Lotus_Notes_8.5_Frequently_Asked_Questions

8/7/2019 Lotus_Notes_8.5_Frequently_Asked_Questions

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Lotus Notes 8.5 Frequently Asked Questions

How do I access Lotus Notes at MRU?

At Mount Royal end users can (based on employment status) access Lotus Notes through a desktop

client or through a web based portal (known as iNotes). The web based version can be accessedthrough http://notes1.mtroyal.ca or from the Employee Resources tab found athttp://www.mymru.ca.

My usual mail server is not responding how do I now access my mail file?

Occasionally a mail server will be unavailable for one reason or another. You can still access your mailhowever by accessing one of the other available mail servers (i.e. Notes1 your usual mail server isunavailable so you will need to access Notes2). To access another mail server simply click the arrowfound on your mail link, located on your workspace, and select the appropriate server from the list.

Note: once your server is brought online again you shouldswitch back to it.

How do I change my Lotus Notes password?

From the File menu select Security then User Security. Click the Change Password button and enteryour new password.


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How do I access another users mail file?

You can access another users mail file (assuming you have permission to) by using the followingmethod.

How do I create a mail link?

You can create a text link or image hotspot in the body of outgoing mail messages. To do so select thetext or image (images can be pasted into the body of the mail message) and from the Create menuselect Hotspot.Link Hotspot. The window shown below will appear. If you are creating a link to aweb address (i.e. mtroyal.ca), type http://www.mtroyal.ca in the Value text field. For an email

address (i.e. [email protected]), type mailto:[email protected].

With your inbox open select the Open Other Mail option from theNavigator. From the Open Mail File window shown below select the user

from the directory then click OK.


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How do I give access to others to view my calendar?

To allow another user to view your calendar the following steps are recommended.

1. From the Calendar and To Do option found under Preferences select the Access andDelegation tab.

2. Click the Add button.3. From the window that appears select the person or group you wish to give access to and select

the Access level you wish to give them. Click OK.


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How do I view another users calendar that I have access to?

Open your calendar and from the Navigator select Show Calendars then Add a Calendar. Selectthe appropriate options and when you wish to see that users calendar entries click theappropriate check box in the CalendarNavigator.

How do I open another calendar for editing purposes?

If you wish to open a calendar that you have access to for editing you must select Open PersonsCalendar from the More drop-down located directly above your calendar. Select the user fromthe MRU address book and click OK.


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HowdoIviewrecentcollaborationsthatIhavehadwithanotherindividual?Rightclickamessagefromthatindividualinyourinbox(orotherfolder)andclickthatnameatthetop

ofthepopupmenu. NextselectCollaborationHistoryfromthesubmenu.

Thefollowingwindowwillappear. Youcanthendoubleclickathreadtoopenit.


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Whatisconversationmode?Conversationmodeallowsyoutoeasilyseerecentconversationsthatyouhavehadwithothers. To

viewmailinconversationmodeselectConverstaionsfromtheShowdropdownfoundabovetheinbox.

Notethatthesubjectlineformessageswithrecentthreadswillhaveanarrowheadtwistydirectlyinfrontofthemasseenbelow.

Clicking

the

arrowhead

twisty

will

expand

the

message

to

show

recent

threads.

See

screen

shot

below.

ToexitconversationmodeclickthearrowheadtwistytocollapseitthenclicktheClearbutton.


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What is replication?

You can create an offline (local) copy of any Notes application you use. Such a copy (replica) is aduplicate of the application.

Through replication, Lotus Notes can keep a local replica identical with the application on the server,

so you make changes once, but they appear in both places. Replication is a great tool to have whenworking with large documents or applications, since a local replica can open documents and viewsmuch faster than a server application can over a network.

The Replication page displays all your replicas and helps you manage replication. You canschedule replication, or do it manually as needed, with different schedules for each locationfrom which you use Notes.

You can use the bookmarks to see all replicas for an application that you have opened, and todiscover replicas that you haven't.

How do I determine what folder(s) a document is saved in?

Click the All Documents option in the Mail Navigator.

From the list of documents that appear select the document to search for.

From the Folder drop-down located on the action bar select Discover Folders. Notes will then searchall folders for that document.


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What is an Archive, and why do I need to create one?

An archive is a copy of an application you can create to store information no longer in use. Like areplica, an archive contains documents and design elements from the original application, but unlike areplica, an archive never sends any changes back to the original application.

Archiving is particularly useful for mail applications if you have set user preferences to automaticallysave a copy of messages you send in the Sent view, causing your mail application to increase in size.You can create folders and put messages in them to organize your mail, but this doesn't decrease thesize of your mail application. Archiving frees up space and improves the performance of your mail.

How can I change my calendar display?

You can customize the display of your calendar in many ways.

Change how many days the calendarshows at a time

Click One Day, Two Days, One Work Week,One Week, or One Month under Views in thecalendar navigation pane.

Preview the selected calendarentry(i.e. meeting)

Click Show at the top of the calendar, andthen click Preview on Bottom or Preview onSide.

Show placeholders for meetingnotices you have not responded to yet

Click More at the top of the calendar, clickPreferences, click the Views tab, and thenselect Display new (unprocessed) notices.Placeholders for new meeting notices, alsoknown as meeting ghosts, are grayed out onthe calendar by default and do not count asbusy time in your free time schedule.

Show only certain kinds of entries Click Show at the top of the calendar, clickFilter by, and then click a filtering method.

Show cancelled meetings Click More at the top of the calendar, clickPreferences, click the Views tab, selectProcess cancelled meetings automatically,and then select Show as cancelled incalendar.

Show or hide To Do items Click More at the top of the calendar, clickPreferences, click the Views tab, and thenselect or clear Display To Do Entries.

Show or hide the number of days,weeks, or months left in the year atthe bottom of the calendar

Click Show at the top of the calendar andselect or deselect Calendar Footer. To changethe footer's format, click the arrow at the endof the footer and select the Day, Week, orMonth format.

Change the color of an entry type Click More at the top of the calendar, clickPreferences, click the Colors tab, and thenspecify background and text colors for theentry type.

Show or hide summaries of entries Click Show at the top of the calendar, andthen click Summary.


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Why are there so many tabs open when I open Notes?

By default Notes will open all tabs that were open when you last exited the program. It is then advisedthat you close all tabs that you do not wish to see upon opening before ending a Notes session. Anexample would be mail tabs.

How do I set my free time schedule?

Your free time schedule indicates the days and times that you are available for meetings.

Users who have access to your free time schedule can check your schedule to see when you areavailable when they schedule meetings.

1. Click More at the top of the calendar, and then click Preferences.

2. Click Scheduling.

3. Select the appropriate time zone from the Time zone list. The default is Local time, which isyour default time zone.

4. Under Day, select the days of the week you are available, and then specify the hours you areavailable for each selected day.

5. Optional: Select Check for conflicts when adding calendar entries to automatically check forconflicts when adding appointments and meetings to the calendar.

6. Optional: If you select Check for conflicts when adding calendar entries, select Note as aconflict if entry occurs outside of your available hours to indicate a conflict if anappointment or meeting does not occur during the free time schedule you have specified.

7. Click OK.

How do I view the schedule of invitees for meetings I am creating?

Meeting and event announcement entries contain a scheduler that you can use to check the availability ofinvitees and any rooms or resources you reserve.

The availability of invitees is based on their free time schedules and the entries on their calendars.

1. In a meeting or event announcement entry, specify a tentative meeting time, specify invitees,and reserve any rooms or resources for the meeting.

2. Click Find Available Times to display the scheduler.

3. Do one of the following:

Click Summary to have the scheduler suggest meeting times.

Click Details to display schedule details for invitees and find a time for the meetingmanually.


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4. If you selected Summary, do any of the following:

Increase or decrease thedate range for the freetime search

Click the Suggested times for selected day button, andthen click a date range. Each date range includes theselected date.

Check to see when a subsetof invitees are available Click the Check if all required can attend button, andthen click one of these:

o Check if all required can attend includes themeeting chair, all required invitees, and allselected rooms and resources.

o Check if at least 75% required can attendincludes the meeting chair, 75% of the requiredinvitees, and all selected rooms and resources.

o Check if at least 50% required can attendincludes the meeting chair, 50% of the requiredinvitees, and all selected rooms and resources.

o Check if all can attend includes the meetingchair, all required invitees, all optional invitees,

and all selected rooms and resources.This option is useful if you do not need all invitees toattend, but you are looking for a time when most inviteescan attend.

Change the selected date Click the new date in the date picker. If necessary, clickthe arrows, month, or year at the top of the date pickerto change the month or year.

Accept a suggested time Click the times in the list of suggested times, and thenclick Use Selected Times. The times are entered into theStarts and Ends fields in the invitation.

If you selected Details, do any of the following:

Move the time bar Drag the time bar to a time, or double-click a time blockto move to that time. The time bar and the Starts andEnds fields stay synchronized.

Note: If the time bar is green, all invitees are availableduring the highlighted time. If the time bar is pink, notall invitees are available during the highlighted time. Ifthe time bar is gray, there is no "free time" informationavailable for anyone. (Those invitees whose free time isnot available or restricted are considered available whencomputing who can attend the meeting beingscheduled.)

Change the selected date Click the down arrow next to the current date to displaythe date picker, and then click a date. If necessary, clickthe arrows, month, or year at the top of the date pickerto change the month or year.