Table of Contents 1. Logging onto Lotus Notes, page 3 2. Logging out of Lotus Notes, page 3 3. Changing your Lotus Notes Password, page 4 4. Navigating in Lotus Notes, page 5 5. Choosing your Letterhead and Signature, page 6 6. Receiving Mail, page 7 > Sorting your e-mails alphabetically, by date and by size, page 8 > Creating folders, page 8 > Move your messages to folders, page 9 > Move messages between folders within Lotus Notes, page 9 7. Deleting Mail, page 10 > The Trash folder, page 10 8. Creating a message, page 11 > The Address Books >> The NWHB s Address Book, page 12 >> Your Personal Address Book, page 13 > Spell Check, page 14 > Delivery Options, page 14 > Sending mail, page 15 > Save as Draft Function, page 15 9. Replying to a Message, page 15 10. Forwarding a Message, page 15 11. Attachments, page 16 > Viewing attachments, page 16 > Creating attachments, page 17 12. Out of Office Note, page 18 2
1. Logging onto Lotus Notes 1. Switch your computer ON. 2. Enter your Network Password. 3. Double-click the Lotus Notes icon on your desktop. 4. Enter your password for Lotus Notes. Make sure your name is displayed in For User and At Location. 2. Logging out of Lotus Notes 1. Go to File 2. Select Exit Notes Or Click on the cross sign on the top right-hand corner of the screen 3
3. Changing your Lotus Notes Password You change your password so that no one else can use your user ID to access your Notes database. You should never share your password with anyone. Don t write reminders to yourself and leave them in obvious places. A password can have any combination of letters and numbers and should not contain spaces. To change your password: 1. Go to File 2. Select Security 3. Select User Security 4. Enter your current password in the box and click OK. 5. When the User Security dialog box appears, click Change Password. 6. Enter your current password again and click OK. 7. In the Change Password dialog box, enter your new password. Be sure to type it correctly because you can t see the characters typed. Click OK. 8. Enter the new password again to confirm it. Click OK. 9. Click OK to close the User Security dialog box 4
4. Navigating in Lotus Notes 1. Title Bar 2. Menu Bar 3. The Universal, Editing, Navigation and Navigation View Toolbars 4. The Address Box 5. Task buttons 6. The Bookmark Pane and Bookmark folders 7. Mail Navigation Pane 8. The Action Bar Buttons for Mail Inbox View 9. Buttons to sort your e-mails alphabetically, by date, by size 10. Your Inbox and e-mails 5
5. Choosing your Letterhead and Signature To select your letterhead: 1. Go to Actions. 2. Select Tools and Preferences. 3. Click on the Letterhead tab. 4. Select your letterhead from the list (scroll up and down). To append your signature at the bottom of all your outgoing e-mails: 1. Go to Actions. 2. Select Tools and Preferences 3. Click on the Signature tab. 4. Tick Automatically append a signature and Use TEXT Your signature appears at the bottom of all your outgoing e-mails. It is entirely up to you to create your own. You can include information like: your name the name of your company your department your address your phone/mobile phone/fax number, etc... 6
6. Receiving mail After you have logged onto Lotus Notes, double-click on the icon for your Inbox. The egg-timer will appear showing that it is looking for the connection to the mail server (There are 3 mail servers for the HSE North West: LKPCNOTES for Letterkenny area, SGPCNOTES for Sligo, MNPCNOTES for Manorhamilton). You are now into your Inbox. All the messages in your Inbox are listed in the middle window. The messages in BLACK have been opened. The messages in RED have not been opened yet. To OPEN a message double-click on it. Once the message has been read you can either: Reply to it ( you are sending an answer back) Forward it (you are passing the message on to someone else) Delete it (you are putting the message into the TRASH folder) Send it to a folder to keep (You intend to keep the message) What are these signs beside my messages? Indicates that you have replied to the message. Indicates that you have forwarded the message. Indicates that the message has got a file attached to it. Indicates that the message was forwarded and replied to. 7
> Sorting your mails alphabetically, by date and size To sort your e-mails alphabetically, by date or size, simply click the drop-down arrow beside each section: Please note that you can only make one selection at a time: either sort alphabetically, or by date, or by size. > Creating folders in Lotus Notes Creating folders in Lotus Notes is a good way of keeping your Inbox tidy. Create folders only for the e-mails you wish to keep. To create a new folder select the Folder button on the Menu bar and Create Folder. Type the name of the new folder in the Create folder dialog box directly over the name Untitled and Click OK. The folder has been created. To view it expand the folder view in the Mail Navigation Pane 8
> Move your messages to a folder To move a message to a folder select the Folder button on the Menu Bar and Move To Folder... Select the folder to move the message to from the list and click Move. > Move messages between folders within your e-mail system You can also move a message from one folder to another. To do so, open the folder in which the message is saved, select the Folder button on the Menu Bar and Move To Folder... Select the folder to move the message to and click Move. 9
7. Deleting Mail To keep your Mail database manageable make it a practice to clear out old messages periodically. If you re not sure that you ll need the message again, store it in a folder. If you don t need the message anymore, delete it. Deleting messages is a two-step process. First, mark the message for deletion by clicking the Delete button on the Action bar or press the Delete key on your keyboard. A message that is marked for deletion remains in this view until you empty the Trash folder. Messages marked for deletion: To permanently delete the message, open the Trash view. Remove it by selecting the Empty Trash button on the Action Bar. > Trash Trash is a folder located in your Mail menu. Double click to open. The main functions in Trash are: Restore (select a message in Trash and click restore to move the message back to your Inbox) Empty Trash (Click Empty Trash to delete all messages in the folder) 10
8. Creating a Message Use one of the following methods to create a mail message from your inbox: Click the New Memo button on the Action Bar Choose Create, Memo from the menu The New Memo window: Before you write and send a new message you will need to fill in fields and provide information about/to the recipient(s) in the fields located at the top of the new message window: To: type the name of the person to whom you want to send the message. Separate names with a coma when sending mail to multiple recipients. (see Address Books, page12) Cc (carbon copy): used to send a copy of a message to someone who is not directly affected by the message, but who needs to know about the contents of the message for informational purposes Bcc (blind carbon copy): the recipients of the message, and those listed in the carbon copy field, do not know that the person who is listed in the blind carbon copy field received a copy of the message. Subject: indicates the purpose of your message to the recipient. You do not have to fill in the CC, BCC and SUBJECT fields before you send a new memo, but TO is COMPULSORY: you have to indicate a recipient for your message otherwise it will no be sent. Once you have filled in the compulsory fields you can start writing your message. To write your message, click on the blank space above your signature and start typing. 11
> Address Books There are 2 main address books in Lotus Notes: the NWHB s address book (list of all HSE staff in the North West) and your personal address book. To open these books, double-click on the icons from your workspace >> The NWHB s Address book You cannot make any changes to this book. You can use it to check that you have the correct recipient for your message. After the Domino Directory screen opens type the last name of the person you are looking for and click Search. The Starts with... screen will only appear when you start typing. The person you are looking for will appear at the top of the list in the Domino Directory, double-click on the person s name to open the next window containing their details. Click on the various tabs to find information. You can also use the company s address book when you write a new memo: Click TO to open the NWHB s address book and insert the name of your recipient(s). 12
1 2 3 1. Type the name of your recipient in the dialogue box 2. Select the correct recipient by clicking on their name from the list 3. Click on TO to insert the recipient s name on the message (you can have as many recipients as you like) 4. Click OK to go back to your new memo 4 >> Your personal address book Double-click on the icon for your Personal Address Book on the workspace to open. You can start populating the list of contacts by clicking on New, then select Contact. Fill in the information related to your contact. Click Save and Close to exit. 13
> Spell Check Before sending a new memo is it a good practice to check for spelling mistakes. Spell check compares your text against a stored spelling dictionary. If any of your words aren t in the spelling dictionary, Spell Check tells you that the word is possibly misspelled. To run Spell Check, follow these steps: 1. Choose Edit, Check Spelling. The Spell Check dialog box appears 2. When Spell Check finds a word that is doesn t recognise, the word appears in the Replace box of the dialog box. You can then choose to Replace allows you to change an incorrect spelling to the correct one. Add enables you to add a word to your user dictionary. Skip - ignores the misspelling and goes onto the next word Skip All tells Notes to ignore all instances of this word in the message. 3. After Spell Check finishes, click OK. > Delivery Options You can control how and when each of your messages is delivered through the Delivery Options button on the Action Bar. These options have to be set prior to sending the message. DELIVERY OPTIONS Importance choices are Normal, High or Low. If this is set to High, an exclamation mark appears to the left of the message in the recipient s Inbox. Delivery Report tells Notes to place a report in your mailbox that indicates how the delivery of your message went. The default option is Only on Failure. Delivery Priority marks the message as Normal, High or Low priority. Priority governs how quickly the message is delivered. Return Receipt places a receipt in your mail Inbox that tells you the time and date at which the recipient received the message. Prevent Copying prevents the recipient from forwarding, copying or printing your message. Use this if the information is highly confidential. SECURITY OPTIONS Sign adds a unique digital code to your message that identifies you as the sender. Encrypt encodes the message so that no one but the intended recipient can read it. MOOD STAMP Mood stamp when you select a mood from the pull-down list, a graphic is added to the top of your memo and appears to the left of the message in the recipient s Inbox. 14
> Sending Mail To send a message, click the Send button or the Send and File button in the Action Bar. Send: Send and File: Notes sends the message to recipient s mailbox and by default saves a copy of your message in the Sent view. In addition to sending the message, you are given the option of storing a copy of the message in a folder. > Save As Draft function Choose this function if you are unable to finish writing your message or if you need more information before you send it. 1. Click on the Save as Draft button. This will keep the message in Drafts until you access it again. 2. Click once on Drafts. 3. Double click on the message. 4. Now you can continue, amend etc 5. Click on the Send button. 6. Your message will be kept in the send folder until you delete it. 9. Replying to a message 1. Open the message 2. Click on the Reply button in the Action Bar. From the pull-down list, select Clicking Reply with History attaches a copy of the original message at the bottom of the reply. This provides the recipient with a copy of the original message. Use the Reply to All (or Reply to All with History) option when you are replying to mail that originally included others in the header fields. 3. Type your message. 4. Click on the Send button. 10. Forwarding a message This option allows you to pass a message that you have received onto someone else. Forwarding a mail message inserts one mail message into another so that the original header information stays intact while also allowing you to add your own comments in the message. Click the Forward button in the Action Bar. 15
11. Attachments While using Notes there may be times when you want to send a file to someone or open a file that has been sent to you. > Viewing Attachments You will know that there is a file attached to an e-mail if there is a small paper-clip icon beside the subject of the message. To view a file attached to a message you have to open the message first. Double-click on the attachment to get the following options: View: To look at the attachment s contents without using the software program the file was created with. Open: To open the file. Edit: To open the file and make changes to it. Save: To detach the file from the e-mail message and keep it on your PC, floppy disc, CD, memory stick... Delete: To delete the attachment. 16
> Creating Attachments To attach a file to a memo follow these steps: 1. Create a new mail message. Make sure your insertion point is in the message body at the exact point at which you want the attachment to appear. 2. Choose File, Attach. Or click on the paper-clip icon. 3. Locate the folder where your attachment is stored. Click on the drop down arrow to view the full list of locations. 4. Click on the document you wish to attach 5. Click on Create. Lotus Notes has created the attachment. The attached file appears as an icon within the body of your message. 17
12. Out of Office note This function is useful to let people know that you will be away from your office and let them know when you intend to return. To enable your Out of Office Note: From your Inbox, go to Actions, select Tools and Out of Office. The Out of Office dialogue box appears: 1. Set the leaving date. 2. Set the returning date. 3. Click Enable. 4. Click Yes to enable the Out of Office agent and finally click OK. You must remember to disable your Out of Office note when you return to work. You will be getting a Welcome Back message from Lotus Notes in your e-mail and a reminder to disable the out of office function. 18