USER GUIDE REV 1.0 ONGC Lotus Notes Emailing System · ONGC Lotus Notes Emailing System REV 1.0 For Internal Circulation Only 3 The Lotus Notes Home Page By Default, the Home Page

USER GUIDE

ONGC Lotus Notes Emailing System

REV 1.0

For Internal Circulation Only

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Accessing the Lotus Notes Client From your desktop, double‐click the Lotus Notes icon.

Logging in to the Lotus Notes Client The client is configured with your user name. Enter your password in the password field and click the

Log In button.

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The Lotus Notes Home Page By Default, the Home Page is the first screen you see when you start Lotus Notes. It contains links to Lotus Notes Applications. The Home Page can be accessed at any time by clicking the Home tab. Below is an example of the default Home Page.

Steps to change password in Lotus Client.

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Go to File>>Security>>User Security

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Type current password

Click on “Change Password”

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Type current password

Now type new password

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Click ok.

Locking Your Session If you will be stepping away from your computer, pressing the Control (Ctrl) and F5 key together will lock your Lotus Notes session. To unlock your session when you return, click on the splash screen. Enter your password when prompted and click the Log In button.

Automatic Signatures To sign your name to outgoing e‐mail automatically, click on More, Preferences located along the View Pane menu bar. A new window will appear; select the Mail tab and then select Signature. Check the box next to “Automatically append a signature to the bottom of my outgoing mail messages” and then type a personal signature in the text box which will automatically append to all of your outgoing messages. Click the OK button.

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Mail Threads ‐ provides a view of messages grouped with replies. Folders ‐ contains user‐created/personal folders for storing documents. Archive ‐ stores old or unused messages. Please contact the Help Desk for instructions in setting up an archive. Rules ‐ contains rules for sorting or deleting incoming messages. Stationary ‐ contains available stationary (message templates) for the Mail Application.

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Viewing Mail 1. Click the Inbox icon in the Navigation Pane of the Mail Application. A list of messages you have received will appear in the View Pane. 2. Click once on a message to view it in the Preview Pane or double click a message to open it in a new tab. 3. To Close an open Message, select Close from the File menu, press the Esc key, or click the Close

button on the

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Addressing a Message 1. Manually type an address in the To field. 2. Use the Type Ahead feature: begin typing a person’s name in the To field. Pressing enter at any point while typing will either: Insert the address of the person into the To field if the name is unique, or if there are multiple matches, a list of names will appear.

Options 2 and 3 can also be used to select contacts to be assigned to the CC(Carbon Copy) and BCC(Blind Carbon Copy) address fields.

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When highlighting or reading a message, there is a button at the top of the screen labeled Reply. Clicking on the down arrow next to Reply will provide several options, all of which will open a new message. The To: field will be filled in with the original Sender’s address and the Subject field will contain the original subject pre‐pended with Re:.Reply with History Only

This is the preferred option. Replies to the sender without any attachments that were included in the original message. It appends the body of the original message. Reply with History & Attachments

Replies to the sender and appends the body of the original message, including any attachments. Reply Replies to the sender without appending the body of the original message. Replying with Internet‐Style History This method of replying is useful for Marist listservs (MARSTAFF, MARFAC, course listservs). Reply To All

The Reply to All options are the same as Reply. The message will also be sent to all recipients of the original message and they will be placed in the CC: field.

Receiving Mail with Attachments When you receive a message with an attachment it will be located in the body of the message at the point where the sender placed their cursor when they attached the file; simply double click and select

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Open to open it.

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Setting an Out of Office Message You can set an out of office message to let others know when you are away from the office. From the mail View Pane, select More, Out of Office.

The following window will appear; fill in the appropriate fields and press Enable and Close.

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The Leaving and Returning fields should be set according to the day you want the Out of Office to begin and the day that it should end. By enabling the checkbox I am unavailable for meetings, the time you have scheduled to be out of the office, will be marked as unavailable on your schedule. The Standard Notification will be sent once to each address that emails you during the time that you are out of the office. The fields for Subject, Body, and Additional body text will all appear in the out of office notification to each address that emails you. The Alternate Notification can be configured to alert specified recipients of a different out of office message. Complete the Subject and Body fields as you have for the Standard Notification. Fill in the To: field just as you would for a newmessage. The Exclusions option can be configured to not send the out of office message to specified people or when the subject line of an email contains a specified phrase.

Drafts When composing a message, it is possible to save the current message and send it out at a later date. In order to save the message in Draft form, click the Save as Draft button. This automatically stores it in the Drafts folder. To retrieve an unsent message, click on the selection for Drafts from within the Navigation Pane. Double click on the message to open, edit, and send.

Sent This folder contains all of the messages that have been sent out (new, forwarded, and reply). As in all views and folders, you have the ability to sort by the columns to help you locate a message: by clicking on any heading (Sender, Subject, Date, or Size) this will cause the entire chain of mail to organize itself by the respective heading.’

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All Documents All Documents is a reference view. It contains links to all documents that are located in the mail database. This is a useful view for searching purposes. To organize the list of items, you can click on Who, Subject, Date, or Size to organize the column by each respective choice.

Trash When messages are deleted from any of the views or folders, they get stored in the Trash folder where they remain until the Trash is manually emptied or after the default time of 48hours. To quickly free up space, you should empty your Trash folder regularly. To delete a message, highlight the message and hit the delete button on the keyboard, right click and select delete, or click on the trash icon. This will move the document into the Trash. To empty the trash, select Trash from the navigation panel and click on the Empty Trash button.

Deleting Documents While the message is still in the Trash folder, it can be restored to the location from which it was before deletion. Once a document is deleted and before refreshing the database, a document that has been marked for deletion can be undeleted by highlighting it within the Trash and clicking on the Restore

button. Note: Once the trash has been emptied, the message is permanently gone.

Folders To create a folder, from the Menu Bar, choose Create, Folder.

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CALENDAR The calendar application allows you to organize appointments, events, meetings, reminders, and anniversaries.

Navigating the Calendar To open the Calendar, click the Calendar icon on the Bookmark Bar. Use the calendar format

tabs at the top of the View Pane to change the number of days the calendar displays. Click the down arrow on the Format Tabs to display formatting options. Click the Back and Forward buttons next to the month in the Navigation Pane to cycle through the months. Use the slider bars on the right side and bottom of the View Pane to move through the Calendar. Click on Today in the Navigation

Pane at any time to return to the current date.

Creating a Calendar Entry To create a calendar entry click on the down arrow next to the New button and a menu will appear. From here you can choose what type of entry you would like to create; once an option is selected, a form will open. Fill out the appropriate information and then click Save & Close at the top of the window; the entry will then be added to your calendar.

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Calendar Entry Types 1. Appointment – to schedule time on your calendar. 2. Meeting – schedule time on your calendar and invite others. See Creating and Sending Meeting

Invitations. 3. Anniversary ‐ to add an annual event to your calendar. 4. Reminder ‐ to remind yourself of something at a particular time. 5. All Day Event ‐ to schedule an entire day or block of days. 6. Event Announcement – invite others to an event, no invitee reply options. Note: To change the color of a Calendar Entry, select More from the Actions menu, and select Preferences from the resulting menu. Click on the Calendar & To Do tab and click on the Colors

tab. Make color selections and click OK.

Dragging to Create A New Calendar Entry Drag a Mail message, Calendar entry, or To Do item onto the Calendar icon on the Bookmark

Bar. Select a Calendar entry type from the Copy Into dialog box that appears and click OK. The new calendar entry will appear. Fill in the information and select options as desired. (If you create a

meeting, the names of the people in the original item will be copied into the new meeting as invitees.)

Meetings Accepting a Meeting When someone sets up a meeting and includes you on the invitation list, you will receive an e‐mail in your inbox from that person. To accept the meeting and add it to your calendar, simply choose the

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Accept option from within the e‐mail. Upon doing this, Notes will automatically enter the meeting into your calendar. Whether you choose to accept or decline the invitation, Notes will send a notice to the person chairing the meeting to let them know your

decision.

Creating and Sending Meeting Invitations To send out a meeting invitation, create a Meeting entry from within the calendar section. Fill out the appropriate information as you would for any other calendar entry, but here you have the option of sending out meeting invitations to other people. To do this, insert the names of those you wish to invite and choose Save & Send when you are done.

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Editing or Rescheduling a Meeting Entry Double‐click the entry you want to edit. Make changes to the entry. Click the Save and Send

Invitations button for a meeting, or the Save and Close button for all other entries.

Printing a Calendar In Calendar, select Print from the File menu or click the Print button on the Universal toolbar. In the Print Calendar dialog box, check the Print Calendar box under What to Print. In the Calendar Style List box, select a style for your Calendar. Under the Print Range, select From and To Dates. Click the OK button to Print.

Viewing Contacts in the Contacts book Click on My Contacts in the Navigation Pane of the Contacts Book application. A list of contacts store in your Contacts book will appear in the view pane. Double click a Contact to open it. *Note: To close a contact, select close from the File Menu, press the Esc key, or click the close button on the Window tab.

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TO DO LIST

Creating a Personal To Do Item Click the New To Do Item button at the top of the View Pane. Fill out the appropriate information and then click Save & Close at the top of the window Note: To quickly create a new To Do item, drag a Mail message, Calendar entry, or To Do item onto

the To Do icon.

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Marking a To Do Item Complete In the To Do List, select the To Do Item you want to mark as complete. Click the Mark Complete

button

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Removing Bookmarks and Bookmark Folders 1. Right‐click the bookmark or folder you want to remove. 2. Select Remove Bookmark or Remove folder from the resulting menu. 3. Click the Yes button to confirm Note: When you remove a bookmark folder, you remove all the bookmarks in that folder.

SHORTCUTS

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QUICK RULES Using Quick Rules is a simple and effective measure for combating junk mail. The following steps will guide you through setting up quick rules.

To Create A Quick Rule For A Message You Have Received: 1. Open your Inbox

2. Open the message you want to create a quick rule for 3. Click the More tab 4. Click Create Quick Rule

How To Disable / Delete A Quick Rule: 1. Open Rules which is listed under Tools from the View Pane

2. Select the Rule you wish to Disable and/or Delete

3. You know have two choices 1. Disable Only; Click the Disable button; Rule will remain listed but not be active 2. Disable/Delete; Click the Disable button (MUST BE DONE FIRST); Click the Delete button.

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How TO ENABLE INSTANT MESSAGING IN LOTUS

In Lotus, there is a facility where by we can come to know about the presence status of the employees.

This is possible by accessing IBM Sametime server. We can do text chat with the people who are online

in our organization. This facility is for all the Lotus Mail users.

Instant Messaging can be done in both Lotus Client and Webmail. The steps for doing so through

webmail are mentioned later in this document in the inotes section.

Following are the steps for enabling the same in Lotus Client.

Login in Lotus Notes Client.

At the bottom right, click on “Online” . Then Select “Edit Current”

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Click on “Servers” Tab.

Enter “ongcim.ongc.co.in”in IBM LOTUS sametime server.

Click on “Save and close”

Then click on “Disconnected” at the bottom right.

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Select “Log On To Instant Messaging”

Enter your CPF No and Webmail Password and click on “Logon” .

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At the bottom right, click on “I Am Active” and select “Show/Hide instant contact list”.

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In order to add a person: Click on “Add to Instant Contact List”.

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Type a person’s name

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Click on add person to add the person in your contact list

In order to chat the person, right click the person & click Chat With

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Steps to Update Personal Profile in Lotus

In Lotus, every employee having an email account has a personal profile, whereby

personal information of the employee is stored. People should update latest

information about themselves(personal and official information) so that people in

the organization can come to know about each other. To do so,

Login in Lotus Client.

On the left hand side, Go to Applications. Click on Workspace.

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Now click on ONGCL’s Address Book.

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In the Search Box, enter your CPF No.

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Click to open your profile.

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Click on “Edit Person” on the top left side.

Now update fields such as “Personal Title” under the “Basics” Tab.

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Now Click on “Work/Home” Tab.

Now Update Fields such as “Title”, “Company”, “Department”, “Employee

ID”. “Location”, “Office Phone”, “Fax Phone”, “Cell Phone” etc under the

“Work” Heading and Fields such as “ Street Address”, “City”, “ Country”

etc under the “Company” Heading.

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Now Click on “Home” Tab.

Update Fields such as “Street Address”, “City”, “Country” etc.

After having edited the required fields, Click on “Save and Close” on the top

left.

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Steps to change password in Webmail.

Open your webmail through https://ongcmail.ongc.co.in

Go to Preferences

https://ongcmail.ongc.co.in/

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Go to Security->Change Internet password

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Click on “Change”

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Then type your old password & new password.

Click ok.

Preferences

Automatic Signatures To sign your name to outgoing e‐mail automatically, click on Preferences located in the upper right‐hand corner of the screen. A new window will pop‐up; select the Mail tab on the left‐hand side and then select Signature. Check the box next to “Automatically append a signature to the bottom of your outgoing mail messages” and then type a personal signature which will automatically append to all of your outgoing messages.

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Click the OK button located at the bottom of the window when done.

Mail

To enter the Mail function, place the mouse over the down arrow on the Mail button and select Inbox from the menu that appears.

The following screen is displayed:

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Along the left‐hand side of the screen under the heading My Mail, you will see the navigation panel containing a list of views and folders.

Inbox The Inbox view contains all the mail that has been received, not including mail that has been moved or deleted. The e‐mail will show up in two basic formats: read and unread. Read documents will appear as a line of text written in black; unread documents will appear as a line of text written in red. To read mail, double click on a message. Notes will open up a new window from which the document can be read, saved, replied to, printed, and forwarded.

Preview Pane

iNotes offers a preview pane that lets you preview the text of your e‐mail messages as you scan through

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your inbox without actually opening the message. Clicking on the message once will open a preview, which will be displayed along the bottom half of the screen.

Composing Mail From the Mail function, click on the New button that runs along the top of screen. The following Message window will appear.

Locating Addresses 1. Manually type an address in the To field. 2. Type Ahead feature: begin typing a person’s name in the To field. Next to the To: button, a contact icon with a green check will appear ; to see names that match what you have typed, click the icon. If the name is unique, the only person with that name will be inserted in the To field; if there are

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multiple matches, a list of names will appear. To select a recipient, highlight his or her name and click OK. 3. Another way to locate an address is to click the To: button; a window will appear from which you can browse through address books and search for contacts.

Sending Mail with Attachments

1. At the bottom of the Message window you will see a space for adding attachments. Click on the yellow folder with the arrow to browse for a document to attach.

2. At the top of the Message window, click on the paper clip icon.

Sending Mail

Once the message (new, forwarded, or reply) has been composed, there is a choice between Send,

Send & File, Save as Draft. The Send button sends the message out to all the addressees and saves a personal record in the Sent folder. The Send & File button sends out the message to all the

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addressees, saves a personal record in the Sent folder, and allows filing in a folder. The Save as Draft

button saves the message in the Drafts folder and holds it there until a later time.

Receiving Mail To open a newly received message, double click on it. This will open the message in a new window. Replying to Received Mail

When highlighting or reading a message, there is a button at the top of the screen labeled Reply. Clicking on the down arrow next to Reply with provide several options, all of which will open a new message. The To: field will be filled in with the original Sender’s address and the Subject field will contain the original subject pre‐pended with Re:.

Reply without Attachment(s) This is the preferred option. Replies to the sender without any attachments that were included in the original message. It appends the body of the original message. Reply with History

Replies to the sender and appends the body of the original message, including any attachments. Reply Just replies to the sender without appending the body of the original message. Reply To All

The Reply to All options are the same as Reply. The message will also be sent to all recipients of the original message and they will be placed in the CC: field. Forward To forward a received message to another party, click on the button marked Forward,

when highlighting or reading the message. Clicking on the down arrow next to Forward with provide

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several options, all of which will open a new message. The Subject field will contain the original subject pre‐pended with Fw:. The Forward options are similar to the Reply options.

Receiving Mail with Attachments When you receive a message with an attachment it will be at the bottom of the message window; simply double click to open it. You must have the application installed, in which the attachment was created. For example, if opening a .pdf file, you need Adobe Acrobat Reader installed.

Select the desired folder and press the OK button.

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Please refer to the Folder section of this document to learn how to create and delete folders.

Setting an Out of Office Message You can set an out of office message to let others know when you are away from the office. From the Mail function, select More, Out of Office.

The following window will appear; fill in the appropriate fields and check the box ‘Enable the Out of Office agent’. Click the Save & Close button when done.

Drafts When composing a message, it is possible to save the current message and send it out at a later date. In order to save the message in draft form, click the Save as Draft button. This automatically stores it in the Drafts folder. To retrieve an unsent message that has been stored, click on the selection for Drafts from within the navigation panel that runs vertically along the left‐hand side of the screen. From this

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section, unsent messages are listed; double click on the message to open, edit, and send.

Sent This folder contains all of the messages that have been sent out(new, forwarded, and reply). As in all views and folders, you have the ability to sort by the columns to help you locate a message: by clicking on any heading (Sender, Subject, Date, or Size) this will cause the entire chain of mail to organize itself by the respective heading.

All Documents All Documents is a reference view. It contains links to all documents that are located in the mail database. This is a useful view for searching purposes. To organize the list of items, you can click on Who, Subject, Date, or Size to organize the column by each respective choice.

Trash When messages are deleted from any of the views or folders, they get stored in the Trash folder where they remain until the Trash is manually emptied or after the default time of 48hours. To quickly free up space, you should empty your Trash folder regularly. To delete a message, highlight the message and hit the delete button on the keyboard, right click and select delete, or click on the trash icon. This will move

the document into the Trash. To empty the trash, select Trash from the navigation panel and click on

the Empty Trash button.

Deleting Documents While the message is still in the Trash folder, it can be restored to the location from which it was before deletion. Once a document is deleted and before refreshing the database, a document that has been marked for deletion can be un‐deleted by highlighting it within the Trash and clicking on the Restore

button. Once the trash has been emptied, the message is permanently gone.

Folders To create a folder, click the down arrow next to the New button and select Folder.

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Type the name for the folder and Click the OK button.

The newly created folder will be displayed under the Folder section within the navigation panel that runs vertically along the left‐hand side of the screen. To Delete folders, you must first delete or move all message contained within the folder. Once the folder is empty, right click on the folder name in the navigation panel and select Delete.

Contacts This section of iNotes organizes specific people that are located within your network of connections. You can also enter personal or off campus information for e‐mail addresses that are not located within the realm of Lotus Notes. To create a new entry, click the Contacts button that runs along the top of the screen. Select the down arrow next to the New button and select Contact.

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A new screen will pop‐up with a number of fields that can be filled in. The most important fields to fill in are first and last name as well as e‐mail address. Be sure to click Save & Close at the top of the window when you are done.

An easier way to store a contact is from a received message. Click on the More button and then select ‘Add Sender to Contacts’.

The same form will appear with the Name and e‐mail address already filled in. You have the option of entering additional information if desired. Click Save & Close when done.

Managing Your Lotus Notes Mail Database Size Along the top of the screen in iNotes will be a mail file size percentage indicator. This tells you how much of your mail database is being used.

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TO ENABLE INSTANT MESSAGING IN LOUS WEBMAIL

Following are the steps to enable Instant Messaging through inotes:

Login in Lotus webmail.

Click on “Preferences” at the top right.

Check “Enable Instant Messaging” under the category Instant Messaging.

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Click on “Save and Close”.

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Then the presence awareness of people is reflected adjacent to their mails.

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Chatting from iNotes So now that you’ve logged into Sametime, you may notice that your contacts are showing their Sametime status in

the iNotes inbox. Do you want to start a chat with one of them? You’ve got several methods for doing just that.

The first option you have is to right-click on an e-mail that shows online awareness for a contact. When you do so, a

drop-down menu as shown in the following screenshot:

Select the Chat with… option. Once you do that, a new chat window will appear. From the same menu you can also

select Add to Sametime Contact List. This allows you to add the person to your Sametime Contact list. Remember,

this list is stored on the server, so if you use Sametime elsewhere your contacts will follow you!

Another option to start a chat is by choosing the Sametime conversation icon in the iNotes toolbar, and

selecting Chat with from the pull-down dialog box. This same dialog also allows you to Add to the Sametime

Contact List… or Show Sametime Contact List.

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IBM Connections:

In today’s competitive environment, sharing information and expertise can be critical in driving both individual and organizational success. From forward-thinking business leaders to younger workers who have grown up in the Web-based social software world, working collaboratively is now business as usual. One might ask, how does social software collaboration yield results? By fostering an environment in which people can easily locate experts, collaborate, and innovate together even when geographically disbursed. In fact, true innovation is virtually impossible without the right resources and collaboration. Social software provides a place for global work teams to be better connected and more apt to deliver results faster. IBM Connections empowers business professionals to develop, nurture, and remain in contact with a network of their colleagues; respond quickly to business opportunities by calling upon expertise in their network and organizations; and discuss and refine new creative ideas. In our environment, we have deployed Files and Profiles components of the Connections suite. To access Connections: Access the URL http://myspace.ongc.co.in . The credentials are the same as those of webmail. This facility is for all the Lotus Mail users.

FILES

Files is a collaboration tool in which one can upload files and let other people see and work with them.

Files provides a simple way to share files, information, communications, and ideas with other members of our team

without sending large files through email.

The following are the concepts to use Files:

1. Uploading files

Upload files from your computer by logging in and clicking Upload a File from anywhere in Files.

2. Sharing files

Keep files private so that only you can read and work with them. Share files with specific people or

communities, and allow them to share the files with others. Or make files public so that anyone who can

access IBM® Connections can read them.

3. Finding files

http://myspace.ongc.co.in/

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Find files by looking through lists of files in different views. Sort views with columns. Filter views to narrow

the lists by date, by how they are shared, or by access level. Search for files or find them using tags. Pin

files you work with to quickly find them when you need them. Finally, organize files in folders to find them

more easily.

4. Following files

Open a file and click Follow to get emails when the file is edited or commented on.

5. Access levels

When you share your files with people you give them Reader or Editor access to the file. When you share

your files with communities you give them Reader access. When you share your folders with other people or

groups you can give them Reader, Contributor, or Owner access to the folder.

6. Recommending and commenting

Recommend and comment on files.

7. Tags

Tags are keywords that you assign to files that make the files easier to find later.

8. Organizing files in folders

Organize your files in folders. Like files, you can follow folders to get emails when they are updated. Folders

can be private, shared, or public. Keep folders private so that only you can work with them. Share folders

with specific people or groups and choose their access. Or make folders public so that anyone who an

access IBM Connections can read them.

9. Versions

When you add a file it becomes the first version of the file. When the file is edited and saved that becomes

the second version. A third edit creates a third version, and so on. If you have enough access to read a file,

you can see its versions. If you are the owner of a file you can delete versions.

10. Trash

Move files to the trash to remove them from Files. Files in trash are not yet permanently deleted. To find a

files that you have moved to the trash click Trash in the navigation box. Other people cannot see or link files

that are in your trash.

FILE SHARING

File owners can keep their files private, share them with users or make them public.

The person who uploads a file for the first time is its owner. If the owner does not share or make the file public, the file

is private, and only the owner can read and edit it.

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Owners can share their files with people. People can have Reader or Editor access to the file. Communities can only

have Reader access.

Reader access: Readers can read, comment on, download, and recommend a file, be notified of changes to the

file, and share the file. They can add a file to one of their folders, or to a folder to which they have Contributor

access.

Editor access: Editors can read, edit, comment on, download, recommend, upload a new version of, and set

properties on the file. They can be notified of changes to the file, and share it. Editors can also add a file to a

folder of theirs, or to a folder to which they have Contributor access.

Owners can also make a file public, meaning everyone who can access IBM® Connections can read the file.

In some file lists, private files are marked with a private icon , shared files are marked with a shared icon , and

public files are marked with a public icon .

FINDING FILES

1. To find files

pinned by you

Click Pinned Files in the navigation box. To pin a file, click the thumbtack icon next to

the file in a list, or open the file and click the pin icon.

2. To find files

uploaded by

you

Click My Files in the navigation box.

3. To find files

people shared

with you

Click Shared With Me in the navigation box.

These are files shared by other people specifically with you. Files shared with you might

also be public.

4. To find files

you shared

with people

Click Shared By Me in the navigation box.

These are files you shared with specific people. Files shared by you might also be public.

5. To find public

files

Click Public Files in the navigation box.

6. To search for Select an item in the search menu, such as All Files, type characters into the search

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files field, and then click the search icon. IBM® Connections returns files with those

characters in the title, description, or file contents. (Select All Connections to search all

content in IBM Connections.)

6. To Search for files: Type the keyword and click on search.

To filter a list of files:

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Option Description

1. To show files by tag Expand the Tags or Public tags section and click a tag in the tag cloud. Click list to

see tags listed. Or type a tag into the field and click the search icon to return files

with that tag.

2. To show files by

how they are shared

a. Click Pinned Files or My Files.

b. Expand the Sharing section.

c. Click any of the following links:

with everyone (public)

with one or more people

with no one (private)

a. Click Shared With Me or Shared by Me.

b. Expand the Sharing section.

c. Click and public or and not public. Or find a specific person by typing

their name in the search field.

3. To show files by

date

Expand the date section. It could be any of the following, depending on the file list

you are viewing:

The Date updated section is in the Pinned Files and My Files lists.

The Date shared section is in the Shared With Me and Shared By Me lists.

The Date created section is in the Public Files list.

Then click Today, Last 7 days, Last 30 days, or Last 365 days.

4. To show other

people's files you

can edit

In the Shared With Me view, expand the Role section, and then click editor.

5. To show your files

other people can

edit

In the Shared By Me view, expand the Role section, and then click editor.

6. To add columns to

a view

In any folder view, click Customize. Select data to display in columns in the view,

and then click Show.

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1. Filtering a file on basis of tags:

2. To show files by how they are shared:

3. To show files by date :

4. To add columns to a view

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WHAT WE CAN DO WITH OTHER PEOPLE’S FILES

Option Description

1. To recommend files In any list of files, find a file and click the recommend icon (a star) to

recommend the file. Click the star again and click You have

recommended to remove your recommendation.

2. To comment on

files

Open the file page, click the Comments tab, and then click Add a

comment. Type your comment, and then click Save.

3. To download files Open the file page, click Download this file, and then save the file.

4. To edit file

properties

Open the file page, and then click More Actions > Edit Properties. Edit

the name and description, change the file extension if you want, and then

clickSave. You must be an owner or have Editor access to edit the

properties of someone's file.

5. To add files to

folders

Open the file page, and then click Add to Folders. Select a folder, and then

click Add to Folders. See How do I add files to folders?

1. Recommending files

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2 and 3. To comment on files and download files

4.To edit file properties.

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5.To add files to folders.

UPLOADING FILES AND SHARING FILES :

.

The amount of space you have used is displayed in the My Files view, at the bottom of the list of files.

People and communities with whom we share files can be notified by email, depending on how they have specified

their notification settings.

Click on Settings.

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To receive notifications, click on the check box.

Process:

1. Click Upload a File.

2. In the File field type the file path or browse for the file.

3. In the Name field type a file name if browsing does not add one. Or change the name of the file.

4. Optional: Type tags, separated by a space.

5. Select any of the following choices:

Option Description

No one (private) Make the file private. Only the owner can see and edit it.

People (give

specific file

permissions to

others)

Share the file with specific people. Perform these steps:

a. Select a Person.

b. Select the as Reader or as Editor access level:

Readers can read, comment on, download, and recommend a file. They can add files to folders to which they have Contributor access, be notified of changes to the file, and share the file with other people.

Editors can read, edit, comment on, download, recommend, upload a new version, and set properties on

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Option Description

the file. They can add files to folders to which they have Contributor access, be notified of changes to the file, and share it with other people.

c. Perform one of the following tasks:

To share with people, type a name or email address, and then select the person. If the name you want does not display, click Person not list? Use full search... to search for them.

d. Uncheck Allow others to share this file to prevent people you share the file with from sharing with new people.

e. Add an optional message for people with whom you have shared the file.

Public (visible to

everyone)

Make the file visible to everyone.

6. Click Upload.

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VERSIONING OF FILES

When the person who has uploaded the file or someone with Editor access edits your file and uploads it again, a new

version is created.

Click on “Upload new version”

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To access versions of a file, open the file page and click the Versions tab. You can see information including the

version number, when it was edited, and the person who made the edits. You can download versions of the file.

FOLDER ORGANIZATION OF FILES:

FOLDER CREATION AND FOLDER SHARING:

Folders contain files. Folders can be private, shared, or public.

Files in private folders can only be read and worked with by their owner.

Files in shared folders can be read and worked with by people with whom the folder has been shared. People

can have Reader, Contributor, or Owner access to a folder. Readers can read files in the folder. Contributors can

add files to the folder, delete files they have added, and see information about files in the folder. Owners have

ownership of the folder along with the original owner. They can share the folder with other people, and delete

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any file. The owner of a file can delete it, or remove it, from a folder. When you share a folder with people or

change their role, those people are notified by email.

Files in public folders can be read by anyone, but only the owner and people who have been made Contributor

or Owner can add files to them. A folder owner can open a folder up for group collaboration by clicking Share,

and then clicking Everyone can contribute to this folder.

Procedure

1. Click New Folder.

2. Type a name for the folder.

3. Optional: Type a description.

4. Select any of the following options:

Select No one (private) to make the folder private. Only the owner can see and edit it.

Select People (give specific permissions to others) to share the file with specific people. Perform

these steps:

a. Select a Person

b. Assign an access level.

c. Start typing a name or email address, then select that name or address when it displays.

d. Click Everyone can contribute to this folder to make the folder public.

Select Public (visible to everyone) to make the file visible to everyone.

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ADDING FILES TO FOLDERS:

Procedure

1. Follow these steps to add files to a folder from an open folder:

a. Open the folder.

b. Click Add Files.

c. Find files in any of the following ways:

Choice Description

Recent Files Select files that were recently uploaded or recently shared with

you.

To search across all files, type characters in the search field and

click the search icon. All files include your files, public files,

and files shared with you.

My Files Select files you uploaded.

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Choice Description

To search across your files, type characters in the search field

and click the search icon.

Shared

With Me

Select files people have shared with you.

Other

People's

Files

Select other people's files that are public or shared with you.

Start typing a name or email address in the search field and

then select it, click the search icon.

My Folders Select files from your folders. Expand My Folders, click a

folder, and then select files from that folder.

Shared

Folders

Select files from folders shared with you. Expand Shared

Folders, click a folder, and then select files from that folder.

d. Click Add Files.

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2. Follow these steps to add files to a folder from an open file:

a. Open the file.

b. Click Add to Folders.

c. Find folders in any of the following ways:

Choice Description

Recent

Folders

Below Folders I Recently Added to, select folders that you

recently added files to. Below Recently Updated Folders, select

folders you recently created, folders other people recently shared

with you, and folders other people recently added files to.

To search across all of these folders, type characters in the

search field and click the search icon.

My

Folders

Select folders you created.

Folders

Shared

with Me

Select folders people have shared with you.

d. Click Add Files.

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To remove files from folders, open the folder, click More in the file's row, and then click More Actions > Remove

from Folder.

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To see a list of folders the file is in, open the file and click the Folders tab.

FINDING FOLDERS

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1. Do any one of the following to find folders:

Option Description

To find folders you

pinned

Click Pinned Folders in the navigation box. To pin a folder,

click the thumbtack icon next to the folder.

To find folders you

created

Click My Folders in the navigation box.

To find folders

people shared with

you

Click Folders Shared With Me in the navigation box. These

are folders shared by other people specifically with you.

To find public folders Click Public Folders in the navigation box.

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2. Do any of the following to filter a list of folders:

Option Description

To show folders

created by a specific

person

Expand the Created by filter and start typing a name. Click

the name when it displays, or click the search icon. This is

not available in My Folders.

To show folders by

whether and how they

are shared

Expand the Sharing filter in either the My

Folders or Folders Shared With Me lists.

In the My Folders list click any of the following:

with everyone (public)

with specific people

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Option Description

with no one (private)

In the Folders Shared With Me list click any of the

following:

and public

and not public

To show folders you

have contributor or

owner access to

Expand the Role filter, and then

click contributor or owner.

TRACKING FILE AND FOLDER CHANGES

When you follow a file or folder, notifications are sent to your home page when the file or folder is updated. You can

also choose to receive updates by email in your email settings.

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Procedure

Perform any of these tasks to track file and folder changes:

Option Description

To be notified

when a file is added

to a folder

Open a folder and click Follow.

By default this is selected for folders that you own and deselected for

public folders and folders you are a member of.

To be notified

when a file is edited

or commented on

Open the file page and click Follow.

By default this is selected for files that you own and deselected for public

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Option Description

files and files you are a member of.

To see information

about a file

Open the file page and click the About this File tab at the bottom of the

page. You can see when the files was added and last updated; how large it

is; and how many times a file has been recommended and downloaded,

and how many of those downloads were anonymous users. You can also

see which users (not anonymous) downloaded the file.

FOLLOWING A FOLDER:

TO SEE INFORMATION ABOUT A FILE:

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TAGGING FILES :

Tags are keywords that you assign to files that make the files easier to find later. You can find files by clicking tags

that have been assigned to them.

You can tag files you own or to which you have been given Editor access.

Procedure

Follow these steps to add a tag to a file:

1. Open the file page.

2. Click Add tags.

3. Type tags, separated by a single space.

4. Click Save.

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To find files using tags:

1. Open any folder or list of files.

2. In the Tags or Public tags filter on the left, click a tag in the tag cloud, or type the tag name and click the

search icon.

FILES MOVED TO TRASH

Move your files to trash to remove them from Files. You can restore or permanently delete files from trash.

Files in trash count toward your size quota. When you reach your quota limit you can delete files in trash to make

space.

When you move a file to the trash, all of the file's versions, recommendations, and comments move to the trash, and

the file is hidden from people with whom you have shared it. When you restore a file from the trash, all versions,

recommendations, and comments are restored, and people with whom you have shared the file can see it again.

Moving a file to trash hides it from all folders and it no longer show ups in searches. After a file is restored it is added

back to the folders it was previously in, and all data is restored as if the file had never been moved to the trash.

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Procedure

1. Log in to Files.

2. Open a file page.

3. Click More Actions > Move to Trash, and then click OK.

4. Click Trash in the navigation panel.

5. Optional: Choose either of the following:

To restore the file click the arrow icon next to it, and then select Restore. Restoring a file returns it to

all views and all folders it was in before you moved it to trash.

To permanently delete the file click the arrow icon next to it, and then select Delete.

6. Optional: To permanently delete all files in the trash, click Empty Trash.

PROFILES

Profiles provide a directory of the people in an organization: how to contact them, and how to find out about their

projects, skills, and interests. Use Profiles to facilitate collaboration by helping you to find and get in touch with the

right people fast.

Increase your visibility

Profiles can help you to tap into the collective knowledge of the people in your organization and work collaboratively

with others.

Let people in the organization know who you are, what you do, what projects you are working on, the tools and

technologies you are using, the problems you are currently trying to solve, and what you are reading or writing. Start

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by filling out your profile. Help people get to know you better by adding rich social information, such as your interests,

hobbies, and tags that indicate your area of expertise.

Become involved

Discover who in the organization is working on projects like yours or finding solutions to similar problems, and what

resources they are using to simplify their jobs. Find out who your co-workers are, what their interests are, what skills

they have, what they are publishing or reading, and get in touch with them. See who they connect to so that you can

extend your network further.

Build your own network

Use profiles to make useful connections. Find people with the skills and expertise you need and add them to your

network. Follow people when you want to keep up with their updates but don't want to add them to your network.

1. UPDATING STATUS MESSAGE

Update your personal status message to let the people in your network know what you're doing. You can keep the

people in your network informed about what you're doing by regularly updating the personal status message that

displays under your profile picture. Your status message is visible to anyone who can view your profile page. Your

previous status updates are also displayed in the Board area of your profile, where other users can comment on

them.

Procedure

To update your status message, complete the following steps.

1. Click update under your profile photo.

2. Enter a brief status message in the field provided, and then click Save.

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Your updated status displays under your profile picture and at the top of your board.

2.UPDATING PROFILE

Procedure

To edit your profile, perform the following steps.

1. Click Edit My Profile on the My Profile page. Alternatively, select Profiles > Edit My Profile from the

product navigation.

2. Depending on the type of changes you want to make, click one of the following tabs:

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Tab Select this tab if you want to:

Contact

Information

Edit your office location, contact details, or job title.

About Me Update the details of your work history and background information.

Photo Update or remove your current profile picture.

Pronunciation Update or remove an audio file of your name being spoken with the

correct pronunciation.

3. When you've made the necessary changes, click Save to apply them.

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3.ADDING PEOPLE TO NETWORK

You can invite people to join your network by sending them an invitation.

Procedure

To add someone to your network, complete the following steps.

1. Open the profile page for the person that you want to add to your network.

2. Click Invite to My Network.

3. Accept the default message or enter a message of your own inviting the person to join your network.

4. Enter keywords that define how you are connected to the person in the Add tags field.

5. To receive the person's latest updates, click Also Follow.

6. Click Send invitation.

Now the invitee receives an email notification to let them know that you have invited them to join your network. If they

accept your invitation, they are added to your My Network page, and the Invite to My Network link no longer

displays when you next view their profile page.

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4. VIEWING NETWORK CONTACTS

To view network contacts for your profile or someone else's profile, complete the following steps.

1. Open the Network Contacts page by doing one of the following.

To view your own network contacts, open the My Network page, and select My Network Contacts.

To view another person's network contacts, open their profile page and click Show All in

the Network area of the page.

2. Filter the display using the Sort by options.

Table 1. Sort by options

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Option Description

Display Name Lists colleagues in alphabetic order.

Recent Lists colleagues in order of most recent.

REMOVING PEOPLE FROM NETWORK

Procedure

To delete a colleague from your network, perform the following steps.

1. Open the My Network page, and then select My Network Contacts.

2. Select the check box next to the person that you want to remove, and click Remove from My Network.

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5. GETTING TO KNOW OTHER PEOPLE

FOLLOWING PEOPLE:

Follow a person when you want to keep up-to-date with their latest updates. You do not have to add a person to your

network in order to follow them.

Unlike inviting someone to join your network, where the person must accept your invitation to become connected to

you, following does not require the approval of the person that you want to follow. A person can see who is following

them by selecting My Network > Followers in Profiles, but they cannot remove people from their Followers list, and

they cannot block prospective followers.

Procedure

To follow a person, complete the following steps.

1. Open the profile of the person that you want to follow.

2. Click Follow.

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You can set your email preferences so that you receive regular notifications about the people that you are following.

Click on Settings.

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To stop following a person, open their profile and click Stop following.

Select My Network > Following to display the full list of the people that you are following.

6.SEARCHING A PROFILE

1. Click the Down arrow next to the Search field in the navigation bar and select one of the following

options.

Table 1. Profiles search options

Option Select this option to

Profiles by

Name

Find someone by searching for their name. Enter a given name

followed by a family name.

Note: This option is the default search setting.

Profiles by

Keyword

Search for someone based on a keyword. This searches profiles and all

their associated content, for example, the work experience and

background information in a profile.

2. Enter a name or keyword to search for in the text field. Use an asterisk (*) as a wildcard character.

3. Click the search icon.

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SERACHING THE COMPANY DIRECTORY

Procedure

1. To access the Search the Directory form, open the Directory page in Profiles. Alternatively, click the

Down arrow next to the Search field and select Directory Search.

2. Do one of the following.

To search for a specific profile:

a. Enter a name in the field provided. As you start typing, results from your company

directory are displayed automatically. When you see the name that you want, click it to

open that person's profile.

To perform an advanced search based on multiple search terms:

a. Click Display full search options.

b. Enter a value into one or more of the fields.

7.POSTING MESSAGES ON OTHERS’ BOARD

Every user has a message board area on their profile page known as the board, where the most recent status

updates for the user are displayed.

To post a message to another user's board:

1. On the person's profile page, click inside the message field at the top of the Board area,

where Write a message on this profile board is displayed.

2. Enter your message, and then click Post Message.

To post a comment to another user's board:

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1. Locate the message or comment to which you want to respond and do one of the following:

a. If you are responding to a message, click Add comment under the message.

b. If you are responding to a comment, click Write another comment under the comment.

2. Enter your reply in the field provided, and then click Post Comment.

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Archive Solution

E-Mail storage space of 1GB/user is provisioned in the E-Mail server. Out of this 400 MB of

storage is allocated directly to the User mailbox comprising in/sent and other folders created by

the user. The balance 600 MB storage is provided to every user in the E-Mail server against

“Server Archive” folder of the user for storing older mails.

Local Archive vs Server Archive: Users are free to use a “Local Archive” on his Desktop or

“Server archive” on the server, based on his individual requirement. The Server Archive policy is

set centrally by administrator, while the user can set policies on his Local Archive. The Server

Archive folder is accessible to users through the dedicated Lotus Notes client on his Desktop and

also through Webmail using Internet browser unlike the Local archive which is only accessible

to users through the dedicated Lotus Notes client on his Desktop. For activating the “Server

Archive” or help on configuring “Local Archive” users shall contact local IT help desk or

ONGCMail admin.

As per the existing “Server archive policy”, all the mails older than 90 days would be

automatically moved from “user mail box” to the “Server Archive”. The User mail box will

hold at any time only the latest mails which are less than 90 days old when the server archive is

activated.

It is the responsibility of User to cleanup regularly and maintains their respective mail boxes and

server archive folders to be with in the above specified limits. The smaller the size of the “user

mail box” the better is the server response to user. On or before any of these data exceeding the

specified limits, User may delete the unwanted mails or manually move to local folder on their

Desktop. User can do this by selecting the relevant mails and use the standard windows Cut &

Paste option.

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