've gone backward, click the Go Forward button on the Navigation toolbar to go
to the next page you visited after the one currently showing (the Go Forward button is
dimmed if you have no page to go forward to). Alternatively, click the down arrow next to
the Go Forward button and select a site from the history list of sites you've visited.

5. Create a Favorite

You might have found a particular site you want to visit frequently. What you need is a
bookmark for that site, and the best place to put it is in your Favorite Bookmarks folder.
Right-click the window tab that contains the page title, and then select Create Bookmark
from the context menu that appears. In the Add Bookmark dialog box, enter a Name for
the bookmark, select Favorite Bookmarks from the Add to box, and then click OK.
6. Open a Favorite Page

Later, when you want to revisit a favorite page, click the Favorite Bookmarks folder icon
to open the bookmark pane. Then click the bookmark to open the page. If you aren't
currently connected to the Internet, a stored copy of the page might open or you might
get a message that the page is not found.
7. Use History

In the History bookmark folder are bookmarks for all the documents, views, databases,
and Web pages you visited today. The most recent item is at the bottom of the Today list;
other folders contain bookmarks for yesterday and previous dates. You can sort the
bookmarks by site, title, or date by clicking Sort. After you locate the bookmark you want,
click it to visit that item or page.
Task 3 How to Search and Save
Finding information on the Web can seem like an overwhelming task—where do you start?
Several Internet search engines can help you find what you're looking for. Notes provides links
to some of the popular search engines. Follow the instructions on each engine's Web page to
get a list of possible Web sites or information you can use in your search efforts.

1. Open the List of Search Engines

Click the arrow next to the Search button on the Navigation toolbar. A list appears below
the Search button.
2. Select a Search Engine

The last section of the list includes the Internet search engines, such as Lycos, Hotbot,
and AltaVista Usenet. Click the engine you want to use. The home page for that site
opens in your browser window.

3. Enter Search Text

The page shown here opened after we selected Hotbot from the list in step 2. Like most
search engines, this page has a box in which you type the word or phrase you're
seeking. In this case, enter the text and click Search. The options on the left side help
narrow your search; select any that apply before you click Search.
4. View Search Results

The result of the search is usually a list of links to sites containing or relating to the text
you entered. Click a link to visit that site.
5. Add a Search Site

Notes doesn't list all the search engines available on the Internet—not by a long shot! If
you find one that's useful, add it to your list. Open the page so the window tab appears,
and right-click the window tab. Select Create Bookmark from the menu. Click the plus
(+) by More Bookmarks to expand it (if it isn't already expanded), and then select
Internet Search Sites. Click OK.
6. Use a Search Site Again

After you add the search site to your bookmarks, you can easily visit that site again. The
next time you want to visit the site, click the arrow next to the Search button and select
the name of the added search engine from the list (occasionally, you might have to close
and reopen Notes before the site appears on the list).
Task 4 How to Forward and Mail Web Pages
You have discovered a really important or exciting Web page and want to share it with
someone. You want to send a mail memo that includes the URL or forward the Web page.
Forwarding the Web page sends the body of the Web page to the recipient. The recipient can
immediately see why the page caught your attention, making it more likely that the person will
visit the page. Remember that you also should forward the URL to ensure that the person can
access all the features of the page.

1. Open the Web Page

Type the URL for the Web page in the Address box, or select it from the Address drop-
down list.

2. Forward the Page

You want to forward the entire page to a co-worker. With the page open, choose
Actions, Forward; the Forward Options dialog box opens.

3. Forward a Copy

Two options are available in the Forward Options dialog box—forward the bookmark or
forward a copy. To send a copy of the entire page to your co-worker, select Forward
Copy of This Page. Click OK.
4. Send the Memo

The copy of the forwarded page appears at the bottom of the memo (if the Web page is
divided into sections, called frames, only the frame holding the main body of the page will
be copied). You can enter your own text at the top, such as Check out what's on
this page! Address the memo and then click Send.
5. Forward the URL

Now you want to forward the URL of the Web page to your co-worker. With the Web
page open, choose Actions, Forward from the menu. In the Forward Options dialog
box, select Forward Bookmark to This Page and then click OK.

6. Send the Memo

Note that the memo has the name of the page in the Subject field and the title of the Web
page in the message body area. Add any text you want to include in the memo, address
it, and send it.
7. View the Sent Memo

When you open the memo in the Sent view of your mail database, notice that the URL
has been converted to a hotspot link to the Web page. The recipient of the memo can
click the link text to open the page.
Task 5 How to Customize the Welcome Page
In Part 1, "Getting Started," we introduced you to the Welcome page and showed you how to
set it up for the first time. Now we are going to look at the Welcome page again, with the goal of
making it a way to access Web sites you visit frequently and personalizing it to make it useful to
you.

1. Open Welcome Page Options

From the current Welcome page, click the down arrow next to Click Here for Welcome
Page Options. The customization area opens. You can drag the gray border up or down
to decrease or increase the size of the customization area.
2. Set Options for the Page

The Welcome page displays the tips of the day—remove them from the page by
selecting Hide Tips of the Day. Select Show 'New Item' Buttons, and a link appears
beneath each of the link icons on the page—New Memo, New Entry, New Contact, New
To Do, and New Entry—that allows you to click and open new documents.

3. Add a Personal Journal

A Personal Journal is a database in which you can keep notes, store information
important to you, or track your activities. If you want to use your own Personal Journal,
click the Set Journal Database link that appears after you select Show 'New Item'
Buttons. In the dialog box, select I Do Not Yet Have a Personal Journal, enter the
name for the database, and then click Create New Journal. If you do have a journal,
click I Have a Personal Journal and then click Select Journal Database. Select the
database location and name in the Choose Database dialog box and click Select. Then
click Done.
4. Select an Existing Page

From the Current Welcome Page Selection drop-down list, you can choose from a
number of predesigned Welcome pages that Notes provides, such as Basics Plus shown
here. If you created a new one when you set up Notes the first time, that one will also be
listed.
5. Create a New Welcome Page

To create a personalized Welcome page, click the Create a New Welcome Page button
in the customization area. The New Page wizard opens (a wizard is a specialized dialog
box that walks you through a set of steps).
6. Name Your Welcome Page

Enter the name you want to give your personalized Welcome page and click Next.
7. Choose Frames or Personal Pages

You design your Welcome page using one of two methods. With one option, you get a
set of boxes on the page, called frames. You specify the contents of each frame. When
you use the other option, you select from predesigned layouts that you can customize.
Let's start by selecting I Want Frames. Click Next.
8. Set the Frame Contents

Your Welcome page can display up to six frames. Begin by selecting the types of items
you want to see on the Welcome Page. If you selected Database, File System, or Web
Page, specify the number of these you want to see. If you chose Inbox, Calendar, To Do
 List, Subscriptions, or Database, you might want to click Include Preview Pane so you
can read documents right from the Welcome page. Click Next.

9. Select a Layout

For the number of frames you selected, Notes offers some layout choices. Click the one
you want to use, and then click Next.
10. Specify Contents

Your selected frame layout appears. In each box is a link, except the one that shows a
drop-down list. From that list, select the contents you want to show in that frame. Click
the link text in another frame, and a drop-down list appears there. In frames that you
assign Database, File System, or Web page, you need to click the Choose Notes
Database, Choose File System Folder, or Choose Web Page button. Then select or
enter the database name, folder name, or URL. Click Next.
11. Display Launch Pad and Action Buttons

The launch pad is an easy, quick way to launch applications, URL links, and Notes links
(you cannot use this option if you chose to view the Preview Pane earlier). Select
Display the Launch Pad to add this to your Welcome page. Select Show Action Bar
Buttons to show the action buttons from the Inbox, Calendar, and To Do list (normally
they don't show on the Welcome page). Click Next and then Finish to see your new
Welcome page.
12. Use a Personal Page

In step 7, you chose to use frames to set up your Welcome page. If you had selected I
Want Personal Page, your next option would be to select the layout that suited you.
Double-click any of the displayed layouts to see an enlargement, along with a list of
features and available customizations. Select the layout you want by clicking it once.
Click Next and then Finish.
13. Edit the Page

Click Edit This Page in the customization area to put your new Welcome page into edit
mode. Add text where indicated, or click the picture buttons to add graphics.
14. Change the Background

You can choose a different background for your Welcome page. Select one of the
backgrounds from the Current Background drop-down list. The background will
change, but an alert dialog box warns that the table colors won't match the background
until you save the changes. When you're satisfied with the changes, click Save.
15. Set a Bookmark As the Home Page

Want to always see a bookmarked item as your Welcome page? Right-click the
bookmark and then select Set Bookmark As Home Page from the context menu. A
dialog box will appear confirming that you want to make the selected bookmark the home
page; click Yes. Welcome is bookmarked under Favorite Bookmarks, so you can make
that the home page again if you want.
Part 14. Working Away from the Office

Task

1. How to Create a New Mail Replica

2. How to Create a Replica of the Organization Directory

3. How to Set Replication Preferences

4. How to Replicate Manually

5. How to Use Location Documents

6. How to Use Outgoing Mail

A mobile user is one who works in Notes while disconnected from the Notes network. You
become a mobile user when you are working at a desktop computer from home or by using a
laptop computer from a client site, a regional office, home, or a hotel. As a mobile user, you
connect to the Notes network via a modem and a phone line (if you have a cable or DSL line at
home, you can probably connect as if you were in the office). Generally, a mobile user dials
directly in to a Domino server to connect to the Notes network.

Task 1 How to Create a New Mail Replica

Because you work disconnected from the server much of the time, you might need to create a
replica of your Mail. A replica is a special type of copy that doesn't overwrite the entire file but
only updates the database with changes, additions, and deletions. It is stored on your
computer, whereas the original stays on the server. Replicating your Mail database reduces the
time you have to remain on the phone line because you create and read mail while
disconnected; you only connect to replicate.

1. Create a New Replica

The best time to create a Mail replica is while you are still connected to the network at
the office (although you can do it over a phone line). First, check with your Notes
administrator to see whether you need to do it, if any special settings are required, and
which server stores your Mail. Open your Mail database and then choose File,
Replication, New Replica from the menu. The Create Replica for Database Your Name
dialog box opens.
2. Specify Where the Replica Goes

The Database title is automatically entered, matching the name of your Mail database on
the server. Because you want to store the new Mail replica on your computer's hard
drive, Local should be the choice for Server. The label server often confuses people;
think of it as saying, "On which computer do you want to store the replica?" The File Path
is also automatically filled in by Notes, although you can change it if necessary.
3. Encrypt Only If Necessary

Encryption scrambles a database so only someone using your ID file and password can
read it. For security reasons (for example, if you're afraid someone might steal your
laptop and read confidential material in the database), you might want to encrypt your
Mail replica. Click Replica Settings to expand the dialog box, if needed, and select
Encrypt the Replica Using. Then select Strong Encryption, Medium Encryption, or
Simple Encryption.
4. Create a Full Text Index

Although you will have other opportunities to do this, creating a full text index as you
replicate the database sets up the replica immediately for any text searching you might
want to do. To have the index created, select Create Full Text Index for Searching.
5. Copy the Access Control List

The Access control list (ACL) defines who has the rights to use the database and to what
extent they can use it. You have at least editor access to your Mail database, which
means you can create and edit documents in it. If you want to continue to use the same
security settings as the server copy of the database, select Copy Access Control List
(if this is grayed out, you have no choice but to use the server copy settings). If you don't
select this option, you can change the access levels, but only for your local replica.
6. Create Immediately

Select Create Immediately, if it's not already selected. Otherwise, the new replica won't
be created until your next scheduled replication (if you have scheduled one) or until you
manually replicate. Click OK to accept your settings and close the dialog box.
Task 2 How to Create a Replica of the Organization Directory
The Domino Directory is the address book that contains the names of all the people in your
organization. When you are connected to the Notes network in the office, you have access to
the Directory to address mail or make name selections for databases. However, as a mobile
user you aren't connected to the network, so you need to create a local replica copy of the
Directory or use the Mobile Directory Catalog, which is a special version of the Directory.

1. Find the Mobile Directory Catalog

If your administrator has set up the Mobile Directory Catalog, you might have a replica of
it already loaded on your computer. The Mobile Directory Catalog is a condensed
directory that contains the people and groups you need for addressing mail, and it can
include information from more than one directory in your organization. To see whether
you have one, open a new memo and click the Address button. In the Select Addresses
dialog box, open the Choose Address Book drop-down list.
2. Use the Mobile Directory Catalog

You can select the Mobile Directory Catalog (check with your administrator to see
whether this database has another title) and then use the names and groups for mail
addressing. Administrators usually set up the catalog to automatically replicate for mobile
users, so you won't have to create a local replica if your organization has one. But what if
you don't see a Mobile Directory Catalog, as is the case here? You then have to replicate
the Domino directory for your organization.
3. Create a Directory Replica

If you have a bookmark for the organization directory, right-click the bookmark and
choose Replication, New Replica from the context menu. Otherwise, open the directory
and choose File, Replication, New Replica from the menu.

4. Enter the Server and Name

The Server name should be Local, so the replica is saved to your hard drive. The File
Path automatically appears as names.nsf. You need to change that filename;
otherwise, the Domino directory will overwrite your Personal Address Book. Notice we
changed our filename to leonames.nsf.
5. Specify Replication Settings

Under Replica Settings (click to expand), choose the settings you want for your replica.
Select Encrypt the Replica Using if you want to encrypt the database, and then set the
strength. To index the database, select Create Full Text Index for Searching. Select
Copy Access Control List to apply the same access levels to your replica as are in the
original (you might not have a choice). Unless you want to wait for your next scheduled
or manual replication, select Create Immediately.
6. Define What to Replicate

The Domino directory is a large file, and you don't need all of it to address mail. You can
choose to replicate only the people and group documents from the directory. To open the
Replication Settings for Organization Name's Directory dialog box, click the More
Settings button.
7. Select Minimal Address Book

Click the Space Savers tab in the dialog box. From the Include drop-down list, select
Minimal Address Book to replicate the minimal information required to send
unencrypted mail. Click OK. Then click OK to create the replica.
Task 3 How to Set Replication Preferences
You can control the replication process for a particular database by specifying what types of
files you want to receive, how big the files can be, and the priority of the database replication.

1. Open Replication Settings

To set replication options, right-click the database bookmark and choose Replication,
Settings (or open the database and choose File, Replication, Settings). The
Replication Settings for Database Name dialog box opens with the Basics tab selected.
2. Set How Often to Replicate

If you want to replicate the database on a regular basis, you can set up scheduled
replication. Select Scheduled Replication Is Enabled. High priority databases replicate
on a more frequent schedule than other databases because high priority databases are
usually time-sensitive databases. To give this database priority replication, select
Replicate Using Schedule for Priority Databases.
3. Set a Replication Schedule

Click the Change Schedule button to open the Replication Schedule for Current
Location dialog box. Select Replication Is Enabled for This Location, and then select
Immediately to have new replicas created right away or Next Replication to have them
created when the next replication schedule runs.

4. Determine When to Replicate

 If you want to replicate whenever Notes starts, select Replicate when Notes Starts.
Then choose whether you want to be prompted by selecting either Prompt Before
Replicating or Don't Prompt. You can also set up to replicate when you exit Notes by
selecting Prompt to Replicate when Notes Shuts Down. Then select when that prompt
should occur by selecting either If Anything Is Waiting to Be Sent or If Outbox Is Not
Empty.

5. Set Replication Frequency

To replicate at other times during the day, select Replication Interval. Enter the range of
hours during the day when you want replication to occur in Replicate Daily Between. In
Repeat Every, set how many minutes apart you want replication to occur. In Days of the
Week, specify the days on which you want to replicate. Remember, to replicate on a
schedule, your computer must be on and Lotus Notes must be active.
6. Choose High-Priority Interval

If you have decided that this database needs high-priority replication, select Additional
Interval for High-Priority Databases. Set the time range for replication to occur, the
Repeat Every frequency, and the days on which to replicate. After making all your
scheduling choices, click OK to close the dialog box.
7. Specify How Much to Replicate

You can set replication to only Send Documents to Server, only Receive Documents
from Server, or both in the How Much Will Be Replicated section on the Basics tab.
After you opt to receive documents, you need to decide whether you want to receive Full
Documents, Partial Documents, the document Summary Only, or the Smallest First.
When you select Partial Documents, you can choose to Truncate Documents Larger
than (specify size) or Limit Attachment Size to (specify size), or both. That will save
space on your hard disk and time when replicating.
8. Choose a Replication Server

When your organization has more than one server, you should specify with which server
you want to replicate. Select the server name from the Preferred Server drop-down list,
or choose Any Available, Try Last Successful First or Any Available, Try Server
Name First.
9. Apply Settings to a Location

The replication settings you have been making normally apply only to the current
location, as displayed on the Status bar. However, you can choose to have the settings
used for all your locations by selecting Apply Changes to All Locations.
10. Remove Old Documents

To save space, you can remove old documents from your replica. Click the Space
Savers tab and select Remove Documents Not Modified in the Last (specified)
Days. Next, enter the number of days. For some databases, you will also see an Include
field that lets you choose to replicate a minimal address book or a Receive Summary
and 40KB of Rich Text Only field that limits replicated mail memos to the addressing at
the top, the subject, and the first 40KB of the body.
11. Receive Specified Documents

If you don't need to replicate all the documents in a database, you can specify by view or
folder which documents you want. On the Space Savers tab, select Documents in
Specified Views or Folders. In the list of folders and views, select the view(s) or
folder(s) that contain the documents you need. Click a view or folder name to select one,
hold down Shift and click the first and last ones to select consecutive views or folders, or
hold down Ctrl and click the ones you want to select nonconsecutive views or folders.
12. Limit What You Send

Any changes you make are replicated to the server copy. Click the Send tab and select
Do Not Send Deletions Made in This Replica to Other Replicas to prevent deleting
the same documents on the server replica that you did locally. You can rename your
replica database, but to keep from changing the title of the server copy, you should
select Do Not Send Changes in Database Title and Catalog Info to Other Replicas.
To prevent your security modifications from affecting the server copy, select Do Not
Send Changes in Local Security Property to Other Replicas.
13. Specify a Priority

To quickly assign a replication schedule priority to the database, click the Other tab and
select Set Scheduled Replication Priority for This. Then select either Medium or
High.
14. Save Your Settings

When you are finished making replication settings, click OK.

Task 4 How to Replicate Manually
As long as your computer is turned on and connected to a phone line, scheduled replication will
occur at the times you set up. On some occasions, however, you'll want to replicate one or all
of your databases manually—either because you never set up a schedule or you are in
between scheduled times and need the updates now.

1. Replicate One Database

If you just need to get updates for or send changes to one database, you can replicate it
manually. Right-click the bookmark for the database and choose Replication, Replicate
(or with the database open, choose File, Replication, Replicate). The Replicate
 Database Name dialog box opens.

2. Pick Replication Option

Select Replicate via Background Replicator to simply replicate while you go on to

other tasks; replication starts when you click OK. If you select Replicate with Options,
you can override some of your replication settings for this instance only; then when you
click OK another dialog box opens.

3. Replicate with Options

You can select another server from the With drop-down list if you aren't able to replicate
with your home server and a replica copy of the database exists on the server you
choose. You can also choose whether to only Send Documents to Server, only
Receive Documents from Server, or both. If you choose to receive documents, you can
opt to receive Full Documents, Partial Documents, Summary Only, or Smallest First.
Click OK to start replicating the database.
4. Use the Replicator Page

To replicate one or more databases at one time, you can use the Replicator page. Click
the Replication bookmark to open it.

5. Replicate All Databases

The Replicator page lists all the databases for which you have local replicas. When you
 create a new replica, an entry for that database automatically appears on the Replicator
page. To simply replicate all these databases, click Start Now.

6. Stop Replication

As replication occurs, you can follow the progress of the replication at the bottom of the
Replicator page. If you want to halt the replication before the process finishes, click Stop.
7. Replicate Selected Databases

Each database on the Replicator page has a check mark showing that the replication is
turned on. Deselect the databases you don't want to replicate; then click Start Now. Only
the selected databases will replicate.
8. Replicate Mail Only

If you want to replicate only your Mail, you don't have to bother with turning databases on
and off. Click the down arrow on the Start Now button and select Start Mail Only Now.

9. Replicate High-Priority Databases

To replicate only your high-priority databases, click the down arrow next to Start Now
and select Start High Priority Databases Now.
10. Change Database Priority

To change the replication priority for a database, click the Priority icon next to the
database name. Clicking the icon toggles it between high priority and medium priority.

11. Sort Database List

If you can't see the entire database list on the Replicator page, it might help to sort the
list to find the database you want. You can sort the list by database name, date and time
the database was last replicated, or status. Click the sorting triangle on the Database,
Last Run, or Status column.
12. Rearrange Entry Order

If you have a preferred order in which you want Notes to replicate your databases, you
can drag and drop entries to customize the order. Point anywhere on an entry row and
drag up or down. A black line appears showing you where the entry will go when you
release the mouse button.
13. Change Scope

The Scope column of the Replicator page indicates by arrows whether the database is
only sending documents, only receiving documents, or doing both. Click the Scope icon
if you need to open the Replication Settings dialog box for that database.
14. Enable Scheduled Replication

To enable scheduled replication, click the Scheduled Replication Is Disabled button

and select Enable Scheduled Replication. The text on the button changes to Next
Replication Is at [time] if you have a schedule set up. Click that button and select Set
Replication Schedule to open the Replication Schedule dialog box to specify
scheduling options. Click the button and select Disable Scheduled Replication to turn
off scheduled replication.
Task 5 How to Use Location Documents
Notes always needs to know where your computer is when you are working so that it knows
whether it should look for a server on the network or dial out to call a server. The information on
how you connect is stored in the Location documents. Six location documents are available
after installation—Home (Network Dialup), Home (Notes Direct Dialup), Internet, Island
(Disconnected), Office (Network), and Travel (Notes Direct Dialup). You can edit these to suit
your needs or add new ones (ask your administrator for help).

1. Choose a Location

Choose the location that best describes your current situation and your connection to
your home server (the one on which your Mail is stored). Click the Location button on
the Status bar and select the location from the pop-up menu. You can also select a
location by choosing File, Mobile, Choose Current Location from the menu.
2. Set Travel Options

If you select Travel (Notes Direct Dialup) as the location, which is designed for
connecting from a hotel room or a site where you have to dial in to the Domino server,
the Time and Phone Information for Travel dialog box appears. Specify the dialing
information, such as the number you have to dial to get an outside line, the country code
where you are if you are outside your country, and the area code where you are. You
can also set the date, time, and time zone where you are. Then click OK.
3. Edit the Current Location

Although your location documents were all set up at installation time, you might need to
make changes to your location documents, such as changing your home area code or
your calling card numbers for home or travel locations (other changes are usually made
with administrator guidance). Click the Location button on the Status bar and select Edit
Current.
4. Create a New Location

A new situation might require you to create a new Location document (for example, if you
need to set up on the network at a regional office where you use a different server).
Choose File, Mobile, Locations from the menu. The Locations view of your Personal
Address Book opens. Click New on the Action bar and select Location. A new location
document opens.

5. Set the Location Type

Enter a descriptive Location Name. From Location Type, select Local Area Network if
you are connected to your network or use a cable modem or DSL phone line. Select
Notes Direct Dialup if you connect to the Domino server with a modem over a phone
line, or select Network Dialup if you connect using a modem and phone line but go
through a network server to get access. To stay disconnected (for example, on an
airplane) where you work locally and don't replicate, select No Connection. Select
Custom if none of these matches your situation.
6. Specify the Server

Click the Servers tab. In the Home/Mail Server field, type the name of the server where
your mail file is located. On the Ports tab, select the ports you'll be using at this location
(TCPIP, LAN0, COM1). Select the Mail tab and choose whether your Mail file location is
on the server or on your local hard drive. On the Internet Browser tab, specify the type
of Internet browser you'll use at this location. Get help from your administrator on what
you need to fill in.
7. Save Your Location

To save the new location document you created or an existing one you just edited, click
Save & Close on the action bar.
Task 6 How to Use Outgoing Mail
Working remotely means your mail doesn't get delivered immediately, as when you are on the
network. Instead, the mail memos you create are stored in the Outgoing Mail database
(mail.box) and the Internet Outgoing Mail database (smtp.box). When you replicate or send
mail manually, the outgoing mail is transferred and sent. At that time the outgoing mail
databases are emptied.

1. Open the Outgoing Mail Database

To see the mail waiting to be sent, open the outgoing mail database and choose File,
Database, Open from the menu. The Open Database dialog box appears. In the
 Filename box, type mail.box and then click Open.

2. View the Waiting Mail

The Outgoing Mail database has only one view. It is a list of the mail messages waiting
to be transferred to the server.
3. Open a Mail Message

When you double-click a document in the Mail view, the document that opens is not the
mail message itself. It is only the delivery information—who the memo is from, who the
recipients are, what the subject is, and the memo date and time.
4. Edit a Message

Although you can't see the real message, you can make changes to the recipient
name(s) of the memo in the outgoing mail. From either the Mail view or the open
message, click Edit Message on the Action bar. The Recipients field becomes editable
so you can make changes. Click Save & Close when you finish your modifications.
5. Delete a Message

Oops! What if you don't want to send that message? If you haven't replicated or sent mail
yet, open the Outgoing Mail database and delete the message before it goes out. Select
the message in the Mail view and click Delete Message on the Action bar. You can also
delete the message when you have the document open. The selected message is then
marked for deletion.
6. Permanently Delete a Message

Marking the message for deletion doesn't actually remove it from the database. Press F9
or click the Refresh tool. A message appears asking whether you want to delete the
document(s) from the database. You'll see the same dialog box if you exit the database
while documents marked for deletion are still in it. Click Yes to permanently delete the
document(s) from the database.
7. Delete the Memo from Mail

If you delete a message from the outgoing mail, you also should delete it from the Sent
folder of your Mail database. Otherwise, you'll think you sent that message when you
check your mail file at a later date. Select the memo and click Delete on the Action bar.
Confirm that you want to delete the memo and not just remove it from the Sent folder by
clicking Delete.
A

About this Database document

A special document that describes the purpose of a Domino database. You can view this
document from the Help menu.

accelerator key

A key you press together with Alt to activate a menu command, such as Alt+F to display
the File menu.
B

bookmark

A link that references a document or a location in a document on the Web or in a Domino

database.

bookmark bar

The area to the left of the Notes screen that contains the bookmarks for Mail, Calendar,
Address Book, To Do List, and Replication as well as several bookmark folders.
C

calendar

The calendar views, forms, and documents built into the Notes mail database that you
use to make and track events such as appointments, meetings, and anniversaries. You
can also use the calendar function to schedule shared resources and track free time so
you can schedule meetings and create group calendars.

calendar preferences

A set of options that specifies how you want your calendar to display, enables alarms,
lists who can see your calendar, and establishes your free time for scheduling.
D

data directory

The top-level directory in which local Domino databases and templates are stored, along
with DESKTOP.DSK files and country language services (.CLS) files. Unix and OS/2 also
store the NOTES.INI file in the data directory. By default, the directory is called DATA
and is directly under the Notes or Domino directory.

data type

The type of data a specific field on a Notes form can contain—for example text, rich text,
numeric, or names.
E

edit mode

The condition in which a document can be modified or created.

editable field

A field in which you can enter or change values.

F

field

An area of a form that can contain a single data type of information, such as numbers,
graphics, or rich text.

field data type

The classification of data a field is designed to accept. Examples of field data types are
text, date/time, numbers, rich text, and keywords.
G

GIF (Graphic Interchange Format)

A graphic file format used widely on the Internet. GIF files are compressed graphic files
that can be animated and have transparent backgrounds.

See also [JPG or JPEG]

graphics

Images, pictures, or drawings.

F

field

An area of a form that can contain a single data type of information, such as numbers,
graphics, or rich text.

field data type

The classification of data a field is designed to accept. Examples of field data types are
text, date/time, numbers, rich text, and keywords.
G

GIF (Graphic Interchange Format)

A graphic file format used widely on the Internet. GIF files are compressed graphic files
that can be animated and have transparent backgrounds.

See also [JPG or JPEG]

graphics

Images, pictures, or drawings.

H

highlighter

A toggle feature that allows you to accentuate selected text with a yellow, pink, or blue
background. You select Text, Highlighter, Use Yellow/Pink/Blue Highlighter to toggle the
highlighter on and off.

home page

The first page that displays when a user visits a Web site. The home page of a site
usually contains a company logo, a welcome message, and links to the other pages in
the site.
I

imagemap

A special type of graphics object that can contain multiple hotspots linking to other
objects or URLs.

IMAP/IMAP4 (Internet Message Access Protocol)

A protocol that enables mail clients to access their mail over the Internet or an intranet.
J–K

JPG or JPEG (Joint Photographic Expert Group)

One of two graphic file formats in use on the Internet because of the compact size of the
files.

See also [GIF]

keyboard shortcut

A combination of keys that lets you perform a command instead of having to select an
item from a menu. For example, Ctrl+P is the keyboard shortcut for printing.
L

LAN
See [local area network]

letterhead

The manner (style) in which your name, date, and time appear at the top of a mail
message.
M

mail database

A Lotus Notes database in which you send and receive mail. Your mail database is
stored on your home server, although mobile users also have replicas on their own
computers.

See also [outgoing mail database]

mailing list

A type of group created for the sole purpose of addressing mail.

O–P

outgoing mail database

A Notes database (mail.box) that temporarily stores mail you create while you are not
connected to the server; then it passes it on to the server after you reconnect or
replicate.

pages

In Web sites, individual HTML documents that can display text, links to other documents,
forms, and graphics. In Notes, a page allows a designer to display information, links, and
graphics only.
R

radio buttons

Small circles you click to indicate your choice of items in a list.

read marks
See [unread marks]
R

radio buttons

Small circles you click to indicate your choice of items in a list.

read marks
See [unread marks]
T

TCP/IP or TCP (Transmission Control Protocol/Internet Protocol)

The protocol that defines how data should be sent from point to point over the Internet.
Following the TCP protocol, data is broken into packets that are flushed through the
Internet in the general direction of their recipient. There, they are collected and
reorganized into their original sequence. Because the TCP and IP protocols work hand-in-
hand, people refer to them together as TCP/IP.

template

A Notes database that usually contains only design elements and is intended to provide
the starting design of a production database.
U

UI (user interface)

The onscreen environment that lets you control and view the actions of an application.

uniform resource locator

See [URL]
W

WAN (wide area network)

A network (usually private to a single company) that connects users and network
components spread over a large geographical region.

See also [local area network]

Web

The World Wide Web (WWW), or just the Web, is a component of the Internet. It is a
collection of HTML documents accessible through the Internet.