fpafi/tl enterprise Guide IBM Lotus Notes 8.5 User effectively and efficiently I I IV I I professional expertise distilled

Transcription

1 IBM Lotus Notes 8.5 User Guide A practical, hands-on user guide with time-saving tips and comprehensive instructions for using Lotus Notes effectively and efficiently Karen Hooper 88 fpafi/tl enterprise I I IV I I professional expertise distilled PUBLISHING - BIRMINGHAM MUMBAI

2 Preface 1 Chapter 1: First Impressions (The Client Interface) 5 Starting Lotus Notes start your engines 6 Password prompt 6 Closing Lotus Notes 6 Exploring the interface where, what, and how 7 Window tabs 7 Open List better known as the button that says "Open" 9 Thumbnails 11 Homepage 11 Shortcuts 12 Toolbars 13 Search toolbar 13 Search preferences 14 SideBar 15 Lotus Notes browser 18 Preferences 20 Summary 21 Chapter 2: To Chat or Not to Chat: Lotus Sametime 23 What is Sametime 24 How to use Sametime 27 Understanding availability status 27 Adding Sametime contacts 30 Chatting with contacts 31 Multi-way chat 32 Chat window options 34

3 Setting Sametime preferences 36 Chat History 36 Chat Window preferences 37 Chat Notification preferences 38 Sametime help 39 Summary 39 Chapter 3: Feeds 41 Adding feeds 41 Feeds sidebar panel 42 Indentifying feed-enabled websites 43 feeds to Lotus Notes 44 Adding Reading feeds 46 Managing feeds 47 Summary 48 Chapter 4: Working with Widgets 51 Widgets do whatl 52 Widgets are where 54 Adding widgets 55 Adding a Gas Price widget from the IBM Greenhouse catalog 55 Adding a Digg iphone application from a web page 57 Adding a Currency Converter from the Google Gadget directory 58 Widget options 59 Exploring Live Text 60 Live Text preferences 61 Summary 61 Chapter 5: Mastering Lotus Notes Mail 63 Accessing mail in Lotus Notes 64 Creating and replying to messages 64 Creating a message 64 Message actions 65 Delivery options 67 Replying to messages 68 Addressing messages 69 How to address a message 69 Protecting names in To, Cc, and Bcc fields 70 Prevent the expansion of personal groups 70 Formatting messages 71 Using the Permanent Pen and Highlighter Pen 72 Changing the Permanent Pen font and color 73 Dragging and dropping text 73 Shortcut keys in Lotus Notes 74

4 Further formatting options 74 Attachments 75 Adding attachments to messages or documents 75 Working with attachments 76 Opening attachments: Open button 77 Editing attachments: Edit button 77 Viewing attachments: View button 77 Saving attachments: Save button 78 Working with multiple attachments 78 Printing attachments 78 Viewing mail 78 Preview pane 78 Conversations 79 Viewing conversations 80 Deleting a conversation 82 Turning off conversations 82 Viewing unread mail 82 How to mark a message as Unread or Read 83 Managing mail with folders 83 Creating a folder 83 Renaming and removing folders 84 Selecting messages 85 Selecting one or more messages or documents 85 Filing messages 86 Finding filed messages 87 Mail icons 89 Spell check 90 Subject warning 91 Adding a signature to messages 92 Deleting messages and restoring from Trash 93 Summary 93 Chapter 6: Lotus Notes Mail Tools 95 Senders' Colors and Recipient Icons 96 Specifying colors that identify senders 97 Displaying icons that identify your recipient level 98 Collaboration history 99 Viewing collaboration history for a person 99 Finding available time 100 Copy Into Tool 100 Follow Up feature 101 Flagging messages for follow up 101 Quick Flag 104 Setting Follow Up Preferences for the Quick Flag option 105

5 Follow Up view and Mini view 106 Allowing delegates to add follow up flags when managing our mail 108 Removing flags 108 Stationery 109 Creating stationery 110 Editing, renaming, or deleting stationery 111 How to use stationery 112 Bookmarking stationery 112 Message recall 113 How to recall a message 113 Spell check 114 Enabling spell check for messages 114 Performing a manual spell check 114 Performing spell check as we type (Instant Spell check) 115 Performing an automatic spell check 115 Setting spell check preferences 116 Out of office 117 Enabling the Out of Office feature 118 How to disable the Out of Office feature (if necessary) 120 Junk mail 120 Managing junk mails 120 Rules 122 Creating a quick rule 123 Creating a rule 124 Mail size indicators and quotas 126 Hints on reducing the size of our mail 127 Archiving 128 Setting up archiving 128 Mail preferences 132 Letterhead 133 Context menu (right-click menu) 134 Adding tables and sections 134 Tables 135 Sections 135 Printing documents 136 What to Print section 136 Summary 137 Chapter 7: Managing Contacts 139 Opening contacts 140 Touring contacts 140 Show options 142

6 Contact view actions 143 Adding, editing, and synchronizing contacts 144 Adding contacts 144 Editing contacts 149 Synchronizing contacts 149 Importing and exporting contacts 150 Forwarding contacts as vcards 150 Importing a vcard 151 Importing contacts 151 Exporting contacts 152 Managing groups 153 Contact preferences 154 Allowing delegates to access our contacts 156 Printing contacts 157 Printing contact entries as labels 158 Printing a contact or group 159 Printing the Contacts view 159 Summary 160 Chapter 8: Calendar and To Dos 161 Calendar tour 162 Opening the Calendar 162 Calendar side navigator 163 Calendar Picker 164 Calendar Views 165 MiniView 166 Preview, Filter, and Summary options 166 Preview options 166 Filter options 166 Summary options 168 Calendar Footer 168 Calendar view action buttons 168 New action button 168 More action button 170 Adding to our calendar 170 Creating a calendar entry 171 Repeating appointments 174 Changing dates on repeating calendar entries 175 Responding to meeting invitations 175 Responding to an invitation 176 Delegating, declining an invitation and setting decline/delegate preferences 177

7 Creating meetings 178 Scheduling a meeting 178 Creating meeting shortcut in mail 181 Reserving rooms and resources 181 Finding available time with the scheduler 182 Scheduler: Details 183 Scheduler: Summary section 185 Managing meetings be the chair! 186 Checking if invitees are attending: View Invitee Status 186 Sending a message to invitees 187 Rescheduling meetings and cancelling meetings 187 Adding or removing additional invitees 188 Calendar preferences 189 Managing calendar notices (invites and responses) in mail 189 Automatic processing of invitations 191 Setting our free time (availability) schedule 191 Setting our available hours 192 Unprocessed and cancelled meeting preferences 193 Default options 194 Alarms 195 Colors 196 Delegating access to mail, calendar, To Do list, and contacts 196 Setting defaults for room and resource reservations 198 Rooms and resources 199 Automatic reminder notices for booked rooms 200 Printing the calendar 200 Calendar tools 203 Importing Holidays feature 203 Opening another person's calendar 204 Calendar cleanup tool 204 Managing imported calendars 205 Overlaying another person's calendar 206 Group calendars 208 Creating group calendars 208 To Dos 209 To Do side navigator 210 To Do action buttons 212 Creating To Dos 212 Assigning To Dos to others 213 Marking To Dos complete 214 Summary 214

8 Chapter 9: Working with Lotus Notes Applications 217 What is a Lotus Notes application 217 Application examples 222 Examples of standard template applications 223 Local (PC or laptop) applications 225 Template and application information 225 Creating an application from a template 226 Application properties 227 Changing application security 228 Opening applications 229 Bookmarking an application 230 Links 231 Creating a link to a document, view, folder, or application 232 Copying a view and pasting it as a table 233 Summary 233 Chapter 10: Working Remotely (Replication/Synchronization) 235 Working offline in Lotus Notes 235 Replica 236 Replication (Synchronize) 236 Replication and Sync page 237 Locations 238 Connection documents 239 ID file 240 Mobile directory 240 Outgoing mail application 240 Preparing to work remotely 241 Enabling an application to be accessible offline (Creating Local Replicas) 243 Changing and managing locations 244 Identifying our location in Lotus Notes 244 Creating a location 245 Keeping applications synchronized 246 Replicating (synchronizing) mail, calendar, and To Dos 247 Replicating (synchronizing) all applications including mail 248 Replicating an individual application 249 Replicating when shutting down or starting up Lotus Notes 249 Managing replication via the Replication and Sync page 250 Setting a replication schedule 251 Summary 252

9 Chapter 11: Symphony 253 What is Lotus Symphony 254 Documents overview 255 Spreadsheet overview 255 Presentation overview 255 Creating documents, spreadsheets, and presentations 255 Opening Symphony files 257 Saving Symphony files 258 Symphony toolbar/menu options 258 Symphony properties 259 Symphony status bar settings 260 Formatting options 261 Symphony shortcuts 261 Template organizer 262 Creating a presentation from a template in the default library 263 File recovery 264 Exporting to PDF 264 Printing 264 Summary 265 Conclusion 265 Index 267