Training Lotus Notes Email

Who is this relevant to?

It is an HR requirement that ALL persons working under Embraer have an email address. This

includes Full Time Employees and Non-Regular Employees (temporary employees, contractors, etc.)

What will this training cover?

General overview of:

Webmail (iNotes)

IBM Notes (Lotus Notes)

Server mailfiles and archives

Local mailfiles and archives

Rules

Where will this information be relevant?

Vast majority of Webmail users are in BNA and MLB Production. Used inte rmittently at all sites.

Generally, most users have the IBM Notes client installed on their computers (BNA is an exception

but there are many users there with it installed as well)

How do you use Webmail (iNotes)?

Webmail is the web interface with the Lotus Notes mail server. Users can access their mail, contacts,

calendar, and To Do from within it.

Webmail is compatible with most web browsers, including up to date versions of Google Chrome,

Firefox, and Safari as well as Internet Explorer v. 9, 10, and 11 (only in compatibility mode).

Lotus Notes Webmail.docx

IBM Notes (Lotus Notes)

Server Mail files and Archives

User mail files are stored on one of two mail servers depending on their location. BNA mail files are

stored on redacted. All other mail files are stored on redacted.

Users can open their mail files from the Lotus Notes mail server in a couple of ways.

In IBM Notes 9 only:

In all other versions:

Archives have historically been created locally, then replicated to the server. Going forward,

archives will be created directly on the server. Local replicas can be created upon request.

To open the Server Archive, navigate to the Archive server. For BNA, it is redacted (the same as the

mail server, only in the MailArchives folder). For all other locations it is redacted. NOTE:

MailArchivesA-M is mislabeled. It should read MailArchivesG-M.

Folders in the Server mail file will automatically be re-created in the archive when emails in them are

archived.

Local Mail files and Archives

Local replicas can be created upon request.

Typically created for people who know they will need access to their mail and archive while offline

or just outside the Embraer network.

To create a local replica, open the Server copy, then go to File>Replication>New Replica. Select

Local, with no encryption.

Local Replicas will automatically be added to the Replication and Sync page.

Once a Local replica is created, Lotus Notes must be told when to “look at”

that replica.

For Local Mail files, this is controlled in Locations settings

Users can easily switch between locations using the Location button in the bottom right corner of

Lotus Notes.

Users cannot switch between two archives.

For users with a Local Archive, Lotus Notes should be “pointed” to the Local archive, and a replica

should be created on the Server.

User’s must be in the Temp Replica Creators Group in order to create a Server Replica

Creating a Local Archive.docx

Replicating Mail Archives to Server.docx

How do you set up Rules?