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LOTUS NOTES 6.5.

3 : e-Mail, Calendaring & To-Do List

1. STARTING NOTES

With Notes, you can send messages, schedule events and browse the Web with one set of tools.

Follow these steps to start Notes

Step Action
1 Click the Start button. Then, choose All Programs  Lotus Applications  Lotus
Notes
2 Select your Notes ID. Then, click Open (If sharing)
3 Enter your password. Then, click OK

2. CHANGE PASSWORD

Follow these steps to change password

Step Action
1 Choose File - Security - User Security.
2 Click Security Basics, and then click "Change Password" under "Your Login and
Password Settings."
3 In the "Change Password" dialog box, enter a new password in the "Enter new
password" field, and then enter it again in the "Re-enter new password" field.
4 Click OK.

3. OPENING & READ YOUR MAIL


Follow these steps

Step Action
1 Open Mail
You can open your mail from the :

i) Welcome Page

ii) Workspace, double-click the Mail icon

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Step Action

2
Read Mail
Double-click / press ENTER the message in the list (view) in the Inbox

In your mail database, messages that you haven't read appear in


Red (unless you've set colors in the Inbox) and have stars next to
their titles.
In the navigation pane, names of folders that contain unread
messages appear in bold and show the number of unread
messages. Names of parent folders to these folders also appear in
bold.

To view a message and the Inbox at the same time


1. Select a message in the list (view).
2. From the menu, choose View - Document Preview - Show Preview. The preview pane
opens with the document you selected. You can turn the preview pane on and off by
choosing View - Document Preview - Show Preview again.
Tip: You can also show and hide the preview pane by clicking the Preview triangle at the bottom
of the Inbox list.

• Notes remembers that you have the preview pane displayed the next time you open mail.
• The preview pane lets you read messages in the Inbox without opening them. Messages
that you read in the Preview Pane remain marked as unread messages in the View pane.

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Step Action
3

Message types are indicated by icons to the left of the message subject lines.

Notes mail has these folders and views:


Icon in navigation pane Description
Inbox Shows all messages that you receive. Messages remain in the Inbox until you move
them to a different folder or delete them.

Drafts Shows all messages that you save without sending. You can go back to these
messages, edit them, and send them later.

Sent Shows all messages that you have authored, sent and saved, by the name of the first
recipient. Sent messages appear with an envelope icon in all views and folders.

Follow Up Shows all messages that are currently flagged for follow-up action.
Trash Shows messages that you marked for deletion in your mail.
For information, see Deleting mail.

Views - All Documents Shows all messages that are currently in your mail database.

Views - Mail Threads Shows all messages grouped with their replies so you can view an entire
conversation at once.

Folders Shows a list of all personal folders you create.


Tools - Rules Shows all rules that you create to filter new messages.
For information, see Filtering new mail using rules.

Tools - Stationery Shows all stationery that you create for sending messages.
For information, see Creating and using stationery for mail.

Tools - Archive Appears only if archiving is set up for your mail. Shows all your archive policies, and
lets you open the archive database.

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4. CREATING A NEW MESSAGE


Follow these steps to create a new message
Step Action
1 If necessary, open your Mail Database
2 Click the New Memo action button
3 Use type-down addressing/Address Book:
Click the Address… button OR Click the link To, Notes will open the Select
Addresses window.
4 In the Find names starting with field, enter the first letter of the name.
5 Scroll to find the name, select the name
6 Click the To>, cc>, or bcc> button
7 Click OK
8 Fill the Subjet and Body of Messages
9 Click the Send button

5. SAVING THE MESSAGE AS A DRAFT


Follow these steps to save a message as draft
Step Action
1 Complete the memo header fields and content of the message
2 Click the Save as Draft action button
3 Click the Draft view
4 Double-Click the message to open it

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6. DELIVERING YOUR MESSAGE


Delivery options are available when you create a new or forward an existing Notes mail message.
Some delivery options may also work in Internet mail, depending on whether your recipients' mail
programs support them.

Follow these steps to select delivery options fr a message you are sending :
Step Action
1 Click the Delivery Options action button
2 Select the desired options

3 Click OK
4 Click the Send action button
Tip You can also specify some of these delivery options by clicking this icon in a new mail message
and selecting the options from lists. You can specify the importance, the priority, the digital signature,
and the return receipt.

Click this icon


to reveals
delivery options

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Table A
Delivery Options Description
Basic Tab
Importance All messages are of Normal importance by default. Setting a message as
High importance displays an exclamation point next to the message in the
recipient(s)' views, and a red envelope next to the message in your views.
Importance does not change the order in or speed with which Notes
delivers messages.
Delivery Report Only on failure Notes sends you a delivery report only if it cannot
deliver the message.

Confirm delivery Notes sends you a delivery report informing you


whether or not your message was delivered.

Trace entire path Notes sends you a report from each server through
which it routes the message and a final report
indicating whether or not it delivered the message.
Delivery Priority High Notes routes the message immediately.

Normal Notes routes the message the next time your home
server sends mail.

Low Notes waits until off-peak hours to route the


message. Off-peak hours are between midnight and
6:00 A.M. unless the Domino administrator changes
the time. If you are using a modem or wide area
network this option can reduce the cost of using
telephone lines.
Note: Low Priority Mail only applies to messages
that are sent to another server. Messages sent to a
user on the same mail server are delivered
immediately.
Return Receipt If turned On, a mail message will be sent to the sender when the mail
message is opened
Prevent Copying You can prevent Notes mail recipients from copying a Notes mail
message that you send. This includes copying with the clipboard,
forwarding, replying with history, and printing. However, this option is
merely a deterrent to copying. Recipients can still use other means to
copy the message.
Auto spellcheck You can have Notes automatically spell check your message before
delivery.
Prevent receipt of If you know that a colleague or friend is on vacation, and want to be able
Out-Of-Office to send the person messages without receiving out-of-office replies, you
Messages can have Notes refuse this type of reply.

Mood Stamp
Personal Private

Confidential Thank you!

Flame Good Job

Joke FYI

Question Reminder

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7. CUSTOMIZING THE LOOK OF YOUR MESSAGES


You can change the look of the messages you send by including a signature in each message you
send.
Step Action
1 Form the Mail view, click the Tools - Preferences
2 Click the Mail Tab
3 Click the Signature tab
4 Enable Automatically append a signature to the bottom of my outgoing messages
checkbox
5 With Text turned on, enter your name, title and company in the Signature text box
6 Click OK.
Result: The next time you create a memo, the signature will be added to the end of the
message body.

Note: You can change the signature at any time by repeating the procedure and entering new text or
browsing to a different file. You can remove the signature by turning off the check box in step 5.

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8. REPLYING MAIL
You can reply to the person who sends you a message as well as to all the recipients of the message.
You can also include the original message, and any graphics or attachments, in your reply.

Step Action
1 Open or select the message
2 Do one of the following:
• To reply to only the sender, click the Reply action button and choose a type of reply as described
in the table below.
• To reply to the sender and all visible recipients, click the Reply to All action button and choose a
type of reply.

Type of reply Description


Reply Sends a reply that does not include any of the original message.
Reply with History Sends a reply that includes the entire original message and all previous
messages.
Reply without Attachment(s) Sends a reply that includes all history as above, except for file
attachments.

4 Click on the body of message and enter your message. If you reply with history, you can add
comments above and/or in the section containing the original message.
• Choose Text Permanent Pen  Use Permanent Pen from the menu
Result : Any text entered while permanent pen is enabled will appear in red bold
5 Click Send. A reply-to indicator appears next to the original message in the view.

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9. FORWARDING MAIL

Step Action
1 Open or select the message or document. To forward multiple messages or documents as a single
message, select the messages or documents by clicking in the column to the left of the titles.
2 From the menu, choose Actions - Forward and then choose a type of forwarding.

Type of forwarding Description


Forward Forwards the entire original message.
Forward without Attachments Forwards the entire message as above, except for file attachments.
Internet-Style Forward Forwards the text of the original message formatted in the line length and
marked with the left-margin character (> is the default) specified in your
preferences. This style of forwarding includes no pictures, attachments,
OLE objects, or collapsible sections.

3 Address the message in the To, carbon copy (cc), and blind carbon copy (bcc) fields.
4 (Optional) Type comments anywhere in the original message or document.
5 (Optional) Click "Delivery Options" and select delivery options.
6 Click Send. A forwarded indicator appears next to the original message in the view

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10. WORKING WITH ATTACHMENT


You can attach all types of files to a document, such as executables, graphic files, compressed files,
even Notes databases (files with the NSF extension). When you attach a file, you're attaching a copy
of the file, so the original is not affected.
Once you attach a file, Notes shows an icon indicating the file type and name if you have the file's
application installed. For example, this is an icon for a excel workbook file attachment:

Messages that contain attachments have a paper clip icon that appears to the left of the Subject in the
Mail view.

Step Action
1 With the document in Edit mode, click where you want the file attachment to appear
(for example, at the end of the document).
2 Choose File - Attach.
3 Select the file's drive and directory, and then select the file. (You can select multiple
files by pressing CTRL while clicking file names.)
4 Click Create.

10.1 To View Information About A File Attachment


You can find out the name of a file attachment, the size of the file attachment, the date and time the
file attachment was last modified, and encoding information.
1. Select the attachment, and then choose Attachment - Attachment Properties. , OR
2. Right-click the attachment – click Attachment Properties

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10.2 To Open File Attachments


When you open an attached file, you are opening it with the software program it was created in if you
have the same software program on your machine. If you do not have the software program installed,
you can still view the contents of the attachment. For more information, see To view file attachments.
1. Select the file attachment by clicking it.
2. Choose Attachment - Open.
10.3 To View File Attachments
Viewing a file means looking at the file's contents without using the software program the file was
created with. If you're using Windows, you can view an attached file directly in Notes.
1. Select the file attachment by clicking it.
2. Choose Attachment - View.
3. Choose File - Close to close the file, or press ESC.

10.4 To Edit File Attachments


When you choose to edit an attachment, Notes opens the file in the application the attachment was
created with. When you save and close the edited attachment in the application, Notes replaces the
old file with the updated file attached in the document. You do not have to delete the old attachment
from the document and attach the newly edited attachment. When you close the Notes document,
click Yes to save the changes in the attachment, or click No to reverse the changes.
1. Select the file attachment by clicking it.
2. Choose Attachment - Edit.
3. Edit the file, then save it in the application you used to edit the attachment.
4. When closing the Notes document, click "Yes" to save the document.

10.5 To Save File Attachments


You can save an attached file to your hard disk, a floppy disk, or to a file server. Notes saves a copy
of the attached file and leaves the original attached to the document. If more than one file is attached
to a document, you can save some or all of the files at once.
1. Do one of the following:
 To save one file, select the file attachment, and choose Attachment - Save.
 To save all files, select any file attachment; choose Attachment - Save All.
2. Specify the drive and directory in which to store the file(s).
3. Click Save.

10.6 To Delete File Attachments


You can delete one attachment, some attachments, or all attachments from a document. You cannot
retrieve attachments once you delete them from a document.
Do one of the following:
 To remove one file, select the file attachment, and choose Attachment - Delete.
 To remove all files, select any file attachment; choose Attachment - Delete All.

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11. WORKING WITH WEB LINKS (e.g : http://www.penang.gov.my)


A URL (Web address) typed in the body of a message automatically creates a Web link for the
recipient of the message. You can change this preference by choosing File  User Preferences
from the menu and selecting the Basics category.

Step Action
1 Click File
2 Choose Preferences  User Preferences
3 Chosse the Basics tab
4 In the Additional Options, enable Make Internet URLs (http://......) into Hotspots
5 Click OK

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12. DELETING UNWANTED MAIL

Step Action
1 Select the message(s) to delete
2 Click the Delete action button OR Press Delete on keyboard
Result : Notes moves the document(s) to your Trash folder and out of all other
folders and views in your mail database.
Tip: You can drag the marked message(s) to the TRASH folder in the Navigator pane.

To work with messages in the Trash folder


Messages appear in the Trash folder until they are permanently deleted. You can remove them from
the Trash folder and restore them to the view or folder from which they were originally deleted. You
can also permanently delete selected messages or all messages.
1. In the navigation pane, click the Trash icon.
2. (Optional) If you want to work with only some of the messages, select them.
3. Do one of the following:
 To remove the selected messages from the Trash folder and restore them to view
or folder you deleted them from, click Restore.
 To restore all messages in the view, click "Restore All."
 To permanently delete the selected messages, click "Delete Selected Item" and
select Yes in the message that appears.
To permanently delete all messages in the view, click "Empty Trash" and select Yes in the message
that appears.

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13. CREATING FOLDERS


You can organize your mail by moving messages to folders in your Mail Database. You can create as
many folders as you want, even creating a folder within another folder.

Step Action
1 Choose Folder – Create Folder from the menu
2 Enter the Folder Name
3 Select a location for the folder.
Note: Click on an existing folder to create a new folder within it.
4 Click OK

13.1 Filing Your Mail Into Folders


Moving a message to a folder is a convenient way to store your messages. By moving messages in
and out of folders, you are not duplicating the message in your Mail database. You are just including a
pointer to the folder where the message resides.

Follow the steps below to move a message in and out of a folder

Step Action
1 Select a message from the Inbox
2 Choose Folder action button
3 Click Move to Folder …..
4 Select the folder you want to store the message in
Click Move

Tips: You can select the message and drag to the folder

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14. SETTING UP OUT-OF-OFFICE MAIL MESSAGE


You can have Notes automatically reply to mail that you receive while you're out of the office. Notes
runs an agent on your home server that sends messages to the people who send you mail, telling
them you're out and when you're returning. If you delegate your mail to someone, they can't set up an
out-of-office message for you, so do that before delegating.
Note The out-of-office message is not an automatic broadcast; someone must send you a message
in order to see it.
While you are gone, Notes sends only one message to each person who sends you mail, no matter
how many messages the person sends you. On the return date you specify, Notes starts sending you
daily "Welcome Back" messages until you disable out-of-office mail. The "Welcome Back" message
includes, for your convenience, a list of the people Notes sent messages to while you were out.
14.1 To Enable Out-Of-Office Mail
1. Open your mail database and choose Actions - Tools - Out of Office.
2. On the Dates tab, specify the dates on which you are leaving and returning. The out-of-office
agent responds to incoming mail for all the days you specify, no matter how far in advance you
enable the agent.
3. (Optional) Do any of the following:
What do you want to do? Procedure
Keep the specified dates available for meeting On the Dates tab, deselect "Book Busytime for these
invitations dates."
Change the message or subject of the message that Click "Out of Office Message" and change the
Notes sends subject or message.
Send a different message to certain people Click "Special Message," specify the names of
people in the To field, click the field below Subject,
and type the message.
Cancel replies to certain people or groups Click Exceptions and specify one or more names in
the "Do not automatically reply to mail from these
people and groups" field.
To select names from an address book, click the
button to the right of the field.
Cancel replies to messages sent to groups that Click Exceptions and specify one or more group
you're part of names in the "Do not automatically reply to mail
which is addressed to these groups" field.
Cancel replies to messages whose subject contains Click Exceptions and specify the text in the "Do not
certain text automatically reply if the subject contains these
phrases" field.
Cancel replies to people who send you Internet mail Click Exceptions and select "Do not automatically
reply to mail from Internet addresses."

4. Click Enable. If Notes asks which server to run the out-of-office agent on, choose your home
server and click OK. If Notes shows a message stating which server you have requested, click
OK. Notes runs the out-of-office agent on your home server until you disable it.

14.2 To Disable Out-Of-Office Mail


1. Open your mail database and choose Actions - Tools - Out of Office.
2. Click Disable and then click Yes and OK as many times as necessary.
Note The Enable button becomes Disable when the agent is enabled.

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15. ARCHIVING MAIL MESSAGES TO FREE UP SPACE


An archive is a copy of a database you can create to store information no longer in use. Like a replica,
an archive contains all documents and design elements in the original database, but unlike a replica,
an archive never sends any changes back to the original database.
Archiving is particularly useful for mail databases. When you send a mail message, Notes
automatically saves a copy of it in the Sent view, causing your mail database to increase in size. You
can create folders and put messages in them to organize your mail, but this doesn’t decrease the size
of your mail database. Archiving frees up space and improves the performance of your mail.

15.1 Manual Archiving Procedure.

Right Click your email icon


 Database  click
Properties

Click Archive Settings

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Pastikan destinasi arkib adalah


:

To : My local workstation

( Nota: emel-emel yang diarkib


akan disimpan di dalam local
hardisk )

Click tab page Settings

Click Add…

Taipkan sebarang nama folder


arkib anda di ruangan ini.

Contoh :

a_ahmad 06/2007, Year 2006,


Jun 2007

Click butang OK

Highlight nama folder tersebut

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dan click kekotak Enable


archiving

(Nota : Anda boleh menambah


folder arkib dengan mengulangi
langkah 4 & 5)

Select dokumen/email yang


hendak di arkib

Click menu Actions  Archive



Archive Selected Documents

Pilih destinasi / folder arkib


yang telah dicipta  Click OK

(Nota : Archive Destination


akan disenaraikan berdasarkan
bilangan yang telah dicipta )

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Anda akan dapat melihat


Database Archive sedang
diwujudkan di dalam local
hardisk anda pada kali pertama
sahaja.

Untuk membuka email yang


telah diarkib,

Pada View Navigation Pane,


expand butang Tools 
Archive

Ikon database emel (archive)


anda akan diwujudkan secara
automatik pada workspace
anda.

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15.2 Automatic / Schedule Archiving Procedure.

To select documents based on activity


1. File - Database - Properties
2. Click "Archive Settings" and click Settings tab page
3. Add or edit a set of criteria, and click "Select Documents."
4. In the drop-down list, choose “not modified” and specify the number of days, months or years.

5. Click OK twice

Schedule
1. In the database you want to set up a schedule for, choose File - Database - Properties.
2. Click the "Archive Settings" button and click Advanced.
3. Select "Scheduled archiving will occur locally" and click the Schedule button.
4. Select a time from the drop-down list by dragging to the time you want and clicking the check
mark.
5. Select all the days on which you want archiving to run.
6. (Optional) Leave "Any location" selected, or click "Specific location:" and select the locations
in which you want archiving to run.
7. (Optional) To remove your customizations, click "Reset to default."
8. Click OK twice.

Agent will archive your


mail database every
Monday & Tuesday at
12.08 PM

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16. ADDING CONTACTS TO YOUR ADDRESS BOOK


You can save information about people in contact documents in your Personal Address Book. If you
save a person's mail address, you can address a message by typing the person's name instead of the
entire mail address.
You can send mail to people and invite people to meetings from the Contacts view in your address
book. If you save a person's Web page address, you can also visit the page from your address book.

To open your address book, click this icon in the Bookmark bar.

16.1 To Add A Contact Manually


1. Open your address book and choose Actions - New - Contact.
2. In the First and Last fields, specify the person's name.
3. (Optional) Specify the person's Middle name, Title, or Suffix.
4. Enter the person's mail address in the Email field.
5. (Optional) Click the button to the right of "Email" to specify details of the person's mail software,
such as Fax or Internet Mail. Click the X to delete an entry you don't want to keep.

Click here to supply details of the contact’s


e-mail system, if you know them

6. (Optional) On the Business and Personal tabs, specify any other information about the person
you want to save, such as company (business) name, multiple phone numbers, birthday,
anniversary, or alternate mail addresses.
7. (Optional) Click the Briefcase tab and paste any attachments or rich text you want to associate
with the person.
Tip For example, you could save a resume for a job candidate, driving directions for a client, or
review information for an employee.
8. (Optional) Click the Advanced tab to specify advanced contact options such as security keys, or
to customize the way the contact appears in the view or preview pane.
9. Click "Save and Close."

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16.2 Creating A Group In Personal Address Book

Step Action
1 Open the Personal Address Book
2 Choose Group view
3 Click New action button and choose Group
4 Enter the Group Name (mandatory), Description, Category (optional) and\
Members (mandatory)
5 Click Save & Close button

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17. MANAGING YOUR PERSONAL CALENDAR

17.1 Opening Your Calendar

To open Calendar, do one of the following:

a) Click the Calendar bookmark


b) From your mail database, click the down arrow next to the Mail or To Do header and choose
"Switch to Calendar" from the menu.

Tip You can switch between your own or another person's Calendar, Mail, and To Do using the
header menus of Mail, Calendar, and To Do.

Current Calendar Page


Displays your appointments
meetings, reminders, events,
anniversaries, and tasks

Calendar Date Picker :


To navigate to any date
in the calendar

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17.2 To Change The Calendar Display


The table below describes ways to change the focus, look, and content of the Calendar.
If you want to... Do this
Change the format of the From the menu, choose View - Change Format and select One Day, Two
Calendar view Days, One Week, One Work Week, Two Weeks, Two Work Weeks, One
Month, One Work Month, or Meetings to display only meetings in your
Calendar.
Click the Calendar's Day, Week, Month, or Meetings tab:

Double-click a date in any Calendar view to open that day in the One Day
format.
Move to a different day, month, or Use the date picker in the top left corner of the Calendar.
year

Scroll through the Calendar Use the horizontal scroll bar at the bottom of the Calendar for the Day and
Week view. Use the vertical scroll bar for the Month view. Subsequently
clicking the scroll bar shifts Calendar focus by the same increment (if you first
drag the scroll bar forward two years, subsequently clicking it shifts focus by
that same amount and in the same direction).
Click the forward or back buttons on the horizontal or vertical scroll bar to move
one view at a time (Calendar focus shifts one day if you are in the one day
format, one week in the one week format, and so on).
See a summary of entries in the Choose View - Show - Summary. Repeat to return to the main Calendar view.
current view
Tip You can also click Formatting - Summarize to view a summary of entries.

See an entry's information Hold your pointer over an entry to see a pop-up window with basic information.
Move to a particular date Choose View - Go To Date, then enter a date or select a date using the date
box. Click OK.
Move to the current day Choose View - Go To Today.
Tip You can also click the Today hotspot in the date picker.

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17.3 Calendar Entry Icons


There are different icons for each type of calendar entry.

Icon Name Description


Meeting Invite others to meet with you for a period of time
Appointment Schedule a period of time for yourself

Reminder Remind yourself of something at a specific

All Day Event Schedule a day or period of days for yourself

Anniversary Schedule a specific, annual date (Such as a birthday)


for yourself

17.4 Adding Holidays to Your Calendar


You can import holidays to your calendar, based on predefined sets. Notes comes with sets of
holidays grouped by various countries and religions. In addition, a system administrator can create
unique holiday sets for your company or region.

Follow these steps to add holidays to your calendar

Step Action
1 Open your calendar
2  Tools
From the File menu, choose Actions  Import Holidays.
3 Select the holiday set(s) from the dialog box.
Note : Select Cuti Am 2007
4 Click OK
Result: A dialog box reports the number of holiday records that were added

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17.5 Add a new appointment


The basic Appointment form contains a default start date and time and end date and time.

Follow these steps to ceate a calendar appointment

Step Action
1 Open your calendar
2 Click New and choose Appointment
3 In the Subject box, enter Complete Class Evaluation
4 Click the calendar button to the right of the Starts date. Then, choose today’s date on the date
picker.
5 Click the calendar button to the right of the Ends date
Result : The same date is filled in
6 Click the clock button to the right of Starts time
7 Drag the click slider to 04:00 PM. Click the checkbox in the lower left corner.
8 Click the clock button to the right of Ends time. Select 04:30 PM.
9 In the Location box, enter Meeting Room 1
10 Choose the Category
Note : You can add the category that meet with your requirement
11 In the Description section, enter Ask for instructions.
12 Click Save and Close
Result : The new appointment appears on your calendar

Calendar Entry Options And Tricks


 Select Repeats for appointment that occur on more than one date, such as a monthly
meeting.
 Select Alarm options to receive a reminder for an entry.
 Entries can be marked Private so they will not be visible to another user who has access to
your calendar
 Entries can be marked Pencil In so the block of time will not be seen as busy time when
checking your free time.

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LOTUS NOTES 6.5.3 : e-Mail, Calendaring & To-Do List

17.6 Add A Repeating Reminder Entry


Follow these steps to add a repeating entry with a reminder alarm

Step Action
1 Open your calendar view, click New. Then, choose Reminder
2 In the Subject field, enter Mesyuarat Post Exco
3 Choose a date. Then, change the time to 02:00 PM
4 Select Repeats.
Result: The Repeat Options dialog box appears.
5 In the settings for When the repeats, click the drop-down arrow and choose Weekly
Note : When you select Weekly, the field to the right automatically changes to Every
6 Below the Every field, scroll down the list and choose Wednesday.
7 In the settings for How Long the repeats, choose the Starting Date and to or Continuing for
8 Click OK
9 Select Notify me
Result : The Alarm Notification Options dialog box appears
10 In the Alarm will go off settings, enter 30 minutes
11 (Optional) Below What Happens When Alarm Goes Off, select Play Sound. Choose a sound
from the list. Click OK
12 Below Description field, enter Print Minute
13 Click Save and Close

17.7 Viewing a Group Calendar


A group calendar is a collection of the free-time schedules of people you select

• The upper portion of the view


displays the names of the
group members and the
calendar time slots.

• The lower portion of the view


is reserved for displaying the
details from individual
calendars

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LOTUS NOTES 6.5.3 : e-Mail, Calendaring & To-Do List

17.8 Create And View A Group Calendar


Follow these steps to create and view calendar group

Step Action
1 Open your Calendar
2 Click Tools action button, choose View and Create Calendar Group….
Result : The Group Calendars window appears
3 Click New Group Calendar action button
4 Enter the Title
5 In the Members field, select the names of your partners including your name.
6 Click OK

17.9 Inviting Others to a Meeting


Issuing and tracking meeting invitations is an integrated part of your mail, calendar and Address Book.
You are using the following features:
 Mail handles distribution
 Calendar preferences check free time
 Calendar options create the meeting in the calendar from the invitation
 The Address Book selects participants, rooms, and resources

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LOTUS NOTES 6.5.3 : e-Mail, Calendaring & To-Do List

17.10 Create A Meeting Invitation


Follow these steps to send a meeting invitation

Step Action
1 Open your Calendar view
2 Click Schedule a Meeting action button
3 Enter the Starts and Ends date and time
4 Enter a Subject and Description
5 In the Invitees section, click the address book icon and choose the names of the invitees in the
Required (To): , Optional (cc): and FYI (bcc)
6 Enter the Location
7 Enter the Categorize
8 Click Save and Send Invitations action button
Note : When you send meeting invitation, the meeting entry appears in your calendar. You are
as the chair, or owner of the meeting

17.11 Check Schedules Before Sending An Invitation


Follow these steps to check schedules

Step Action
1 Open your Calendar view
2 Click Schedule a Meeting action button
3 Enter the Starts and Ends date and time
4 Enter a Subject and Description
5 In the Invitees section, click the address book icon and choose the names of the invitees in the
Required (To): , Optional (cc): and FYI (bcc)
6
In the Scheduler, click or Click to see Invitee, Resource or Room availability link

17.12 Save As Draft Version Before Sending


Follow these steps to save the invitation without sending it

Step Action
1 With the invitation open, Click Save as Draft action button
Result : The invitation appears in your calendar, but is not sent to the invitees
2 From the calendar view, click the invitation to open it.
Note : You are listed as the chair of the meeting

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LOTUS NOTES 6.5.3 : e-Mail, Calendaring & To-Do List

17.13 Specify how invitees should response


Follow these steps.

Step Action
1 In the open invitation, click the Delivery Options…action button
2 Select the priority and response options. Then click OK
Result : The meeting is scheduled in your calendar and invitations are sent to recipeint’s
mailboxes

Note : When you reopen the meeting in your calendar, there is listing for invitations already sent
and Add Invitees button to add new invitees.

Note : The default setting is to expect responses from participants. If participants do not need to reply,
click Delivery Options… and select I do not want to receive replies from participants.

18. RESPONDING TO A MEETING INVITATION


When you receive a meeting invitation in your mailbox, you can accept or decline the invitation,
propose different dates and send your reply with additional comments

18.1 Accept an Invitation


Follow these steps to accept a meeting invitation.

Step Action
1 In the open invitation, click the Delivery Options…action button
2 Select the priority and response options. Then click OK
Result : The meeting is scheduled in your calendar and invitations are sent to recipeint’s
mailboxes

Note : When you reopen the meeting in your calendar, there is listing for invitations already sent
and Add Invitees button to add new invitees.

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LOTUS NOTES 6.5.3 : e-Mail, Calendaring & To-Do List

18.2 View the status of participants


Follow these steps to track the status of the people you invited

Step Action
1 Open the calendar and select the meeting entry
2 Click Owner Actions button. Then, choose View Participant Status

18.3 Reschedule The Meeting


Follow these steps to change a meeting time and send comments to invitees

Step Action
1 Open the calendar and select the meeting entry
2 Click Owner Actions button. Then, choose Reschedule
3 Specify a new date and time
Note : You can go through the process of checking schedules via this dialog box
4 Select Include additional comments on notice. Click OK
5 Enter comments and clicks Send

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LOTUS NOTES 6.5.3 : e-Mail, Calendaring & To-Do List

19. MANAGING YOUR TASKS

19.1 Calendar and To Dos Preferences


You can choose to display or hide To Dos from your Calendar.

(i) To prevent To Dos from displaying in the Calendar


Step Action
1. Open the To Do list.
2. From the menu, choose Actions  Tools  Preferences.
3. Click the Calendar & To Do tab, then the To Do tab.
4. Select "Do not display To Do entries in the Calendar."
5. Click OK.

(ii) To display To Dos in the Calendar view


Step Action
1. Open the To Do list.
2. Choose Actions  Tools  Preferences.
3. Click the Calendar & To Do tab, then the To Do tab.
4. Deselect "Do not display To Do entries in the Calendar."
5. (Optional) Select "Allow Notes to update To Do status and dates for incomplete entries" to
display incomplete To Dos on the current day in the Calendar.
6. Click OK.

The To Do view

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LOTUS NOTES 6.5.3 : e-Mail, Calendaring & To-Do List

19.2 Opening To Do
Follow these steps

Step Action
1 Open To Do List
You can open your To Do list from the :
i) Welcome Page

ii) Bookmark

iii)  Switch to To Do
Workspace, double-click the Mail icon, Click Mail

19.3 Creating a personal To Do


A personal To Do is one which you assign to yourself only.
(i) To create a personal To Do
Step Action
1. Open the To Do list.
2. From the menu, choose Actions  New To Do Item.
3. In the To Do Item form, enter text in the Subject field.
4. Select Myself next to "Assign To."
5. (Optional) Select a priority for the item in the Priority field. Entries in the To Do list
display in the To Do view with a corresponding number
(High=1, Medium =2, Low =3, None=no number)
6. (Optional) In the Category field, select or enter a category for the entry.
7. (Optional) Enter dates in the "Due by" and "Start by" fields.
8. (Optional) Select Repeats to make the entry a repeating one.
9. (Optional) Add text, document links, file attachments, objects, and pictures to the
Description field.

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LOTUS NOTES 6.5.3 : e-Mail, Calendaring & To-Do List

10. (Optional) Select "Mark Private" in the upper right corner to prevent people who have
access to your Calendar from viewing details of the To Do. They can only see the date
and time of the To Do.
11. (Optional) Select "Notify me" to set Alarm notification options for the item in the
"Alarm Notification Options" dialog box.
12. Click Save and Close.

(ii) Copy a mail message into a task

Follow these steps to create a To Do task frm a mail message


Step Action
1. Select a message from your Mail database
2. Click Copy Into New action button. Then, choose New To Do
Result : A new To Do form is opened, with the body of the message in the Description
3. Select dates, priority, and options. Then, click Save and Close action button
Note : Notes adds the item to the To Do view.

19.4 Creating a Group To Do


When you create a Group To Do, you can assign it to one or more people and send those people an
assignment notice. As with meeting invitations, recipients can respond to the notice they receive using
built-in response options (Accept, Decline, Delegate, Propose new date, Completed).

(i) To Create a Group To Do


Step Action
1. Open the To Do list.
2. From the menu, choose Actions New To Do Item.
3 In the To Do Item form, enter text in the Subject field.
4 Select Others next to "Assign To."
5 Enter names in the Participants fields (click the address book icon to enter names
using the Select Addresses dialog box).
Required: These people receive a notice of the Group To Do assignment which
includes response options (Accept, Decline, Delegate, Propose new date, Completed).
Optional: These people are considered optional participants but do receive a notice of
the Group To Do assignment which includes response options (Accept, Decline,
Delegate, Propose new date, Completed).
FYI: These people receive an information-only notice for the Group To Do. They do
not have the typical response options that Required and Optional invitees have, but
they are able to add the To Do to their To Do list. Other assignees cannot see the
names of people you enter in this field on their notices.
6 (Optional) Select a priority for the item in the Priority field. Entries in the To Do list
display in the To Do view with a corresponding number

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LOTUS NOTES 6.5.3 : e-Mail, Calendaring & To-Do List

(High=1, Medium =2, Low =3, None=no number).


7 (Optional) In the Category field, select or enter a category for the entry.
8 (Optional) Enter dates in the "Due by" and "Start by" fields.
9 (Optional) Select Repeats to make the entry a repeating one.
10 (Optional) Add text, document links, file attachments, objects, and pictures to the
Description field.
11 (Optional) Select "Mark Private" to prevent people who have access to your Calendar
from viewing details of the To Do. They can only see the date and time of the To Do.
12 (Optional) Select "Notify me" to set Alarm notification options for the item.
13 (Optional) Choose Actions  Delivery Options to change Delivery options for the
notice that Notes delivers to assignees.
14 Click "Save and Send Assignments."
Result :Notes adds the item to the To Do view and sends assignment notices to
participants.

19.5 Responding to Tasks


 Open a To Do request to determine whether the person who sent it expects an answer from you.
 Responding to a To Do request is similar to responding to a meeting invitation, as described
below.

To Then
Accept the request Choose Accept
Decline the request Choose Decline
Send the request to someone else Choose Delegate, and select another person
Propose a new date Choose Propose New Date, and select a new
start or due date
Mark the request completed Choose Completed
Add comments Choose Respond with Comments

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