Lotus Notes Client 6.5.

3 Training

Prepared By :- Wipro Helpdesk

Wipro Helpdesk

Training

Lotus Client

Notes Client 6.5.3 -Confidential

Topics To be Covered
How to Start Lotus Notes How to Quit Lotus Notes How to Send, delete Option in Notes How to use Draft How to Use Stationary Difference between Stationary & Draft How to Change Password How to do Archiving Importance of Compacting How to Switch Between Two ids. How to Enable Out of Office How to Set Rules on Incoming Mails How to Check Database Size How to Add Signatures in Outgoing Mails Automatically
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Topics to be Covered Contd

How to How to How to How to How to How to How to How to Enable Auto Spell Checking Enable Notification on Incoming Mails Lock the Mail id Add Folders Use Calendars & To Do Set Importance & Return Receipt on Outgoing Mails Use Local Address Book Use Search Engine

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Lotus Client

Notes Client 6.5.3 -Confidential

How to Start & Quit Lotus Notes

Lotus Notes Can be Started Either By Double Clicking the Icon on Desktop By Going to Start ==> Program==Lotus Notes==> Notes. To Quit Lotus Notes Go to Files ==> Click on Exit Notes.

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Lotus Client

Notes Client 6.5.3 -Confidential

How to Send Mails

After Logging in Double Click on the Mail Icon. After Logging in Click on New Memo Icon or Click on Alt 1 buttons together to open New Memo.

After Composing the Mail Click on Send or Click on Alt 1 buttons together to send mail.

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Lotus Client

Notes Client 6.5.3 -Confidential

How to Use Delete Option in Mails

To Delete Mails Go to Inbox Select the Mail to be Deleted Press Delete Button Press Shift Del Button to Permanently Delete. (Caution)

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Lotus Client

Notes Client 6.5.3 -Confidential

How to Use Save as Draft Option

Mails are to be sent later After Composing the Mails Click on Save as Draft Button Mails Can be Viewed in Drafts Option.

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Lotus Client

Notes Client 6.5.3 -Confidential

How to Use Stationary Mails

In Case a specific Format is to be sent to different persons In case same kind of mail is to be send To Save mail in Stationary Compose the Mail Go to Tools ==> Select Save as Stationary

The Mails will be saved in Tools ==> Stationary Option

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Difference Between Draft & Stationary

Draft Are Mails which are Saved to be sent later. Stationary Are Common Mail formats which has to be sent to Multiple Users Mails will be available in Stationary Option.

Mails will be available in Draft Option.

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How to Change Password in Notes

Go to Files Option ==> Select Security Option ==> Select User Security.

It will prompt for Existing Password

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Lotus Client

Notes Client 6.5.3 -Confidential

How to Change Password contd.

Select Change Password Option It will again prompt for Existing Password Then It will prompt for New Password. Re-enter the password again for verification. Click on Generate Password Option

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Lotus Client

Notes Client 6.5.3 -Confidential

Archiving
Archiving is a process of Copying the mails from Server to Local PC. To Archive Mails: Select the Mails to Be Archived ==> Go to Actions Menu ==> Select Archive Option==> Select Selected Documents option. The Mails will be archived and will be available in the Tools ==> Archive Option
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Archiving Contd.
Benefits of Archiving Archiving enables storing mails on local pc. Limitation of Archiving Archived mails can only be accessed on PC where archival has been done. In Case of Generic Id Archival can be done only on One PC.

It helps in managing the disc Quota on Server.

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Lotus Client

Notes Client 6.5.3 -Confidential

Compacting
Compacting Mailbox recovers Unused space in database. It has to be done every time once archiving Is done. For compacting a database Right Click on Inbox icon Select Database Option Select Properties. Then Select (I) Button Select Compact Button
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How to Switch between Ids

Required in case more than one id is configured in a PC. Select the location name to switch to (for E.g. Helpdesk in the snapshot 1). Or Go to Files ==> Security ==> Switch id (As shown in Snapshot2) It will Show ids to switch to. Select the id and enter password.

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Training

Lotus Client

Notes Client 6.5.3 -Confidential

Out of Office Agent

Is and Agent that can be activated when a user is going out of office and wants a reply to be sent to user who are sending mails. Required: In Case User is going out of office. Wants to Pass message to users who send him mails. Wants to inform the sender to mark mails to concerned person in his absence.
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Enabling Out of Office

There are two Ways First Method Go to Tools ==> Select Out of Office (Snapshot 1) . First Tab enter Both Leaving and Returning Dates (Snapshot 2). In the Out of Office Message Tab, enter the message which needs to be send to users (snapshot 2). In special Message Tab Enter any Special Message that needs to be displayed to imp users (Snapshot 2). In Exception Select any exception. Press Enable Button to enable the Out of Office. Steps (a) & (b) are Important and {C} & (d) are Optional.
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Enabling Out of Office ..Contd.

Second Method Create an Agent of Out of Office. Go to Create Menu and Select Agents Option (Snap Shot Option). Give Agent Name as Out of Office and Select After New Mail Arrives from Run Time option
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Enabling Out of Office .Contd.

Select Add Action. In the next dialog box Select the Action Type the Message that needs to be sent Select Add Option to enable the agent

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Notes Client 6.5.3 -Confidential

Rules in Lotus Notes

Rules Can be used to have notes act automatically on messages meeting certain criteria. Rules are saved in Rules Folder. User can either add new rules or edit existing rules.

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Lotus Client

Notes Client 6.5.3 -Confidential

Rules for Incoming Mails

Select Rules from Tools Options From Menu Choose Actions ==> New Rule Under Specify Condition ==> Select part of Message to check ==> Select a State ==> Enter Criteria to Check. Click on Add.
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Rules of Incoming Mails Contd.

Examples of Rules. In the Snap shot the rules changes the importance of Mails send by Tom Jenkins to High.

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Lotus Client

Notes Client 6.5.3 -Confidential

Rules for Incoming Mails Contd

The following rule automatically moves all messages that have the word "status" in the subject from the Inbox to the Status Reports folder

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Lotus Client

Notes Client 6.5.3 -Confidential

Checking Database Size

Right Click on Inbox icon Select Database Option Select Properties. Then Select (I) Button. Disk space is the actual size of the database.

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Add Signatures in Outgoing mails

Users Can Insert Signatures automatically to Outgoing Mails. To add the Signatures Go Tools Options ==> Select Preferences. Select Signatures. Select automatically append signatures option. Select Use Text Enter the Contents to be displayed in signatures.

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How to Enable Auto Spell Check

Users Can Enable automatic Spell Check to Outgoing Mails. To Enable the Auto Spell Check Go Tools Options ==> Select Preferences.

Select Basics. Select automatically Check Mail messages for misspelling option.

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Notification on Incoming Mails

Users Can Have both Visible and Audible Notification whenever new mail arrives. In Visible Notification a Message is displayed You have a New mail . In Audible Notification User will get sound

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Steps to Enable Notification on Incoming Mails

Go to File ==> Preferences==> Select User Preferences. In the Next Window Select General ==> Mail ==> Select Play Sound (For Audible Notification). Select Show Popup for Visible notification.

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How to Lock the Id

Id Locking is reqd. when users wants to move out without logging out of notes. Id Can Be Logged by Pressing F5 Button User Can also set automatic Lock out in which id will get locked after a period of time specified by User. The Same can be set by Going to File ==> Tools ==> Preference==>User Preferences. Select Basics Tab==> Select Period of Lockout during Inactivity.
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Creating Folders
User Can Create Folders for putting important Communications. Folder Can be Creation by going to Folder==> Create Folder Option.

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Notes Client 6.5.3 -Confidential

How to Use Calendars & To do

Calendars can be Used for scheduling Meetings, keeping Track of Appointments. To do Can be used to keep track of Tasks in hand and to be performed. The Same Can be Invoked through Create ==> Calendar Entry.

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Lotus Client

Notes Client 6.5.3 -Confidential

How to Set Importance & Return Receipt on Outgoing Mails

Importance is set on mails so that the mails is delivery is done on Priority. In Case User wants to Confirm whether a mail is reaching the recipient or not.

For Setting Importance and Return Receipt. After Composing the mail ==> go to Delivery Option. Set Importance as High, Set Delivery Report as High. For Return Receipt , Check the Return Receipt Checkbox.
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Local Address Book

Notes provides feature of Local Address Book. Can be Used by User for entering any Personal Addresses. It is automatically Created during the time of Installation of Lotus notes.

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Lotus Client

Notes Client 6.5.3 -Confidential

How to Use Search Engine

Search Engine is used for searching using key words. Mails can be searched using search option. User Can be searched by clicking on who option. Ctrl+F Can be used for searching using keywords.

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Lotus Client

Notes Client 6.5.3 -Confidential

Thank You

Wipro Helpdesk

Training

Lotus Client

Notes Client 6.5.3 -Confidential