Lotus Notes 8.5 Client · Lotus Notes 8.5 - Client 3 Basic Standard Business cards can also be viewed in a number of places including the hovering over individual’s names in your

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E-MAIL: [email protected] PHONE: (416) 422-6300

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TABLE OF CONTENTS

INTRODUCTION ...................................................................................................................................................... 1

MAIL FILE ............................................................................................................................................................. 4

NAVIGATION PANE .............................................................................................................................................. 5 MESSAGES ........................................................................................................................................................ 5

Type-ahead Addressing ................................................................................................................................ 5 Select Address from Address Books ............................................................................................................. 5 Delivery Options ........................................................................................................................................... 6 Text Formatting ............................................................................................................................................ 6 Tables .......................................................................................................................................................... 7 Attachments.................................................................................................................................................. 7

FOLDERS .............................................................................................................................................................. 9

CREATE A FOLDER ............................................................................................................................................. 9 MOVING OR ADD DOCUMENTS TO FOLDER ............................................................................................................ 9 DISCOVER FOLDERS ........................................................................................................................................... 9

PERSONAL ADDRESS BOOK ................................................................................................................................... 9

ADDING CONTACTS TO YOUR ADDRESS BOOK MANUALLY ....................................................................................... 9 TO ADD OR UPDATE A CONTACT FROM AN E-MAIL YOU RECEIVE ........................................................................... 10 CREATE MAILING LISTS IN YOUR ADDRESS BOOK ................................................................................................ 10

OUT OF OFFICE ................................................................................................................................................... 10

TO ENABLE OUT OF OFFICE............................................................................................................................... 10 TO DISABLE OUT OF OFFICE .............................................................................................................................. 10

CALENDAR .......................................................................................................................................................... 11

CREATE CALENDAR ENTRY ............................................................................................................................... 11 Creating an Automatic Calendar Entry ........................................................................................................ 12 Changing Calendar Entries ......................................................................................................................... 12

MEETINGS ....................................................................................................................................................... 12 Schedule a Meeting .................................................................................................................................... 13 Sending a Memo to Meeting Invitees .......................................................................................................... 13 Rescheduling or Cancelling a Meeting Invitation ......................................................................................... 14 Confirming a Meeting .................................................................................................................................. 14 Removing People from a Sent Meeting Invitation ........................................................................................ 14 Inviting More People to a Meeting ............................................................................................................... 15 Responding to an Invitation ......................................................................................................................... 15

PRINT YOUR CALENDAR .................................................................................................................................... 16 To Print the Calendar .................................................................................................................................. 16 To Save the Calendar to a Temporary Document for Forwarding ................................................................ 16

PROVIDING ACCESS TO YOUR MAIL FILE AND/OR CALENDAR ................................................................................... 17

TO PROVIDE ACCESS TO YOUR MAIL OR CALENDAR ............................................................................................. 17 OVERLAP MULTIPLE CALENDARS ....................................................................................................................... 17

Lotus Notes 8.5 - Client

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INTRODUCTION

Lotus Notes 8.5 offers several enhancements and updates which will prove to be very efficient and effective to use. There are two types of Lotus Notes Clients available; however, the setup process is the same for whichever version you use.

The two client types are standard and basic. The standard client has more features but will require more RAM (2 GB is the preference) to run. The basic client is faster but will offer less of these new features. The option to choose which of the clients you wish to run will be available on the Welcome Page.

To switch between the two client types follow the instructions below:

� On the Welcome Page , click Change Notes Client Mode .

� On the Lotus Notes Client mode details dialog box click Click here to change modes to switch between Basic and Standard mode.

When you install Lotus Notes you automatically start up in Standard mode. You can switch back and forth between the two modes as often as you like. The chart below will tell you which features are available in both modes or just Standard.

Basic Standard

In-line spell checking � �

In the new documents view, there is a folder column that will show you where the document is stored. The name of the folder will be shown for easier locating of the file.

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New Internet Style search is more flexible and resembles the search that you will find on Google. The search will find any matches whether exact or if the search word is included in any part of the documents title.

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Mail signatures will now be ignored by the spell check operations. They will be imported from Preference as is. � �

Locking Windows will set Sametime status as Away. � �


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Basic Standard

Reply without History’s first option is now without attachments. � �

Contacts can be synchronized automatically on the replicator tab. � �

Convenient Table Editing Options are now available (including dragging columns and rows to resize, dragging the margins of the entire table to resize, dragging the contents from one cell to another, setting the table width when creating a fixed width table, and easily inserting a new row or column by holding down the Shift Key and double-clicking the common border).

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Preview is available on the bottom or the side. �

View mail in Conversations. �

There is a good embedded browser which will allow you to view web pages within Lotus Notes. �

Day-at-a-Glance view in the side bar. Other views are Sametime contacts and RSS feeds. �

Collaboration History �

Visible quota status in the mail file. �

Overlap multiple calendars. �

When closing a chat with an individual, you will be prompted to save the chat to transcript. You can change this prompting in preferences. �

New messages in chat will make a sound indicating that a new message is present. This can also be changed in Preferences. �

Details in the Header of mail is now hidden by default. You can unhide it but only for one message at a time. �

Toolbars can be customized to suit your preferences. To change the toolbar setup, click File then Preferences. �

Business cards now appear when you hover over the individual’s sametime status. �


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Basic Standard

Business cards can also be viewed in a number of places including the hovering over individual’s names in your inbox. �

Search is more powerful and can be used for more than just the current view. �

You can drag emails to the main or sidebar calendar to create a calendar entry. �

You can drag calendar items to a new date and drop to reschedule or counter the meeting. �

You can perform meeting actions such as Accept and Decline directly from the preview pane in Mail, Calendar, and To Do. �

From any mail view, you can empty trash directly from the right click menu. �

When you receive an email that included attachments from an Internet address, the attachment is included at the top of the message in a collapsible section.

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Drag and drop has been enhanced. You can drag between rich text fields in Lotus Notes documents, IBM Lotus Sametime contacts to Lotus Notes name fields and rich text fields, and you can drag names from external applications to Notes name fields.

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Calendar Federation has been added. This means that you can now add calendars from Google Calendar entries, another Lotus Notes user’s calendar, or an iCal feed.

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A horizontal scroll bar for Calendar views has been added. This will assist in viewing the header information for calendar entries. Your mouse or left and right arrow keys can be used to view the header information in its entirety.

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MAIL FILE

Notes mail lets you communicate with co-workers, friends, and family electronically. You can create, send, reply, and forward messages. You can send attachments such as files and pictures with your mail and collect e-mail into folders.

1 • Miniview - additional information in the Mail and Calendar applications will appear here.

2 • Navigator - views and folders for the application currently opened will appear here.

3 • Switcher Menu Button - will allow you to switch applications quickly.

4 • Mail Quota - Click here to see mail quota.

5 • Menu Bar - displays a list of menus to display options.

6 • Window Tab - use these tabs to switch between open applications.

7 • Action Bar - commonly used tasks will be shown here.

8 • Sidebar - provides quick access to applications.

9 • View Pane - displays the contents of the current view.

10 • Preview Pane - displays a preview of the selected document.

11 • Bookmark Bar - links that enable you to go to another database, view, or document quickly and easily.

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NAVIGATION PANE

The navigation pane is used to move among folders and views. A view acts as a filter; the view you select determines which documents are listed. Click a folder or view to select it. The views contained in the Mail database are the following:

Inbox Contains all the mail messages that you have received that you have not deleted or moved.

Drafts Contains all the mail messages that you are working on but have not sent yet.

Sent Contains all the mail messages that you have sent.

Trash Holds deleted messages until you empty the trash, close the database, refresh the database (F9), or remove the message from the trash.

All Documents

Displays everything in the database, including all mail messages both sent and received, calendar, and to-do entries. Also displays a folder column which shows you where the document is stored in your mail file.

Folders Forms your own personal filing system.

Archive Available only if archiving is setup for your mail. Shows all your archive policies and lets you open the archive database.

Tools Shows Rules that you create and Stationery that you create for sending messages.

You will be able to see a document in more than one view. For instance, you can see a new mail message when you have Inbox or All Documents selected. This does not mean that there are two copies of the mail messages. There is always only one copy of a document in a database. If you delete a mail message in any of the views, the message is gone from the entire database.

MESSAGES

TYPE-AHEAD ADDRESSING

By default, Notes uses type ahead to complete names you type, displaying each name as soon as you type enough letters for a match. This convenience can save you time when typing a lot of names.

When Notes shows a name while you are typing, do one of the following:

� To decline the name Notes shows, continue typing the name or address. � To keep the name Notes shows, press Enter and start typing the next name or address.

SELECT ADDRESS FROM ADDRESS BOOKS

To select an address from an address book, click To: and on the Select Addresses box choose the directory to look in.

Personal Address Book Will usually be labeled as YourLastname Contacts (i.e. Jone’s Contacts). This is used to enter all of your contacts outside The Salvation Army and their e-mail addresses. It is important to note to NOT enter e-mail addresses here of those that are on Lotus Notes within The Salvation Army.

CANSA’s Address Book Contains a list of all Lotus Notes users and groups for The Salvation Army Canada and Bermuda.


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Salvation Army Standard Directory Catalogue

Contains e-mail addresses for individuals in other Salvation Army Territories throughout the world. This will only appear in the list if you have a local copy of this database.

If the recipient’s name is not in any of the available address books, you must type the full address of the recipient. For example, [email protected].

DELIVERY OPTIONS

On the Delivery Options screen you will find a series of available options for sending e-mail.

IMPORTANCE OF MESSAGE

All messages are of Normal importance by default. Importance does not change the order in or speed with which Notes delivers messages. High importance displays an exclamation point next to the message in the recipient(s)’ views, and a red envelope next to the message in your views.

RETURN RECEIPT

If a recipient’s mail client supports this feature, you can have Notes notify you when the recipient either reads, deletes, or prints a message you sent.

ADVANCED – ‘PLEASE REPLY BY’ DATE

Specify a date in the Stamp message with a ‘Please reply by’ date field. Notes adds a line to the message asking the recipients to reply by the date and adds the message to the recipient’s To Do view.

ADVANCED – EXPIRATION DATE

Specify a date in the Expiration date field. Notes uses expiration dates for archiving. This also lets the recipient know the message is not important after the date.

ADVANCED – REPLIES SHOULD BE ADDRESSED TO

Specify a name or names in the Replies to this memo should be addressed to: box. To select a name from an address book, click the button to the right of the box.

TEXT FORMATTING

Notes allows for the formatting of e-mails and other documents to include tables, bullets and numbering or different fonts and styles.

BULLETS AND NUMBERS

Notes can create lists with bullets, open circles, square bullets, numbers, Roman numerals, checkmark boxes for to-do items, and letters. You can also create lists within lists.

For editable checkmark boxes, choose Checkmark. As you complete tasks on your check box list, you can fill in the boxes next to your tasks by left-clicking each box with your mouse.


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PERMANENT PEN

A permanent pen can be useful when you are responding to questions in an e-mail. By using a permanent pen you can highlight your answer to make it stand out from the original text.

To turn on permanent pen: � Click Text from the menu bar. � Click Permanent Pen and click Use Permanent Pen .

Follow the same instructions to turn off permanent pen.

HIGHLIGHTER

The highlighter is also useful for emphasizing portions of text within an e-mail. To highlight text: � Click Text from the menu bar. � Click Highlighter and click Use <color> Highlighter . You have a choice of color. � Press and hold the left mouse button. � Drag your mouse from left to right over the text to highlight.

To turn off the highlighter: � Click Text from the menu bar. � Click Highlighter and click User <color> Highlighter . You will need to choose the color which

has a checkmark beside it.

To erase highlighter over text: � First turn on the highlighter. � Click Highlighter and click Use <color> Highlighter . You will need to choose the color

corresponding to the color of the highlighted text. � Press and hold the left mouse button. � Drag your mouse from right to left over the highlighted text. � Turn off the highlighter as indicated above.

TABLES

To create a table within your e-mail message is very similar as to how you would create a table in Word. You have the options of inserting rows or columns, deleting rows or columns, merging or splitting cells, and resizing the table.

ATTACHMENTS

You can attach all types of files to an e-mail including word documents and graphic files. When you attach a file, you are attaching a copy of the file, so the original is not affected. Note that the file size is limited to 20MB.

It is also important for regular mail file maintenance to remove any unnecessary attachments from your mail file. By following steps below you can remove the attachment from your e-mail but still keep the body of the e-mail for historical purposes, thus reducing the size of the e-mail. Which, over time would dramatically reduce the size of your mail file.


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HOW TO ATTACH A FILE

To attach a file: � Within the body of your e-mail, click File, and click Attach . � Select the file’s drive and directory, and then select the file. You can select multiple files by

pressing CTRL while clicking file names. � Click Create

TO VIEW, OPEN, EDIT, SAVE, DELETE ATTACHMENTS

To Open File Attachments When you open an attached file, you are opening it with the software program it was created in, if you have the same software program on your machine.

� Select the attachment by clicking it. � Click Attachment on the menu bar and click Open

To View File Attachments Viewing a file means looking at the file’s contents without using the software program the file was created with. If you are using Windows, you can view an attached file directly in Notes. Note that not all files can be viewed or printed properly using this method. For best results open the file instead.

� Select the attachment by clicking it. � Click Attachment on the menu bar and click View � Press ESC to close the viewed document

To Edit File Attachments When you choose to edit an attachment, Notes opens the file in the application the attachment was created with. When you save and close the edited attachment in the application, Notes replaces the old file with the updated file attached in the document. You do not have to delete the old attachment from the document and attach the newly edited document. When you close the Notes document, click Yes to save the changes in the attachment, or click No to reverse the changes.

� Select the attachment by clicking it. � Click Attachment from the menu bar and click Edit � Edit the file, then save it in the application you used to edit the attachment � When closing the Notes document, click Yes to save the document

To Save File Attachments You can save an attached file outside of Lotus Notes. Notes saves a copy of the attached file and leaves the original attached to the document. If more than one file is attached to a document, you can save some or all of the files at once.

To save one file, select the file attachment, and click Attachment and click Save. To save some but not all files, hold your left mouse button down and drag your mouse pointer across the files to select, click Attachment and click Save All Selected . To save all files, select any file attachment, click Attachment and click Save All .

For each option, specify the drive and directory in which to store the file(s). And then click Save.

To Delete File Attachments You can delete one attachment, some attachments, or all attachments from a document. You cannot retrieve attachments once you delete them from a document.


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To remove one file, select the file attachment, and click Attachment and then click Remove . To remove some but not all files, hold your left mouse button down and drag your mouse pointer across the files to select, click Attachment and then click Remove All Selected . To remove all files, select any file attachment, click Attachment and then click Remove All .

FOLDERS

CREATE A FOLDER

To create a folder: � Open your mail file � From the menu, click Create from the menu bar, click Folder � Enter a name for the folder in the Folder Name field.

� To create a subfolder of an existing folder in the navigation pane, select the name of the folder from the location field. When the new subfolder is created, the folder displays a twisty [ ] and the subfolder is collapsed underneath the folder you selected.

� Click Ok.

MOVING OR ADD DOCUMENTS TO FOLDER

� Select the message � Click the Folder icon on the Action Bar

� You have the option of Move or Add Move – The e-mail message will only appear in the selected folder Add – The e-mail message will appear both in the original folder as well as the selected folder.

DISCOVER FOLDERS

If you would like to know all the locations a particular e-mail is in your mail file, click the drop down arrow on the Folder Icon on the Action Bar and select Discover Folders . The Discover Folders pop-up appears listing the location(s) that the e-mail is stored in your mail file.

PERSONAL ADDRESS BOOK

To access your personal address book, click this icon on the Bookmark bar [ ]. You see the Contacts View. If you have a lot of contacts, you can click a letter in the alphabet bar to scroll the view to the first contact name beginning with the letter.

It is important to note that you should not have any entries in your personal address book for users that are on The Salvation Army Lotus Notes, these are all stored in CANSA. Only external e-mail addresses should be stored in your personal address book.

ADDING CONTACTS TO YOUR ADDRESS BOOK MANUALLY

Open your address book and click Actions , click New, and then click Contact . Fill in as much or as little information here for your entry as you want.


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TO ADD OR UPDATE A CONTACT FROM AN E-MAIL YOU RECEIVE

Open the message, from the Menu Bar, click Actions , then click More , and then click Add Sender to Contacts . Examine the information Notes shows about the contact and click Ok.

CREATE MAILING L ISTS IN YOUR ADDRESS BOOK

Click the drop down arrow beside New on the Action Bar , and select Group . Enter a name in the Group Name field. Type a description providing information about the group. Then add your Members for the group.

To add members to your group from CANSA, click Members and the Select Names dialog box opens. Select the Directory to pull the names from and select the names you wish to add.

To add members that are not in any address book, simply type the full e-mail address, i.e. [email protected] followed by a comma, semicolon, or a new line.

Click Save and Close .

OUT OF OFFICE

You can have Notes automatically reply to mail that you receive while you are out of the office. Notes will send a message to the people who send you mail, telling them you are out and when you are returning. Notes sends only one message to each person who sends you mail, no matter how many messages that person send you. On the return date you specify, Notes starts sending you daily “Welcome Back” messages until you disable out of office mail. The “Welcome Back” message includes, for your convenience, a list of people Notes sent messages to while you were out.

TO ENABLE OUT OF OFFICE

� Open your mail database and click More on the Action Bar , then click Out of Office . � Specify the dates on which you are leaving and returning. The out of office agent responds to incoming

mail for all the days you specify, no matter how far in advance you enable the agent. � (Optional) Do any of the following:

Keep the specified dates available for meeting invitations.

On the Dates section, deselect “I am unavailable for meetings.”

Change the message or subject of the message that Notes sends.

Click on the Standard Notification box and change the subject or message.

Send a different message to certain people.

Click Alternate Notification , specify the names of people in the To field, click the field below and type the message.

Cancel replies to certain people or groups.

Click Exclusions , and specify one or more names in the Sent by field. To select names from an address book, click Sent by to open the Select Addresses dialog box.

� Click Enable and Close

TO DISABLE OUT OF OFFICE

Open your mail file, click More on the Action Bar , then click Out of Office . Click Disable and Close . Note: The Enable and Close button becomes Disable and Close when the agent is enabled.


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CALENDAR

To open your Calendar, click the Calendar icon ] on the Bookmark Bar .

CREATE CALENDAR ENTRY

� Click New. � There are five types of Calendar entries:

� Appointment – an appointment is an entry that requires a start date/time and an end date/time, but which does not exceed 24 hours.

� Anniversary – an anniversary is an event that occurs once a year.

� Reminder – a reminder is an entry with a start date and time.

� All Day Event – an all day event is an entry that can span several days.

� Meeting – an appointment which involves inviting other individuals to participate.

� Click the appropriate entry type. The Calendar Entry form will appear. Depending on the entry type you selected, some of the fields may not be available.

� In the Subject box, type the subject of the entry.

Click here to jump to the current day

Click a date to jump to that date

Click a view to select it

Mini View allows you to see To Do and New Notices


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� Click the Starts calendar and select the start date. Click the Starts clock and select the start time.

� Click the End calendar and select the end date. Click the End clock and select the end time.

� Click Repeat if the entry will be repeated. The Repeat Options dialog box opens. � Specify when the meeting repeats. � Specify how long the meeting repeats for. � Specify how the entry should be handled if date falls on a weekend. � Click OK when you have finished.

� In the Location box, type the location. The location will appear on your calendar.

� Select the Notify Me check box to set an alarm. The Alarm Notification Options dialogue box appears. � Select when the alarm should go off. � Indicate the type of notification you would like. � Click OK when you have finished.

� Select the Mark Private check box to hide the details from individuals who have access to your calendar.

� Select the Pencil In check box to tentatively scheduled the event. The entry will appear on your calendar but the time will still be seen as free by others.

� Click Attach to add attachments.

� Click in the Description section to add any other relevant information that you would like to include with the entry.

� Click Save and Close when you have finished.

CREATING AN AUTOMATIC CALENDAR ENTRY

If you receive an e-mail that you need to create a calendar entry for, click the e-mail and while holding your left mouse button, drag the e-mail to your calendar icon on the bookmark bar.

A popup will appear asking you what type of calendar entry you wish to create, select the appropriate entry and complete the necessary information.

CHANGING CALENDAR ENTRIES

You can drag calendar items to a new date and drop to reschedule or counter the meeting.

� Click the meeting that you wish to reschedule. � Holding your left mouse button, drag the meeting to the new date and time. � The Reschedule Options dialog box opens. Confirm the new date and time are correct. � Click OK. You will now see that the meeting/calendar entry has been rescheduled.

MEETINGS

When you schedule a meeting using the Notes Calendar, you can check people’s schedules and send them meeting invitations, track their responses, etc.


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SCHEDULE A MEETING

� Open the Calendar

� Click the drop down arrow beside New on the action bar and then click Meeting .

� Enter text in the Subject field in the meeting form.

� Enter both Start and End dates and times.

� Select Repeats to make the entry a repeating one. Then specify repeat options in the Repeat Options dialog box.

� Enter names in the Who fields (click the field name, i.e. Required, Optional, FYI, to enter names using the Select Addresses dialog box).

� Required: These people receive a meeting invitation which includes response options (Accept, Decline, Delegate, Propose New Time, Tentatively Accept). They are counted as definite attendees for the purposes of scheduling rooms and resources and for suggested meeting times.

� Optional: These people are considered optional participants but do receive a meeting invitation which includes the same response options that required participants receive. The free time of Optional invitees is prioritized lower than Required invitees when Notes suggests meeting times.

� FYI: These people receive an information-only notice of the meeting. They do not have the typical response options that Required and Optional invitees have, but they are able to add the meeting to their Calendar. Other invitees cannot see the names of people you enter in this field on their invitations.

� To check schedules of invitees, click the Find Available Times tab to check invitee availability.

� Enter text in the Location field to describe the general location of the meeting.

� Select Mark Private to prevent people who can read your Calendar from reading the entry. People who can manage your Calendar can see the date and time, but not the contents of the entry.

� Select Notify Me next to the Alarm Icon, and specify options in the Alarm notification options dialog box if you want to be reminded of the entry.

� Enter detailed meeting information (including text, document links, file attachments, objects, and pictures) in the Description field at the bottom of the meeting form.

� Click the Save and Send Invitations action button on the action bar. Notes adds the meeting to the Calendar, marks the specified time busy, and sends a meeting invitation to each of the people you invited.

SENDING A MEMO TO MEETING INVITEES

You can send a message to people you have invited to a meeting after you have sent out invitations.

� Select the meeting entry in the Calendar.

� From the Action Bar, click Owner Actions , and do one of the following: � Send Memo to All Invitees to send a memo to all people you invited.


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� Send Memo to Invitees Who Have Responded to send a memo to those who have responded to the invitation. The memo is sent only to those people who have accepted the invitation, or to those who have declined or delegated the invitation but requested to stay informed of updates or changes to the meeting.

� Send Memo to Invitees Who Have Not Responded to send a memo to those who have not responded to the invitation.

� Notes opens a new memo with the address and subject fields already filled in.

� Type your message in the body of the e-mail.

� Click Send .

RESCHEDULING OR CANCELLING A MEETING INVITATION

� Select the meeting entry in the Calendar.

� From the Action Bar, click Owner Actions , and do one of the following:

� Click Reschedule , then specify a new date and/or time in the “Reschedule Options” dialog box, to send a reschedule notice to invitees. Invitee Calendars are not automatically updated, but yours is.

� If you click Cancel and want to delete the meeting and any replies to it that you’ve received, click Delete the Meeting from all views . Then select whether to add comments to the e-mail being sent to the participants.

� If you click Cancel and want to just remove the meeting from the Calendar view, select Remove the Meeting from the Calendar view only . Then select whether to add comments to the e-mail being sent to the participants.

� Click OK

� If the meeting repeats, select the instances to act on.

� If you selected “Include additional comments on notice,” enter your comments and click Send .

CONFIRMING A MEETING

From the Action Bar, click Owner Actions and click Confirm . This will send a notice to all invitees informing them the meeting has been confirmed. You also have the option of including additional comments on the notice.

REMOVING PEOPLE FROM A SENT MEETING INVITATION

When you remove people from an invitation you have sent, Notes sends them a mail message.

� Open Calendar

� Open the meeting entry.

� Click the Remove Invitees button.


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� Select one or more people to remove.

� Select Include additional comments on notice and add comments. The comments form appears after you click OK and save and close the meeting form.

� If the meeting repeats, select the instances to remove people from after you click OK and click Save and Close on the meeting form.

� Click OK.

INVITING MORE PEOPLE TO A MEETING

You can invite additional people to a meeting you have already set up. The original invitees are not informed of the new invitees unless you make additional changes to the meeting.

� Open Calendar

� Open the meeting entry.

� Click the Add Invitees button and then add new names to the Required, Optional, and FYI, fields.

� Click the Save and Sent Invitations button. Notes sends invitations to the invitees you added.

RESPONDING TO AN INVITATION

You receive meeting invitations in your mail file’s inbox. When you respond to a meeting invitation, Notes sends a notice to the meeting organizer informing them whether you have accepted or declined the invite, delegated it to someone else, or proposed a new time for the meeting. If you accept, Notes also automatically creates an entry for the meeting in your Calendar.

� Open the invitation.

� Click the Respond or Respond with Comments action button in the action bar and do one of the following: If you want to…. Do this…. Accept the invitation Choose Accept

Decline the invitation Choose Decline

Pass responsibility for answering the invitation to someone else

Choose Delegate , specify the person to send the invitation to in the Delegate options dialog box, then select “Keep me informed of updates” if you still want to receive information about this meeting from the chair, and click OK. Notes forwards the invitation to the person you choose and sends a Decline notice to the meeting organizer.

Propose a new date or time Choose Propose New Time , specify a new date, time, and/or time zone and click OK.

Note: You cannot immediately propose a new date, time or time zone for an invitation to a repeating meeting. First you must accept the invitation. To counter-propose, open the first instance of the meeting in the Calendar, then click Respond or Respond with Comments and select Propose New Time.

Accept the invitation but leave the time free in your schedule.

Choose Tentatively Accept . Notes adds the meeting to the Calendar, but the time in your schedule appears free to others.


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� If you clicked Respond with Comments , enter your comments in the notice form, then click Send .

PRINT YOUR CALENDAR

You can print from the Notes Calendar in a variety of ways, and even use the print command to create a document that you can edit and forward to others.

TO PRINT THE CALENDAR

� Open your calendar.

� From the menu, click File , then click Print .

� Select Print Calendar from the What to Print section in the Print Calendar dialog box.

� Select one of the following Calendar styles: Daily Style Prints one day per page

Weekly Style Prints one week per page

Work Week Style Prints whatever the Work Week view is set to. Default is a five-day week, Mon-Fri

Monthly Style Prints one month per page

Rolling Style Prints the time period you specify in the Print range, starting with the week of the day specified in “From” and ending with the week of the day specified in “To.”

Calendar List Prints Calendar entries in a list

To Do List Prints the To Do list

Trifold Style Prints daily, weekly, and monthly in Trifold panels. Works best in landscape mode.

� Click the Calendar Style tab and change options for the Calendar style you selected.

� In the Printer tab’s Print Range section, specify From and To dates to designate the time period you want the print job to cover. For some styles (Daily, Weekly, Work Week, Trifold) you can also specify a time of day for the From and To dates.

� Click OK

TO SAVE THE CALENDAR TO A TEMPORARY DOCUMENT FOR FORWARDING

Instead of printing the calendar, you can use the Print Calendar dialog box to create a temporary document showing the calendar contents and then forward it.

� Open the Calendar

� Click File then click Print

� Under What to Print , select Print calendar to a document .

� Select one of the following Calendar styles: Weekly Style Includes one week per page


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Monthly Style Includes one month per page

Calendar List Includes Calendar entries in a list

Group (Group Calendar)

Includes all members of a group in a Calendar List format

� Under Print Settings , select information you want included in the temporary document, such as 3-Month Header or Location for Weekly Style or Calendar List, or font size for Monthly Style.

� Under Print Range , select a start date for the week or month, or if you have Calendar List selected, a range of dates.

� Click Preview .

� In the document that opens, do one of the following: � Click Forward to send the document as a mail message. Forward the document to yourself if

you want to keep a copy of it.

� Click Close to discard the temporary document.

� Click Print to print the document.

PROVIDING ACCESS TO YOUR MAIL FILE AND /OR CALENDAR

You can grant other Lotus Notes users access to your mail file and/or calendar. You can grant the following access:

� Read only your calendar � Read and edit (including add/delete) your calendar � Read your calendar and mail and to do � Read your calendar, to do, and mail and send mail on your behalf � Read, create and edit your calendar, mail and to do entries � Read, create, edit, and delete your calendar, mail and to do entries.

TO PROVIDE ACCESS TO YOUR MAIL OR CALENDAR

� On the Action Bar, click More , and then click Preferences � Click the Access & Delegation tab � Click the Add button beside the Delegate access to these people or groups section � Click the drop down arrow and select the names from the CANSA address book � Select which components they are to have access to � Select the amount of access � Click OK and click OK again

Follow these steps for each person you wish to grant access. Please note that it can take ½ hr for these changes to take effect and for the other user to be able to access your information.

OVERLAP MULTIPLE CALENDARS

To overlap calendars that you have access to, from the Navigation Pane in your Calendar, click Show Calendars . Place a checkmark in the calendar you want to overlap. You will now notice that the other person’s calendar entries are now showing on your calendar view. Please note that if you need to make changes to the other person’s calendar you will need to open their calendar separately, this is just a “view.”