Lotus Notes

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Lotus Notes is an commonly used e-mail client. Two versions of Lotus Notes are available, the client (described here) and a web-based version, called iNotes. To learn more about the web-based version visit the iNotes article.

Contents

Welcome Page

Email

Lotus Notes email allows you to do the simple sending and receiving of email as well as a variety of other things. The basic email view shows you your emails and allows you to sort them according to the header column that you selected.

NotesEmailView.jpg

Creating a New Memo

Once you have your email view open you can simply create a new memo by clicking on the New Memo button in the menu bar. Once you have clicked New Memo you will see a tab open with the word New Memo across the top. Now you are ready to start addressing and writing your email.

NotesNewMemo.jpg

Note: Lotus Notes has a menu for each view so you email view will be slightly different from your calendar view.

Addressing

Once you have opened your new memo you will want to address it to the people that you would like to send it to. If you click on the word To you will be able to open the address book. Once this is open you should be in your companies directory. Now you should be able to begin typing in the field labeled Find Names Starting With.

NotesAddressBook.jpg

This will search the directory of names once you have found the name that you need by clicking the To: arrow you will place the name in the to field. The same will happen with the CC and BCC field.

A little about email etiquette here, when you are replying to an email from someone you should be doing so with the reply to all option 99% of the time, and it can also be helpful to include the history. The person that wrote the email include additional people in the email for a reason, and the history can help someone in replying since they have the conversation that occurred prior to your reply .

Delivery Options

Once you have composed and are prepared to send your email you have the option to tell the priority of the email, so that the sender will be aware of its importance. This can be something that is useful if it isn't abused.

The basic delivery options allow you to set an importance on an email which will then put an exclamation point on the email for the person receiving it. You can also have return receipts sent to you when an email has been read. The benefit to this is you will know when someone has read an email, the downside is that you will have to manage the return receipts in your email. The other option is to have the email auto spell check so that you don't have misspellings, I would recommend this.

NotesDeliveryOptionsBasic.jpg

There are also additional options that allow you to do some basic work flow options, this would be helpful if you are working with others collectively on a project and they know about and use some of the functionality inside of Notes.

NotesDeliveryOptionsAdvanced.jpg

Tools

There are some basic tools within Lotus Notes Email that can be helpful. The one thing to remember is that there are tools per area of Notes. So email has one set of tools calendar has another.

Preferences

There are quite a few preferences within your email settings. Most of these things you don't have to really worry about, but there are a few that make sense in setting.

LotusMailPrefs.jpg

The first is under the Basic tab where you can set it so that your emails are always spell checked. This way once you hit send you will be prompted to check the spelling in the email.

You will also notice that in the Preferences window that there are different tabs, the next one that would be of interest is the Letterhead tab that allows you to choose from a selection of letterheads for your emails. This is something that is nice, but not necessary.

Insert Signatures

The next tab is the Signature tab. This is again something that can be very helpful. As someone who works in a few different places and with a few different organizations the email signature can be very helpful. A good guideline is to keep it under 6 lines, this is a guideline and not a law. It is also helpful to include your pertinent information, such as an address, phone number, and website. These should all be done is simple text and without a lot of flare, since the goal is for the person to be able to contact you with questions or comments.

Message Marking

One of the powerful ways to be able to note who messages are coming from is to set them up to have color. For example my co-worker has the name of Joe C. Smith and there is another Joe Smith that I work with in a different school. So when I receive messages from Joe Smith without the C I have the emails set to be marked Green, so that I can quickly differentiate the two.

NotesMessageMarking.jpg

This can be very helpful for distinguishing priorities in your email.

Save as Stationary

Out of Office

Calendar

There is again a lot of different functions that you can do with the Calendar. Things such as creating appointments, sending meeting invitations, and reminders.

NotesCalendar.jpg


Creating Entries

The most basic functionality within the calendar is to create an entry. The two types that you will use most often are meetings and appointments. The main difference between the two is that one is just for you the other will include other people. To create an entry the first thing that you have to do is to determine the type of entry, lets start with a meeting.

New Meeting

When creating a Meeting you can think of it as the same way as composing an email. The first thing you will want to do is place a subject of the meeting, then add invitees. When adding invitees you can add people as well as rooms and resources. This way you can see if a location and a person are free.

NotesMeeting.jpg


Once you have the information added you can click on the scheduler button to either reveal a visual representation of people and places schedule, or change it so that it shows a Summary of the meeting and then even looks at suggested meeting times. This way you can make sure all the people that need to attend can attend.

The last thing you will want to do is include some notes about what the meeting is about. This way the participants are aware of what is going on at the meeting and any additional details.

New Appointment

Granting Access to Your Mail & Calendar

Through Lotus Notes you can allow another person to access and edit your Lotus Notes Mail and/or Calendar. To allow access for another person, within your Calendar click on Tools > Preferences.

In the Preferences dialogue box click the Access & Delegation tab to edit the settings for others to access your Mail and Calendar.

Adding a Person or Group To delegate access to your mail file click the Access to Your Mail & Calendar tab and click the Add Person or Group button.

Next, type the person’s name that you wish to grant access to your mail and calendar files under section 1 in the box.

Changing your Lotus Notes Client password (not for iNotes)

  1. Click on the File menu,
  2. Go to Security > User Security...
  3. Enter your current password
  4. Click on the "Change Password..." button
  5. Enter your current password again
  6. Now fill in the two fields with your desired new password and click OK.
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