notes client issues solutions

8/11/2019 notes client issues solutions

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[Designed & Developed for Internal TrainingPurpose]



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ACKNOWLEDGMENT

Every Book we Read is an Act of Team Work.

And this one is no Exception.

I’d like to Thank All my Team Mem ers who made this Bi!.

"ne is too small a n#m er to Achieve $reatness.

All %layers have a %lace where they Add the Most

&al#e. $reat Teams have $reat 'epth.

( Thanks.

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Table of contents

Introduction & Features PageNo.

Lotus Notes - Introduction - 11

General Information

History of Lotus Notes - 11

The Origin of Lotus Notes

Versions of Lotus Notes - 13

Availa le Versions in Lotus Notes from its Launch

!le"i ility # $om%ati ility

&ser !riendliness of Lotus Notes - 1'

(ecurity In Lotus Notes - 1'

Ho) (afe Lotus Notes is ** +

,ac ,one of Lotus Notes - 1.

/e0uired (ource !ile to /&N2 Lotus Notes

Comparison of Lotus Notes Vs t!er "ailing Tools

Lotus Notes Vs Other ailing Tools - 41

Ho) &ni0ue the Lotus Notes is

Lotus Notes $lient Vs Lotus Notes 5omino - 44



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Installation & Con#guration of Lotus Notes

Installation - Ho) to Install Lotus Notes - 43

$onfiguration - Ho) to $onfigure Lotus Notes - 46

I5 !ile # Its Necessary - Ho) to Identify the I5 !ile - 37

$ig!lig!ts

8elcome 9age - Ho) to set your o)n 8elcome 9age - 3:

enu ,ar - Availa le enus - 71

Tool ,ar - Ho) &seful the Tool ,ar is - 71

(tatus ,ar - Ho) &seful the (tatus ,ar is - 74

Address ,oo - Ho) to &se Address ,oo ;ffectively - 73

$alendar - Things 9ossi le )ith this O%tion - 7<

To 5o List - Things 9ossi le )ith this O%tion - ''

9ersonal =ournal - Things 9ossi le )ith this O%tion - :1

8or s%ace - Things can e 5one )ith 8or s%ace - :1

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Important Features

• %rc!iving '(

• Compaction '(

• )eplication ''

• %ccess Control ''

• )efres! Design '*

• )eplace Design *+

• ,tationeries *-

• )ules *

• ,ignature ,ettings *

• ut of /ce *0

t!er Features

"ail %ccess T!oug! VPN *'

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$o1 To . . . . 2 2 2

1* $hange the 9ass)ord - 64

4* $hange the 8elcome 9age - 67

3* $reate a Ne) !older - 6'

7* /e%licate the ail - 6:

'* $reate a ne) archive data ase - 66

:* Archive mails - 6<

.* $hec the dis s%ace - <1

6* O%en the mail from the server - <4

<* $onfigure the lotus notes mail id - <'

1>* (et the signature settings - <6

11* ,loc the mail from the sender - <<

14* ove the mail to the folder automatically - 1>1

13* Add ne) %ort - 1>3

17* /efresh the design - 1>'

1'* /e%lace the design - 1>:

1:* 5elete the certificates - 1>6

1.* Get the delivery re%ort - 111

16* /ecover the corru%ted archive data ase - 1131<* ;na le out of office - 117

4>* /e%ly )ith history - 11:

41* Add tools to the tool ar - 11:

44* &%date the vie)s - 116

43* /e uild the inde" - 116

47* O%en the cluster mail - 116

4'* Add the ne) server connection - 14>

4:* $reate a grou% - 144

4.* 8or )ith access control - 143

46* $hange the ac ground color of the ne) memo - 146

4<* Add flag to the mail - 14<

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Possi3le 4rrors & ,olutions

1* $loc (ynchroni?ation Issue - 131

4* @ou have 5ifferent 9ass)ord on another $o%y of your I5 !ile - 134

3* 5ocuments has een 5eleted - 1377* @ou do not have re0uired Access /ights to the (ource 5ata ase - 13'

'* 5is uota ;"ceeds - 13.

:* !ile 5oesn2t ;"ists - 136

.* ArchiveB Insufficient 5is (%ace - 136

6* &na le to get the 5efault Name - 13<

<* !ile doesn2t ;"ists C$alendar 9rofileD - 17>

1>* !ile cannot e $reated - 171

11* Invalid or Non ;"istent 5ocument - 174

14* Lin 5ocument cannot e !ound - 173

13* Notes ;rrorB Issues )ith ,asic (ettings - 177

17* Lotus Not O%ening - 17'

1'* /emote (erver is Not a no)n T$9EI9 - 17.

1:* $hoose (erver to (earch - 17.

1.* ;"ecute (ecurity Alert - 17<

16* &na le to !ind 9ath to the (erver - 1'>

1<* &na le to Trace the 9ath - 1'>

4>* ;rror accessing Archive Information - 1'1

41* No ails in the In o" - 1'4

44* Not Authori?ed to 9erform that O%eration - 1'3

43* @ou cannot O%en an Instant essaging 9ro"y 5ata ase on a

/emote (erver - 1'7

47* The 5ata ase cannot e /ead due to Invalid on 5is (tructure - 1''

4'* Variant does not contain an O Fect - 1'.4:* ArchiveB !ile cannot e $reated - 1'<

4.* 5u%licate 9u lic Name $ ; OO,=;$T in

&(; odule $ore ;mail $lasses - 1:>

46* ;rror during ain 5ictionary (%ell Initiali?ation - 1:>

4< &na le to access data directory - 1:1



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,!ort Cuts for Lotus Notes

- Ho) to use LN through ey oard - 1:1

5seful Lin6s7!or more information 1:3

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Introduction to Lotus N otes :

Lotus Notes is a client-server colla orative a%%lication develo%ed and sold y I,

(oft)are Grou%* I, defines the soft)are as an

Integrated 5es to% $lient o%tion for accessing usiness e-mail calendars and

a%%lications on JanK I, Lotus 5omino server*

Lotus Notes is an information management system that is customi?a le and easy to use*

Notes ena les you coordinate your e-mail calendaring grou% scheduling and )e access

activities all in one integrated environment*

Notes are designed to )or )ith multi%le %latforms and thus it can ena le teams tocolla orate on %roFects even )hen they are using different o%erating systems*

The Notes client is mainly used as an email client ut also acts as an instant messaging

client Cfor Lotus same timeD*

History o f Lotus Notes :

The first release of Lotus Notes shi%%ed in 1<6<* 5uring the first year it )ason the mar et more than 3' >>> co%ies of Lotus Notes )ere sold* The Notes clientre0uired 5O( 3*1 or O(E4* The Notes server re0uired either 5O( 3*1 7*> or O(E4*

The ne"t maFor release of Lotus Notes shi%%ed in 1<<1* !or /elease 4*>scala ility ecame the focus* After /elease 1*> sold to large com%anies Iris reali?edLotus Notes needed to scale to su%%ort 1> >>> users* Lotus Notes )as initiallyintended for small- to medium-si?ed usinesses*

The founders original vision did not include large com%anies as usersM they

only e"%ected 4' or so %eo%le logging in to one server* The reason for this )as thatthe 9$s of the day didn t have a lot of %o)er* As the 9$s and their net)or secame more %o)erful so did Lotus Notes*

Lotus Notes /elease 3*> shi%%ed in ay 1<<3* ,y this time Iris had a out 4'develo%ers )or ing on Lotus Notes* /elease 3*> )as uild num er 117*3c* Thismeans that it )as the 117th successful uild of Lotus Notes ever and that it toothree tries to com%lete the final uild*

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Lotus changed the rand name of the Notes 7*' server %roduct to 5omino 7*'9o)ered y Notes in 5ecem er 1<<: and shi%%ed the Lotus 5omino 7*' server andthe Lotus Notes 7*' client*

Lotus 5omino transformed the Notes /elease 7*> server into an interactive 8ea%%lications server* This server com ined the o%en net)or ing environment of Internetstandards and %rotocols )ith the %o)erful a%%lication develo%ment facili ties of Lotus Notes*

Lotus 5omino %rovided usinesses and organi?ations )ith the a ility to ra%idly develo%a road range of usiness solutions for the Internet and for intranets* The 5omino server madethe a ility to %u lish Notes documents to the 8e a dynamic %rocess*

Lotus Notes and 5omino /elease '*> shi%%ed in early 1<<< as the 1:>th uildsince 1<67* The /elease ' code )as a direct descendent of /elease 1*> and %arts ofits architecture still su%%orted /elease 1*> clients*

,ut )hile ac )ards com%ati le /elease ' )as definitely moving into the future**

8hen Lotus Notes : and Lotus 5omino : )ere introduced in Octo er 4>>4 theusiness )orld )as dominated y tal of lo)er cost of o)nershi% increased

%roductivity and faster de%loyment and turnaround*

This reflected oth the direction of usiness soft)are as )ell as each cor%oration sneed to %erform more efficiently in the face of ever-increasing time and financial %ressures*

The message from our customers )as clearB 8e need to do more )ith less and)e need to do it faster*

In (e%tem er 4>>3 I, released Lotus NotesE5omino :*'*

This version offered tighter integration )ith other I, ELotus technologiessuch as I, Lotus (ame time instant messaging and I, Lotus 5omino 8e AccessCformerly iNotes 8e AccessD*

And )e e"%anded on the faster etter chea%er theme of release :*

Lotus Notes E 5omino . )as released in August 4>>' and customerse"%ectations )ere never higher* They )anted us to continue the trend of ma ingLotus Notes and 5omino easier to de%loy and manage )ith fe)er resources*

At the same time users increasingly loo ed at Lotus Notes and 5omino ascritical com%onents of an all-encom%assing on-demand )or %lace fully integrated)ith other I, technologies such as I, 8e (%here 9ortal and I, 5,4*

Lotus Notes and 5omino 6 first announced at the I, Lotus Technical!orum in Hannover Germany in =une 4>>' )as released in August 4>>.*

This latest version of Lotus Notes and 5omino sho)s significant changes overearlier versions and uilds on the strengths of the colla oration and messaging%roduct )ith a ne) user interface %o)erful ne) functionality innovative%roductivity tools and e"%ended su%%ort for usiness solutions*

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Versions of Lotus Notes :

Release Date Notes

1 1<6< The Notes client re0uired 5O( 3*1 or O(E4* The Notesserver re0uired either 5O( 3*1 7*> or O(E4*

1*11<<>

41<<1

3ay - <3

7 =an - <:

(erver renamed to 5omino added native HTT9

7*' 5ec - <: server 9O93 C9O9D server added $alendaring # (cheduling* Also included ( T9 TA in the o" utnot installed y default*

7*: Added I A9 su%%ort* O(E4 and &ni" client su%%ortdro%%ed* No ac client for this %articular release*

oved ( T9 functionality from a se%arate TA tas toecome a native a ility of the mail routing tas

' =une - >' im%roving %erformance and fidelity of internet email*aFor im%rovements to HTT9 server* Notes client had a

maFor interface overhaul*

'*>*6 Added a ne) )e mail interface called iNotes Claterchanged to 5omino 8e Access in /elease :D*

: (e% - >4 Added 5omino 8e Access Cformerly iNotes 8eAccessD su%%ort* 5ro%%ed O(E4 server su%%ort*

:*' (e% - >3 Added Lotus (ameTime Instant essaging integration tothe Notes client C8indo)s onlyD*

:*'*1 =an - >7

:*'*4 =une - >7

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:*'*3 Nov - >7

:*'*7 A%ril - >'

:*'*' 5ec - >'

:*'*: ar - >:

. Aug - >' Added 5,4 su%%ort as data ase storage

.*>*1 =uly - >: Added native Linu" client )ith initial release certified for/H;L*

Added log tem%late rss feed su%%ort i$al su%%ort (A9.*>*4 (e% - >: integration and Nomad )hich allo)s you to ta e your Notes

client )ith you on a &(, device*

$urrent server versions availa le B All 9latforms 8indo)s Linu" C/ed Hat (u(; "6: and ?(eriesD i'O(?EO( (olaris < # 1>*

$urrent client versions availa leB 8indo)s ac O( .*>*3 Oct - >. Linu"E"6: C/ed Hat # (u(; initiallyD* Various versions of the

client have een run under 8ine on Linu" ut )ith varyingdegrees of success and no official su%%ort* The Notes . clientand 5omino 5esigner . are no)n to install and run )ellunder version >*<*1<*J.K 5omino servers can also translatemost data ases into HT L for ro)ser ased users*

$urrent server versions availa le B 8indo)s Linu"6 Aug - >. (olaris AI * $urrent client versions availa leB Linu" and

8indo)s 9EVista ;nglish*

6*>*1 !e - >6 I, added su%%ort for 8idgets and Google Gadgets*

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Lotus Notes – System Requirements

Platform Macintosh Win NT/2000/XP

Certified Operating) Mac "* +,.-. Minim#m

) Win /T Workstation -., *% 0a) "* 1 Recommended) Win ,,, *%-System Versions ) MA2 "* 3 4sers m#st ) Win 1% *%+Install 5ot#s /otes 0.6

Processors ) %%2 $-76 or Intel %rocessor ) %enti#m II 8%II(-,,M9: or

S pported 9i!her;

!"M ) 60 MB recommended ) 0- MB Minim#m) + < MB or 9i!her recommended

#is$ Space /otes 2lient= 6,, MB of >ree /otes 2lient= 6,, MB of >ree 'isk'isk *pace recommended *pace recommended

Monitors S pported ) 2olor Monitor Re?#ired ) 2olor Monitor Re?#ired) 60 2olor or $reater

Screen !esol tion ) <,, x 0,, Minim#m ) <,, x 0,, Minim#m

Security in Lotus Notes

(trong (ecurity has al)ays een %art of the family of Lotus soft)are %roducts* ore

nota ly it has een a feature that has made Lotus Notes and 5omino an industry leader for

security-rich messaging calendar and scheduling ca%a ilities* 8ith a ro ust %latform forcolla orative a%%lications* 8ith Lotus Notes and 5omino . I, e"tends the reach of Lotus 5omino

messaging and colla oration solutions )hile continuing to leverage your IT and a%%lication

investments* The ne) version offers ca%a ilities to su%%ort more %eo%le )ith fe)er servers to

sim%lify administration and to %rovide tighter integration )ith 8e standards*

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Mail Sec rity %

@ou can access your mail security o%tions y choosing !ile - (ecurity - &ser

(ecurity C acintosh O( usersB Notes - (ecurity - &ser (ecurityD and then clic ing ail*

Notes allo) you to send and receive signed and encry%ted mail so you can

safely share data through Notes )ith other Notes users or )ith Internet users* @ou

can also encry%t mail that you have saved in your mail data ase*

Sec ring yo r #ata %

Notes security ena les you to %rotect your )or s%ace and data atall times so only you and the %eo%le you designate have access to your data*

(ome of the security features Notes offers areB synchroni?ing your Notes %ass)ord

)ith your 8indo)s or 5omino 8e EInternet %ass)ord disa ling the %ass)ord %rom%t

)hen as ed for your Notes %ass)ord in other Notes- ased %rograms and chec ing or

re0uesting changes to the %ass)ord settings that your administrator set for you*

If you forget your %ass)ord you can recover your &ser I5 from your administrator*

@ou can use a (martcard to login to Notes and you can store your Internet

%rivate eys on your (martcard* If you lose your (martcard you can recover your

&ser I5 from your administrator*

In mail you can use Notes and Internet certificates for encry%tion to %revent

others from reading interce%ted mail messages )hen they are in transit* @ou can use

digital signatures to reassure the receiver of your mail message can confirm that it

)as you )ho sent it and not an im%ostor*

@ou can set Notes to locally encry%t all ne) re%licas of data ases you create* @ou

can encry%t documents so only %eo%le that you send the ey to can read those documents*

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@ou can set restrictions on )hat can e done y others in your client andyou can set access control on data ases you anage*

Along )ith these features there is much more you can do )ith Notes security*

,eginning )ith this release most of the security features offered in Notes havemerged together in one dialog o" called &ser (ecurity*

@ou can access &ser (ecurity y choosing !ile - (ecurity - &ser (ecurityC acintosh O( usersB Notes - (ecurity - &ser (ecurityD*

Backbone of Lotus Notes :

Bookmarks :

@ou can select multi%le oo mar s andEor oo mar folders and then deletethem drag and dro% them or o%en them*

8ithin ,oo mar s items do not have to e adFacent to one another to eselected at the same time*

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To 5o this

$reate a oo mar @ou can do any of the follo)ingB

• /ight-clic a document and choose $reate

,oo mar *

• 5rag a )indo) ta to the ,oo mar ar to a

oo mar folder or to the ,oo mar list*

• 5rag a data ase icon on the )or s%ace to the

,oo mar ar or a oo mar folder*

• In a Notes data ase choose $reate -

,oo mar *

• If you are using the Notes ro)ser or Notes

)ith Internet ;"%lorer drag a 8e %age lin

)hich a%%ears as a )indo) ta )hen you o%en

a 8e site to the ,oo mar ar folder or list*

O%en a oo mar or oo mar $lic the oo mar or the oo mar folder*folder

O%en a oo mar in a ne) /ight-$lic the oo mar and choose O%en in Ne))indo) 8indo)*

(elect multi%le non-adFacent 9ress $T/L and then clic the oo mar s or foldersoo mar s or oo mar folders you )ant to select*

(elect multi%le adFacent 9ress (HI!T and clic the first and last items of theoo mar s or oo mar folders adFacent oo mar s or folders you )ant to select*

$o%y and %aste a oo mar as a +. /ight-$lic an e"isting oo mar or )indo) talin and choose $o%y ,oo mar to $li% oard*

. $hoose ;dit - 9aste to %aste the oo mar lininto a document*

Ti% BBOn the ,oo mar )or s%ace you can co%y and%aste a oo mar icon for e"am%le to du%licate it inanother folder y %ressing (HI!TP$T/L )hiledragging the icon*

ove a oo mar $lic a oo mar and drag it to the ,oo mar ar* toanother folder or to the %lace )ithin the same folder)here you )ant it to e*

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Locate a oo mar usingthe ey oard

1* $lic a oo mar folder icon in the ,oo mar ar*

4* 8hen the oo mar list a%%ears %in it o%en*

3* If you )ant to search )ithin a folder e"%and

it* Ty%e the first letter or t)o of the oo mar

you )ant to search for* Notes selects the first

oo mar eginning )ith those letters*

7* 9ress ;NT;/ to o%en the oo mar *

Note BB /efer to the status ar forInformation regarding your search*

$reate a oo mar folder +. /ight-clic an e"isting ,oo mar folder andchoose Ne) !older or clic the folder icon at the

to% of the ,oo mar list*. ;nter a name for the folder in the !older name

field and then select a location for the ne) folder*@ou can %lace this folder )ithin an e"isting folder*

/emove a oo mar or /ight-clic the oo mar or ,oo mar folder andoo mar folder choose /emove ,oo mar or /emove !older*

Note BB 8hen you remove a oo mar folder youremove all of the oo mar s in that folder*

5is%lay data ases that can e 5rag the )indo) ta s of the data ases to e o%enedo%ened u%on startu% into the (tartu% folder inside the ore ,oo mar s

folder*

$reate a re%lica @ou can do either of the follo)ingB

• 5rag a oo mar that re%resents a data aseand dro% it on the /e%licator icon*

• 5rag a data ase icon from the )or s%ace anddro% it on the /e%licator icon*

Note BB 5ragging a data ase onto the /e%licatoricon automatically o%ens the /e%licator %age*

/emove a re%lica for a data ase +. /ight-clic the oo mar and choose O%en /e%lica- anage List*

. In the dialog o" select the re%lica and clic/emove*



- - 19 - -/ename a oo mar or @. /ight-clic the oo mar or ,oo mar folder and,oo mar folder choose /ename ,oo mar or /ename !older*

-. ;nter a ne) name for the oo mar or oo marfolder*

$hange the oo mar icon si?e 6. $hoose !ile - 9references - &ser 9referenceson the ,oo mar ar C acintosh O( users Notes - 9references -

&ser 9referencesD*

0. $lic ,asics*

. &nder 5is%lay O%tions choose a si?e from the,oo mar icon si?e list*

<. /estart Notes to see your changes*

$hange the oo mar icon si?e 3. $lic the Vie) utton at the to% of the ,oo marin ,oo mar list list to o%en the ,oo mar menu*

+,. $hoose No Icons (mall Icons ediumIcons or Large Icons*

$hange the oo mar icon color +. $hoose !ile - 9references - &ser 9references*scheme on the ,oo mar ar

. $lic ,asics*

@. &nder 5is%lay O%tions choose a color scheme inthe Icon color scheme list*

-. /estart Notes to see your changes*

$hange a oo mar icon or a 6. /ight-clic the oo mar or ,oo mar folder and,oo mar folder icon choose $hange ,oo mar Icon or $hange

!older Icon*

0. (elect an icon from the list of availa le o%tions inthe Insert Image /esource dialog o"*

(ho) )hich servers your . $lic the Vie) utton at the to% of the ,oo maroo mar s %oint to or the list to o%en the ,oo mar menu*

num er of unread documents in <. $hoose (ho) &nread 5ocument $ount or (ho)a oo mar ed data ase (erver Names*

/estore your oo mar s totheir default arrangementon the ar* !or e"am%le ifyou have removed theHistory folder this restoresit*

<* $lic the Vie) utton at the to% of the,oo mar list to o%en the ,oo marmenu*

1>*$hoose /estore 5efaults*



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Comparison of Lotus Notes with Other Mailing Tools :

>eat#res IBM 5ot#s 'omino &s M* Exchan!e ,,A

Company &'M Microsoft

(u%%orted 9latform (u%%ort 8indo)s 4>>3 Only (u%%ort :7- it

I, AIOH Linu" Con IntelDH 8indo)s 9latform in

Linu" C(ystem QD I, %roduction*

i'EO( I, ?EO( and (un

(olaris*

$om%lementary

9roducts

(ameTime instant icrosoft does not offer any

messaging I, s%ecific com%lementary8e (%here 9ortal Tivoli %roduct )ith ;"change

5irectory Integrator 4>>. ut offer e"tra %aid

8e (%here A%%lication %roducts that can integrate

(erver are only e"am%les )ith ;"change 4>>.*

of the I, $om%lementary

%roducts I, Lotus

5omino $ustomers are

a%%lica le for*

(ecurity Offers Advance (ecurity Although icrosoft has %ut a

features includingB local lot of effort into uilding

encry%tion digital some s%am %rotection and

signatures (erver # user enhancing their security

defined level (9A control features in ;"change 4>>.

and granular access they still struggle as usual

control* )ith many security lea s

virus %ro%agation and

security holes*

;ncry%tion &% to 7><: it /(A Offer some ty%e of

encry%tion eys and 146 encry%tion ut o%tional*

it symmetric eys

- - 21 - -





Lotus Notes client Vs Lotus Notes 5omino

8ith Lotus Notes and 5omino gaining momentum each day there are more and more%eo%le )hom are ne) to Notes * 8hile NotesE5omino is incredi ly %o)erful and

secure it does have as%ects that can intimidate ne) users*

8hat is Lotus Notes and )hat is Lotus 5omino+

(o let s start )ith the %roduct names I, Lotus Notes and I, Lotus 5omino***8hat s the difference+

· Notes is the soft)are you have installed on your machine often called the Notes client *

· 5omino is the soft)are that your client connects to running on one of your

com%any s servers* @ou Cas a userD have nothing to )orry a out )ith res%ect

to controlling the 5omino server*

Here s an analogy* @ou have a )e ro)ser installed on your machine C icrosoft

Internet ;"%lorer o?illa !irefo" Netsca%e Navigator etcD and you use it to

connect to )e sites Csuch as )))*i m*comD ut you never really thin a out

)hat soft)are is running that )e site nor do you need to* (o your )e ro)ser

is a client and the )e sites you connect to are on servers* (imilarly Lotus Notes

is your client the data ases you access are running on 5omino servers*

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Lotus Notes – Installation:

Go to $5 /O E A%%lication server )here the soft)are is located*

/ight clic the 5 drive2 and either choose Auto /un2 or o%en the a%%licationserver and run the setu%*e"e file to install Lotus notes*

!ollo) the elo) ste%s to com%lete the Installation*

1* $lic ne"t to get the license agreement )indo) as sho)n elo)*

4* /ead the terms and conditions once efore acce%ting the agreement

3* If o ay )ith the terms choose the o%tion I acce%t the terms in the licenseagreement2 and clic ne"t*

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7* Give the &ser E Organi?ation name and choose either of the o%tion elo)ased on the re0uirements and clic ne"t*

aD Only for me C (ingle &ser Install DD Anyone )ho uses this com%uter C ulti-&ser InstallD

- - 24 - -



'* In the follo)ing screen choose the %ath in )hich lotus needs to e installedand clic ne"t*

vi* &nder Notes $lient select Cclient hel% files domino enter%rise connectionservice s%ell chec er and modem filesD the follo)ing a%%lication*

:* And clic ne"t*



- - 25 - -



viii* a e Lotus Notes your default email %rogram y choosing the chec o"R a e notes my default email %rogramS

i"* $lic Install to start*

*



- - 26 - -



"* $lic !inish2 utton to com%lete installation*

This is all a out installation*

Ne(t is the Config ration of )ot s Notes*+,,

- - 27 - -



Con#guration of Lotus Notes for Di8erent 5sers.

To start )ith &se the Lotus notes short cut icon2 from the des to% to launch notes*

Lotus Notes *.ln6

8e can see the elo) screen as ing for %ass)ord along )ith t)o othero%tion to $hoose* 5etail %icture sho)n elo)*

5o you remem er )e have Learned something a out I5 !ile+ 9lease /ecollect it no)**++

Give your 9ass)ord after (electing the $orrect &ser and Location Name and 9ush O *

That )ill ta e us toB

- - 28 - -



To configure the I5 file follo) the elo) %rocedure*

Lotus Notes - Configuration

1* !or any ne) Lotus Notes I5 configuration to e done !rom the a ove screengo to !ile menu o ile Location

- - 29 - -



4* In the Location )indo) choose Ne) Location as sho)n

That ring us the elo) screen*

- - 30 - -



3* &nder ,asics ta choose the Location ty%e name of the user andinternet ail address*

7** &nder servers ta enter the a%%ro%riate server ChomeEmail server and %ass through

serverD for the user* Get the server name for the user from the /elianceA5A address oo

'* &nder 9orts ta chec the o%tion Tc%I9*

0* &nder ail ta choose the mail file location as on server2 mail file as given in/elianceA5A address oo * And 5omino mail domain as IN!O$O 2*

- - 31 - -



.* &nder Internet ,ro)ser ta choose the internetro)ser as icrosoft Internet ;"%lorer2

6* &nder Advanced ta select the %ath of the idfile* ,y default located in $BELotusENotesEdata

<* Then clic save and close2 to com%lete the location settingsconfiguration* 8e should e ac to the )elcome %age as sho)n*

- - 32 - -



!rom the /ight ,ottom corner choose the Location name )e have created from5ro%-5o)n ,o"* C/efer %oint iii if any dou tsD

After selecting the location name clic on mail icon to get access to your in o" *

- - 33 - -



!ig B In o" A%%earance

ID Files 9

:!at are id #les..2

@ou must generate a &ser I5 !ile for each user in the Organi?ation* In the %rocess the I5

file is certified and contains the follo)ing informationB

· certificate o)ner s name and details

· certificate o)ner s %u lic ey

· certifier s name and details

· certifier s %u lic ey

· certificate e"%iration date

· certifier s stam% ie* it is signed )ith the certifier s %rivate ey

· the user s %u lic and %rivate eys in t)o versions COne '14- it ey length

%air is used for data encry%tion in non-North American countries* Another:3>- it ey length %air is used for data encry%tion )ithin &( and $anada and

for signature and authentication )orld)ide*D

· the user s name and Notes license num er

- - 34 - -



Once the I5 file is generated a co%y is availa le as an inde%endent *I5 file as)ell as an entry in the 9u lic Name # Address ,oo for other users to use*

· t)o %airs of %u licE%rivate eys Cthe user s and the certifier sM One set of eyfor use in North America and the other for use overseasD

· t)o certificates Cto match the t)o encry%tion strengthsM a certificate isthe digital signature of the organi?ation to )hich he elongsD

· a certificate for each unit to )hich the user elong Ceg* for =ohn 5oeE ar etingEAcme his

I5 contains the certficate of E ar etingEAcme and EAcmeD

· user names Cthe user s and the certifier sD and details Cincluding license ty%eand serial num erD the certification e"%iration date

· Co%tionalD encry%tion fields distri uted y a%%lication develo%ersto allo) encry%tionEdecry%tion of fields in documents

· a %ass)ord to %rotect this I5 file*

Ti% B To dis%lay the different certifiers that live in a user s I5 file select !ile Tools &ser I5*

Im%ortantB The %ass)ord only e"ists in the I5 file to %revent anyone else from

using it* In other )ords changing the %ass)ord to an I5 file ma es no change to

the server* If a co%y is e%t in the 9NA, )hich is not recommended for security

reason the %ass)ord to the original I5 file is not u%dated*

Once generated the user s I5 file is located in the domain s 9u lic Name # Address ,oo

C9NA,D* It can also e e"tracted into eg* =5O;*I5 and e%t on the user s )or station*

Im%ortantB /egenerating an I5 file means generating a ne) %air of %u lic and %rivate

eys and losing the encry%tion eys* As a conse0uence these users )ill no longer e

a le to access any encry%ted document or data ase* C$H;$ D He must also e removed

and re-added to every single Access $ontrol List CA$LD of Notes data ases*

- - 35 - -



Elements of Lotus Notes

:elcome Page

pening and creating a :elcome Page

The 8elcome 9age is the first item that a%%ears if you do nothave a data ase vie) set to o%en )hen you first launch Notes*

Notes has a default 8elcome 9age that gives you a central location from )hich to

access your ail $alendar 9ersonal Address ,oo To 5o list 9ersonal =ournal and (earch*

- - 36 - -



@ou can re%lace the default 8elcome %age y o%ening other e"isting 8elcome

%ages including a %ortal-li e %age called the y 8or * y 8or has multi%le %anes

that dis%lay your ail $alendar To 5o list and so on*

In other %anes you can easily dis%lay fre0uently used Notes data ases and

8e sites -- hel%ing you to organi?e and manage all your daily tas s and

communications )ith others in your com%any*

To open an e;isting :elcome Page

1* $lic the 8elcome )indo) ta * If the 8elcome )indo) ta is not visi le o%enthe !avorite ,oo mar s folder on the ,oo mar ar and then clic 8elcome*

4* CO%tionalD $lic the to% order of the 8elcome 9age that says $lic here for

more 8elcome 9age o%tions* $hoose the 8elcome 9age you )ant to dis%lay

from the $urrent 8elcome 9age selection list*

!or more information on the y 8or o%tion see C1D &sing the y 8or8elcome %age*

Ti% B To return to the first-time Notes setu% %age from an e"isting 8elcome 9ageclic the to% order of the 8elcome 9age that says $lic here for more 8elcome

9age o%tions then clic /eturn to first-time setu% in the u%%er left corner*

To create a ne1 :elcome Page

i* O%en the lotus notesii* Then clic on Rclic here for )elcome %age o%tionsS )hich is as sho)n elo)



- - 37 - -



iii* Then you )ill get the )indo) as sho)n elo)

i* $lic on $reate a ne) 8elcome 9age

ii* And then you )ill get the )indo) )hich is as sho)n elo)

- - 38 - -



iii* Give the name and clic on ne"t

iv* 9oint to 9ersonal 9age and then $lic Ne"t

- - 39 - -



v* (elect the layout in )hich the )elcome %age should a%%ear and then clic ne"t

vi* $lic on finish and the ne) )elcome %age is created*

- - 40 - -



"enu <ar 77

!ileB

&sing !ile menu you can com%ose a mail chec the data ase %ro%erties attach a

file re%licate a mail and create a ne) location s)itch id and then change the %ass)ord

;ditB

&sing ;dit menu you cut co%y and %aste mails

Vie)B

&sing Vie) menu you can search mails and refresh mails

$reateB

&sing $reate menu you can com%ose a mail create ne) folder and can create agent

ActionsB

&sing Actions menu you can archive mails edit mails and create ne) folder

Hel%B

&sing hel% menu you can chec the version of the lotus notes and canget hel% regarding various issues in lotus notes*

Tool <ar 77

Notes ee%s trac of )here you have een regardless of )hether it s a

data ase document or 8e %age* @ou can navigate among o%en data ases or

8e %ages y using uttons that a%%ear in the Navigation tool ar* These uttons

are Go ,ac Go !or)ard (to% /efresh and (earch*

The uttons light u% )hen they are active and a%%ear dim )hen they are disa led*

- - 41 - -



Hint BB @ou can add the tools to the tool ar y going into !ile 9references Tool ar9references

,tatus <ar 77

&sing the status ar in Notes you canB

· (ee )hether Notes is accessing the net)or Ca lightning olt a%%earsD*

· $hange the font Cty%efaceD si?e or %aragra%h style of selected te"t )hen you re editing

a document*

- - 42 - -



· (ee a history of all messages for the session*

· $hec the %rogress of tas s that Notes %erforms in the ac ground Cfore"am%le saving attachments or re%licating data asesD*

· Ti% BB 5uring a ac ground tas )ith a lot of status information such asre%lacing the design of a data ase clic the status ar and the history list

e"%ands in si?e and scrolls to sho) you as much information as %ossi le*

· (ee your level of access to the current data ase and your mem ershi% ingrou%s and rolesCclic the ey iconD*

· (ee or change your online status for instant messagingM %erformother instant messaging actions*

· (ee )hether an o%en mail message has een encry%ted andEor digitally

signed y the sender

· (ee your current location and s)itch to another location*

· 5is%lay the language tag name for the current or selected te"t in a document*

· 9erform common mail tas s such as creating a message or scanning forunread mail y clic ing the mail o" icon C uic %ic menuD*

Ti% BB The (end Outgoing ail (end # /eceive ail and /eceive ail commandson this menu )or )ith oth Notes mail and Internet mail*

To "odif= t!e ,tatus <ar 7

9references let you modify the status ar* @ou can add or removeitems and esta lish the order in )hich the status ar items )ill dis%lay*

1* $hoose !ile - 9references - (tatus ,ar 9references*

- - 43 - -



acintosh O( usersB Notes - 9references - (tatus ,ar 9references*

4* (elect the items you )ant to dis%lay on your status ar y clic ing the chec o"* If

you are uncertain as to )hat an item )ill sho) on the status ar clic it and a rief

descri%tion of the item )ill a%%ear in the 5escri%tion section of the dialog o"*

Note BB To remove an item from the status ar clic its chec o"*

Ti% BB If you ena le the 9rogress item you can set Notes to ee% )hen the tas in

%rogress such as re%lication com%letes* (elect Audi le notification )hen com%lete*

3* CO%tionalD $hange the )idth of a selection s status ar utton y clic ing theu% or do)n arro)s ne"t to the 8idth %reference*

Note BB The (tatus item )hen selected allo)s you to change the height as)ell as the )idth of the utton* ore height may e useful for the history list*

7* CO%tionalD $lic the ove Left and ove /ight uttons to reorder the items*The item at the to% of the list )ill dis%lay at the far left of your status ar*

'* $lic O *

To discard all the modifications you ve made and return to the originalsettings for the status ar clic the 5efaults utton*

Ti% BB @ou can o%en (tatus ,ar 9references y right-clic ing any)here on the status ar and

choosing (tatus ,ar 9references*

- - 44 - -



%ddress <oo6 77

8ith the hel% of the address )e can create ne) server connection contact

Grou% location and ne) account* In this )e can see a out ho) to create ne)

server connection and ne) grou%*

-sing "ddress .e can create ne. ser er connection



- - 45 - -



i* Go to address oo

ii* In that clic on advanced and %oint to connections

iii* 9oint to Ne) and then choose server connection

iv* @ou )ill get the )indo) )hich is as sho)n elo)

v* &nder ,asics ta

vi* $hoose the connection ty%e as local area net)or and select the T$9I9 %ort

vii* Give the destination server name )hich is sho)n in the a ove figure

- - 46 - -



viii* &nder Advanced ta give the destination server address )hich is sho)n inthe a ove figure

i"* Then save and close

"* The ne) server connection )ill e added

-sing "ddress 'oo$ .e can create ro p

i* Go to ne) and clic on Grou%

ii* @ou )ill get the )indo) )hich is as sho)n elo)

- - 47 - -



iii* Give the grou% name ty%e category and descri%tion

iv* &nder mem ers column clic the one )hich is %ointed out in the a ove figure

v* @ou )ill get the )indo) )hich is as sho)n elo)

vi* 8ith the hel% of the a ove )indo) you can add mem ers for your grou%

Then save and close it*

Ti% BB To change the name of your address oo in your oo mar s change its data ase titlein the data ase %ro%erties for e"am%le from Good Address ,oo to ,est Address oo

- - 48 - -



Calendar 77

To o%en $alendar do one of the follo)ingB

$lic the $alendar oo mar

• !rom your mail data ase clic the do)n arro) ne"t to the ail or To 5oheader and choose ()itch to $alendar from the menu*

Ti% @ou can s)itch et)een your o)n or another %erson s $alendar ail and To 5o using

the header menus of ail $alendar and To 5o*

To set your free time schedule

1* O%en $alendar*

4* !rom the menu choose Actions - Tools - 9references*

3* On the $alendar # To 5o ta clic the (cheduling ta *

7* $lic the @our Availa ility ta *

'* (elect the a%%ro%riate time ?one from the Time Qone list* The default is Local)hich is your default time ?one*

- - 49 - -



:* (elect the days of the )ee you are availa le under 5ay of 8ee then s%ecifythe hours you are availa le for each day*

!or e"am%le if you are availa le on (aturdays from . A to 11 A and from 14 9

to 3 9 select (aturday and enter >.B>> A - 11B>> A 14B>> 9 - >3B>> 9 *

.* CO%tionalD If you )ant Notes to chec for conflicts )hen acce%ting or

scheduling a meeting clic the 8hen Adding an ;ntry to @our $alendar ta

and select 8hen adding a%%ointments acce%ting meetings scheduling a ne)

meeting under $hec for conflicts )ith other entries*

6* CO%tionalD If you select 8hen adding a%%ointments acce%ting meetings scheduling a

ne) meeting you can also select Note a conflict if entry occurs outside availa le hours

descri ed on the @our Availa ility ta to sho) a conflict if someone attem%ts to

schedule a meeting for a time that is not availa le according to your %references*

<* $lic O *

To schedule a meeting

1* O%en the $alendar*

4* $lic the (chedule a eeting action utton on the action ar*

3* ;nter te"t in the (u Fect field in the meeting form*

7* ;nter oth (tart and ;nd C1Ddates times and time ?ones Co%tionalD for the meeting*

Note BB !or meetings only you can s%an a meeting through midnight and ooa room or resource through midnight if reserving it through the $alendar*

'* CO%tionalD (elect /e%eats to ma e the entry a re%eating one* Then s%ecifyre%eat o%tions in the C4D/e%eat o%tions dialog o"*

:* ;nter names in the Invitees fields Cclic the address oo icon to enter namesusing the (elect Addresses dialog o"D*

- - 50 - -



· /e0uired B These %eo%le receive a meeting invitation )hich includes res%onse

o%tions CAcce%t 5ecline 5elegate 9ro%ose ne) time Tentatively Acce%tD*

They are counted as definite attendees for the %ur%oses of scheduling rooms

and resources and for suggested meeting times*

· O%tional B These %eo%le are considered o%tional %artici%ants ut do receive a

meeting invitation )hich includes the same res%onse o%tions that re0uired

%artici%ants receive* The free time of O%tional invitees is %rioriti?ed lo)er

than /e0uired invitees )hen Notes suggests meeting times*

· !@I B These %eo%le receive an information-only notice of the meeting* They do

not have the ty%ical res%onse o%tions that /e0uired and O%tional invitees

have ut they are a le to add the meeting to their $alendar* Other invitees

cannot see the names of %eo%le you enter in this field on their invitations*

.* CO%tionalD To C3Dchec schedules of invitees clic the (cheduler icon ne"t to $lic to

see Invitee /oom and /esource availa ility to chec invitee availa ility*

6* ;nter te"t in the Location field to descri e the general location of the meeting

Cfor e"am%le the name of the city )here the meeting )ill ta e %laceD*

<* In the /oom field enter the name of the room you )ant to reserve for the meeting* To

add a room from an address oo clic the icon to o%en the /ooms dialog o"*

1>* In the /esource field enter the name of the resource you )ant to reserve for the meeting*

To add a resource from an address oo clic the icon to o%en the /esources dialog o"*

Note BB 5e%ending on ho) your data ase is set u% you may e notified

automatically a out the resources that you have reserved* /eservations that

are no longer needed can e cancelled at that time*

11* CO%tionalD (elect 9encil In Cat the to%-right of the )indo)D to ee% the time of the entry free in your free time schedule*

- - 51 - -



14* If this is an online meeting using Lotus Instant essaging and 8e $onferencing seeC7D(cheduling an online meeting*

13* CO%tionalD (elect a category in the $ategori?e field*

17* CO%tionalD (elect ar 9rivate to %revent %eo%le )ho can read your $alendar

from reading the entry* 9eo%le )ho can manage your $alendar can see the date

and time ut not the contents of the entries*

1'* CO%tionalD (elect Notify me ne"t to the Alarm icon on the right side of the $alendar

entry and s%ecify o%tions in the C'DAlarm notification o%tions dialog o" if you )ant to e

reminded of the entry*

1:* ;nter detailed meeting information Cincluding te"t document lin s file attachments

o Fects and %icturesD in the 5escri%tion field at the ottom of the meeting form*

1.* $hoose Actions - 5elivery O%tions to change C:D5elivery o%tions for the noticethat Notes delivers to invitees*

16* $lic the (ave and (end Invitations action utton on the action ar* Notes

adds the meeting to the $alendar mar s the s%ecified time usy in the chair s

!ree Time schedule Cunless you selected 9encil In D and sends a meeting

invitation to each of the %eo%le you invited*

Note BB $lic the (ave as 5raft action utton on the action ar to save the

meeting as a draft* 8hen you save a meeting as a draft the meeting stays on

your $alendar and does not get sent to the invitees* @our free time is not oo ed

during the time of the meeting and you can still change the meeting into a

different ty%e of $alendar entry such as an a%%ointment* @ou can also change it

from eing a re%eating meeting to a single meeting and vice versa*

To res%ond to a meeting invitation

1* O%en the invitation*

4* $lic the /es%ond or /es%ond )ith $omments action utton in the action arand do one of the follo)ingB

- - 52 - -



If you )ant to***UU !ollo) This UU

1. Acce%t the invitation $hoose Acce%t*

2. 5ecline the invitation $hoose 5ecline*

3. 9ass res%onsi ility for ans)ering the $hoose 5elegate s%ecify the %erson to send the

invitation to someone else invitation to in the 5elegate o%tions dialog o"*

then select Gee% me informed of u%dates if you

still )ant to receive information a out this meeting

from the chair and clic OG* Notes for)ards the

invitation to the %erson you choose and sends a

5ecline notice to the meeting organi?er*

4. 9ro%ose a ne) date or time $hoose 9ro%ose Ne) Time s%ecify a ne) date

time andEor time ?one and clic O *

Note @ou cannot immediately %ro%ose a ne) date

time or time ?one for an invitation to a re%eating

meeting* !irst you must acce%t the invitation* To

counter-%ro%ose o%en the first instance of the

meeting in $alendar then clic /es%ond or

/es%ond )ith $omments and select 9ro%ose Ne)

Time*

5. Acce%t the invitation ut leave the $hoose Tentatively Acce%t* Notes adds the

time free in your schedule meeting to the $alendar ut the time in your

schedule a%%ears free to others*

3* If you clic ed /es%ond )ith $omments do one or more of the follo)ingB

- - 53 - -



· ;nter your comments in the notice form* @ou can control the

a%%earance of your te"t y clic ing the Te"t icon Cto the left of the

dro%-do)n arro)D and selecting one or more attri utes*

· To im%ort a gra%hic clic the dro%-do)n arro) select Gra%hics and then

clic the Gra%hics icon to select and add the gra%hic*

· To include an attachment clic the dro%-do)n arro) select Attachments

and then clic the Attachments icon to select and attach the file*

· To include a document lin data ase lin or vie) lin that you have

co%ied clic the dro%-do)n arro) and then clic Lin s* 9aste the lin as

you )ould into any document*

'* $lic O * If you clic $ancel no res%onse is sent*

Ti% BB /es%onses )ith comments dis%lay in your All $alendar ;ntries vie)

under the meeting to )hich you are res%onding*

Note BB 5e%ending on the delivery o%tions selected y the %erson )ho sent the invite

you may receive a meeting invitation )ithout some of the res%onse o%tions descri ed in the

%receding ta le* !or e"am%le the sender could %revent you from delegating the invitation or

%ro%osing a ne) time for the meeting*

To add a roadcast meeting to your $alendar

@ou may receive meeting invitations that do not include the Acce%t 5ecline 5elegate or

9ro%ose Ne) Time res%onse o%tions ut do dis%lay the /e0uest Information $hec $alendar and

Add to $alendar action uttons* These invitations are no)n as roadcast invitations*

To add a roadcast meeting to $alendar follo) these ste%sB

- - 54 - -



1* O%en the invitation*

4* $lic the Add to $alendar action utton from the action ar*

To create a Grou% $alendar

1* O%en $alendar clic the do)n arro) ne"t to the $alendar header andchoose Vie) # $reate Grou% $alendars from the menu*

4* $lic the Ne) Grou% $alendar action utton to o%en the Ne) Grou%$alendar dialog o"*

3* ;nter te"t in the Title field to serve as grou% name*

7* ;nter the names of %eo%le or grou%s in the em ers field* CTo select names from an

address oo clic the arro) at the ottom right of the em ers field*D

'* $lic O *

Notes dis%lay the Grou% $alendar and add it to the list of Grou% $alendars inthe Grou% $alendar vie)*

To Do List 77

@ou can read and even edit someone else s RTo 5o listS if they have given youthe %ro%er access to do so*

To o%en the To 5o list do one of the follo)ing B

W $lic the To 5o oo mar *

- - 55 - -



W !rom your mail data ase clic the do)n arro) ne"t to the ail or $alendar header and choose ()itch to To 5o from the menu*

Ti% BB @ou can s)itch et)een your o)n or another %erson s $alendar ailand To 5o using the header menus of ail $alendar and To 5o*

To o%en someone else s To 5o list B

1* O%en your $alendar*

4* !rom the menu choose Actions - Tools - O%en $alendar !or*

3* In the field at the to% of the O%en $alendar dialog o" select an address oo

that contains the name of the %erson )hose $alendar you )ish to see*

7* In the !ind names starting )ith field enter the first fe) letters of the

%erson s name as it is listed in the address oo *

'* (elect the %erson from the list of names*

:* $lic O *

.* 8hen the %erson s $alendar o%ens clic the do)n arro) ne"t to the $alendar

header and choose ()itch to To 5o from the menu*

- - 56 - -



.

To mar a To 5o com%lete

1* O%en the To 5o list*

4* (elect the To 5oCsD you )ant to mar com%lete*

3* $lic the ar $om%lete action utton in the action ar*

5eleting a To 5o from the To 5o list


4* (elect the To 5oCsD you )ant to delete*

3* !rom the menu choose ;dit - 5elete* The To 5o is %ermanently deleted*

Organi?ing @our Tas s )ith the To 5o list

The To 5o list li e $alendar is a s%ecial vie) in your mail data ase* It %rovides a

convenient )ay for you to create dis%lay and organi?e tas s and ena les you to include

others in Grou% To 5os* To 5os can also e dis%layed in the $alendar vie)*

To %erform some of the tas s descri ed in this section you must e using the latest release of the

ail tem%late C AIL:>*NT!D for your mail data ase and to %erform most tas s you must

have your connection to your mail set u% as descri ed inC1D

Getting $onnected *

- - 57 - -



To %revent To 5os from dis%laying in the $alendar


4*!rom the menu choose Actions - Tools - 9references*

3* $lic the $alendar # To 5o ta then the To 5o ta *

7*(elect 5o not dis%lay To 5o entries in the $alendar*

'* lic O *

To dis%lay To 5os in the $alendar vie)


4* $hoose Actions - Tools - 9references*

3* $lic the $alendar # To 5o ta then the To 5o ta *

7*5eselect 5o not dis%lay To 5o entries in the $alendar*

- - 58 - -



'*CO%tionalD (elect Allo) Notes to u%date To 5o status and dates for incom%lete

entries to dis%lay incom%lete To 5os on the current day in the $alendar*

:* $lic O *

To e-mail %artici%ants in a Grou% To 5o


4* (elect the To 5o in a vie)*

3* !rom the menu choose Actions - Actions - (end emo to All Invitees*

Notes dis%lays a ne) mail memo*

7* ;nter your mail message*

'*$lic (end*

To create a Grou% To 5o


4* !rom the menu choose Actions - Ne) To 5o Item*

3* In the To 5o Item form enter te"t in the (u Fect field*

7* (elect Others ne"t to Assign To*

'* ;nter names in the 9artici%ants fields Cclic the address oo icon to enternames using the (elect Addresses dialog o"D*

• /e0uiredB These %eo%le receive a notice of the Grou% To 5o assignment)hich includes res%onse o%tions CAcce%t 5ecline 5elegate 9ro%osene) date $om%letedD*

• O%tionalB These %eo%le are considered o%tional %artici%ants ut do receive anotice of the Grou% To 5o assignment )hich includes res%onse o%tionsCAcce%t 5ecline 5elegate 9ro%ose ne) date $om%letedD*

• !@IB These %eo%le receive an information-only notice for the Grou% To 5o* Theydo not have the ty%ical res%onse o%tions that /e0uired and O%tional inviteeshave ut they are a le to add the To 5o to their To 5o list* Other assigneescannot see the names of %eo%le you enter in this field on their notices*

- - 59 - -



:* CO%tionalD (elect a %riority for the item in the 9riority field* ;ntries in the To 5o list dis%lay in

the To 5o vie) )ith a corres%onding num er CHighX1 ediumX4 Lo) X3 None

= no num erD*

.* CO%tionalD In the $ategory field select or enter a category for the entry*

6* CO%tionalD ;nter dates in the 5ue y and (tart y fields*

<* CO%tionalD (elect /e%eats to ma e the entry a re%eating one* Then s%ecify

/e%eat o%tions in the /e%eat O%tions dialog o"*

Note BB If you create a re%eating entry and decide after the entry has een saved

that you )ant to change the entry to not e re%eating anymore or vice versa

you must create a ne) entry* @ou cannot change the original entry*

(elect the entry in the To 5o vie) and choose Actions - $o%y Into Ne) -

Ne) To 5o* All of the original information is co%ied into a ne) form )here you

can change the %ro%erties and save the entry*

1>* CO%tionalD Add te"t document lin s file attachments o Fects and%ictures to the 5escri%tion field*

11* CO%tionalD (elect ar 9rivate to %revent %eo%le )ho have access to your $alendar

from vie)ing details of the To 5o* They can only see the date and time of the To 5o*

14* CO%tionalD (elect Notify me to set Alarm notification o%tions for the item*

13* CO%tionalD $hoose Actions - 5elivery O%tions to change 5elivery o%tions for thenotice that Notes delivers to assignees*

17* $lic (ave and (end Assignments*

Notes adds the item to the To 5o vie) and sends assignment notices to %artici%ants*

To edit an e"isting To 5o


4* O%en the To 5o you )ant to edit*

3* a e your changes*

7* $lic (ave and $lose or (ave and (end Assignment Cif the item is a Grou% To 5oD*

- - 60 - -



Personal >ournal 77

To create a Personal 1o rnal data ase %%

The 9ersonal =ournal data ase is a %lace for you to store %rivate documents you

don t )ant to share )ith others* @ou can use the 9ersonal =ournal as a diary a note oo

or even as a holding %lace to com%ose documents efore they are ready for distri ution*

1* $hoose !ile - 5ata ase - Ne)*

4* $hoose Local as your server in the (erver field*

3* ;nter a title for your %ersonal Fournal data ase in the Title field* The

title you enter )ill a%%ear in the !ile Name field )ith *N(! as the e"tension*

7*CO%tionalD (%ecify a different file name for your %ersonal Fournal in the !ile Name

field if you don t )ant the file name to e the same as the title of the data ase*

'* $hoose the 9ersonal =ournal C/:D tem%late from the list of tem%lates*

:* $lic O *

:or6space 77

The Notes )or s%ace the legacy user interface for Notes dis%lays %ages

containing data ase icons* The )or s%ace is still availa le and accessi le

through a folder on the ,oo mar ar*

To find the .or$space %%

$lic the data ases folder on the ,oo mar ar then select 8or s%ace*

The )or s%ace dis%lays one ta ed %age on to% and five other )or s%ace %agesca%%ed y a ta * ;ach )or s%ace %age can hold data ase icons*

- - 61 - -



Ti% BB @ou can ma e your )or s%ace loo more three-dimensional* $hoose !ile -

9references - &ser 9references then choose ,asics refer to Additional O%tions and

select Te"tured 8or s%ace*

To name a .or$space page

@ou may )ant to name )or s%ace %ages to hel% organi?e your )or * !or e"am%le

if you )or )ith three ty%es of data ases -- data ases containing human resources

information data ases related to sales issues and data ases related to international

issues -- you might enter the names H/ (ales and International on different )or s%ace

ta s and move data ases of each ty%e to the corres%onding )or s%ace %ages*

1* 5ou le-clic the )or s%ace ta *

4* In the 8or s%ace 9ro%erties dialog o" clic the Information taand enter a name in the 9age name o"*

Notes BB 9age names can e u% to 34 characters

*

To delete a .or$space page

1* $lic the )or s%ace ta *4* $hoose ;dit - 5elete or %ress 5;L*

3* $lic @es to confirm the deletion or No to cancel it*

If you delete a )or s%ace %age that contains data ase icons Notesremoves the icons from the )or s%ace )hen it deletes the %age*

- - 62 - -



To create a .or$space page

A )or s%ace can contain u% to 34 %ages*

1* $lic a )or s%ace ta *

4* $hoose $reate - 8or s%ace 9age*

3* If necessary clic @es to add the )or s%ace %age and u%grade yourdes to% file or clic No to cancel adding the %age

Notes BB Notes insert the ne) )or s%ace %age to the left of the selected )or s%ace %age*

If you haven t added a )or s%ace %age efore Notes as s if you )ant to u%grade your

des to% file*

To change the loo$ of yo r .or$space

(electing this o%tion adds te"tured ac ground to your )or s%ace*

1*!rom the menu choose !ile - 9references - &ser 9references* acintosh

O( &sersB Notes - 9references - &ser 9references*

4* &nder Additional O%tions select Te"tured 8or s%ace*

3* $lic O *

To s.itch to a different .or$space page

$lic the %age s )or s%ace ta * To use the ey oard to s)itch to a different

%age %ress $T/L Cor $O AN5 on the acintoshD and the left or right arro)*

- - 63 - -



To compact yo r .or$space file

@ou can save dis s%ace y com%acting 5;( TO9:*N5 file* $om%acting recovers unused

dis s%ace y removing references to data ases you no longer have on your )or s%ace*

1* 5ou le-clic any )or s%ace ta *

4* $lic the Advanced ta *

3* $lic Y used*

7* If the %ercentage is under 6'Y clic $om%act*

Notes

• To ee% the 5;( TO9:*N5 file small as you )or under &se no more than n

locally for server- ased design element such as forms and su forms

choose a small num er of mega ytes Cfrom 1 to 1:D to limit the $A$H;*N5 file*

8hen you limit the si?e of the $A$H;*N5 file Notes removes older unused

cached design elements to ma e room for ne) ones*

• The $A$H;*N5 )hich is %art of the )or s%ace files cannot e com%acted*

8hen the )or s%ace is com%acted the 5;( TO9:*N5 shrin s ut the

$A$H;*N5 remains the same si?e*

• $A$H;*N5 can e deleted to gain e"tra s%ace on your dis *

- - 64 - -



&mportant 3eat res 4

Archive

@ou can create folders and %ut documents in them to organi?e various

data ases ut this doesn2t decrease the si?e of the data ase*

Archiving frees u% s%ace and im%roves the %erformance of any data ase y

storing documents in another data ase )hen they are old or not in use anymore*

After s%ecifying )hich documents you )ant stored you can have Notes archive

automatically on a schedule or you can archive manually*

$om%act

$om%acting a data ase recovers unused s%ace so the data ase can o%eratemost efficiently* @ou can com%act data ases if they use sim%le encry%tion*

Note BB $om%acting a data ase does not reduce its si?e*

8hen you com%act a local data ase Notes may need to ma e a tem%orary

co%y of it de%ending on necessary internal structural changes* To allo) for that

%ossi ility you should ma e sure that there is sufficient dis s%ace to store thetem%orary data ase co%y during that %rocess*

$om%acting a data ase retains the read mar s users see and the e"isting vie) inde"es*

Note BB ,y default com%acting converts /elease ' data ases to the Notes : file format*

To retain /elease ' format give the data ase the e"tension *N(' efore you com%act*

To retain /elease 7 format give the data ase the e"tension *N(7 efore you com%act*

1* O%en a data ase*

4* $hoose !ile - 5ata ase - 9ro%erties*

3* $lic the Info ta *

- - 65 - -



7* $lic Y used*

'* If the %ercentage of a data ase in use dro%s elo) <>Y Cit contains more

than 1>Y unused s%aceD clic $om%act to com%act the data ase*

If you have trou le com%acting your mail data ase that is located ona server as your administrator to com%act the data ase for you*

/e%lication

A re%lica is defined as an e"act re%roduction* It is %ossi le to create and

maintain an e"act re%roduction of your mail file )hich e"ists on the 5omino

(erver* This re%lica )ill e created on your home or remote com%uter*

Let us call this com%uter the RremoteS com%uter* The %rocess of u%dating these

t)o re%licas to match each other at any given %oint in t ime is called /e%lication*

/e%lication )ill %reclude the tedious %rocess of having to do)nload your entire mail file to

your remote com%uter each time you )ant to chec your e-mail from a remote location*

The mail file )ill already e"ist on your remote com%uter you need only

do)nload and u%load the most recent changes so that the re%licas on oth your

remote com%uter and the server match .

Access control

;very data ase includes an access control list CA$LD )hich Notes uses to

determine the level of access users and servers have to a data ase* Levels assigned

to users determine the tas s that users can %erform on a data ase*

Levels assigned to servers determine )hat information )ithin the data asethe servers can re%licate*

- - 66 - -



Only someone )ith anager access can modify the A$L* The 5esigner and

anager of the data ase can coordinate to create one or more roles to refine

access to %articular vie)s forms sections or fields of a data ase*

!or details on using the Access $ontrol List in data ases that you manage or

design see Lotus 5omino 5esigner . Hel%*

A$Ls a%%ly only to data ases stored on servers not data ases stored locally*

If you ma e a change to a local data ase and re%licate the data ase u% to the server

re%lication honors the level of access you have in the A$L on the server*

!or e"am%le if you have /eader access to a data ase on a server and you add

ne) documents to your local re%lica of the data ase your ne) documents )ill not get

added to the data ase )hen you re%licate the local re%lica u% to the server again*

/eader access does not allo) you to create ne) documents* Ho)ever it is

%ossi le for data ase designers to enforce a consistent A$L across all re%licas of a

data ase so even local data ases )ould honor the A$L*

To vie) the A$L for a data ase o%en the data ase and choose !ile - 5ata ase -

Access $ontrol* (elect a %erson or server in the list to vie) the assigned access level*

To vie) all %eo%le or servers assigned to a %articular level in the A$L select the

level you )ould li e to vie) from the 9eo%le (ervers Grou%s dro%-do)n list*

/efresh design

/efreshing a design u%dates a data ase )hose design is lin ed to a master tem%late*

5esign elements that %rohi it design re%lace or refresh are not included in the u%dates*

The 5esigner server tas automatically synchroni?es all server data ases that are lin ed to a

tem%late* This server tas runs y default at 1B>> A* * !or the u%date to )or a tem%late

- - 67 - -



must reside on the same server as the data ases lin ed to it* /e%licassynchroni?e )ith the tem%lates stored on their servers*

@ou should manually refresh the design of a data ase )henB

· The data ase is stored locallyM therefore the nightly 5esigner server tas

doesn t u%date the design*

· @ou )ant to receive design u%dates efore the scheduled u%date*

· @ou don t have 5esigner access to the data ase*

$om%onents that are refreshed )hen refreshing data ase design

· !orms fields form actions and event scri%ts

· Vie)s folders and vie) actions

· Agents

· 9ages

· !ramesets

· Navigators

· (hared fields

· All !ile - 5ata ase 9ro%erties o" o%tions e"ce%t List as advanced tem%late

in Ne) 5ata ase dialog on the 5esign ta

· The o%tions O%timi?e document ta le ma% and 5on t su%%ort s%eciali?ed

res%onse hierarchy on the Advanced ta of the !ile - 5ata ase 9ro%erties o"

- - 68 - -



$om%onents that are not refreshed )hen refreshing data ase design

· The data ase icon Cunless the designer disa led the 9rohi it design refresh

or re%lace to modify o" in the 5esign 9ro%erties o"D

· The data ase title and category

· The data ase A$L and encry%t data ase settings

· Note that the A$L roles are u%dated C!ile - 5ata ase - Access $ontrol - /olesD*

· &sing This 5ata ase and A out This 5ata ase documents Cunless the designer disa led the

9rohi it design refresh or re%lace to modify o" in the 5esign 9ro%erties o"D

· Individual elements )hose design is %rotected from u%dates Cthat is if

9rohi it design refresh or re%lace to modify is selected y the designer on

the 5esign ta of the 5esign 9ro%erties o" for the elementD

· A com%onent )hose tem%late s%ecified y the designer in the Inherit from the design

tem%late o" on the 5esign ta of the 5esign 9ro%erties o" is unavaila le*

$aution BB An element )ith inheritance set is not re%laced even if its design

is not %rotected from u%dates Cthat is if 9rohi it design refresh or re%lace

to modify is not selected y the designerD*

- - 69 - -



· The List as advanced tem%late in Ne) 5ata ase dialog o%tion on the

5esign ta of the !ile - 5ata ase 9ro%erties o"

· All o%tions on the Advanced ta of the !ile - 5ata ase 9ro%erties o" e"ce%t O%timi?e

document ta le ma% and 5on t su%%ort s%eciali?ed res%onse hierarchy *

To refresh to the design of a data ase

1* O%en the data ase to e u%dated and choose !ile - 5ata ase - /efresh 5esign*

4* (elect the Notes server that stores the master tem%lateCsD or select Local if

the master tem%lates are on your )or station and then clic O *

3* $lic @es to confirm*

7* /e%eat (te%s 4 and 3 if other master tem%lates associated )ith the data ase

are stored on other servers*

/e%lace design

/e%lacing the design of a data ase ma es a data ase identical to a tem%late

and is the only )ay to distri ute design changes if the data ase doesn t inherit its

changes from a master tem%late*

5esign elements that %rohi it design re%lace or refresh are not included in the u%dates*

If you have at least 5esigner access you can re%lace the design of a data ase)ith the design from a tem%late*

$om%onents that are re%laced )hen re%lacing data ase design

- - 70 - -



· !orms fields form actions and event scri%ts

· 9ages

· Vie)s folders and vie) actions

· Agents

· Navigators

· !ramesets

· (hared fields

· !ile - 5ata ase 9ro%erties selections e"ce%t the advanced tem%late o%tion

· All o%tions on the 5esign ta of the !ile - 5ata ase 9ro%erties o" e"ce%t

List as advanced tem%late in Ne) 5ata ase dialog

· The o%tions O%timi?e document ta le ma% and 5on t su%%ort s%eciali?ed

res%onse hierarchy on the Advanced ta of the !ile - 5ata ase 9ro%erties o"

$om%onents that are not re%laced )hen re%lacing data ase design

· The data ase icon Cunless the designer disa led the 9rohi it design refresh

or re%lace to modify o" in the 5esign 9ro%erties o"D

· The data ase title and category

·

The data ase A$L and encry%t data ase settings

· Note that the A$L roles are u%dated C!ile - 5ata ase - Access $ontrol - /olesD*

- - 71 - -



· &sing This 5ata ase and A out This 5ata ase documents Cunless the designer disa led the

9rohi it design refresh or re%lace to modify o" in the 5esign 9ro%erties o"D

· Individual elements )hose design is %rotected from u%dates Cthat is if

9rohi it design refresh or re%lace to modify is selected y the designer on

the 5esign ta of the 5esign 9ro%erties o" for the elementD

· Individual elements )hose tem%late is inherited Cthat is if Inherit from the

design tem%late is selected y the designer on the 5esign ta of the

5esign 9ro%erties o" for the elementD

$aution BB An element )ith inheritance set is not re%laced even if its design

is not %rotected from u%dates Cthat is if 9rohi it design refresh or re%lace

to modify is not selected y the designerD*

· The List as advanced tem%late in Ne) 5ata ase dialog o%tion on the5esign ta of the !ile - 5ata ase 9ro%erties o"

· All o%tions on the Advanced ta of the !ile - 5ata ase 9ro%erties o" e"ce%t O%timi?e

document ta le ma% and 5on t su%%ort s%eciali?ed res%onse hierarchy

(tationeries

@ou can create stationery )ith te"t or gra%hics letterhead and a reci%ient list

that you can re-use* This is convenient )hen you fre0uently send a message such as

a status re%ort in the same format to the same %eo%le*

- - 72 - -



uic /ules

uic /ules allo) you to create sim%le rules ased on incoming mail to ta e an action

on messages )ith s%ecific su Fect lines sender names andEor from s%ecified domains*

ost of the information re0uired to create a uic /ule is su%%lied automatically

so that you only need to determine the conditions and actions for the uic /ule*

!or e"am%le you can select one or more conditions to create a rule that )illeliminate incoming s%am mail )ith similar conditions*

(ignature

Notes lets you create a %ersonal or a digital signature for your mail* @oucan create %ersonal signatures from a te"t HT L or image Cgra%hicD file*

The file can e"ist any)here in your o%erating system ut you may )ant tostore it in your Notes data folder for convenience*

@ou can have Notes automatically add a signature to all messages that you

send or you can add a signature to individual messages )hen you send them*

Once added a %ersonal signature is %art of the rich te"t of the messageM youcan select and delete it*

a e sure any HT L file you use is ro)ser-ready or that any image file C*=9G *, 9 or

*GI!D has the dimensions you )ant* &se HT L instead of a C%lainD te"t file if you )antsignature te"t in a %articular format*

&se a te"t file if your messages )ill travel to users of e-mail systems thatcan dis%lay only te"t*

Ti% BB @ou can use an animated *GI!* !or etter mail %erformance ma e sure that thefile si?e of the image is not too large*

- - 73 - -



!or greater security you can add a digital signature to a message to assurereci%ients that you are the %erson )ho sent the message*

@ou can have Notes digitally sign all messages that you send or you can signindividual messages )hen you send them*

Note BB If you ecome a roaming user and you use a file for your signature you still need a

se%arate file on each com%uter you useM the file does not roam*

Out of office

@ou can have Notes automatically re%ly to mail that you receive )hile you re

out of the office* Notes runs an agent on your home server that sends messages to

the %eo%le )ho send you mail telling them you re out and )hen you re returning*

@ou must have at least ;ditor access to your mail data ase and e s%ecified inthe mail %references as its o)ner to run the out-of office agent*

If you delegate your mail to someone they can t set u% an out-of-officemessage for you so do that efore delegating*

Notes

· The out-of-office message re%lies to mail received on )ee ends*

· The out-of-office message is not an automatic roadcastM someone must

send you a message in order to see it*

8hile you are gone Notes sends only one message to each %erson )ho sends you mail

no matter ho) many messages the %erson sends you*

- - 74 - -



On the return date you s%ecify Notes starts sending you daily 8elcome ,acmessages until you disa le out-of-office mail*

The 8elcome ,ac message includes for your convenience a list of the%eo%le Notes sent messages to )hile you )ere out*

Ti% BB If you need to see the mail that arrives at your office efore you return there consider

setting u% a rule to send a co%y of each incoming message to a different address* Or consider

using 5omino )e access to o%en your mail from the Internet*

- - 75 - -



Other 3eat res

ail Access Z Through V9N

i* Logon to htt%BEEfl%*relianceada*com

- - 76 - -



ii* ;nter the &sername and Internal %ass)ord

- - 77 - -



iii* These are all the %ortals that can e accessed

- - 78 - -



iv* To enter /eliance A5AG net)or clic on /eliance

A5A V9N )hich is sho)n in the a ove figure

- - 79 - -



v* After getting connected you can access ;mail

- - 80 - -



vi* No) it is connected to /eliance A5A net)or

- - 81 - -



5o. to**6 2.2.2.2.2

5o. to change the pass.ord %

Go to !ile (ecurity user security

i* @ou )ill get the )indo) )hich is as sho)n elo)



- - 82 - -



ii* Ty%e the e"isting %ass)ord and clic on o

iii* $lic on change %ass)ordiv* Then it )ill %rom%t for %ass)ord there you ty%e the e"isting %ass)ordv* Then it )ill %rom%t for ne) %ass)ord )hich is as sho)n elo)



- - 83 - -



vi* ;nter the ne) %ass)ord and re-enter the ne) %ass)ord in the desiredcolumn and then clic on o *

Ti% (ince your %ass)ord is stored in your &ser I5 don t forget to u%date your ac u% co%ies of

your &ser I5 )ith your ne) %ass)ord*

5o. to change .elcome page

i* O%en the lotus notes

ii* Then clic on Rclic here for )elcome %age o%tionsS )hich is as sho)n elo)

iii* Then you )ill get the )indo) as sho)n elo)

iv* )ith the hel% of dro%do)n list )e can change the )elcome %age )hich is assho)n in the a ove figure

Ti% BB If the 8elcome 9age oo mar is not in your !avorite ,oo mar s folder choose !ile -

5ata ase - O%en and clic ,ro)se* Then select ,OO A/ *N(! in your 5ata directory and clic

(elect* $lic O%en and drag the 8elcome )indo) ta to your !avorite ,oo mar s folder*

- - 84 - -



5o. to create ne. folder

Go to $reate !older

i* ;nter the !older name and then clic on o

ii* Ne) folder )ill e created

Ti% BB /ight-clic ing an e"isting folder %rovides you )ith o%tions to delete rename

or change the design of that folder if it is not a shared folder

- - 85 - -



5o. to replicate the mail

Creating Ne. !eplica

i* Go to !ile /e%lication Ne) /e%lica

ii* Then you )ill get the )indo) )hich is as sho)n elo)

- - 86 - -



iii* Give the sever address or I9 in the server column

iv* $hec Ccreate ImmediatelyD and clic on more settings

v* Then you )ill get the )indo) )hich is as sho)n elo)

- - 87 - -



vi* $lic on C,asicsD ta

vii*&nchec C(cheduled re%lication is ena ledD

viii* $hec C/eceive documents from the server

i"* &nder %referred column give the mail2s server

"* Then clic o

"i* And after clic ing o /e%lication )indo) )ill o%en sho)ing the re%licationof mails from the server to local hard dis

Ti% To do other )or )hile you re%licate you can re%licate a data ase in the

ac ground )ith the /e%licator %age* The /e%licator %age also %rovides additional

)ays to re%licate for e"am%le you can re%licate multi%le data ases at one time*

5o. to create ne. archi e data ase

i* Go to Actions Archive (ettings



- - 88 - -



ii* &nder $riteria clic create

iii* Then you )ill get the ne) )indo) in that give the %ath )here the

archive file is located

iv* Then give the %ath for the log file )hich comes under Advanced ta

v* Then clic o to save

vi* No) the archive data ase has een created

5o. to archi e mails

Go to Actions Archive Archive (elected 5ocuments

- - 89 - -




ii* (elect the archive folder in )hich the archiving should e done

iii* Then clic on o

- - 90 - -



5o. to chec$ the dis$ space

i* Go to !ile 5ata ase 9ro%ertiesii* Then you )ill get the )indo) )hich as sho)n elo)



- - 91 - -



iii* Then select the second CiD ta *

iv* Then you )ill get the )indo) )hich is as sho)n elo)

v* Then clic CYuserD

vi* Hence the amount of dis s%ace that the mail has consumed can e determined

5o. to open the mail from the ser er

i. Go to the )or s%ace and the right clic on the em%ty s%ace



- - 92 - -



i* Then ty%e the server name )hich is %ointed out in the figure

- - 93 - -



ii* Then select mail and %ress the C;nterD ey

iii* Then select the name of the user and clic o%en

iv* ,y doing this user2s mail can e o%ened from the server

Hint BB 8e can also o%en the user2s mail directly y ty%ing the mail file in the

!ilename column

- - 94 - -



5o. to config re the lot s notes mail id

i* Go to !ile o ile Location

ii* Then clic Ne) and then location )hich is sho)n elo)



- - 95 - -



iii* &nder ,asics enter the Location ty%e name and ;-mail address

iv* &nder server enter the a%%ro%riate server Chome server and %ass through serverD

for the user* Get the server for the user from the /elianceA5A address oo

v* &nder %ort select T$9 %ort

- - 96 - -



vi* &nder mail ty%e the mail file of the user and 5omino mail domain asIN!O$O for all the user

vii* &nder Internet ,ro)ser select icrosoft Internet ;"%lorer

viii* &nder Advanced select the %ath of the id file )hich is sho)n elo)

i"* Then save and close

- - 97 - -





- - 98 - -



'loc$ mail from the sender

i* $lic on /ules )hich is as sho)n in the a ove figure


iii* Then clic on Ne) /ule


- - 99 - -



v* In the a ove )indo) under create condition s%ecify the rule and then clic on addvi* Then the )indo) )ill a%%ear )hich is as sho)n elo)

- - 100 - -



vii* (%ecify the action as delete and then clic add action

viii* Then your )indo) )ill a%%ear )hich is as sho)n elo)

i"* Then clic o

"* No) the mails from the sender imsg[gmail*com )ill e loc to your mail

5o. to mo e the mail to the folder a tomatically

i* $lic on /ules )hich is as sho)n in the a ove figure


iii* Then clic on Ne) /ule


- - 101 - -



v* In the a ove )indo) under create condition s%ecify the rule and then clic on add

vi* Then the )indo) )ill a%%ear )hich is as sho)n elo)

- - 102 - -



vii*(%ecify the actions as move to folder and then select the folder in )hich themail to e sent

viii* Then clic on add action

i"* Then clic o

"* No) the mails from the id imsg[gmail*com )ill move to the folder I (G

5o. to add a ne. port

i* Go to !ile 9references &ser 9references

ii* @ou )ill get the )indo) )hich is as sho)n elo)

- - 103 - -





5o. to refresh the design

i* O%en the )or s%ace

ii* /ight clic on the %articular mail for )hich the refresh design should e made

iii* !igure is sho)n elo)

iv* Then %oint to the ta )hich is sho)n a ove and the enter the server I9 oraddress )hich is sho)n elo)



- - 105 - -



v* Then %ress O

vi* Then it )ill %rom%t for the confirmation )hich is sho) elo)

,y doing this data ase design )ill e refreshed

Note /efreshing the design )ill fi" the issues li e Rillegal circular errors data asedesign corru%tionS

5o. to replace the design


ii* /ight clic on the %articular mail for )hich the refresh design should e made

iii* !igure is sho)n elo)



- - 106 - -



iv* Then you )ill get the )indo) )hich is sho)n elo)

v* ;nter the server I9 or Address

vi* Then select domino )e accessC:D )hich is sho)n the elo) figure



- - 107 - -



vii*Then it )ill as for the confirmationviii* $lic yes

,y doing this the mail design )ill e re%laced

Note BB /e%lacing the design )ill fi" the issues li e R5ata ase corru%tionS

5o. to delete the certificates

i* Go to address oo on the left side )hich is %ointed out in the figure

ii* Go to advanced and choose connectionsiii* @ou )ill get the list of certificates )hich is as sho)n elo)



- - 108 - -



iv* $hec all the Cnotes cross certificatesDv* Then you )ill get the )indo) )hich is as sho)n elo)

- - 109 - -





5o. to get the deli ery report

i* Go to ne) memo )hich is as sho)n in the a ove figure

ii* (elect delivery o%tions )hich is sho)n in the a ove figure



- - 111 - -



iii* Then select C,asicD ta

iv* Then %oint to 5elivery re%ort and choose Trace entire %ath

v* ,y doing this the entire %ath that the message travels )ill e received in the in o"

- - 112 - -



5o. to reco er the corr pted "rchi e data ase

!eco ering the corr pted archi e data ase%

1. O%en the file Rnotes*iniSCin note%adD )hich is y default located in

the RLotus\NotesS folder )here the Lotus client is installed*

4* A%%end the elo) mentioned command at the end of

the file s i%]fi"u%X1

3* Then from the command %rom%t run the follo)ing

command ncom%actS

(ynta" for that is R$B\Lotus\Notes^ncom%actS

7* After ty%ing the a ove synta" it )ill %rom%t for the

%ass)ord after entering the %ass)ord indly hit the ;NT;/

ey* 8hile ty%ing the %ass)ord no characters are dis%layed*

'* After com%letion of ncom%act remem er to delete the

a ove $ommand Rs i%]fi"u%X1S from the notes*ini file*

:* Then from the command %rom%t run the follo)ing nfi"u%S

(ynta" for that is R$B\Lotus\Notes^nfi"u%S

Note BB If you see %erforming consistency chec in the status ar )hile o%ening archive in the

lotus notes you have to )ait until it gets finished after the com%letion of consistency chec the

archive )ill o%en in case if it doesn2t o%en you have to do ncom%act and nfi"u%*

- - 113 - -



5o. to ena le o t of office

i* O%en the ne) memo

ii* Go to tools and select out of office

iii* @ou )ill get the )indo) )hich is as sho)n elo)



- - 114 - -



iv* (elect the dates ta and enter the dates for Cleaving and returningD field

v* Then chec the ,oo ,usy time for these dates

vi* After clic ing ;na le you )ill get the %o%u%

vii* $lic yes

viii* ,y doing this out of office )ill e ena led for the user

- - 115 - -



5o. to reply .ith history

i6 Open any mail

ii6 Clic$ on reply .ith history

5o. to add tools to the tool ar

Go to !iles 9reference Tool ar 9references



- - 116 - -




ii* Go to customi?e o%tion

iii* 9oint to the tool )hich should a%%ear in the tool ar and clic on

add utton )hich is %ointed out in the a ove figure

iv* And then clic o

- - 117 - -



5o. to pdate the ie.s

i* O%en the mail and go to in o"

ii* =ust %ress ctrlPshiftP!< from your ey oard

5o. to re ild the inde(

i* O%en the mail and go to in o"

ii* =ust %ress shiftP!<

Note BB /e uilding the inde" resolves the issues li e R5ocuments has een deletedS

5o. to open the cl ster mail

i* Go to )or s%ace

ii* ;nter the server name or server i% )hich is as sho)n in the a ovefigure and then clic o%en



- - 118 - -



iii* Then choose cluster mail and clic on o%en

iv* Then the users name )ill e dis%layed )hich is as sho)n elo)

v* (elect the name of the user and then clic

vi* No) the cluster mail for the user )ill o%en

- - 119 - -



5o. to add the ne. ser er connection

"i* Go to address oo

"ii* In that clic on advanced and %oint to connections



- - 120 - -



"iii* 9oint to Ne) and then choose server connection

"iv* @ou )ill get the )indo) )hich is as sho)n elo)

"v*&nder ,asics ta

"vi* $hoose the connection ty%e as local area net)or and select the T$9I9 %ort

"vii* Give the destination server name )hich is sho)n in the a ove figure

"viii* &nder Advanced ta give the destination server address )hich is sho)n in

the a ove figure

"i"* Then save and close

""*The ne) server connection )ill e added

Note BB Adding server connection is li e adding host entry

- - 121 - -



5o. to create a ro p

vii*Go to ne) and clic on Grou%

viii* @ou )ill get the )indo) )hich is as sho)n elo)

i"* Give the grou% name ty%e category and descri%tion

"* &nder mem ers column clic the one )hich is %ointed out in the a ove figure

"i* @ou )ill get the )indo) )hich is as sho)n elo)



- - 122 - -



"ii* 8ith the hel% of the a ove )indo) you can add mem ers for your grou%

Then save and close

Note 8e can create as many grou%s as )e can

"ccess control

Go to !ile 5ata ase Access $ontrol



- - 123 - -




ii* In that clic on Add


iv* $lic on the sym ol )hich is %ointed out in the a ove figure

- - 124 - -



v* $hoose the address oo as /elianceA5A Address ,oo

vi* And then search the name of the user y ty%ing the last name follo)ed y

the first name

vii* Then clic on add )hich is as sho)n in the a ove figure

- - 125 - -



viii* Then clic on o

i"* Then select the user ty%e as 9erson and Access as anager

"* Then clic on o

Note All A$Ls must include at least one user )ith anager access*

- - 126 - -



Access Level Activities Allo)ed

The data ase manager can do anything in a data aseanager

including change the Access $ontrol List

5ata ase designers can do anything in a data ase

5esigner including ma ing changes in the data ase design ut

e"cluding ma ing changes in the Access $ontrol List

5ata ase editors can add data documents to a data ase

and can ma e changes in any data document in the

;ditor data ase regardless of the document s authorshi%*

;ditors cannot change data ase design or the Access

$ontrol List

5ata ase authors can create ne) data documents and

they can edit documents they originally created* 8ith

Author certain e"ce%tions they cannot edit documents not

authored y themselves* Nor can they ma e changes in

the data ase design or Access $ontrol List

5ata ase readers can read data documents and vie)s/eader

ut cannot ma e changes of any ind in the data ase

5ata ase de%ositors can create and save ne) data

documents ut cannot read any document including5e%ositor

their o)n after they close it nor ma e changes of any

ind in the data ase

&sers )ith no access )ill not e allo)ed to o%en aNo Access

data ase at all

- - 127 - -



5o. to change the ac$gro nd color of the Ne. Memo

Go to Ne) emo

i* /ight clic on lan s%ace in Ne) emo

ii* (elect RTe"t 9ro%ertiesS


iv* (croll do)n the 5ocument and select the R5ocumentS

- - 128 - -



v* (elect the one )hich is %ointed in the a ove figure

vi* And choose any color as you li e

5o. to add 3lag to a mail

i* O%en the mail

ii* (elect the mail )hich u )ant to add the !lag

iii* Then go to !ollo) &%

iv* !rom that choose Add or ;dit !lag

v* Then you )ill get the )indo) )hich is as sho)n elo)

- - 129 - -



vi* !rom the a ove )indo) choose the %riority range and clic o

- - 130 - -





- - 131 - -



26 9o ha e different pass.ord on another copy of yo r file

;rror sna% shotB

/easonB

8hen multi%le users are using the same id file )hen one user hadchanged the %ass)ord and this error )ill occur in the other entire id file

(olutionB

Go to !ile (ecurity user security



- - 132 - -



v* @ou )ill get the )indo) )hich is as sho)n elo)

vi* Ty%e the e"isting %ass)ord and clic on o

vii* $lic on change %ass)ord

viii* Then it )ill %rom%t for %ass)ord there you ty%e the e"isting %ass)ord

i"* Then it )ill %rom%t for ne) %ass)ord )hich is as sho)n elo)

- - 133 - -



"* ;nter the ne) %ass)ord and re-enter the ne) %ass)ord in the desiredcolumn and then clic on o *

:6 #oc ments has een deleted

;rror sna% shotB

/easonBInde" is not u%dated

- - 134 - -



(olutionB-

9ress shift P !< in the mail o" inde" )ill e refreshed

;6 9o do not ha e re< ired access rights to the so rce data ase

;rror sna% shotB

/easonB

&ser don2t have access rights

(olutionB

Access rights has to e %rovided

- - 135 - -



- - 136 - -



=6 #is$ > ota ?(ceed

;rror (na%shotB

/easonB

5ata ase si?e e"ceeded the allocated limit in server

(olutionB

i* /emove trash mails Guide the user to archive the mails*

ii* Get into fitadmin %ortal to com%act the mail





@6 )ot s ?rror% 3ile doesnAt e(ist

9ossi le /easonB

$ase1B If the mail is not o%ened on )elcome %age the issue is in net)oror server connection

$ase4B If its occur after o%en in o" then the issue is in lotus settingelse oo mar *nsf Csource !ileD

(olutionsB

$ase1B

Try to %ing and chec the server is do)n if it2s not %inging the server is

do)n Trace the %ath through !ile %reference &ser %reference %ort Trace

If its trace the server then $reate Ne) %ort

$ase4B

/econfigure the settings

(till no) if e"ist then rename oo mar *nsf

!urther e"ist then configure )ith ne) location

B6 "!C5&V?% &ns fficient #is$ Space

;rror (na%shotB

/easonB

Insufficient dis s%ace in $ or 5 drive for further archiving the mails

- - 138 - -



(olutionB

If there is enough s%ace in availa le 5rive then transfer the archive to that drive

6 -na le to get #efa lt Name

;rror (na%shot :

- - 139 - -



/easonB

Issue may e in settings or more than one co%y may e created )ith same name

(olutionB

i* If more than one location is created delete all and create ne) location

ii* If setting is not %erfect then reconfigure lotus settings

D6 3ile #oesnAt ?(ist% Calendar profile

;rror (na%shotB





/easonB

Issue )ith %rofile setting -Notes source files C,oo mar *nsfD

(olutionB

/ename the oo mar

706 3ile Cannot e created

;rror (na%shotB

- - 141 - -



/easonBTem%orary cache !ile issue

(olutionB

5elete $ache*nd and reo%en lotus

776 &n alid or None(istent #oc ment

;rror sna% shotB

/easonB

Archived documents are not %ro%erly %laced in local hard disc

- - 142 - -



(olutionB

/efresh design if the issue %ersist then /e%lace design

726 )in$ #oc ment Cannot e 3o nd

;rror (na%shotB



- - 143 - -



/easonB

Lotus (etting is not %ro%er

(olutionB

/econfigure lotus settings

7:6 Notes ?rror% &ss e .ith 'asics Setting

;rror (na% shotB

/easonB

,asic settings is not %ro%er

- - 144 - -



(olutionB

/econfigure the ,asics settings

7;6 )ot s not opening

;rror sna%shotB

(or)

/easonsB

T)o or more lotus %rocess runs at a time or shortcut is not )or ing %ro%erly

- - 145 - -



(olutionB

i* If more than one %rocess runs at a time end u% all the %rocesses* leaving one

at a time it can e done manually else or run ill notes soft)are

ii* If issue is in shortcut delete the des to% shortcut and create a shortcutdirectly from notes*e"e or nlnotes*e"e

- - 146 - -



7=6 !emote ser er is not a $no.n TCP/&P 5ost

;rror sna%shotB

/easonB

(erver connection is )rong

(olutionB

Add the %erfect server connection

7@6 Choose ser er to search

;rror sna%shotB



- - 147 - -



/easonB

Issue may e due to mail file server setting or %ass)ord e"%ired* it cane found y o%ening data ase from )or s%ace*

(olutionB

If the issue is in mail fileB

`

If the issue is in %ass)ordB



- - 148 - -



7B6 ?(ec te Sec rity alert

;rror sna%shotB

/easonB

Authori?ing the user to authenticate using lotus

SolutionB

$lic the last o%tion to trust the user

- - 149 - -



7 6 -na le to find path to ser er

;rror (na%shotB

/easonB&na le to connect to server

(olutionB

Add the e"act server connection in server settings

7D6 -na le to trace the path

;rror (na%shotB

/easonB

&na le to connect the server through %ort or server connection is )rong

- - 150 - -



(olutionB

9ing the serverM if its %inging then create a ne) %ort elsecorrect the server settings

EorF

206 ?rror "ccessing archi e information

;rror sna% shotB

/easonB

Issue )ith cache*nd file and source file C,oo mar *nsfD

- - 151 - -



(olutionB

5elete cache*nd and rename oo mar

276 No mails in in o(

;rror sna%shotB

/easonB

8rong server setting in lotus

(olutionB

Add the %erfect server connection

- - 152 - -





COrD

2:6 9o cannot open an &nternet Messaging pro(y data ase on a remote ser er

;rror sna%shotB

/easonB

Ty%e mismatch in the %ro%erties of the data ase

/esolutionB

i* O%en the data ase %ro%erties

ii* $hoose the ty%e as ail o" or standard )hich is sho)n in the a ove figure

- - 154 - -



2;6 This data ase cannot e read d e to an in alid on dis$ str ct re

;rror sna%shotB

CorD

/easonB

9ro lem e"ists )ith the data ase

/esolutionB

- - 155 - -



a* O%en the )or s%ace right clic In o" 5ata ase /e%lace 5esign

* Then you )ill get the )indo) )hich is sho)n elo)

c* ;nter the server I9 or Address

d* Then select domino )e accessC:D )hich is sho)n the elo) figure

e* Then it )ill as for the confirmation

f* $lic yes




- - 156 - -



2=6 Variant does not contain an o Gect

;rror (na%shotB

/easonB9ro lem e"ists )ith the data ase

/esolutionB

1* O%en the )or s%ace right clic In o" 5ata ase /e%lace 5esign

4* Then you )ill get the )indo) )hich is sho)n elo)

3* ;nter the server I9 or Address

7* Then select domino )e accessC:D )hich is sho)n the elo) figure

'* Then it )ill as for the confirmation

:* $lic yes


- - 157 - -



- - 158 - -





2B6 # plicate P lic Name CM?MOO'1?CT in -S? mod le Core ?mailClasses

;rror sna%shotB

/easonBIssue )ith data ase settings

/esolutionB


ii* /ight clic on the %articular mail for )hich the refresh designshould e made

2 6 ?rror d ring main dictionary spells initiali8ation

;rror sna%shotB

R easonB

Issue )ith dictionary s%ells initiali?ation

/esolutionB

$o%y and %aste the file & *dic &(*dic &(;/*dic files in 5ATA folder of LOT&(

56.dic 5s.dic 5ser.dic

- - 160 - -



4<* &na le to access data directory

o *ol#tion= Notes6ini needs to e reconfi!#red.

$o to 5%InotesIdata and open the Notes6ini file

2lick on Edit the ReplaceC

/extD Type in 5= notes data in the 3ind .hat% field and 9= notes data in the!eplace .ith% field6 2lick Replace All. *ave all chan!es and close o#t of notes.Reopen application.



xi. Replacin! 'esi!n

, When and why wo#ld yo# replace the desi!nF

, What iss#es can e resolved y replacin! the desi!nF

Restorin! Missin! >older &iew %anel

Replace 'esi!n vs. Refresh 'esi!n

o Replacin! 'esi!n= This will act#ally p#ll the desi!n7template from the

mail server.

o Refreshin! 'esi!n= This will refresh the desi!n7template that is stored in

Pernames6ntf6

Restorin! the des$top@6nd$

o Step 7% 2onnect to the #sers %2. o Step 2% $o into the #sers 'ata folder 8h= notes data;

o Step :% locate #es$top6ds$ fileD ri!ht click on it and !o to %roperties.

2lick on the %revio#s &ersions ta . 8/ote= We can restore A/G file #p

to - days efore !ettin! it off the tape; 8see elow;

o Step ;% 2opy the file onto the #sers desktop. 8see elow



Step =% '" /"T delete des$top@6nd$J Rename it to des$top@Kold6nd$ file in the #sers 'atafolder.

Step @%>rom the #sers desktop 2#t and %aste the des$top@6nd$ file into the data folder. 9ave

#ser start #p /otes.





!ormat te"t Cfont si?e color etcD $trl P

Indent entire %aragra%h !6

Indent the first line in a %aragra%h !.

Outdent entire %aragra%h (hift P !6

Outdent first line in a %aragra%h (hift P !.

!ind and re%lace $trl P !

Insert %age rea $trl P (hift P L

=um% to eginning of ne"t )ord $trl P

=um% to eginning of current )ord $trl P

&ndo last action $trlP Q

- - 161 - -



/efresh vie)s in current data ase !<

(ho)Ehide ruler $trl P /

Access oo mar s Alt P ,

Access menu ar Alt or !1>

Access the search menu (hift P Alt P (

O%en a Notes data ase $trl P OAccess the 8e &/L field $trl P L

;"it Notes Alt P !7 or $trl P

O%en and close %ro%erties o" Alt P ;nter

;"%and a colla%sed vie) P

;"%and a colla%sed vie) )ith su -sections W

$olla%se an e"%anded vie) -

!ind te"t $trl P G

Go to ne"t selected document !3

Go to ne"t unread document !7

ove to the far right of a vie) ;nd

ove to the far left of a vie) Home

ove to the ottom of a vie) $trl P ;nd

ove to the to% of a vie) $trl P Home

O%en the selected document or vie) ;nter

(elect or deselect the selected document (%ace

(elect all documents $trl P A

Toggle et)een the read and unread mar of a Insert

message

&%date the vie)s $trl P (hift P !<

/e uild Inde" (hift P !<

- - 162 - -



5seful Lin6s7

http://www.sperd.net/trc/lotustraining/

http://www.techtutorials.info/lotusnote.html

http://lotus-notes-tutorial.qarchive.org/

http://www.notesdesign.com/ndhtml/ndtutor.htm

http://domino.tipjunction.com/tipsandtricks/

- - 163 - -



%FT4): )D

Lotus Notes ?uide 3= Team I",?@ C!ennai.

To en!ance and complete =our learning e;perience@ 1e invite =ou to visit our6no1ledge 3ase 1e3 site at !ttp7AAimsg.cr3po.com

:e !ope =ou enBo= t!e 3oo6 and t!e 1e3site@ and 1e trust t!at =ou 1ill

em3race t!e La1s of Lotus Notes.

I !ope =ou !ave enBo=ed learning a3out Lotus Notes. "ore important@ I!ope t!e= 1ill !elp =ou understand !o1 t!ings 1or6 in lotus notes.

T!an6s to our "anagers [ "rs. ?eet!a ,anumant!= & "r. ,ures!6umar

Veerarag!avan ]@ 1!o !elped us to T!in6 T!roug!@ "otivated and Drive t!roug!

out t!is ProBect.

our feed3ac6 on t!is su3Bect is 1elcome@ send it across tot!e 3elo1 email ID. ,ures!."ano!aran relianceada.com

T!an6 =ou.

- - 164 - -



Documents

notes client issues solutions