IBM SmartCloud iNotes: IBM SmartCloud iNotes User's Guide

IBM SmartCloud iNotes

IBM SmartCloud iNotesUser's Guide

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IBM SmartCloud iNotes

IBM SmartCloud iNotesUser's Guide

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NoteBefore using this information and the product it supports, read the information in “Notices” on page 61.

Notice

This edition applies to IBM SmartCloud iNotes and to all subsequent releases and modifications until otherwiseindicated in new editions.

© Copyright IBM Corporation 2010, 2011.US Government Users Restricted Rights – Use, duplication or disclosure restricted by GSA ADP Schedule Contractwith IBM Corp.

Chapter 1. iNotes

Learn about your account settings, managing email, and working with yourcalendar.

New to iNotes®?

Watch a video to learn how to import contact information into iNotes.

Watch a video to learn how to import calendar events into iNotes.

Recent updates

Find out what features have been added since the last update.

Use iNotes

© IBM Corporation 2007, 2012 © IBM 2010, 2011 1

http://www-10.lotus.com/ldd/bhwiki.nsf/dx/Video_Importing_Contacts_into_LotusLive_iNotes

http://www-10.lotus.com/ldd/bhwiki.nsf/dx/Video_Importing_Calendar_Events_into_LotusLive_iNotes

http://www-10.lotus.com/ldd/bhwiki.nsf/dx/Whats_New_in_LotusLive

2 IBM SmartCloud iNotes: IBM SmartCloud iNotes User's Guide

Chapter 2. Your account settings

Your account is set up by an account administrator with your email addressand user role, which you cannot change. You can edit your name, password,and language.

Personal settings

Your account settings are described below:

Name The user name that is displayed in IBM® SmartCloud iNotes.

E-mail addressThe email address associated with your account. You cannot changethis setting.

Role The access level for your account. You cannot change this setting.

PasswordThe password for your SmartCloud iNotes account.

LocalizationThe language selection for your account.

The language you select for Localization determines whether a 12 hour clockor 24 hour clock is displayed in your calendar. For example, if you selectEnglish, a 12 hour clock is displayed. If you select Japanese, a 24 hour clockis displayed.

Modifying your account settings

To change your Name, Password, or Localization settings:1. From the top navigation bar, select your name and then select My Account

Settings.2. To the right of the setting that you want to change. select Change.3. Enter or select the correct value and select Save Changes.

Select Contact Account Administrator for assistance with your account.

Ensuring privacy and security

Make sure that you protect your password and security question-and-answerinformation.

© Copyright IBM Corp. 2010, 2011 3

Procedure1. Log out when you have finished reading your email.2. After you log out, close the browser window. Closing the browser

window, or manually clearing the browser cache, ensures that allsession-specific information is cleared from the browser cache.

3. Do not write down or share your password.

Setting up your mobile device

Use the IBM SmartCloud™ iNotes profile to set up IMAP, CardDAV, andCalDAV in one operation on your iPhone. If you do not want to set up allthree functions on your iPhone, you can set up email, contacts, or calendarindividually. Refer to the help information provided in Configuring IMAPand POP access, Setting up a CardDAV account, and Setting up a CalDAVaccount.

Procedure1. Access the link https://mail-usw.lotuslive.com/mobile/dav. If you have

not logged in before, you must provide your SmartCloud ID andpassword. This ID and password might be different from your SmartCloudiNotes ID and password.

2. Tap Log In. The IBM SmartCloud iNotes Apple iOS device setup - Setup your email, contacts and calendar on your Apple iOS device page isdisplayed. This page allows you to install a profile on your iOS device thatprovides access to:v Your email via IMAPv Your contacts via CardDAVv Your calendar via CalDAV

3. Select Start. Because the profile is not signed, you are prompted to confirmthe installation by selecting Install > Install Now. If you have a passwordfor your iPhone, enter that password in order to continue.

4. Enter your SmartCloud iNotes password 3 times to validate your access tothe IMAP, CardDAV, and CalDAV accounts in the iNotes system. SelectNext in the upper corner to continue.

5. When the installation is complete, select Done. The device setup page isagain displayed. Exit to the main iOS menu to begin using yourSmartCloud iNotes email, contacts, and calendar functions on your iPhone.

What to do next

The name of the profile is IBM SmartCloud iNotes Profile. It can be foundon your iPhone by tapping Settings > General > Profile. Select More Detailsto see the name of your accounts on your iPhone.


https://mail-usw.lotuslive.com/mobile/dav

Chapter 3. Getting started with contacts

You can add personal contacts to your list of contacts. Account administratorprivileges are required to add corporate contacts. You can store as many as2000 personal contacts.

Actions that you can perform on your contact list include:v Search for contacts by name by entering search text in the Find Contact

field.v View all contacts by selecting All contacts.v Add, delete, or edit personal contacts.v Send email to one or more contacts by selecting the check boxes for the

intended recipients and selecting Send message.

Corporate contacts

Your corporate directory is a company address book that contains all contactinformation about the employees. The corporate directory is made availableand is maintained by your account administrator. When you select thecorporate directory, you see all employees if the corporate directory facilitiesare available. To send a message to one or more employees in the corporatedirectory, select the check box for each of those employees and select Sendmessage.

The number of corporate contacts that you can store varies. For moreinformation about the number of corporate contacts that you can store, contactyour account administrator.

Setting contacts preferences

Setting contacts preferences helps you organize your contact information.

Procedure1. Navigate to Preferences.2. Select Display under Contacts.3. In the Contacts per page field, select the number of contacts that you want

to view per page.4. In the Name display order field, specify how you want to display contact

name information.5. Select Save.


Creating and editing contact information

You can add, edit, and delete personal contact information. You can have amaximum of 2000 personal contacts. Administrator privileges are required toadd corporate contacts.

Before you begin

When adding contact information, make sure that you navigate to theContacts tab and select My contacts. On some devices, when you try to addcontact information from another application, the default destination for thenew contact information is your Corporate directory. Only your administratorcan add corporate directory information, so in this case, the new contactinformation is not saved.

Procedure1. To add a contact:

a. Navigate to Contacts.b. Select New contact.c. Enter a maximum of 255 characters for each of the following fields:

Given Name, Surname, Job Title, Department, Company, Street, City,State/Region, Post code and Country. Some devices allow you to entermore than 255 characters in these fields. If you enter more than 255characters in any of these fields, no error message is displayed but thecontact information is not saved.

d. Enter values in the E-mail and Phone fields. Values are needed in theName and E-mail fields for user information to be available whenusing the type-ahead feature for searching.

e. Optional: When adding information for the Notes field, enter amaximum of 65535 characters.

f. Select Save to save the new contact. You are prompted to send amessage, edit, or delete the contact information that you just added.

2. Optional: To edit contact information:a. Navigate to Contacts.b. Select the name or email address of the contact that you want to edit.c. Select Edit and enter your changes.d. Select Save.

3. Optional: To delete contact information:a. Navigate to Contacts.b. Select the check box for the contacts that you want to delete.c. Select Delete.d. Select OK. The contacts are permanently deleted from your contact list.


Importing personal contacts

You can import personal contacts from a comma-separated value (csv) file,vCard (VCF) file or any file name without a file extension, for example,testfile. The import process accepts files that are 10 MB or less. You cannotupdate contacts listed in the corporate directory.

Before you begin

Before you import contacts from another email program, such as OutlookExpress, use that email program to export your contact information to either acomma-separated value (.csv) or vCard (.vcf) file type.

Before you import contacts, verify that the character set is UTF-8 or ANSI.

About this task

You can have as many as 2000 contacts. If the .csv or .vcf file that you areimporting includes more than 2000 contacts, or, if the number of existing IBMSmartCloud iNotes contacts plus the number of contacts in the .csv or .vcffile exceeds 2000, the extra contacts in the import file are ignored.

Make sure that you know the directory path of all files that containinformation that you want to import. You need to specify this informationbefore importing.

If you have multiple .vcf files, you can merge them into one .vcf file forimporting.

Incorrectly formatted data in the .csv or .vcf file is ignored.

The contacts that you import are added to My contacts. You can also viewthese contacts from All contacts.

Procedure1. Navigate to Contacts > My contacts.2. Select Import contacts.3. Select Browse to navigate to the .csv or .vcf file that you used to store

your contacts.4. After you select the file, select Import.

Results

A status message indicates that the contacts are being imported. The importprocess can take more than several minutes. During the import process, you

Chapter 3. Getting started with contacts 7

can use other SmartCloud iNotes features.Related tasks“Merging multiple vCard (VCF) files” on page 9If you have multiple vCard files that you want to use to import contactinformation, you can merge them into one .vcf file.

Setting up a CardDAV account

Setting up a CardDAV server account allows you to access and share contactinformation with other applications. You can then synchronize your contactinformation with other users and between multiple devices.

Before you begin

Verify that you have your IBM SmartCloud iNotes email address, which is theemail address assigned to your account.

If you have more than one SmartCloud email address, you are in one of thefollowing situations:v If you select the Use My Organization's Login link on the SmartCloud

login page to log in, the email address that you enter on this page might bedifferent from your SmartCloud iNotes email address.

v If your company has multiple SmartCloud subscriptions, you might havean email address for each subscription. For example, your company mightbe using SmartCloud Engage and SmartCloud iNotes.

Your SmartCloud iNotes email address is included in the Getting Started Guidesent to you when you first logged in. You can also verify your SmartCloudiNotes email address by selecting Preferences > Basics, and checking theAccount name under Mail server settings.

If you are setting up a CardDAV account using an iPhone or an iPad, verifythat you are running iOS4 or above. If you are running a version earlier thaniOS4, you must upgrade to iOS4 or above.

About this task

To set up a CardDAV account, complete the following steps:

Procedure1. Select Settings > Mail, Contacts, Calendars > Add account... > Other >

Add CardDAV Account.2. Enter the following information:

a. Server carddav-usw.mail.lotuslive.com


b. User name Your SmartCloud iNotes email address For example,[email protected]

c. Password Your password

d. Description A description of your account

3. Select Next. When the connection with the server is established, a newAdvanced settings tab is displayed.

4. In the Advanced settings tab, enter the following information:a. Use SSL Select ON.b. Port: 443

5. Select Done. No message is displayed for a successful connection.

What to do next

Your SmartCloud password expires based on settings specified by youraccount administrator. If you are having trouble logging in to SmartCloudiNotes, try to log in from the web to see if your password has expired.

Merging multiple vCard (VCF) files

If you have multiple vCard files that you want to use to import contactinformation, you can merge them into one .vcf file.

Procedure1. Copy all .vcf files that you plan to merge into the same directory.2. Navigate to the directory where you have stored the .vcf files.3. Enter the following command: COPY *.vcf oneFile.vcf. Import the

merged contact information in oneFile.vcf.Related tasks“Importing personal contacts” on page 7You can import personal contacts from a comma-separated value (csv) file,vCard (VCF) file or any file name without a file extension, for example,testfile. The import process accepts files that are 10 MB or less. You cannotupdate contacts listed in the corporate directory.

Working with personal groups

Use personal groups to create distribution lists for calendar invitations andemails. The maximum number of personal groups for your account is 200. Themaximum number of members in a personal group is 50.


About this task

The group name can be no more than 255 single-byte characters. Formultibyte characters, the maximum length of the group name must be lessthan 255 characters.

If a newly added group member is not in your personal contact list, it issaved as a new personal contact.

If you have the maximum number of contacts and you try to add a new emailaddress, an error message is displayed. The new group is not created.

Duplicate email addresses are ignored. If you specify an email address that isalready in the group member list, that email address is ignored.

You can enter multiple email addresses in the Add member here field byusing commas to separate individual email addresses. For example, if youenter [email protected], [email protected], [email protected], three email addressesare added to the group member list. For email addresses, you can type thefirst few characters and select items from the automated suggestion list.

Procedure1. Navigate to Contacts.2. Select Groups > New group.3. Enter a group name.4. To add a group member, enter an email address in the Add member here

field and then select Add member.5. Optional: To remove a group member, click the X icon on the same row as

the group member.6. Click Save to save changes for a group. If you attempt to navigate to

another page without saving your changes, a message is displayed thatprompts you to save your changes.

What to do next

To edit or delete a personal group:1. Navigate to Contacts.2. Select Groups.3. Select the group name.4. Select Edit. The group details page is displayed. You can edit the group or

delete the group as follows:v To edit the personal group details, enter your changes and select Save.


v To delete the personal group, select Delete Group and then select OK toconfirm the delete action.

Searching contacts

You can search contact information in My contacts, Corporate directory, orAll contacts.

About this taskv Leading and trailing spaces are removed from your search criteria.v The search is performed against Given Name, Surname, email and

company names fields.v The search is not case-sensitive.v Matches are displayed as soon as they are found, which might occur before

you completely enter your search criteria.v Wildcard searches are not supported.

Procedure1. Navigate to Contacts.2. Select the set of contacts that you want to search.3. Enter your search criteria in the search field. Find Contact is displayed in

the search field before you enter your search criteria.

Results

The search function displays a list of all contacts matching your searchcriteria. If no contacts match your criteria, No contacts matched your searchis displayed.

Setting up an LDAP connection

Setting up a Lightweight Directory Access Protocol (LDAP) directoryconnection allows you to query directory services and find contactinformation for other users on the internet or your corporate intranet.

About this task

Various email programs and mobile devices require different steps forconfiguring an LDAP connection. If you have problems with, or needinformation for, a specific email program, contact the customer support teamfor that email program.

To set up an LDAP directory connection for any device or email program, youmust have the following information:


v Base DN: ou=contactv Port (with SSL): 636v Your IBM SmartCloud iNotes email address.

If you have more than one SmartCloud email address, you are in one of thefollowing situations:– If you select the Use My Organization's Login link on the SmartCloud

login page to log in, the email address that you enter on this page mightbe different from your SmartCloud iNotes email address.

– If your company has multiple SmartCloud subscriptions, you might havean email address for each subscription. For example, your companymight be using SmartCloud Engage and SmartCloud iNotes.

Your SmartCloud iNotes email address is included in the Getting StartedGuide sent to you when you first logged in. You can also verify yourSmartCloud iNotes email address by selecting Preferences > Basics, andchecking the Account name under Mail server settings.

v Bind DN/Account Name: uid=Your email address determinedabove,ou=contact. For example, [email protected],ou=contact

v Your email password. When your account administrator sets a one-timepassword for you, you must change this password after logging in to yourSmartCloud iNotes account from the web.

v Server: ldap-usw.mail.lotuslive.comv Search filter: ou=contact

Procedure1. Depending on your mail program, the steps required to set up an LDAP

directory connection vary. Contact the customer support team for youremail program for assistance.

2. When searching contact information using an LDAP directory connection,the given name and surname fields must not be empty, or errors mightoccur. Add at least one blank character to these fields if needed.


Chapter 4. Getting started with email

Email is stored in folders. You can create folders to organize your email. Thereare five default folders that you cannot delete. You can also flag your emailand set preferences for the display of your email.

You cannot change the name of a default email folder or delete a defaultemail folder, but you can delete email from these default folders. The defaultfolders are:

Inbox All your incoming email.

Drafts All saved email that has not yet been sent. Items in the Drafts foldercan be edited at any time and sent.

Sent All email that you have sent, as long as your preferences are set tosave all email when it is sent. This setting is the default preferencessetting.

Spam All email that has been identified as spam.

Trash All deleted email. You must empty your Trash folder to permanentlydelete its contents.

The Manage folders window allows you to rename or delete a folder. Whenyou delete a folder, all the contents of the folder are also permanently deleted.

The Quota usage indicator displays the storage space currently in use foryour email and attachments in your email account. Quota usage includesemail in your Spam and Trash folders. This value cannot exceed 25 GB. If youexceed your storage space, you cannot receive email. All incoming email isreturned to the sender with a message that explains your mailbox is full andthe email cannot be delivered.

Tip: Email that you delete is automatically moved to your Trash folder. Torecover space for messages, periodically empty your Trash folder.

Note:

v To protect your account against abuse, only 5000 new emails can bereceived while you are not logged in to your account. Additional email isreturned to the sender until you log in to your account again.

v For information about Known Issues with displaying emails in differentlanguages, refer to the Known Issues document on the wiki athttp://www.lotus.com/ldd/bhwiki.nsf/dx/LotusLive_Known_Issues#Mail.


http://www.lotus.com/ldd/bhwiki.nsf/dx/LotusLive_Known_Issues#Mail

v A high priority message is indicated with an exclamation point displayed tothe left of the email subject.

v The size of an incoming email cannot exceed 40 MB.

To help manage your email you can:v Select Mail on the top menu bar to manually refresh your Inbox.v View a list of email that you have forwarded or responded to by clicking

the icon next to Sender.v Sort your email by sender name, subject, or date. By default, your email is

sorted by date.

.

Setting email preferences

Setting email preferences helps you to organize, filter, and forward youremail.

About this task

Only one email account can be specified for forwarding email. A confirmationemail is sent to your IBM SmartCloud iNotes email address and to the emailaddress specified in the mail forwarding section. To start the mail forwardingprocess, follow the instructions in the confirmation email. To disable mailforwarding, select No forwarding in the Forwarding window.

All of the following steps are optional. You can change these preferencesettings as needed.

Procedure1. Navigate to Preferences.2. Select Basics.

a. Select Mail display to specify the number of email to be displayed oneach page and to specify the sorting option for your email: Newest onbottom or Newest on top.

b. Select Reading to specify what happens when you move or delete anemail; Go to the next message or Go back to original folder. Imageblocking blocks all images in your incoming email.

c. Select Sending to save a copy of all sent email. If you do not want tosave all sent email, but want to keep a copy of some messages, use theBcc field to send a copy to yourself. You can also specify whether toinclude the email history when replying to an email.


d. Use the mail server information displayed in the Mail server settingssection to set up IMAP, POP, or SMTP authentication. See ConfiguringIMAP and POP access for more information.

e. Select Save.3. Select Add address to specify an additional email address to use when

sending email.4. Select Spam settings to specify settings to manage unwanted email and

email addresses.5. Select Out-of-Office to specify an automatic reply to incoming messages

while you are away. See Sending Out-of-Office notification for moreinformation.

6. Select Signature to specify information to be automatically added to theend of all email that you send. The maximum number of characters is1000.

7. Select Forwarding to specify automatic forwarding for incoming email toanother email account.

8. Select Rules to specify filtering rules to help manage your email moreefficiently. Refer to Creating email filtering rules for more information.

9. Click Save.

Creating a folder

To help organize email, you can add, rename, and delete folders. You candrag an individual email into a different folder.

About this task

Restrictions:

v The maximum length of the folder name is 40 characters, and the namemust not begin with a period (.). Valid characters for the folder nameinclude: a-z 0-9 @ - ... . : ().

v Folder names are sorted using ASCII values. International Components forUnicode (ICU) tables are not used.

v The maximum number of folders allowed is 200.

The Manage folders window allows you to rename or delete a folder. Whenyou delete a folder, all the contents of the folder are also permanently deleted.

Procedure1. Navigate to Mail.2. Select Add a folder.3. Enter a folder name, and select OK.

Chapter 4. Getting started with email 15

Viewing an attachment

When you open an email with one or more attachments, a list of them isdisplayed in the email.

About this task

If you receive an email with an attachment, an icon that resembles a paperclip is displayed next to the message in your Inbox.

When you open the message, a list of attachments is displayed in themessage. You can view the attachment from its current location, or downloadand save the attachment to your computer before opening the file.

If the attached file is an image, you can view the attachment in the email.

Restriction:

v The size of an incoming email cannot exceed 40 MB.v Only the first 1 MB of text in each email attachment is indexed and is

searchable.v If you exceed your storage space, you cannot receive email. All incoming

email is returned to the sender with a message that explains your mailboxis full and the email cannot be delivered.

Procedure1. Navigate to Mail.2. Select Inbox.3. Select the email that you want to open. A list of attachments is displayed

in the message.v To view an attachment in the email, select the attachment that you want

to view.v To download an attachment, right-click the attachment and follow the

instructions for your computer or mobile device.

Sending email

You can send email from your contact list or from your Mail folder. If yousend an email to a recipient who is not in your contact list, you are given theoption to add the recipient to your contact list.


About this task

Use the rich text editor to select attributes for your email text. The quickestway to select attributes is to enter all the message text, select the text, andthen select the wanted attributes.

Restrictions:

v The maximum number of recipients of an email is 50.v You can attach up to 10 files to each email.v The maximum size for an email that you send, including all attachments, is

28.5 MB.

Procedure1. Select how to send an email:

v Use contacts from your contact list:a. Navigate to Contacts.b. Select the contact list that contains the users to whom you want to

send an email. Select the check box next to all contacts to whom youwant to send an email.

c. To send an email to a personal group, select Groups. On the Groupspage, select the check boxes next to the groups that you want toinclude.

d. Select Send message. The New message page is displayed. Theemail addresses of all users or group members that you selected areadded into the To field.

v Send an email directly from your Mail folder:a. Navigate to Mail.b. Select New message. The New message page is displayed.c. Enter the email addresses for all recipients in the To field.

2. Optional: Use the cc or bcc field to specify users or a group to whom youwant to send a carbon copy or blind carbon copy of the email. You canenter the first few characters of the user or group name and select an itemfrom the automated suggestion list. If you select a group, the emailaddresses of all group members are added into the cc or bcc field.

3. Optional: Select Find files to attach a file. A window is displayed thatprompts you to find the file and upload it.

4. Optional: Select High priority to send the email as high priority.5. Type the text for the email. For information about Known Issues with

various browsers and the Rich Text Editor, refer to the Known Issuesdocument on the wiki at http://www.lotus.com/ldd/bhwiki.nsf/dx/LotusLive_Known_Issues#Mail.

Chapter 4. Getting started with email 17



6. Select Send.

Flagging email

You can activate a visual indicator, or flag, that reminds you to follow up onan email. Flags are for your personal use; other users cannot view your flags.

About this task

By default, no email are flagged. Flagged messages are indicated by the grayflag located next to the message.

Procedure1. To flag an email, navigate to the folder that contains the messages that you

want to flag.2. Select the Flag icon next to each email that you want to flag. Or, you can

flag or unflag multiple messages at the same time by using the messagecheck boxes, and then selecting Flag or Remove flag from the Moreactions menu.

3. When reading an email, you can select the Flag icon next to the subject atthe top of the message.

4. Optional: To clear the flag for a message, click the Flag icon again.

Restoring deleted email

When you delete an email, the message is moved to the Trash folder. Deletedemail is stored in the Trash folder until you permanently delete it.

Procedure1. Navigate to Trash.2. Select the email that you want to restore.3. Select More actions > Inbox.4. Navigate to Inbox. Verify that the email has been restored.


Chapter 5. Advanced mail tasks

In addition to sending and receiving email, there are many other tasks thatyou can perform with email.

Sending Out-of-Office notification

Use an out-of-office notification to send an automated reply to incoming emailwhile you are away. The notification service sends replies between thedeparture and return dates that you specify and sends only one reply to eachsender.

About this task

Your out-of-office notification is enabled as of your departure date and isautomatically disabled as of your return date, if one is specified. For example,specify January 1 2011 as your departure date and January 4 2011 as yourreturn date. In this case, your out-of-office notification would be in effect from12:01 a.m. on 1 January 2011 to 11:59 p.m. on 4 January 2011, which is a totalof four days. Times are set according to your time zone.

The out-of-office message is limited to 1000 characters.

Procedure1. Navigate to Preferences.2. Select Out-of-Office.3. In the Subject field, enter the title text for your automated reply message.4. Enter your departure date in the Leaving field.5. Optional: Enter a return date in the Returning field.6. Optional: In the Message field. provide detailed information about your

absence, such as a contact number for emergencies.7. Select On for Out-of-Office notification.8. Select Save.

What to do next

To manually disable your out-of-office notification, select Off forOut-of-Office notification.


Sending email with an alternate email address

In addition to your IBM SmartCloud iNotes email address, you have oneadditional email address that you can use to send email.

About this task

When you specify an additional email address for sending email, this emailaddress is displayed in the email that you send. Your SmartCloud iNotesemail address is not used when sending email unless you reactivate it.

Procedure1. Navigate to Preferences.2. Select Add address.3. In the Send mail from another address window, select Add address.4. In the Name field, enter the additional email address. Select Save.

Results

The alternate email address is now the default email address, and is the emailaddress that is used when you send email.

What to do next

To activate your SmartCloud iNotes email address to be the default emailaddress and used when you send email:1. Navigate to Preferences.2. Select Add address.3. In the Send mail from another address window, select Activate next to

your SmartCloud iNotes email address.

Setting SmartCloud iNotes as your default email program

Setting IBM SmartCloud iNotes as your default email program automaticallyopens SmartCloud iNotes when you select an email link on a website ordocument.

About this task

Depending on your browser, the steps required to set SmartCloud iNotes asyour default email program vary.

If you are using Internet Explorer, Chrome, or Opera and have eitherWindows XP, Windows Vista, or Windows 7:


v Register SmartCloud iNotes as an email program in Internet Explorer:1. Create a .reg file. For example, SmartCloud_iNotes.reg.2. Copy and paste the following content into the new .reg file.

Windows Registry Editor Version 5.00

[HKEY_CLASSES_ROOT\mailto]@="URL:MailTo Protocol""URL Protocol"=""

[HKEY_CLASSES_ROOT\mailto\shell]

[HKEY_CLASSES_ROOT\mailto\shell\open]

[HKEY_CLASSES_ROOT\mailto\shell\open\command]@="rundll32.exe url.dll,FileProtocolHandlerhttps://mail.lotuslive.com/compose?mailto=%1"

3. Save the .reg file.4. Run the .reg file to import the SmartCloud iNotes entry into the

registry.

If you are using Firefox Version 3.x or above on any platform:1. Register SmartCloud iNotes as an email program in Firefox:

a. Go to https://mail.lotuslive.com/mail/setup/MailApplication.b. Select the link provided and follow the instructions to

registerSmartCloud iNotes as an email program.2. 2. Set SmartCloud iNotes as your default email program:

a. In Firefox, select Preferences

b. Select Applications.c. Enter mailto as search criteria and press Enter.d. In the search results, select SmartCloud iNotes.e. Select OK.

Configuring IMAP and POP access

You can set up various email programs, by using the IMAP or POP access andSMTP authentication, to work with IBM SmartCloud iNotes to view and sendemail. Various email clients and mobile devices require different steps forconfiguring IMAP, POP, or SMTP.

About this task

To set up IMAP, POP, or SMTP authentication for any device or email client,you must have the following information:v Your IBM SmartCloud iNotes email address.

Chapter 5. Advanced mail tasks 21

https://mail.lotuslive.com/mail/setup/MailApplication

If you have more than one SmartCloud email address, you are in one of thefollowing situations:– If you select the Use My Organization's Login link on the SmartCloud

login page to log in, the email address that you enter on this page mightbe different from your SmartCloud iNotes email address.

– If your company has multiple SmartCloud subscriptions, you might havean email address for each subscription. For example, your companymight be using SmartCloud Engage and SmartCloud iNotes.

Your SmartCloud iNotes email address is included in the Getting StartedGuide sent to you when you first logged in. You can also verify yourSmartCloud iNotes email address by selecting Preferences > Basics, andchecking the Account name under Mail server settings.

v Your email password.When your account administrator sets a one-time password for you, youmust change this password after logging in to your IBM SmartCloud iNotesaccount from the web. When you access IMAP, POP, and SMTP throughSmartCloud iNotes, you can use the one-time password to log in repeatedlyand you are not forced to change it.

v Your incoming POP or IMAP mail server information, including host name,user name, password.SmartCloud iNotes supports only SSL connections, so make sure that forIMAP, port 993 is available. For POP, port 995 must be available. Your mailserver information can be found in Preferences > Basics, listed under Mailserver settings.

v Your outgoing SMTP mail server information, including host name, username, password.SmartCloud iNotes supports only SSL connections, so make sure that port465 is available.

Regardless of your device or email client, the following information applies:v Your incoming and outgoing mail servers require the use of a user name

and password to successfully send and receive email.v If requested by the email client, select any check boxes pertaining to

incoming and outgoing mail servers requiring authentication. Also, makesure that you use the same settings for the incoming and outgoing mailservers. If not, you might not be able to send or receive email.

v SSL must be on.v The speed of your Internet connection affects the time required when

setting up IMAP or POP.v IMAP is the preferred protocol. If IMAP is not available, use POP.


v When accessing your email through IMAP, the maximum length of a foldername is 255 characters and there is a maximum of five levels of folders.Non-ASCII characters in a folder name are encoded using base64 withUTF-7.

If your device or email client is not listed below, see the Other email clientstopic for general instructions or contact your account administrator or emailprovider for assistance.

iPhone or iPadTo set up your IBM SmartCloud iNotes mail account on your iPhone or iPadusing IMAP, POP, or SMTP access, complete the steps in this topic. IMAP isthe preferred protocol.

Procedure1. If this is the first email account on your device, tap Mail. Otherwise, tap

Settings > Mail, Contacts, Calendars > Add Account. Tap Other.2. Tap Add Mail Account.3. Tap the Name field and enter your full name.4. Tap the Address field and enter your email address. If you enter an

incomplete or incorrect email address, a message is displayed.5. Tap the Password field and enter your account password. Tap Save.6. Enter the settings information for the protocol that you selected. Contact

your account administrator for the value needed for yoursiteID.v For IMAP, tap IMAP. Enter your incoming IMAP mail server name. Your

server name has the same ending as your email address. For example,yoursiteID-imap.mail.lotuslive.com. Enter 993 for the port number.

v For POP3, tap POP. Enter your incoming POP mail server name. Yourserver name has the same ending as your email address. For example,yoursiteID-pop.mail.lotuslive.com. Enter 995 for the port number.

7. Enter your email address and your password.8. In the Outgoing Mail Server Host Name field, enter your outgoing SMTP

mail server name. For example, yoursiteID-smtp.mail.lotuslive.com. Enter465 for the port number.

9. Enter your email address and password. Tap Save.

What to do next

You can now access your email using your iPhone or iPad.



Apple Mail 4.0To set up IMAP, POP, or SMTP access for Apple Mail 4.0, complete the stepsin this topic. IMAP is the preferred protocol.

Procedure1. Select Mail > Preferences and select the Accounts tab.2. Select + to add a new account.3. In the Full Name field, enter your name.4. In the Email Address field, enter your email address.5. In the Password field, enter your password.6. In the Account Type field, select IMAP or POP from the list.7. In the Description field, enter a description for the incoming mail server

setup.8. Enter the settings information for the protocol that you selected: Contact

your account administrator for the value needed for yoursiteID.v For IMAP, enter your incoming IMAP mail server name. Your server

name has the same ending as your email address. For example,yoursiteID-imap.mail.lotuslive.com. Specify 993 for the port number.

v For POP3, enter your incoming POP mail server name. Your servername has the same ending as your email address. For example,yoursiteID-pop.mail.lotuslive.com. Specify 995 for the port number.

9. In the Username field, enter your email address.10. In the Password field, enter your password.11. In the Description field, enter a description for the outgoing mail server

setup.12. In the Outgoing Mail Server field, enter your outgoing SMTP server

name. For example, yoursiteID-smtp.mail.lotuslive.com.. Specify 465 forthe port number.

13. Select Use Authentication.14. Verify your Username and Password values and select Next.15. Select Create. Verify your information in the Account Summary fields.16. To verify your IMAP or POP settings after you have configured your

email client, select Mail > Preferences and then select the Accounts tab.To display your port number information, select the Advanced tab.

What to do next

You can now access your email using Apple Mail 4.0.

Your SmartCloud password expires based on settings specified by youraccount administrator. If you are having trouble logging in to SmartCloud


iNotes, try to log in from the web to see if your password has expired.

Outlook 2003To set up IMAP, POP, or SMTP access for Microsoft Outlook 2003, completethe steps in this topic. IMAP is the preferred protocol. After setting up IMAP,POP, and SMTP access, you can migrate your Microsoft Outlook 2003 email.

About this task

The speed of your internet connection and the amount of IBM SmartCloudiNotes mail both affect how quickly your SmartCloud iNotes email isdisplayed.

Procedure1. Open Outlook 2003.2. Select the Tools menu and select E-mail Accounts.3. Select Add a new e-mail account and select Next.4. Select IMAP or POP3 as your server type. Select Next.5. In the Your Name field, enter your name as you want it displayed in the

From field of outgoing email. In the E-mail Address field, enter youremail address.

6. Enter the settings information for the protocol that you selected. Contactyour account administrator for the value needed for yoursiteID.v For IMAP, enter your incoming IMAP mail server name. Your server

name has the same ending as your email address. For example,yoursiteID-imap.mail.lotuslive.com.

v For POP3, enter your incoming POP mail server name. Your servername has the same ending as your email address. For example,yoursiteID-pop.mail.lotuslive.com.

7. In the Outgoing mail server (SMTP) field, enter your outgoing SMTPserver name. For example, yoursiteID-smtp.mail.lotuslive.com.

8. In the User Name and Password fields, enter your email address andpassword.

9. Select More Settings and then select the Outgoing Server tab.10. Select My outgoing server (SMTP) requires authentication and select

Use same settings as my incoming mail server.11. Click the Advanced tab.

v For IMAP, select This server requires an encrypted connection (SSL)in the Incoming Server (IMAP) field. Also, enter 993 in the Incomingserver (IMAP) field.


v For POP3, select This server requires an encrypted connection (SSL)in the Incoming Server (POP) field. Also, enter 995 in the Incomingserver (POP) field.

12. Select This server requires an encrypted connection (SSL) in theOutgoing Server (SMTP) field, and enter 465 in the Outgoing server(SMTP) field. Select OK.

13. Select Next, and then select Finish.14. Download the latest updates for Outlook from Microsoft. Updating helps

prevent common Outlook errors.15. If you selected IMAP and any of your SmartCloud iNotes mail folders

are not displayed in Outlook, use the following steps:a. From the Outlook menu bar, select Tools > IMAP Folders.b. In the IMAP Folders window, select Query. A list of SmartCloud

iNotes folders is displayed.c. Select the folders that you want Outlook to display. Select Subscribe.d. Select OK. The folders you selected are now displayed in Outlook.

What to do next

You can now access your SmartCloud iNotes email using Microsoft Outlook2003.

If you selected IMAP and you want to migrate your Outlook email toSmartCloud iNotes, complete the following steps:

Note:

v Your email folder selection determines how much content in the .pst file iscopied to this migration location. The folder that you use for migratingyour Outlook email must be a different personal folder from theSmartCloud iNotes Inbox.

v Migrating the contents of a folder with a large amount of data can takesome time.

1. Create a .pst file that contains the Outlook email that you want to migrateto SmartCloud iNotes.

2. From the Outlook Inbox menu, select File > Import and Export.3. In the Import and Export Wizard window, select Import from another

program or file. Select Next.4. In the Import a File window, select Personal Folder File (.pst). Select

Next.5. Locate the .pst file that you want to import and select the importing

option that you want to use. Select Next.6. Select a folder for migration. Select Finish.


7. Right-click the Outlook folder that you want to migrate. Select Copy"foldername". Repeat this step for all Outlook folders that you want tomigrate.


Outlook 2007To set up IMAP, POP, or SMTP access for Microsoft Outlook 2007, completethe steps in this topic. IMAP is the preferred protocol. After setting up IMAP,POP, and SMTP access, you can change the location where your sent email issaved.

Procedure1. Open Outlook 2007.2. For a new setup, select Do not upgrade and then select Yes.3. In the Your Name field, enter your name as you want it displayed in the


4. In the Password field, enter your password.5. Select Manually configure server settings or additional server types .6. Select Internet E-mail Settings.7. In the Your Name field, enter your name as you want it displayed in the


8. From the Account Type menu, select IMAP or POP.9. Enter the settings information for the protocol that you selected. Contact





11. In the User Name field, enter your email address. Select Next.12. Select Tools > Options > Mail Setup.13. Under Email Accounts, select E-mail Accounts.14. Select an account, and select Change above the list of accounts.15. Select More Settings, and then select the Advanced tab.


16. Enter the settings information for the protocol that you selected:v For IMAP, in the Incoming server (IMAP) field, enter 993, and select

SSL in the Use the following type of encrypted connection field.v For POP3, In the Incoming server (POP) field, enter 995, and select

SSL in the Use the following type of encrypted connection field.17. In the Outgoing server (SMTP) field, enter 587.18. Select the Outgoing Server tab. Make sure that My outgoing server

(SMTP) requires authentication is selected. Select Use same settings asmy incoming mail server.

19. Select OK > Next > Finish > Close > OK.

What to do next

You can now access your email using Microsoft Outlook 2007.

To change where sent email is saved when using an IMAP email account,complete the following steps:1. In the Account Properties window, select the IMAP tab.2. Select Store special folders on IMAP server.3. Enter SENT in the Sent Items path field.4. Enter Drafts in the Drafts path field if you want to change where draft

emails are saved.5. Click OK.


Outlook ExpressTo set up IMAP, POP, or SMTP access for Outlook Express®, complete thesteps in this topic. IMAP is the preferred protocol. After setting up IMAP,POP, and SMTP access, you can change the location where your sent email issaved.

Procedure1. Open Outlook Express.2. Select the Tools menu and select Accounts.3. Select Add and then select Mail.4. In the Display name field, enter your name. Select Next.5. In the Email address field, enter your full email address. Select Next.6. From the My incoming mail server is a ______ server menu, select

IMAP or POP.


7. Enter the settings information for the protocol that you selected. Contactyour account administrator for the value needed for yoursiteID.v For IMAP, enter your incoming IMAP mail server name. Your server



8. In the Outgoing mail (SMTP) server field, enter your outgoing SMTPserver name. For example, yoursiteID-smtp.mail.lotuslive.com. SelectNext.

9. In the Account name and Password fields, enter your email address andpassword. Select Next.

10. Select Finish.11. Highlight the information that is displayed for Account and select

Properties.12. Select the Advanced tab.13. In the Outgoing server (SMTP) field, enter 465. Select This server

requires a secure connection (SSL).14. Enter the settings information for the protocol that you selected:

v For IMAP, under the Incoming mail (IMAP) field, select This serverrequires a secure connection (SSL). The value in the Incoming mail(IMAP) field changes to 993.

v For POP3, under the Incoming mail (POP) field, select This serverrequires a secure connection (SSL). The value in the Incoming mail(POP) field changes to 995.

15. Select the Servers tab, and select My server requires authentication.Select OK.

What to do next

You can now access your email using Outlook Express.

To change where sent email is saved when using an IMAP email account,complete the following steps:1. In the Account Properties window, select the IMAP tab.2. Select Store special folders on IMAP server.3. Enter SENT in the Sent Items path field.4. Enter Drafts in the Drafts path field if you want to change where draft

emails are saved.5. Click OK.



Outlook 2010To set up IMAP, POP, or SMTP access for Microsoft Outlook 2010, completethe steps in this topic. IMAP is the preferred protocol.

Procedure1. Open Outlook 2010. If this is the first time you have started Outlook

2010, select Next in the Microsoft Outlook 2010 Startup window.2. In the Account Configuration window, select Yes in the Would you like

to configure an email account? field. Select Next.3. If you have another email account or you have completed the Outlook

2010 startup settings procedures previously, select the File tab.4. Select Info > Account Information > Account Settings > Add Account.5. In the Add New Account window, select Manually configure server

settings or additional server types and select Next.6. Select Internet E-mail and select Next.7. In the Your Name field, enter your name as you want it displayed in the


8. From the Account Type menu, select IMAP or POP.9. Enter the settings information for the protocol that you selected. Contact





11. In the User Name field, enter your email address.12. In the Password field, enter your password.13. Select More Settings and then select the Outgoing Server tab.14. Select My outgoing server (SMTP) requires authentication and select

Use same settings as my incoming mail server.15. Click the Advanced tab. Enter the settings information for the protocol

that you selected:v For IMAP, enter 993 in the Incoming server (IMAP) field and specify

SSL in the Use the following type of encrypted connection list.


v For POP3, enter 995 in the Incoming server (POP) field and specifySSL in the Use the following type of encrypted connection list.

16. In the Outgoing server (SMTP) field, enter 465 and specify SSL in theUse the following type of encrypted connection list. Select OK > Finish.

17. In the Add New Account window, select Test Account Settings. If thereare any errors, go back and verify all the information that you entered.Select OK > Finish.

What to do next

You can now access your email using Outlook Express.


ThunderbirdTo set up IMAP, POP, or SMTP access for Thunderbird Version 3 or later,complete the steps in this topic. IMAP is the preferred protocol. After settingup IMAP, POP, and SMTP access, you can migrate your Thunderbird email.

Procedure1. Open Thunderbird.2. Select the Tools menu and select Account Settings.3. Select Add Mail Account.4. In the Your name field, enter your name.5. In the Email address field, enter your full email address.6. In the Password field, enter your password. Select Continue.7. Thunderbird configures your account settings and opens a window with

your user account information and connection settings. Verify that yourname and email address are correct. Select Start over to change thesevalues.

8. Update your connection settings as follows. Contact your accountadministrator for the value needed for yoursiteID.a. In the Username field, enter your IBM SmartCloud iNotes user name.b. For IMAP, in the Incoming field, enter yoursiteID-

imap.mail.lotuslive.com, IMAP, 993, SSL/TLS.c. For POP, in the Incoming, field, enter yoursiteID-

pop.mail.lotuslive.com, POP, 995, SSL/TLS.d. In the Outgoing field, enteryoursiteID-smtp.mail.lotuslive.com, SMTP,

465, SSL/TLS.


e. Select Re-test Configuration. When the test has completed, selectCreate Account.

9. Verify that your user name is correctly set:a. Select Account settings.b. Scroll down and select Outgoing server (SMTP).c. In Outgoing server (SMTP) Settings, select the SMTP server

connection that you created.d. Enter your SmartCloud iNotes email address for User Name. Click

OK.

What to do next

You can now access your email using Thunderbird.

If you selected IMAP and you want to migrate your Thunderbird email toSmartCloud iNotes, complete the following steps:1. From the Thunderbird Inbox, select File > Get New Messages for > Your

incoming IMAP server information. The first time that you connect, youare prompted to enter your user name and password. The Thunderbirdemail program attempts to migrate all folders on the server. If there is alarge amount of data to be migrated, this process can take some time.

2. If not all folders are displayed after the migration completes, you canmigrate individual folders using the following steps:a. From the Thunderbird Inbox, select File > Subscribe.b. Select the folders that you want to migrate and display.c. Select Subscribe > OK. If there is a large amount of data to be

migrated, this process can take some time.3. From the Thunderbird Inbox, select Get Mail. The Thunderbird Inbox

should contain the email and folders that you want to use.4. Log on to your SmartCloud iNotes account. The Inbox folder should

contain no email.5. Drag folders from Thunderbird to your SmartCloud iNotes account.6. The folders migrated to your SmartCloud iNotes account are displayed.


Other email clientsFollow the instructions in this topic to set up IMAP, POP, or SMTP access forother email clients. If you have problems, or need information for anotheremail program, contact that email client customer support team.


Procedure

Contact your account administrator for the value needed for yoursiteID.1. Specify the Incoming Mail (IMAP) Server. For example,

yoursiteID-imap.mail.lotuslive.com. Specify SSL. Specify 993 for the portnumber.

2. Specify the Incoming Mail (POP) Server. For example,yoursiteID-pop.mail.lotuslive.com. Specify SSL. Specify 995 for the portnumber.

3. Specify the Outgoing Mail (SMTP) Server. For example,yoursiteID-smtp.mail.lotuslive.com. Use Authentication. Specify 465 forthe port number.

4. Specify your Email Address, which is your SmartCloud email address.5. Specify your Password.

What to do next


Searching email

You can search your email in different ways by entering various searchcriteria.

About this task

Depending on when your IBM SmartCloud iNotes account was set up, youhave one of the following sets of search capabilities. Contact your accountadministrator if you have questions about your search capabilities.v Basic-text

orv Full-text

If you have Full-text search capabilities, then you can also perform Fuzzy,Wildcard, and Date range searches. Details about these search capabilities areprovided in the Email search criteria help topic.

Procedure1. If you have Basic-text search capabilities:

a. Navigate to Mail and select a folder. Only the folder you select issearched.


b. Enter a search string in the field next to Preferences. The search stringhas a maximum length of 1000 characters, but there is no limit forlength of each individual keyword.

c. Select the search icon next to the search string field. The current folderis searched for the contents of your search string, and the results aredisplayed on one page.

d. To search the Spam or Trash folder, select the Spam or Trash folderand enter search criteria in the search field. Only the folder that youselected is searched.

2. If you have Full-text search capabilities:a. Navigate to Mail.b. Enter a search string in the field next to Preferences. There is no limit

for the total length of the search string. Each individual keyword in thesearch string has a maximum length of 255 characters.

c. Select the search icon next to the search string field. All folders, exceptthe Spam and Trash folders, are searched for the contents of yoursearch string, and the results are displayed on one page.

d. To search the Spam or Trash folder, select the Spam or Trash folderand enter search criteria in the search field. Only the folder that youselected is searched. Search 'Spam' or Search 'Trash' is displayed inthe search field before you enter your search criteria.

Results

The search function returns a list of all email matched by the search query. Ifno email messages are matched, No messages matched your search isdisplayed.

What to do next

By default, email search results are sorted by date in descending order. Youcan specify either the Sender, Subject, or Date field to use for the sort.

To change how search results are ordered:1. Select the icon next to the Sender, Subject, or Date field. The icon that

you select specifies the field to be used for sorting search results.2. For the field you specified, select the top icon to sort in ascending order or

the bottom icon to sort in descending order.

Email search criteria

You can search your email in different ways by entering various searchcriteria.


Search criteria

Text searchingDepending on when your IBM SmartCloud iNotes account was setup, you have either the Full-text search capabilities or the Basic-textsearch capabilities.v Full-text search capabilities include searching the following:

– To

– From

– Cc

– Bcc

– Subject

– Mail content, including the content of attachments in thesupported file formats:- Microsoft Word (.doc and .dot) when Shift-JIS encoding is not

used.- Rich text format (.rtf)- OpenDocument v1.0: Text document (*.odt)- OpenDocument v1.0: Global Text document (*.otm)- OpenDocument v1.0: Text document used as a template for

HTML documents (*.oth)- Office Open XML Document (*.docx)- Plain text (*.txt and *.text)

For a Full-text search, the first characters of your search argumentcannot contain symbols and punctuation characters. The searchengine ignores the following list of symbols and punctuationcharacters as the first characters of the search argument until youreach a valid character:

-&|!^ (carat)~

- (hyphen)%?:


For example, if you enter %?&te~st as search criteria, the searchengine ignores the %?& characters and uses te~st as the searchcriteria.For a Full-text search, there is no limit for the length of all thesearch keywords. However, each individual keyword has a limit of255 characters.

v Basic-text search capabilities include searching the following:– To

– From

– Cc

– Subject

For a Basic-text search, the search string has a maximum length of1000 characters, but there is no limit for length of each individualkeyword.

For both Full-text and Basic-text searches, the search function matches partialwords, including those words found in the middle of another word. Forexample, searching for com matches dot.com, company, and welcome.

Fuzzy searchingFor a fuzzy search, type a tilde (~) at the end of a word that you usefor the search criteria. For example, to search for a term similar inspelling to roam, type the following entry in the search field: roam~.This search query finds results like foam and roams.

You can filter the fuzzy search results by using an additional, optionalparameter. The parameter is a number, 0 - 1, that quantifies similarity.The closer the parameter is to 1, search results with a higher similarityare returned. For example, if you want search results that closelymatch the word used for the search criteria, type the following entryin the search field: roam~0.8

The default value for this parameter is 0.5.

Restriction: Fuzzy searching is only available if you have Full-text searchingcapabilities.

Wildcard searchingSingle and multiple character wildcard searches within single terms,not within phrases, are supported. To perform a single characterwildcard search, use the question mark (?). To perform a multiplecharacter wildcard search, use the asterisk (*). You cannot use aquestion mark or asterisk as the first character of a search entry.

The single character wildcard search looks for terms that match withthe single character that is replaced. For example, to search for termor team, type the following entry in the search field: te?m.


Multiple character wildcard searches look for 0 or more characters.For example, to search for term, terms, or terminology, type thefollowing entry in the search field: term*.

You can also use the wildcard character for a search in the middle of aterm. For example, t*m.

Restriction: Wildcard searching is only available if you have Full-textsearching capabilities.

Boolean operatorsYou can use Boolean operators to combine search terms with logicoperators. This search tool supports AND, plus sign (+), OR, NOT,and minus sign (-) as Boolean operators. When you use Booleanoperators, capitalize all letters in the Boolean operator. For example:AND

OR The OR operator is the default conjunction operator. Forexample, if there is no Boolean operator between two terms,the OR operator is used by the search tool. The OR operatorlinks two terms to find a matching document if either of theterms exist in a document. This operator is equivalent to aunion using sets. You can use the double vertical bar (||) inplace of the word OR.

AND The AND operator matches the search criteria where bothterms exist anywhere in the text of a single document. Thisoperator is equivalent to an intersection using sets. You canuse the double ampersand (&&) in place of the word AND.

+ The + operator indicates that the search criteria that is typedafter the plus sign (+) is present in the results that arereturned. For example, to search for documents that mustcontain search and might contain terminology, type thefollowing entry in the search field: +search terminology

NOT The NOT operator indicates that the search criteria that istyped after NOT is excluded from the results that arereturned. Using the NOT operator is equivalent to a differenceusing sets. Use the exclamation point (!) in place of the NOToperator.

Do not use the NOT operator with only one term. Forexample, if you enter the following search criteria, no resultsare returned: NOT "search terminology"

- Like the NOT operator, the (-) operator indicates that thesearch criteria that are typed after the minus sign (-) isexcluded from the results that are returned.


For example, to search for documents that contain searchterminology, but not accurate results, type the following entryin the search field: "search terminology" -"accurateresults".

Restriction: Searching with Boolean operators is only available if you haveFull-text searching capabilities.

Date range searchingTo search for a date range, enter a lower and upper bound for thedate range. The format for the date range search is as follows:arrival:[yyyyMMddHHmmssSSS TO yyyyMMddHHmmssSSS].

Where:v yyyy represents the yearv MM represents the month in the yearv dd represents the day in the monthv HH represents the hour in the dayv mm represents the minutes in the hourv ss represents the seconds in the minutev SSS represents the milliseconds in the second

For example, to find emails received between 10 October 2009 and 31October 2009, type the following entry in the search field:arrival:[20091010000000000 TO 20091031000000000]

Restriction: Date range searching is only available if you have Full-textsearching capabilities.

Creating email filtering rules

You can create rules to filter your incoming email by sender, recipient, andsubject. Rules provide a way to have your email automatically put in differentfolders or forwarded to other users.

About this task

If an incoming email satisfies more than one filtering rule, the first rule inyour rule list is used to filter that email. You can reorder your filtering rulesto have a different rule applied first.

Procedure

To create a filtering rule for your incoming email, complete the followingsteps:


1. Navigate to Preferences.2. Select Rules.3. Select Create rule.4. Enter a name for the new rule in the Create Rule field. The rule name

must consist of no more than 100 ASCII or non-ASCII characters. Rulenames are sorted using ASCII values. International Components forUnicode (ICU) tables are not used.

5. Enter text in the Subject, To or Cc and From fields that you want to useas criteria to identify incoming email.v The Subject, To or CC and the From fields must consist of no more

than 100 characters.v If you enter comma-separated email addresses in the To or Cc or the

From field, the filter operation attempts to match the exact string ofincoming email addresses to the string specified in the rule. If you wantto filter email from multiple email addresses, you must create multiplerules, with each email address specified in a separate rule.

6. In the Perform the following actions section, select the action that youwant taken for the email that meets your criteria. You can enter up to fiveemail addresses in the Forward a copy to field. If you must add more thanfive, contact your account administrator.

7. Select Save.

Handling spam

Use the spam filter to eliminate unwanted email and save you time. The spamfilter identifies email that looks like potential spam and places it into theSpam folder.

About this task

You can specify criteria to help prevent spam. You can specify safe emailaddresses and domains and specify email addresses and domains from whichyou want to block email.

Messages identified as spam are delivered to your Spam folder, except foremail that originated from a blocked sender. Email from a blocked sender isnever delivered to you.

Email in your Spam folder are deleted after 30 days.

Procedure1. Navigate to Preferences.2. In the navigation area, select Spam.


v Select Add or remove safe senders to identify email addresses anddomains as safe senders. Email from safe senders is always delivered toyour Inbox folder.

v Select Add or remove safe distribution lists to create safe distributionlists. Specifying a safe distribution list ensures that you always receiveemail when you are a member of that distribution list.Email that uses a distribution list to specify recipients might not useyour exact email address in the recipient field. If you do not specifythese types of distribution lists as safe, your spam settings might resultin these email messages being classified as spam.

v Select Add or remove blocked senders to identify email addresses ordomains from which you want to block email. Email from addressesyou have blocked are never delivered to you.

v The Spam Detection filter is set to On by default. If you want all emaildelivered to your Inbox, disable the spam filter by selecting Turn off.Turning off spam detection does not affect your blocked senders list.

Spam settings specified by your account administrator might overridesettings that you specify. Contact your account administrator for additionalinformation.

Blocking email sendersYou can identify email addresses and domain names from which you want toblock incoming email. When you receive email from blocked senders, themessages are automatically deleted and are never displayed in your Inbox.

About this task

Messages from blocked senders are immediately deleted. They are not put inyour Trash folder.

Procedure1. Navigate to Preferences.2. Select Spam.3. Select Add or remove blocked senders.

v To block a single email address:a. Type the email address to be blocked. Individual email addresses

that you want to block must be added one at a time.b. Select Add. The email address is added to the blocked senders list.

v To block an entire domain of email addresses:a. Type the command *@domain.com. For example, to block the domain

test.com, enter *@test.com.b. Select Add. The domain is added to the blocked senders list.


4. When you have finished, select Back to Spam settings.

What to do next

To remove an email address or domain from the list of blocked senders, selectRemove next to the item that you no longer want to block.

Marking senders and distribution lists as safeYou can identify email addresses, domain names, and distribution lists thatare safe senders of email. Identifying safe senders ensures that email is notincorrectly routed to your Spam folder.

About this task

Email from email addresses and domains on your safe sender list are alwaysdelivered to your Inbox folder.

Procedure

To identify safe senders and distribution lists, perform the following steps:1. Navigate to Preferences.2. Select Spam.3. Select Add or remove safe distribution lists.4. Enter the requested information and select Add.5. Repeat the previous step for all email addresses that you want to specify

as safe email addresses.



Chapter 6. Getting started with calendars

Calendars help you manage your schedule and events that you attend. Thereare personal, secondary, and corporate calendars. All calendars can bedisplayed in a Day view, Week view, or Month view.

Your personal calendar

By default, you have a personal calendar, which is labeled either PersonalCalendar or with your name, depending on when your account was set up.You can edit the name and description. If you delete the title of your personalcalendar, the title reverts to No title.

Using your personal calendar, you can:v Create events and schedule meetingsv Keep track of important dates and meetingsv Track the status of your attendeesv Select daily, weekly, or monthly views of your calendarv Share your calendar with coworkers

Your corporate calendar

Your corporate calendar is used to share company events with all employeesin your company. By using the corporate calendar, you can keep up to date oncompany events and meetings.

By default, the corporate calendar can be added to your calendar list and canbe viewed. Your IBM SmartCloud iNotes account administrator must give youaccess to edit the corporate calendar.

All users see the same set of events in the corporate calendar.

Secondary calendars

You can also create multiple calendars and share them with your entirecompany or with a specified group of users in your company.

Using a secondary calendars, you can:v Create events and schedule meetingsv Keep track of important dates and meetingsv Select daily, weekly, or monthly views of your calendar


v Share your calendar with coworkersv Edit the calendar and calendar name, description, or user access levelsv Delete the calendars. All events in the calendar are deleted permanently

when you delete the calendar.

Managing events in your calendar

In your personal and secondary calendars, you can display hours before orafter your typical work day. Regardless of what you select, events that arescheduled before or after regular work hours are always displayed.

The start and end of daylight saving time is indicated in your calendar asfollows:v In the Day view, the loss or gain of an hour is indicated by the 1:00 AM

entry being removed or duplicated.v In the Week view, the loss of gain of an hour is indicated by diagonal lines

displayed for the hour between 1:00 AM and 2:00 AM.

Printing your calendar

To print your calendar:1. Select the view, either Day, Week or Month, that you want to print.2. Select Print.

Setting calendar preferences

Setting calendar preferences allows you to specify the hours that you typicallywork on a business day and the starting day of your typical business week.

Procedure1. Navigate to Preferences.2. Select Display under Calendar.3. In the Business hours starting field, specify the start time of your business

day.4. In the Business hours duration field, specify the duration of your business

day.5. In the Weeks start with field, specify the first day of your business week.6. Select Save.

Creating a calendar event

You can create appointments, schedule meetings, and schedule all-day events.


About this task

When you create a calendar entry, the Subject and Location fields have acharacter limit of 2000 characters for single-byte character sets. Fordouble-byte character sets, the limit is 1024. The Description field has acharacter limit of 4096 characters.

Procedure1. Select Calendar > New Event.2. Select the calendar that you want to use for this event.3. In the Subject field, type the title of the event. Enter Subject text that

describes the purpose of the event.4. In the Date and time field, select the start date and time for the event. If

the event spans the entire day, select All-day event.5. In the Duration field, select the time duration of the event. If you specify

a Duration that is less than 5 minutes, the start time of the event is notdisplayed on your calendar.

6. Optional: If you want the meeting to repeat:a. Select Repeat and specify details about the meeting, including the

meeting frequency and when you want the meetings to end.v The number of meeting instances cannot exceed 1 K, or 1024, and

the date range for all meeting instances cannot exceed 10 years. Forexample, if you schedule a meeting that repeats daily for threeyears, only the first 1024 instances of the meeting are scheduled.

v After a repeating meeting is created, you can update and createexceptions for one or more instances of the repeating meeting.

v Updates to some fields reset attendee status, which means that allusers must respond to the updated meeting invitation if they wantto attend. See Editing a repeating meeting for more information.

b. Select Done. The Repeat field now displays information about themeeting instances.

7. In the Invitees field, type email addresses for guests that you want toinvite to the event. Separate each email address with a comma.

8. Select Show availability to check the availability of the users in theinvitee list. The free and busy time for all users in your invitee list isdisplayed. The color brown indicates that the user is busy at the specifiedtime and green indicates that the user is available.

9. Select Include Online Meeting link to include a link to your SmartCloudonline meeting room in the calendar invitation. You must be asubscribedSmartCloud Engage user to have this feature enabled. Thelength of your Description text must be short enough to allow for the

Chapter 6. Getting started with calendars 45

length of your meeting link information. Otherwise, your meeting link isnot included. In this case, you must shorten your Description text andthen include your meeting link.

10. In the Location field, type the place where the event is held.11. In the Description field, type the details of the event, including

information for participants to use to dial in to the call. You can type upto 4096 characters for single-byte character sets. For double-byte charactersets, the limit is 2048.

12. Select Save and send invitation.

Editing a repeating meetingYou can edit the details of your repeating meeting and update specificinstances of the meeting. When you update specific fields, it can affect themeeting information or the users on the invitee list.

About this task

Restriction:

v The date of a repeating meeting cannot be modified. The date can bemodified only for a single instance of a repeating meeting. The input areafor the date is disabled when you select Edit this instance and thefollowing instances.

v You cannot update the value of the Repeat field. For example, if theoriginal meeting was scheduled to repeat weekly on Wednesday, youcannot change the meeting to repeat weekly on Thursday. If you want tochange the repeat pattern, delete the original meeting and create a newrepeating meeting.

v Previously deleted or modified instances of the repeating meeting arecreated again with the updated criteria. All exceptions to the repeatingmeeting that you previously created are overwritten, except for previouschanges made to the date.

v If you specify a Duration that is less than 5 minutes, the start time of theevent is not displayed on your calendar.

Procedure1. Select the calendar instance that you want to edit.2. Select Event Details.

v If you are updating one instance of the repeating meeting:a. Select Edit this instance. The Repeat field is not displayed when

you edit only one instance of the repeating meeting.b. Change the Subject, Invitees, Location, or Description fields.

Changing these fields does not reset attendee status.


c. Enter updates for the Date and time and Duration fields. Attendeestatus is reset and all users on the invitee list must again respond toconfirm their attendance. If you specify a Duration that is less than 5minutes, the start time of the event is not displayed on yourcalendar.

v If you are updating multiple instances of the repeating meeting:a. Select Edit this instance and the following instances.b. Change the Subject, Invitees, Location, or Description fields.

Changes in these fields are applied to the specified instance and allfuture instances of the repeating meeting. Changing these fields doesnot reset attendee status.

c. Change the time or the Duration field. Changes in this informationare applied to the specified instance and all future instances of therepeating meeting. Attendee status is reset and all users on theinvitee list must again respond to confirm their attendance.

3. When you have finished with your updates, select Save and Send. Allusers on the invitee list are sent an updated meeting notice.

Searching for free time for a calendar eventWhen using your personal calendar to schedule or edit an event, you canview free and busy times of other users.

About this task

Free and busy times are the only calendar and event information that can beviewed by other IBM SmartCloud iNotes users.

Procedure1. Navigate to Calendar.

v For a new event:a. Select New Event.b. Enter information for Date and time, Duration, and Invitees.

v For an existing event:a. Select the event title.b. Select Event Details.c. Edit the information for Date and time, Duration, and Invitees as

needed.2. Select Show availability. Brown indicates that the invitee is busy or is

already scheduled at that time, and green indicates that the invitee isavailable at the specified time.

3. You can also perform any of the following actions, and the availabilityinformation for all users listed in the invitee list is automatically refreshed:


v Delete a user from the invitee list.v Edit the duration of the event.v Edit the start date and time.

Responding to invitations

When you receive a IBM SmartCloud iNotes calendar invitation, you canreply to the invitation or view information about the event from the email orfrom your calendar. If you respond to the original invitation with a Yes orMaybe, you can change your attendance status.

About this task

When you receive a calendar invitation, it is listed in your Inbox folder.

If you receive the invitation directly from the originator of the event, the newinvitation is displayed on your calendar with dashes around the title. Thedashes around the title are removed after you respond.

If you receive the invitation as a forwarded email from an invitee, yourcalendar does not display the event unless you respond with Yes or Maybe.

Procedure1. You can respond to an invitation that you receive from the originator of

the event from either the Mail or Calendar tab.v To respond using Mail:

a. Navigate to Mail.b. Select your Inbox folder.c. Open the email that contains the invitation. Schedule information for

the event is displayed. You can select Event details for additionalinformation about the event.If the invitation is for a repeating meeting, opening the emaildisplays the details of the meeting.

d. In the Will you attend? field, reply to the invitation by selecting Yes,No, or Maybe. A No response deletes the invitation and you cannotretrieve it. A Yes or Maybe response applies to all meeting instances.

v To respond using Calendar:a. Navigate to Calendar.b. Select the title of the event and then select Event Details.c. If the invitation is for a repeating meeting:

– Select Edit this instance to respond to only the specified instanceof the repeating meeting.


– Select Edit this instance and the following instances to respondto the specified instance and all future instances of the repeatingmeeting.

d. In the Attendance section, reply to the invitation by selecting Yes,No, or Maybe. A No response deletes the invitation and you cannotretrieve it. A Yes or Maybe response removes the underline from thetitle text of the meeting. For a repeating meeting, the underline isremoved from the title text for the meeting instances to which youare responding.

2. To respond to an invitation that was forwarded from another invitee,select Yes or Maybe and the event is added to your calendar. When yourespond to an invitation that was forwarded to you, no response messageis sent to the originator of the event.

What to do next

If you responded to the original invitation with Yes or Maybe, you canchange your attendance status.1. Select the title of the event and select Event Details. The Attendance field

is displayed with the option to change your attendance status.2. Select Edit this instance to change your attendance status for only the

specified instance.3. Select Edit this and following to change your attendance status for the

specified instance and all future instances.4. If you accept an invitation that is later rescheduled, an updated invitation

is displayed in your calendar with gray and underlined title text. The grayand underlined title text indicates that a response from you is needed. Youreceive an updated meeting invitation when the meeting originatorupdates the Date and time, Duration, or the Repeat values in the originalinvitation.

Editing a calendar event

You can edit the details of a scheduled event. Any changes that you make areautomatically sent to all users on the invitee list.

About this task

If you update the invitee list for all instances of a repeat meeting, the inviteelist is overwritten. Make sure that all users that you want to invite to theupdated event are included on the updated event notice, not just additionalusers.


Procedure1. Navigate to Calendar.2. Select the calendar that contains the event for which you want to modify

detail information.3. When you locate the event on the calendar, the name of the event is a link.

Select that link to edit the event.4. Select Event Details.

v If this meeting is not a repeating meeting, enter your changes in theSubject, Date and time, Duration, Invitees, Location, or Descriptionfields.

If you specify a Duration that is less than 5 minutes, the start time of theevent is not displayed on your calendar.v If this meeting is a repeating meeting and you are updating one

instance of the meeting:a. Select Edit this instance. The Repeat field is not displayed when

you edit only one instance of the repeating meeting.b. Change the Subject, Invitees, Location, or Description fields.

Changing these fields does not reset attendee status.c. Enter updates for the Date and time and Duration fields. Attendee

status is reset and all users on the invitee list must again respond toconfirm their attendance. If you specify a Duration that is less than 5minutes, the start time of the event is not displayed on yourcalendar.

v If this meeting is a repeating meeting and you are updating multipleinstances of the meeting:a. Select Edit this instance and the following instances.b. Change the Subject, Invitees, Location, or Description fields.

Changes in these fields are applied to the specified instance and allfuture instances of the repeating meeting. Changing these fields doesnot reset attendee status.

c. Change the time or the Duration field. Changes in this informationare applied to the specified instance and all future instances of therepeating meeting. Attendee status is reset and all users on theinvitee list must again respond to confirm their attendance.

5. Select Include Online Meeting link to include a link to your SmartCloudonline meeting room in the calendar invitation. You must be asubscribedSmartCloud Engage user to have this feature enabled. Thelength of your Description text must be short enough to allow for thelength of your meeting link information. Otherwise, your meeting link isnot included. In this case, you must shorten your Description text andthen include your meeting link.


6. When you have finished with your updates, select Save and sendinvitation. All users on the invitee list are sent an updated meeting notice.

What to do next

You can display a list of users that have been sent an invitation, along withusers who have accepted, declined, or not yet responded. From the EventDetails page, select Show invitee status.

Note: It is currently not possible to process automated replies asking toreschedule the event.



Chapter 7. Advanced calendar tasks

In addition to scheduling events, there are many other tasks that you canperform with your calendar.

Importing calendar events

You can import events from another calendar application, such as MicrosoftOutlook, into your IBM SmartCloud iNotes calendar.

Before you begin

Before you import calendar events to SmartCloud iNotes, you must export thecalendar events from the other calendar offering or application. See thefollowing list:v For Microsoft Outlook 2003, individual events can be saved as .ics files. To

export the entire calendar, each event on the calendar must be saved. Formore information, see the Microsoft Outlook 2003 product documentation.

v For Microsoft Outlook 2007, there is more than one way to export calendarevents. Use the full details option to export so that the .ics file includes allrelevant information. For more information, see the Microsoft Outlook 2007product documentation.

v For IBM Lotus Domino, calendar events can be exported to an .ics file, butthe exported events do not contain the name of the organizer or theattendee list. In addition, all-day events cannot be exported. For moreinformation, see the Lotus Domino product documentation.

Make sure that you know the directory path of all files that containinformation that you want to import.

Check the file size of each file that you want to import. If the file size isgreater than 10 MB, the import process cannot successfully complete.

Procedure

Repeat the following procedure for each file containing calendar events thatyou want to import:1. Navigate to Calendar.2. Select Import events.3. Select Browse to navigate to the .ics file that you want to use to import

calendar events.


4. After you select the file, select Import. During the import process, you canuse SmartCloud iNotes.

Results

If the import process requires more than a few seconds, a status messageindicates that the calendar events are being imported. The import process cantake several minutes.

Failures during the import process can occur for the following reasons:v An event that you are trying to import contains unsupported information.v If too many failures occur, the import process is halted.

If there are failures during the import process, check your .ics file for invaliddata or data that is not in your SmartCloud iNotes calendar.

Setting up a CalDAV account

Setting up a CalDAV server account allows you to access and share calendarinformation with other calendar applications. You can then synchronizecalendar information with other users and between multiple devices.

Before you begin

Setting up a CalDAV account allows you to synchronize all calendars that areshown in your My calendars list. This includes your primary and secondarycalendars. For shared calendars, use the Find shared calendars page to selectthe shared calendars to include.

Verify that you have your IBM SmartCloud iNotes email address, which is theemail address assigned to your account.

If you have more than one SmartCloud email address, you are in one of thefollowing situations:v If you select the Use My Organization's Login link on the SmartCloud

login page to log in, the email address that you enter on this page might bedifferent from your SmartCloud iNotes email address.

v If your company has multiple SmartCloud subscriptions, you might havean email address for each subscription. For example, your company mightbe using SmartCloud Engage and SmartCloud iNotes.

Your SmartCloud iNotes email address is included in the Getting Started Guidesent to you when you first logged in. You can also verify your SmartCloudiNotes email address by selecting Preferences > Basics, and checking theAccount name under Mail server settings.


If you are setting up a CalDAV account using an iPhone or an iPad, verifythat you are running iOS4 or above. If you are running a version earlier thaniOS4, you must upgrade to iOS4 or above.

Procedure

To set up a CalDAV account manually, complete the following steps. If youhave an iOS device and want to automatically set up a CalDAV account usingthe SmartCloud iNotes profile, refer to the instructions in the “Setting up yourmobile device” on page 4 help topic.1. Select Settings > Mail, Contacts, Calendars > Add account > Other >

Add CalDAV Account.2. Enter the following information:

a. Server mail-usw.lotuslive.com

b. User name Your SmartCloud iNotes email address. For example,[email protected]

c. Password Your password

d. Description A description of your account

3. Select Next. No message is displayed for a successful connection.4. After the synchronization completes, start the Calendar application on

your device to view your calendars and events.

What to do next


Allowing others to share and edit a calendar

Sharing a calendar allows you to share your schedule with your entirecompany or with a select group of users.

Procedure

To add access for other users or to change the type of permission given to auser who already shares your calendar, edit the calendar:1. Navigate to Calendar.2. Under My Calendars, next to the calendar that you want to edit, select the

icon shaped like a triangle and select Edit and Share.3. Specify the users with whom you want to share the calendar.

Chapter 7. Advanced calendar tasks 55

a. Enter information for Shared with. Select a person, or, if you are amember of a company, you can share the calendar with the entirecompany.

b. Assign a permission for either the person or company. Readerpermission allows another user to read the calendar. Author permissionallows another user to create and edit calendar entries.v A user can be given both Author and Reader calendar permissions.

For example, you might give a user Author permission to yourcalendar, but give a group that includes the user Reader permission.Or, you might give a user Reader permission and give a group thatincludes the user Author permission.

v When both Author and Reader permissions are given, the useralways has Author permission. The Reader permission is ignored.

c. Select Add and repeat this step to add additional users.4. When you are finished adding users, click Save.

Removing a calendar from your calendar list

Removing a calendar from the list of calendars displayed for your IBMSmartCloud iNotes account does not delete the calendar. The calendar stillexists, but is hidden from the calendar list. You can add a hidden calendar toyour list of calendars.

Procedure

To remove a calendar from your list of calendars, complete the followingsteps:1. Navigate to Calendar.2. Under My Calendars, locate the calendar entry that you want to remove,

select the icon shaped like a triangle and select Remove from MyCalendars. The calendar is removed from your list of calendars.

What to do next

If you want to add the calendar back to your My Calendars list:1. Select the icon next to My Calendars.2. Select Find calendars.3. Select the calendar from the list that is displayed and then select Back to

Calendar.


Searching for and sharing calendars

You can search for calendars that list you as someone with permission to reador edit the calendar. This search includes secondary calendars that you havecreated.

Procedure

To find calendars that have been shared with you or shared by you, completethe following steps:1. Navigate to Calendar.2. Next to My Calendars, there is an icon shaped like a triangle. Select the

icon and select Find calendars. A list of the calendars that you share orcan share is displayed.

3. Select Follow for each calendar that you want to display in your calendarlist. A check mark is displayed next to each of the calendars that youselect.

4. Click the Back to Calendar link above the list of calendars. All thecalendars you selected are displayed under My Calendars.

Creating a secondary calendar

Secondary calendars provide a way to share event data while keeping yourpersonal calendar private.

About this task

By default, you have a personal calendar. You can create multiple calendarsand share them with a select group of users or with all the users in yourcompany. You can provide other users with access to read or edit a secondarycalendar.

Procedure1. Navigate to Calendar.2. Next to the My Calendars heading, there is an icon shaped like a triangle.

Select the icon and select Create calendar.3. Enter a Calendar title and Description.4. Optional: Identify the people with whom you want to share the calendar:

a. Select to share with either a person, or, if you are a member of acompany, you can share the calendar with the entire company.

b. Assign a permission for either the person or company with whom youare sharing the calendar. The Reader permission allows a person toread the calendar. The Author permission allows a person to create,edit, and delete calendar entries.


c. Select Add. Repeat the previous step as needed.5. When you have finished adding people with whom you want to share the

calendar, Select Save. The new calendar is displayed under My Calendars.

What to do next

After you create a secondary calendar, you can edit the calendar informationand add or remove users that have access to it.

Deleting a calendar event

When you delete a calendar event that you created, all users on the invitee listare automatically notified that one or more events are canceled.

Procedure1. Navigate to Calendar.2. Select the calendar that contains the event you want to delete.3. When you locate the event on the calendar, the name of the event is a link.

Select the name link to edit the event.4. Select Event Details.5. If the event that you want to delete is a repeating meeting:

v Select Edit this instance to delete just the specified instance of themeeting.

v Select Edit this instance and the following instances to delete thespecified instance and all instances of the meeting occurring after thespecified instance.

6. Select Cancel Meeting.7. Select OK to confirm the delete operation.

Changing access to your secondary calendar

When you create a secondary calendar, you identify people with whom youwant to share the calendar. You can edit the calendar later to add or removeaccess for other users.

Procedure1. Navigate to Calendar.2. In the navigation area, under My Calendars, select the calendar to edit.

Next to the calendar entry, there is an icon shaped like a triangle. Selectthe icon and select Edit and Share. The Edit and Share option is availablefor secondary calendars only.

3. In the Reader and Author fields, select the x to the right of all users thatyou want to remove.


4. Click Save.

Deleting a calendar

Personal and corporate calendars cannot be deleted. Secondary calendars canbe deleted by the person who created the calendar. When you delete acalendar, it cannot be restored.

Procedure1. Navigate to Calendar.2. In the navigation area, under My Calendars, locate the list of calendars.3. Next to the calendar entry that you want to delete, there is an icon shaped

like a triangle. Select the icon and select Delete calendar. The Deletecalendar option is available for secondary calendars only.

4. Confirm that you want to delete the secondary calendar by selecting OK.

Results

The specified secondary calendar is deleted.



Notices

This information was developed for products and services offered in theU.S.A.

IBM may not offer the products, services, or features discussed in thisdocument in other countries. Consult your local IBM representative forinformation on the products and services currently available in your area. Anyreference to an IBM product, program, or service is not intended to state orimply that only that IBM product, program, or service may be used. Anyfunctionally equivalent product, program, or service that does not infringeany IBM intellectual property right may be used instead. However, it is theuser's responsibility to evaluate and verify the operation of any non-IBMproduct, program, or service.

IBM may have patents or pending patent applications covering subject matterdescribed in this document. The furnishing of this document does not grantyou any license to these patents. You can send license inquiries, in writing, to:

IBM Director of LicensingIBM CorporationNorth Castle DriveArmonk, NY 10504-1785U.S.A.

For license inquiries regarding double-byte (DBCS) information, contact theIBM Intellectual Property Department in your country or send inquiries, inwriting, to:

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IBM may use or distribute any of the information you supply in any way itbelieves appropriate without incurring any obligation to you.

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Such information may be available, subject to appropriate terms andconditions, including in some cases, payment of a fee.

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IBM, the IBM logo, ibm.com, Lotus, and Notes are trademarks or registeredtrademarks of International Business Machines Corporation in the UnitedStates, other countries, or both. These and other IBM trademarked terms aremarked on their first occurrence in this information with the appropriatesymbol (® or ™), indicating US registered or common law trademarks ownedby IBM at the time this information was published. Such trademarks may also


be registered or common law trademarks in other countries. A current list ofIBM trademarks is available on the Web at http://www.ibm.com/legal/copytrade.shtml

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Other company, product, or service names may be trademarks or servicemarks of others.

Notices 63

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http://www.ibm.com/legal/copytrade.shtml


Index

Special characters.csv files

importing 7.ics files

importing 53.vcf files

importing 7

Aaccount settings 3alternate email address 14

creating 20Apple Mail 4.0

setting up IMAP, POP orSMTP 24

attachmentsviewing 16

Bblocking

domain names 40senders 40

CCalDAV

installing iNotes profile 4setting up 54

calendar.ics files 53changing user access 58corporate 43creating 57creating event 45daylight saving time 43deleting 59deleting event 58deleting user access 58editing 49editing user access 58event 45, 48event invitation 48event invitation with no

response 48hiding 56importing events 53personal 43preferences 44printing 43removing from calendar list 56

calendar (continued)repeating meeting 46searching 57searching for free time 47secondary 43, 57setting up CalDAV 54setting up CalDAV using iNotes

profile 4sharing 55, 57types 43views 43

CardDAVinstalling iNotes profile 4setting up 8

changing user accesscalendar 58

configuringCalDAV 54CardDAV 8IMAP and POP 21

contacts.csv files 7.vcf files 7, 9corporate 5creating 6deleting 6editing 6importing 7, 9managing 5maximum number 5personal 5personal groups 10preferences 5search criteria 11searching 11setting up CardDAV 8setting up CardDAV using iNotes

profile 4setting up LDAP 11

corporate contacts 6creating

alternate email address 20calendar 57calendar event 45contacts 6email folder 15personal groups 10secondary calendar 57

Ddaylight saving time 43default email program

setting SmartCloud iNotes 20deleting

calendar 59calendar event 58contacts 6email folder 15personal groups 10repeating meeting 58secondary calendar 59

disablingOut-of-Office message 19

Eediting

account settings 3calendar event 49calendar preferences 44contacts 6contacts preferences 5email preferences 14language setting 3locale 3personal groups 10repeating meeting 46, 49

editing user accesscalendar 58

email 17alternate email address 14, 20attachments 16blocking domain names 40blocking senders 40creating a folder 15default email program 20deleting 13filtering 38filtering rules 38flagging 18folders 13forwarding 14handling spam 14managing 13marking as safe 41Out-of-Office message 14, 19preferences 14quota usage 13restoring 18


email (continued)rules 14search criteria 33, 35searching 33, 35sending 20setting SmartCloud iNotes as

default email program 20setting up IMAP using iNotes

profile 4signature 14size limit 13sorting 13storage limitation 13

enablingOut-of-Office message 19

eventcreating 45deleting 58editing 49repeating 49responding to meeting

invitation 48searching for free time 47

Ffiltering

email 38rules 38spam 39

flaggingemail 18

folderscreating 15deleting 15email 13

forwardingemail 14

free timesearching 47

Hhiding

calendar 56

IIMAP

Apple Mail 4.0 24installing iNotes profile 4iPad 23iPhone 23Other email clients 33Outlook 2003 25Outlook 2007 27Outlook 2010 30Outlook Express 28Thunderbird 31

importing.csv files 7.ics files 53.vcf files 7, 9calendar events 53contacts 7, 9

iNotes profile 4iPad


iPhonesetting up IMAP, CalDAV, and

CardDAV using iNotesprofile 4


Llanguage setting

editing 3LDAP

setting up 11locale

editing 3

Mmarking

safe distribution lists 41safe domain names 41safe senders 41

meetingcreating 45deleting 58editing 46, 49

merging.vcf files 9

mobile devicesetting up IMAP, CalDAV, and

CardDAV using iNotesprofile 4

OOther email clients


Out-of-Office messagedisabling 19enabling 19

Outlook 2003setting up IMAP, POP or

SMTP 25Outlook 2007


Outlook 2010setting up IMAP, POP or

SMTP 30Outlook Express

setting up IMAP. POP orSMTP 28

Ppasswords 4

expiration 23, 24, 25, 27, 28, 30,31, 33

IBM SmartCloud for SocialBusiness 23, 24, 25, 27, 28, 30,31, 33

personal contacts 6personal groups

creating 10deleting 10editing 10

POPApple Mail 4.0 24iPad 23iPhone 23Other email clients 33Outlook 2003 25Outlook 2007 27Outlook 2010 30Outlook Express 28Thunderbird 31

preferencescalendar 44contacts 5email 14mail server configuration

settings 14printing

calendar 43privacy and security 4

Qquota usage

email 13

Rremoving

calendar from calendar list 56repeating meeting

creating 45deleting 58editing 46, 49responding to meeting

invitation 48restoring

email 18rules

email 38


Ssearching

calendars 57contacts 11date range 33, 35email 33, 35free time 47full text 33, 35fuzzy search 33, 35wild card 33, 35

secondary calendarcreating 57deleting 59deleting user access 58editing user access 58sharing 55

sending 17email 20Out-of-Office message 19

sharingcalendars 55, 57secondary calendars 55

SMTPApple Mail 4.0 24iPad 23iPhone 23Other email clients 33Outlook 2003 25Outlook 2007 27Outlook 2010 30Outlook Express 28Thunderbird 31

sortingemail 14

spamfiltering 39handling 39

storage limitationemail 13

TThunderbird


Trash folderemptying 13

Vviewing

calendar event 48calendars 57contacts 6email 13email attachments 16event invitation 48

viewing (continued)repeating meeting 48

viewscalendar 43

Index 67


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Printed in USA

Documents

IBM SmartCloud iNotes: IBM SmartCloud iNotes User's Guide