Lotus Notes Release 5

1
Lotus Notes 7 Basics
Dale Carnegie Associates, Inc. 62nd Annual
International Convention Acapulco,
Mexico December 5th 8th, 2007
2
Table of Contents

• Creating E-mail Page 3
• Formatting Text Highlighting Page 4
• Attachments Page 5
• Using File Attachments Page 6
• Delivery Options Basics Page 7
• Delivery Options Return Receipt, Prevent
  Copying More Page 8
• Spell Check Personal Dictionary Page 9
• Installing a Foreign Language Dictionary Page
  10
• Advanced Delivery Options Reply To Reply By
  Date Page 11
• Replying to E-Mail Page 12
• Replying to E-Mail Follow Up Page 13
• Replying to E-Mail Copy Into Page 14
• Tools Basics Page 15
• Tools Letterhead Page 16
• Tools Signature File Page 17
• Tools Color Coding Incoming Mail Page 18
• Tools Color Coding Calendar Entries Page 19
• Tools Message Marking Page 20
• Mail Calendar Delegation Page 21

3
Creating E-Mail

• Open your mailbox and click on New Memo.
• Mail Buttons
• Send Will send the finished message to the
  specified recipients.
• Send and File Will send the message and then
  ask you where you would like to save it.
• Save as Draft Will save the message without
  sending it, into your Drafts folder.
• Address Will show you a list of your address
  books and allow you to choose a name to send the
  message to.
• Delivery Options Allows you to choose delivery
  options such as spell check and return receipt.
• Follow Up Allows you to flag email that will
  need further action.
• Show Will expand a public group so that you can
  see who the members are.
• Tools Allows you to insert a signature file or
  save the current message as stationery, for
  repeated use.

4
Formatting Highlighting Text

• Fonts You can create your e-mail messages in
  any color, font or style. To change the default,
  click on Text, Text Properties. You will see a
  pop up box like the one above. Select the font,
  font size, style and color that you would like.
  When you have done that, close the box and type
  your memo.
• Highlighting You can highlight text, by
  clicking on Text, Highlighter and the color that
  you want. Your cursor will change into the shape
  of a pen, and you can drag it over the text you
  want highlighted. To remove the highlighting,
  click at the end of the word and move your cursor
  to the left.

5
Attachments
You can attach files in an e-mail. When you
attach a file, youre attaching a copy of it, so
the original will not be affected.
In your mailbox, Notes displays a paperclip to
the left of the subject on those memos that
contain file attachments.

• To attach a file
• Click anywhere within the body of the e-mail.
• Click on File, Attach
• Select the files drive and directory and then
  select one or more files. (You can select
  multiple files by holding down the CTRL key while
  clicking once on each file name.)
• Click on Create.

6
Using File Attachments
To open an attached file Double click on the
attachment and click on the Open button. This
will allow you to view the files, but any changes
you make will not be saved. To edit an attached
file Double click on the attachment and click on
the Edit button. After saving the changes, be
sure to save the Notes Document or the changes
will be lost. To view an attached file You can
view the contents of a file without using the
software program the file was created in.
Double click on the attachment and click on the
View button.
To save an attached file To save one file, double
click on the attachment and click on the Save
button. To detach all files, right click on any
attachment and click on Save All. Specify the
drive and directory to store the file(s)and click
on Save.
7
Delivery Options - Basics

• Importance The Low and Normal Importance
  settings will not display any additional
  information, but if you choose High, your e-mail
  will arrive with a red exclamation point next to
  it in the recipients mailbox.

8
Delivery Options - Return Receipt, Prevent
Copying, Auto Spell Check More
Return Receipt You will receive an e-mail
stating that your message has been opened by the
recipient and the time that it was opened.
Prevent Copying If you choose the Prevent
Copying option, the recipient of your memo will
not be able to forward it to anyone else, or
Reply with History. In addition, they cannot
highlight and copy the text, to paste into a new
memo nor can they print it. Auto Spell Check
Spell check will run when you click on the Send
button for this memo only. Do Not Notify Me if
Recipients are Running Out of Office If someone
within our Lotus Notes network is running their
out of office agent, you will not receive their
automated message. This is useful when sending
out email to large groups like DC Notes Users. Do
Not Expand Personal Groups If youre sending
out an email blast using a group in your personal
address book, this is a very good thing to use.
It will keep the email addresses confidential.
9
Spell Check Personal Dictionary

• When spell check finds a word that it doesnt
  recognize, you will get a pop-up box like the one
  below. It will offer suggestions that you can
  highlight and choose to replace the word you
  typed or you can click on the Add button to add
  it to your personal dictionary. By doing that,
  it will never come up as an error again. You can
  also choose to Skip the word, or Skip All
  occurrences of the word. Also, under Spelling
  Options, you can specify that words in Uppercase
  or words containing numbers are ignored.

You can manually add words to your personal
dictionary by going to File, Preferences, User
Preferences, International, Spell Check, Edit
User Dictionary.
10
Installing a Foreign Language Dictionary

• Switching to a Different Language Dictionary
• You can switch language dictionaries when spell
  checking a document. You must install the
  language dictionaries from the Notes CD before
  you can switch language dictionaries. The
  language dictionaries are recognized by the file
  extension DIC, and they are located in your
  Notes/Data directory.
• You can also specify a supplemental dictionary,
  which is a dictionary containing terms for a
  specialty such as medicine. Notes will check this
  dictionary for terms in addition to your primary
  language dictionary.
• To Install All Language Dictionaries
• Insert the Notes CD.
• Choose Start, Programs, Windows Explorer.
• Open the CD ROM folder and then open the Client
  folder.
• In the Client folder, open the
  Apps/Dictionaries folder.
• Double click Dictionaries.exe.
• Enter the location of your Lotus\Notes\Data
  Directory and click Unzip.
• To Choose a Language
• Choose File, Preferences, User Preferences.
• Click International, Spell Check.
• Click the Install Dictionary button.

11
Advanced Delivery Options - Reply To, Reply By
Date
Reply By Date Notes adds a line to your e-mail
asking the recipient to reply by the date you
specify and adds the message to the recipient's
To Do view. Reply To You can specify who you
would like the recipient to reply to. It will
appear on your letterhead and when the recipient
hits the Reply button, it will automatically be
addressed to the person you specified. (This
works with internet mail as well.)
12
Replying to E-Mail

• Mail Buttons
• Reply Clicking on Reply gives you the following
  options
• Reply
• Reply with History
• Reply without Attachment(s)
• Reply with Internet-Style History
• Reply to All Will Reply to everyone listed on
  the original e-mail.
• Reply
• Reply with History
• Reply without Attachment(s)
• Reply with Internet-Style History
• Forward Will forward the e-mail message you
  have open to whoever you specify.
• Forward
• Forward without Attachment(s)
• Internet-Style Forward
• Delete Will mark the memo for deletion.

13
Replying to E-Mail Follow Up
By clicking on the Follow-up button in an e-mail
youve received, you are able to assign a flag to
it based on urgency, add a comment and set a
reminder alarm.
Once you set a flag, the e-mail will look like
this in your Inbox
When you open the flagged e-mail, it will look
like this
14
Replying to E-Mail Copy Into

• You can copy an e-mail directly into a calendar
  entry or to do item.
• Copying an e-mail into a new Calendar Entry
• Open up the e-mail that you would like to copy,
  click on the 'Copy Into New' button on your
  toolbar and choose 'New Calendar Entry'.

2. Choose one of the following options and click
on the 'OK' button.

• Copying an e-mail into a new To Do Item
• Open up the e-mail that you would like to copy,
  click on the 'Copy Into New' button on your
  toolbar and choose New To Do.

15
Tools - BasicsFrom your inbox, click on Tools,
Preferences
Spell Checking Clicking here will automatically
run Spell Check for every memo that you create,
when you hit the Send button. Soft Delete
Allows you to set the amount of time deleted
items stay in the trash before they are
automatically removed. Blank Subject Warning -
It is a good idea to put a checkmark in this box.
If you do not, you will receive a pop-up prompt
every time you send an email with a blank subject
line.
16
Tools - Letterhead

• Letterhead On the Letterhead tab, scroll
  through the different types of letterhead.
  Choose the one you would like to be the default
  for your memos and click on OK. You can go back
  and change it at any time.

17
Tools - Signature File

• You can add a customized signature file to all of
  your memos. From your Inbox, click on the Tools
  button, Preferences, Signature. Fill in the
  signature box with the text you would like to
  appear. (Be sure to leave a couple of blank lines
  at the top!) Click on Automatically append a
  signature to the bottom of my outgoing mail
  messages and then click on OK.
• Instead of adding text, you can attach an HTML or
  image file (.jpg, .gif) as your signature.
  This will give you the flexibility to add
  graphics and color to your signature.

18
Tools Color Coding Incoming Mail

• Color Coding Your Incoming Mail - You can set
  preferences to color code your incoming mail.
  Under Preferences, click on the Colors tab.
  You can specify three different colors for
  incoming mail. You can type as many names as
  necessary in each group. (This feature works for
  mail outside of our network as well.) Once you
  have entered the names, choose the background and
  text colors you would like. When you have
  finished, click on OK.

19
Tools Color Coding Calendar Entries

• Color Coding Calendar Entries
• 1. Open the Calendar.
• 2. From the menu, choose Actions - Tools -
  Preferences.
• 3. Click the Calendar To Do tab, then the
  Colors tab.
• 4. For each entry type that you want to change,
  click the arrow under "Background
• Color" or "Text Color."
• 5. Click the Notes tab and click on a color from
  a palette to select it.
• 6. Click OK.
• 7. Close and then reopen the Calendar to see the
  change take effect.

20
Tools - Message Marking
Message Marking This feature allows you to see
at a glance which emails were addressed to you
only, to you and x amount of other people or
whether you were ccd.
To set this up, from your Inbox, click on the
Tools button, Preferences, Message Marking,
Recipients.
21
Mail Calendar Delegation

• Mail Delegation By filling in the fields below,
  you can specify who can read and delete your
  mail, calendar and To Do Items, and you can allow
  someone to reply to your messages on your behalf.

Click on the Add Person or Group button and on
the screen below you can specify who can access
what elements of your mailbox.
Calendar Delegation By filling in the fields on
the Access to Your Schedule tab, you can
specify who can read and create entries in your
calendar.
22
Mail Calendar Delegation

• Creating Shortcuts to Other Mailboxes You can
  add shortcuts to other mailboxes and/or calendars
  you have been permitted access to.

Once the names of the mailboxes have been
entered, click on the OK button. You can now
access these mailboxes/calendars easily by
clicking on the mail drop down in the upper
left-hand corner of your mailbox.
23
Out of Office Auto Reply

• You can set Lotus Notes to automatically notify
  everyone who sends you an e-mail that youre not
  in the office. From your Inbox, click on Tools,
  Out of Office.
• On the Dates tab, fill in the date you are
  leaving and the date that you will be returning.

On the Out of Office Message tab, fill in the
subject and body of the memo that will be sent
out. Then click on the Enable button and OK.
24
Out of Office Auto Reply

• Special Message You can set up a special
  message to be sent only to certain people.

• Exceptions You can also specify who Notes
  should not send an Out of Office message to.

25
Creating a Phone Message

• Lotus Notes provides a phone message form. From
  your mailbox, click on Create, Special, Phone
  Message. Address it like you would an e-mail,
  fill in the phone message form and hit send.
• The phone message will appear in the recipients
  mailbox with the subject i.e. Phone message
  from Ed McMahon.

26
Creating Stationery

• You can create stationery to use over and over.
  For example, you can use stationery to send out
  form letters to students with information you
  would like them to know before each session.
• 1. Click on the Tools View on the left-hand side
  of your mailbox.
• 2. Click on Stationery.
• 3. Click on the New button and choose Stationery
  Memo.
• 4. Type in what you would like the memo to say
  and then click on the Save button.
• 5. You will be asked to name the stationery.
  Type in what you would like it to be and click on
  OK.

Going forward, whenever you need to send out that
particular memo, you can click on the Tools View,
choose Stationery, double click on the stationery
that you want to use and address it. You can
also modify it and when youre ready, hit the
Send button. The modified e-mail will be
delivered, but you will still have the original
stationery for the next time you need to use it.
27
Sorting Searching Your Mail

• The Who, Date, Size and Subject columns can be
  sorted to help you locate a document easier.
  Click on the triangles at the top of each column
  and your documents will sort according to
  chronological or alphabetical order.
• You can also do a search on your inbox for a
  particular phrase or individual. Click on View,
  Search Bar and type the word or words you are
  looking for in that field. Click on Search and
  the results will appear on your screen.

28
Calendar Cleanup
This feature allows you to delete old calendar
entries, based on elapsed days, weeks, months,
years or before a particular date. To do this,
from your calendar view, click on Tools, Calendar
Cleanup. From there you can specify what you
would like to purge.
29
Importing Holidays into Your Calendar
This feature allows you to import holidays
specific to your country into your calendar.
To do this, go to your calendar and click on
Tools, Import Holidays.
30
Customizing a View Close All Windows

• You can customize different views in Lotus Notes.
  For example, you can remove columns that you do
  not wish to view, you can widen columns and you
  can sort columns differently. This will work on
  any database in Lotus Notes (i.e. your mailbox,
  the Product Library, any discussion database)
  The changes you make will only be effective on
  the computer you are using when you make the
  change.

Close All Windows This feature allows you to
close all of the Windows (tabs) you have open
at once, instead of clicking each one to close it.
To do this, click on File, Close All Open Window
Tabs
31
Creating Mail Folders

• You can organize your mailbox by creating
  Folders. Click on the Folder button, Create
  Folder, fill in the name you would like to call
  it and click on OK.
• You can also create subfolders. Click on Folder,
  Create Folder, highlight the existing folder that
  you would like the new one to fall under, type in
  the name and click on OK.

32
Managing Spam

• What is spam?
• Spam is unsolicited and unwanted electronic mail.
  Most spam is commercial advertising, often for
  products of a questionable nature, or
  get-rich-quick schemes.
• Why is spam bad?
• o Theft of Service - It uses a company or
  internet services resources to send
  advertisements, in the form of server disk space,
  internet bandwidth, telephone costs, and the
  recipients time spent reading deleting it.
  These costs are directly transmitted back to the
  subscriber, as higher monthly fees.
• o Its Garbage Most spam messages advertise
  products that are worthless, deceptive and partly
  or entirely fraudulent.
• Should I hit remove?
• Remove lists dont work. By clicking on the link
  to unsubscribe, you are verifying that you have a
  valid e-mail address that they can sell to other
  spammers.
• How do spammers get my address?
• E-mail spam lists are obtained by stealing
  internet mailing lists or scanning websites for
  e-mail addresses by using automated software.
• How can I prevent spam?
• Do not post your e-mail address on a website and
  do not submit your e-mail address to anyone other
  than those you wish to correspond with and
  legitimate companies that you want to do business
  with. A good idea is to create an alias account
  for those websites and forms that require an
  e-mail address. You can set up a free address
  through a service like hotmail.

Example of spam
33
Managing Spam Blocked Senders List

• From your Inbox, highlight the email whose sender
  you want to block.
• Click on Tools, Block Mail from Sender.
• In the pop-up box, you can choose to block email
  from that one particular address, or from the
  entire domain. (i.e. all addresses ending in
  _at_yahoo.com)
• Click on OK.
• All email received from the address(es) you block
  will be automatically rerouted to your Junk Mail
  folder, where you can review it later or just
  delete it.

34
Creating Rules
Click on the Rules view on the left-hand side of
your mailbox. Click on the New Rule button
and the screen below will open up on your
workspace.
35
Blocking a Particular Address or Phrase
Under Create Condition, choose Sender, Contains
and fill in the e-mail address that you would
like to block. Click on the Add button. Under
Specify Actions, choose Delete and then click
on the Add button. Click on OK.
Be careful using this feature. For example, if
you were to block the word free, it would also
delete a memo that contained the word carefree.
When you choose a word, give that some
consideration.
36
Autosave
This feature allows you to save documents every
x minutes, so that in the event of a power
failure, hardware/software failure or user error,
you will not lose the document you were working
on. To set this up, click on File, Preferences,
User Preferences, click next to Autosave every
x minutes and set the interval that you would
like it to occur.
37
Personal Address Book Adding Contacts

• Adding Contacts Open up your personal address
  book, and click on the New button and choose
  Contact. Fill in the fields shown above. When
  you have finished, click on the Save and Close
  button.
• You can also add addresses directly from e-mails
  that you have received. With the e-mail open,
  click on Actions, Tools, Add Sender to Address
  Book.

38
Personal Address Book Sorting Contacts

• Sorting Contacts By default, Lotus Notes
  alphabetizes contacts by first name. To change
  this, open up your personal address book (i.e.
  Smith's Address Book on Local), click on the
  Tools button, and then Preferences.
• Under 'Newly created Contacts should have names
  formatted as', choose Lastname Firstname and
  click on the 'Update all entries' button. Click
  on the 'Save Close' button in the top left-hand
  corner.

39
Personal Address Book - Adding Groups

• Adding Groups In your personal address book,
  highlight Groups, click on the New button and
  choose Group. Type in a Group Name, a
  description and list the names (DC Notes) or
  internet addresses of those you would like to
  include, one per line, vertically. When you are
  done, click on the Sort Member List button to
  alphabetize them and then click on the Save and
  Close button.

40
Changing your Password

• All Lotus Notes User IDs are issued with the
  default password of password. To change your
  password, click on File, Security, User Security.
  You will be prompted for your current password.
  Type it in and click OK.

Click on the Change Password button and enter
your current password again. Enter your new
password twice and click on the OK button. When
choosing a password, remember that it is case
sensitive.
41
Locating Databases

• To add a database to your Notes workspace, click
  on File, Database, Open. In the server field,
  type in the name of the server you access and
  click on Open.

Highlight the database you would like to add to
your workspace, click on Bookmark and then OK
When you have finished adding all of the
databases that you want, click on Cancel to exit
the screen. Databases Bulletins Dale Carnegies
Address Book Discuss Folder Client Builder
Discussion Dale Carnegie Morocco DC France
Discussion Group Enhanced Dale Discussion French
Marketing Steering Committee IT Grab Bag MARS.COM
for Franchisees Equity Partners MARS.COM_at_Peters
Place Peoples Side of Process
Improvement Strategic Accounts

42
Locating Databases
Databases Mail Folder Where your mailbox is
stored. You are the only one who has access to
it. If you try to access someone elses mailbox,
you will get a message that says, You are not
authorized to access that database. Programs
Folder Accreditations Library Company Logos
Corporate Solutions Case Studies
Franchisee Directory Government
Proposals. Inspirational Quote File Product
Library Archive Product Tailoring Service
Requests Product Solutions Library Registration
s from Marketing Franchisees/Sponsors
Folders Where databases that are customized for
individual franchises are located.
43
Using Databases - Discussion Databases

• A discussion database is used to share thoughts
  and ideas. It can be looked at as an informal
  meeting place. Each member of a group can read
  what others have to say and voice their own
  opinions at their convenience.
• Getting Started
• Open up the database and select the Main View to
  see a chronological listing of main topics for
  discussion and the responses. Select the By
  Author view to see what individual members of the
  group have said. Select the By Category view to
  browse the groups discussion by categories.
• To begin a discussion
• From the Main View, click on the New Main Topic
  button. Enter a category for the topic and the
  information that you want to share. Click on
  Save and then Close when you have finished.
• To respond to a main topic or a response document
• Highlight the document and click on either the
  Response or Response to Response button.
• Example MARS.COM at Peters Place

44
Using Databases - Franchisee Directory

• The Franchisee Directory database has replaced
  the paper directory that used to be sent out
  regularly. You can locate Franchises by
  Franchisee name or by territory.

45
Using Databases Product Solutions Library

• The Product Library database contains all of Dale
  Carnegies core curriculum and customized or
  tailored programs. There are copies of every
  seminar and Carnegie University program and all
  electronic visuals are now included as well.

46
Using Databases - Registrations from Marketing

• The Registrations from Marketing database
  contains a wealth of information for
  sponsors/franchisees participating in the
  catalog, one-day promotions, half-day promotions
  or preview promotions. It includes samples of
  Marketing materials, billing and accounting
  information, registration procedures and rosters
  of current seminars.

47
Using Databases Custom Databases

• At a franchisees request, we are able to create
  custom databases, tailored for your franchise.
  One of the databases weve created is for Tim
  Cooks franchise in Vermont . They have
  automated several of the forms they use on a
  regular basis.
• They are now able to fill out a form in Lotus
  Notes and with the push of a button, a copy is
  automatically submitted to the appropriate
  mailboxes as well as to the person who submitted
  the form.
• The databases are completely confidential and
  only those who you specify will have access to
  them.

48
iNotes
iNotes is a program created by Lotus Development
that allows you to check your e-mail from
Internet Explorer on any PC.
If your mail server is Dale1, type in
http//dale1.dalecarnegie.com If your mail server
is Dale4, type in http//dale4.dalecarnegie.com
Type in your username password, click on the
Enable iNotes box and click on the login
button.
49
iNotes
When your mailbox opens up, you will be able to
read, create edit your email just as if you
were using the Notes client. You will have
access to any folders youve created, your
calendar and your To Do list, as well.
Synchronizing your Address Book Lotus Notes
allows you to synchronize your address books, so
you will be able to access your contacts and
groups whether youre using the client or a
browser. To do this, from the Lotus Notes client
highlight your mailbox and click on Actions,
Synchronize Address Book. When you are finished
working with iNotes, click on the Logout button
at the top of the screen.
50
Replication
Replication is the process that allows you to
keep a local copy of your Notes mailbox, as well
as other databases, on your hard drive for
offline use. Benefits o If you connect to
the internet with anything less than a DSL line,
replicating and working offline is much faster. o
You can work anywhere, and have your data
accessible. (i.e. airplane, offsite meeting,
etc.)

• Creating a New Replica
• o Highlight the database you want to make a
  replica copy of.
• o Click on File, Replication, New Replica
• o Click on Immediately and then OK.
• The only database you will have to change the
  name of when making a replica copy is the Dale
  Carnegie Address Book. Change it to
  dcnames.nsf
• The amount of time it takes to make the replica
  copy depends on the size of the database and the
  speed of your connection. You can follow its
  progress by looking at your Replicator Page.
• When you create a new replica, the replicator
  screen will automatically open up. To access it
  at other times, click on the Replicator icon on
  the left-hand side of your screen.

51
Replication
As you make each initial replica, they will be
added to your Replicator page. (See below). To
replicate each day, go to your Replicator page
and click on the Start button. Notes will then
go down the list of databases that have a check
mark on the left and replicate any changes that
have been made. (Additions, Deletions, etc.)
The Send Outgoing Mail entry will send out any
mail you created while you were offline. When
you replicate, it must say Office in the bottom
right-hand corner. Once you have finished
replicating, you can sign off of your Internet
Provider and change your Notes location to
Island. Now you are ready to work offline.
All local databases will say On Local after the
title. Those are the databases that you will
work with when youre offline.
52
Contact Information
Information Technologies Department 290 Motor
Parkway Hauppauge, NY 11788 Chris Addeo, IT
Director 631-415-9310 Sue Hacker, Lotus Notes
Administrator/Developer 631-415-9311 Maxine
Jean-Joseph, Application Specialist/Client
Builder 631-415-9312 Renee Matthews, Application
Specialist/Client Builder 631-415-9308 Jorge
Vasconcelos, Network Administrator 631-415-9366 Ke
vin Vincench, PC Technician/Desktop Lotus Notes
Support 631-415-9345