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Getting Started ................................................................................................................................................. What is Lotus Notes? ................................................................................................................................. What’s new in Release 5? .......................................................................................................................... Elements of Notes ...................................................................................................................................... Getting Help ........................................................................................................................................ Welcome Page and Headlines ............................................................................................................ Bookmarks: creating links to anything ................................................................................................. Task buttons: switching windows fast ................................................................................................. Navigation buttons: moving around ..................................................................................................... Status bar: gold mine of information ................................................................................................... Replicator page: staying current with servers ..................................................................................... Context menus: commands at your fingertips ..................................................................................... SmartIcons: smart shortcuts ............................................................................................................... Menus: at your command .................................................................................................................... Views, panes, and folders ................................................................................................................... Putting views to work ................................................................................................................... Elements of a view ....................................................................................................................... Managing Notes with views ......................................................................................................... Managing views with categories .................................................................................................. To create new categories ..................................................................................................... To create subcategories ....................................................................................................... To rename a category ........................................................................................................... To put documents into existing categories ........................................................................... To delete a category ............................................................................................................. To remove documents from categories ................................................................................ Panes: windows into Notes .......................................................................................................... Rearranging panes ............................................................................................................... Changing the size of a pane ................................................................................................. Hiding or displaying panes .................................................................................................... Organizing documents into folders .............................................................................................. To create a folder .................................................................................................................. To put a document into a folder ............................................................................................ To remove a document from a folder .................................................................................... To collapse or expand a folder ............................................................................................. To move a folder ................................................................................................................... To rename a folder ............................................................................................................... To delete a folder .................................................................................................................. Notes Minder ....................................................................................................................................... Notes Workspace ................................................................................................................................ To switch to a different workspace page ...................................................................................... To create a workspace page ........................................................................................................ To enter a name on a workspace tab .......................................................................................... To delete a workspace page ........................................................................................................ To change the color of a workspace tab ...................................................................................... To compact your workspace files ................................................................................................. Setting up Notes for the first time ............................................................................................................... Databases .................................................................................................................................................. Opening a database ............................................................................................................................ To bookmark a database when opening it ................................................................................... To delete a database ................................................................................................................... Learning about a database ................................................................................................................. Scanning a database for unread documents ...................................................................................... Creating or deleting a view .................................................................................................................. Shared and private views .................................................................................................................... Lotus Notes Release 5.02 1 2 3 5 6 7 9 12 13 14 15 16 17 18 19 20 21 22 25 26 27 28 29 30 31 32 35 36 37 38 39 40 41 42 43 44 45 46 48 49 50 51 52 53 54 55 56 57 61 62 63 64 66 67 Table of Contents Database properties ............................................................................................................................ To view the properties of a database ........................................................................................... To compact a database ............................................................................................................... Archiving databases and documents ........................................................................................... To view user activity ..................................................................................................................... Printing and creating headers and footers ................................................................................... Changing database security and replication settings ................................................................... To speed up database searches .................................................................................................. To view database design properties ............................................................................................ To change how a database is launched ...................................................................................... Advanced database properties .................................................................................................... User Activity ........................................................................................................................................ To create a new database ................................................................................................................... To copy an entire database ......................................................................................................... Size limit ....................................................................................................................................... Locate template on a server ........................................................................................................ Notes templates .................................................................................................................................. Replacing the design of a database .................................................................................................... Refreshing the design of a database .................................................................................................. Changing who can access your database .......................................................................................... Access levels ............................................................................................................................... To assign an access level to a name ........................................................................................... To view the access control list history .......................................................................................... To assign roles and refine database access ................................................................................ Selecting a server to update your database access control list ................................................... Using database libraries to group databases ...................................................................................... Database subscriptions ....................................................................................................................... TeamRoom ......................................................................................................................................... First Things First: The Initial Team Meeting ................................................................................. TeamRoom Setup ........................................................................................................................ Critical Success Factors for TeamRoom ..................................................................................... What Can TeamRoom Be Used For ............................................................................................ Role of the Team Leader ............................................................................................................. Role of the Team Facilitator ......................................................................................................... Team Agreements ....................................................................................................................... TeamRoom Review Meeting ........................................................................................................ TeamRoom Main Document ........................................................................................................ TeamRoom Milestone/Event Profile ............................................................................................ TeamRoom Participant Profile ..................................................................................................... TeamRoom Response documents .............................................................................................. TeamRoom Response to Response documents ......................................................................... TeamRoom Subteam Profile ........................................................................................................ TeamRoom Subteam Status Document ...................................................................................... Team Status Documents in TeamRoom ...................................................................................... TeamRoom Team Documents Views .......................................................................................... TeamRoom Calendar ................................................................................................................... TeamRoom Inactive Documents view ......................................................................................... TeamRoom Index of All Documents ............................................................................................ TeamRoom Personal Documents ................................................................................................ TeamRoom Overview view .......................................................................................................... Active Team/Subteam Status ...................................................................................................... TeamRoom Newsletter Profile ..................................................................................................... Printing ....................................................................................................................................................... Installing and selecting a printer .......................................................................................................... Lotus Notes Release 5.02 68 69 70 71 74 75 77 78 79 80 81 83 84 85 86 87 88 91 93 94 95 96 97 98 99 100 101 103 105 106 109 110 112 113 114 116 117 118 119 120 121 122 123 124 125 126 127 128 129 131 132 133 134 135 Table of Contents To set print margins, page numbers, and crop marks ......................................................................... To set paper size, layout, paper source, and orientation .................................................................... Previewing a document for printing ..................................................................................................... Printing documents ............................................................................................................................. Printing to an external file ............................................................................................................ Printing file attachments ............................................................................................................... Limits for Notes items ................................................................................................................................. Mail and Address Book ................................................................................................................................... Connecting to your mail .............................................................................................................................. Connecting to a Notes mail server ...................................................................................................... Connecting to an Internet server ......................................................................................................... Using Microsoft mail programs with Notes .......................................................................................... Opening your mail ...................................................................................................................................... Creating mail ....................................................................................................................................... Creating mail with a word processor ............................................................................................ Addressing mail ................................................................................................................................... Typing addresses manually ......................................................................................................... Selecting an address for a message from an address book ........................................................ Searching an address book or Internet directory for addresses .................................................. Creating an account to search an Internet directory .................................................................... Preparing to send mail ........................................................................................................................ Adding signatures to mail ............................................................................................................. Spell checking mail ...................................................................................................................... Changing the letterhead for mail .................................................................................................. Creating stationery for mail .......................................................................................................... Specifying delivery options for mail .............................................................................................. Specifying advanced delivery options for mail ............................................................................. Encrypting mail ............................................................................................................................ Signing mail ................................................................................................................................. Using MIME or Rich Text Format in the mail form ....................................................................... MIME save warning ..................................................................................................................... Checking for new or unread mail ........................................................................................................ Managing mail ..................................................................................................................................... Filtering new mail using rules ....................................................................................................... Sorting mail in a folder or view ..................................................................................................... Copying or moving mail to a folder .............................................................................................. Deleting mail ................................................................................................................................ Sending and saving mail ..................................................................................................................... Close window options ......................................................................................................................... Help options ........................................................................................................................................ Opening your address book ....................................................................................................................... Adding contacts to your address book ................................................................................................ Adding mailing lists to your address book ........................................................................................... Setting up out-of-office mail ................................................................................................................ Delegating mail access ....................................................................................................................... Accessing mail with a browser ............................................................................................................ Mail and Calendar options .......................................................................................................................... Calendar and To Do ......................................................................................................................................... Opening and viewing Calendar .................................................................................................................. Creating calendar entries .................................................................................................................... Creating appointments, anniversaries, reminders, and all-day events ............................................... Calendar entry options ........................................................................................................................ Working with calendar entries ............................................................................................................. To import Organizer entries into Calendar .......................................................................................... Lotus Notes Release 5.02 136 137 138 139 141 142 143 144 145 146 147 148 152 154 156 157 158 160 161 162 164 165 166 167 168 169 171 172 173 174 175 176 178 179 183 184 185 186 187 188 189 190 192 193 195 197 199 200 201 203 204 206 207 209 Table of Contents Setting alarms for calendar entries ..................................................................................................... Alarm and Repeat options ........................................................................................................... Adding holidays ................................................................................................................................... Creating and working with group calendars ........................................................................................ Opening and viewing To Do ....................................................................................................................... Creating, sending, and receiving to do items ...................................................................................... Creating and working with to do entries ....................................................................................... Creating and sending to do requests ........................................................................................... Answering to do requests ............................................................................................................ Specifying dates and times ................................................................................................................. Creating, sending, and receiving meeting invitations ................................................................................. Creating and sending meeting invitations ........................................................................................... Meeting invitation options ............................................................................................................ Answering meeting invitations ............................................................................................................. Delivery options ........................................................................................................................... Reserving rooms and resources ......................................................................................................... Scheduler options ........................................................................................................................ Looking up free time ............................................................................................................................ Delegating Calendar and To Do access ..................................................................................................... Printing Calendar and To Do ...................................................................................................................... Customized printing options ................................................................................................................ Personal and Group To Do options ..................................................................................................... Setting up your free time schedule ............................................................................................................. Setting Calendar and To Do preferences ................................................................................................... Documents ....................................................................................................................................................... Opening a document and using document features ................................................................................... Opening and viewing a document ....................................................................................................... Selecting documents in a view ............................................................................................................ Marking documents as read or unread ............................................................................................... Displaying document features ............................................................................................................. Using file attachments in documents .................................................................................................. Using links, buttons, hotspots, and sections in documents ................................................................. Creating, editing, and formatting documents .............................................................................................. Creating and saving documents .......................................................................................................... Creating documents ..................................................................................................................... Saving documents ....................................................................................................................... Editing documents ............................................................................................................................... Changing fonts in documents .............................................................................................................. To select keywords ............................................................................................................................. Using the ruler to format paragraphs .................................................................................................. Hiding paragraphs and paginating documents .................................................................................... Formatting paragraphs in a document ................................................................................................ Creating and formatting lists ............................................................................................................... Checking spelling ................................................................................................................................ Viewing and changing document properties .............................................................................................. Paginating documents ................................................................................................................................ Hiding paragraphs ...................................................................................................................................... Creating tables ........................................................................................................................................... Inserting rows or columns in tables ..................................................................................................... Deleting rows or columns from tables ................................................................................................. Merging or splitting cells in tables ....................................................................................................... To cut, copy and paste data in tables ................................................................................................. To set a table column width using the ruler ......................................................................................... Table layout ......................................................................................................................................... Lotus Notes Release 5.02 210 214 216 217 219 220 221 223 226 227 228 229 232 234 236 237 238 239 242 244 246 247 250 251 253 254 255 257 258 259 261 264 266 267 268 269 270 275 277 278 279 280 281 283 284 285 286 287 288 289 290 291 292 293 Table of Contents Cell border style and thickness ........................................................................................................... Table and cell color ............................................................................................................................. Border style, effect, and thickness ...................................................................................................... Table margins and text wrap ............................................................................................................... Tables that display one row at a time .................................................................................................. HTML tag attributes for a Domino server ............................................................................................ Formatting and customizing tables ............................................................................................................. Paragraph styles ........................................................................................................................................ To set margins .................................................................................................................................... To set tab stops ................................................................................................................................... To align paragraphs ............................................................................................................................ To indent/outdent the first line of a paragraph .................................................................................... To set line spacing .............................................................................................................................. Setting margins, tab stops, and pagination ......................................................................................... Setting alignment, first line indent, lists, and spacing .................................................................. Color and graphics in documents ............................................................................................................... Making important text stand out .......................................................................................................... Creating and formatting horizontal rules ............................................................................................. Adding background color and graphics to documents ........................................................................ Adding and formatting graphics in documents .................................................................................... Advanced document features ..................................................................................................................... Creating a link and customizing the status bar ................................................................................... Creating hotspots, pop-up text, and buttons ....................................................................................... Formatting and editing hotspots and buttons ...................................................................................... Creating and formatting sections ........................................................................................................ Creating special characters ................................................................................................................. Viewing information about documents and fields ................................................................................ Capturing metadata about a document ............................................................................................... Locate Java Applets ............................................................................................................................ Formula language ............................................................................................................................... Notes Away from the Office ............................................................................................................................ Setting up Notes for a remote location ....................................................................................................... Step 1: To set up a modem ................................................................................................................. Modem settings ............................................................................................................................ Step 2: Creating locations ................................................................................................................... Replication options for a location ................................................................................................. Step 3: Connecting to Servers ............................................................................................................ To automatically create Server connection documents ............................................................... Passthru servers and hunt groups ............................................................................................... Setting up a Remote Access Server connection .......................................................................... To create a LAN Notes mail server connection ........................................................................... To create a dial-up Notes mail server connection ........................................................................ Advanced options for Server Connection documents .................................................................. What is replication? .................................................................................................................................... Replica IDs .......................................................................................................................................... Creating local replicas ......................................................................................................................... Replicating databases in the foreground ..................................................................................... Replicating databases in the background .................................................................................... Displaying and clearing replication information ................................................................................... Adding and removing replicas from your workspace .......................................................................... To disable replication for a database .................................................................................................. The Notes Replicator .......................................................................................................................... Customizing database entries ...................................................................................................... Setting options on the Replicator ................................................................................................. Lotus Notes Release 5.02 295 296 297 298 299 300 301 302 305 306 307 308 310 311 312 313 314 316 318 320 323 324 325 328 331 334 346 348 349 350 351 352 353 354 356 360 361 362 363 365 366 368 370 371 372 373 377 379 381 382 383 384 389 391 Table of Contents Replication and save conflicts ............................................................................................................. To replicate ......................................................................................................................................... Replication Settings ..................................................................................................................... Replication History ....................................................................................................................... Find Replica ................................................................................................................................. New Replica ................................................................................................................................. Browsing the Web Using Notes ..................................................................................................................... Setting up your Internet connection ............................................................................................................ Opening Web pages with Notes ................................................................................................................. URLs supported in Notes ........................................................................................................................... Opening Web pages while disconnected ................................................................................................... Saving Web pages for easy access ........................................................................................................... Connecting to the Internet through a proxy server ..................................................................................... Select a MIME character set ...................................................................................................................... Tracking changes to Web pages ................................................................................................................ Exchanging sensitive information over the Web ........................................................................................ Customizing your Web settings .................................................................................................................. Modifying the appearance of Web pages ............................................................................................ Displaying Web pages containing images .......................................................................................... Retrieving and storing Web pages ...................................................................................................... Deleting stored Web pages ................................................................................................................. Enabling Java applets ......................................................................................................................... Notes Preferences ........................................................................................................................................... Changing preferences ................................................................................................................................ Basic settings ............................................................................................................................................. To set a bookmark as your home page ............................................................................................... To change the icon color scheme ....................................................................................................... To change the Bookmark icon size ..................................................................................................... To check for subscriptions at startup .................................................................................................. To find unread documents at startup .................................................................................................. To turn on scheduled agents ............................................................................................................... To choose your location at startup ...................................................................................................... To change display fonts ...................................................................................................................... To change your Notes data directory or data folder ............................................................................ To lock your user ID when Notes is inactive ....................................................................................... To change how you empty the trash folder ......................................................................................... To add words to your dictionary .......................................................................................................... To mark documents as already read when you preview them ............................................................ To turn Web links into hotspots ........................................................................................................... To close windows with the right mouse button .................................................................................... To open a document that has Java applets or JavaScript .................................................................. To enable Notes plugins ..................................................................................................................... To enable ActiveX in the Notes browser ............................................................................................. To retain View column sorting ............................................................................................................. To accept Internet cookies .................................................................................................................. To make Notes your Internet browser ................................................................................................. To turn on MS Office 97 SendTo to Notes .......................................................................................... To use the Web palette ....................................................................................................................... To show extended accelerators .......................................................................................................... To turn on Unicode display ................................................................................................................. To change how you save your sent mail ............................................................................................. To use digital signatures and encryption for security ................................................................... International settings .................................................................................................................................. To choose a regional setting for Notes ............................................................................................... Lotus Notes Release 5.02 393 395 396 397 398 399 400 401 402 403 404 406 407 408 409 410 411 412 413 414 415 416 418 420 421 422 423 424 425 426 427 428 429 430 431 432 433 434 435 436 437 438 439 440 441 442 443 444 445 446 447 448 449 450 Table of Contents To choose an alternate name language .............................................................................................. To choose a different content language .............................................................................................. To change how Notes translates characters ....................................................................................... To sort in a different language ............................................................................................................ To choose a spelling dictionary in another language .......................................................................... To change the day that the week starts on ......................................................................................... To change the day the calendar view starts on ................................................................................... To change the unit of measurement ................................................................................................... Setting a time zone and daylight-saving time ...................................................................................... CEC advanced option ......................................................................................................................... Mail and news settings ............................................................................................................................... Internet news format ........................................................................................................................... To use another mail program .............................................................................................................. To use a different document editor ..................................................................................................... To use a different Personal Address Book .......................................................................................... To specify how you format multilingual internet mail ........................................................................... To send your Internet mail in plain text or HTML or both .................................................................... Internet mail format ............................................................................................................................. Port settings ............................................................................................................................................... To configure a port .............................................................................................................................. To delete a port ................................................................................................................................... To reorder a port ................................................................................................................................. To trace a connection .......................................................................................................................... To enable or disable a port ................................................................................................................. To encrypt data sent through a port .................................................................................................... Security settings ......................................................................................................................................... User ID ................................................................................................................................................ To merge information into your User ID file ................................................................................. Passwords ........................................................................................................................................... Changing your User Name .................................................................................................................. Certificates to access servers ............................................................................................................. Requesting certificates ................................................................................................................. Requesting certificates or cross certificates ................................................................................. Requesting cross certificates or merging information .................................................................. Restricting access to documents and document fields ................................................................ Cross certifying hierarchical IDs on demand ............................................................................... Requesting cross certificates ....................................................................................................... Importing and exporting Internet certificates ................................................................................ Using dual Internet certificates for S/MIME and signatures ......................................................... Retrieving certificates from your home server ............................................................................. Deleting certificates ...................................................................................................................... Encryption and keys ............................................................................................................................ To create a new public key .......................................................................................................... To mail your public key ................................................................................................................ To copy your public key ............................................................................................................... Creating, mailing, or copying your public key for recertification .......................................................... Encrypting document fields ................................................................................................................. Accepting and deleting encryption keys ....................................................................................... Restricting access to documents and local databases ....................................................................... Restricting execution access ............................................................................................................... Mail encryption failure ......................................................................................................................... Execution security alert ....................................................................................................................... SmartIcons ................................................................................................................................................. To display or hide SmartIcons ............................................................................................................. Lotus Notes Release 5.02 451 452 453 454 455 456 457 458 459 460 461 462 463 464 465 466 467 468 469 470 471 472 473 474 475 476 477 480 481 483 484 486 487 488 489 490 491 493 495 497 498 499 501 502 503 504 505 507 508 510 511 512 513 514 Table of Contents To change the size of SmartIcons ....................................................................................................... To create a SmartIcons set ................................................................................................................. To display a different SmartIcons set .................................................................................................. To add or rearrange icons in a SmartIcons set ................................................................................... To assign formulas to custom SmartIcons .......................................................................................... To create a bitmap for custom SmartIcons ......................................................................................... Automating Tasks ........................................................................................................................................... To create an agent ..................................................................................................................................... When naming an agent .............................................................................................................................. To edit, copy, delete, or move an agent ..................................................................................................... Sample agent: Replying to mail .................................................................................................................. Sample agent: Forwarding mail .................................................................................................................. Sample agent: Archiving mail ..................................................................................................................... Sample agent: Sending documents ........................................................................................................... Sample agent: Changing document status ................................................................................................ Sample agent: Deleting documents ........................................................................................................... Sample agent: Copying documents ........................................................................................................... More Options dialog box ............................................................................................................................ Searching for Information ............................................................................................................................... Searching a view ........................................................................................................................................ To see if a database has a full-text index ............................................................................................ To create a full-text index .................................................................................................................... To search for extended or foreign characters ..................................................................................... To search your calendar ..................................................................................................................... To use operators to refine a search .................................................................................................... To use conditions to refine a search ................................................................................................... To use options to refine a search ........................................................................................................ To sort and view search results .......................................................................................................... To save search results ........................................................................................................................ To save and reuse a search ................................................................................................................ Searching for text in a document ................................................................................................................ Searching a domain ................................................................................................................................... To do a simple domain search ............................................................................................................ To do a detailed domain search .......................................................................................................... To sort and view domain search results .............................................................................................. Searching and browsing your Catalog ....................................................................................................... Searching the Internet ................................................................................................................................ Searching your Personal Address Book and other directories ................................................................... Sample search for words and phrases in documents ................................................................................ Sample search for documents using two conditions: by Author and by Date ............................................ Search tips ................................................................................................................................................. To pick people ............................................................................................................................................ Accessibility ..................................................................................................................................................... Most commonly used keyboard shortcuts .................................................................................................. Keyboard shortcuts for main functions ................................................................................................ Keyboard shortcuts in a dialog box or properties box ......................................................................... Keyboard shortcuts when reading a document ................................................................................... Keyboard shortcuts when editing a document .................................................................................... Keyboard shortcuts when in a view ..................................................................................................... Troubleshooting .............................................................................................................................................. Calendar and To Do troubleshooting ......................................................................................................... Mail and Address Book troubleshooting ..................................................................................................... Database troubleshooting .......................................................................................................................... Documents troubleshooting ........................................................................................................................ Lotus Notes Release 5.02 515 516 517 518 519 520 521 523 527 529 530 531 532 533 534 535 536 537 538 539 541 542 544 545 546 551 553 554 556 557 558 559 560 561 563 564 565 566 568 569 570 571 572 575 578 581 583 585 588 591 592 594 595 597 Table of Contents Print troubleshooting .................................................................................................................................. Security troubleshooting ............................................................................................................................. Connections and Replication troubleshooting ............................................................................................ Web browsing troubleshooting ................................................................................................................... Search troubleshooting .............................................................................................................................. Sharing information troubleshooting ........................................................................................................... Views, panes, and folder troubleshooting .................................................................................................. Automation and Agent troubleshooting ...................................................................................................... Glossary ........................................................................................................................................................... Lotus Notes Release 5.02 601 602 604 607 609 612 613 616 618 Table of Contents Lotus Notes Help © Copyright 1999 Lotus Development Corporation Getting Started Welcome to Lotus Notes! Lotus Notes® gives you instant access to all the information that is important to you. You TM can use Notes to send and receive Internet e-mail, schedule appointments, browse the Web, contribute to Internet newsgroups, and take advantage of the new Welcome page for tracking all your important daily information. The Welcome page is a good place to start. The Welcome page gives you immediate access to your mail, calendar, and more. If you haven't taken the Notes Tour, you'll find a link to it on the Welcome page. Tip While you are exploring Notes, you can always press F1 to get Help or choose Help - Help Topics from the menu. Notes makes extensive use of bookmarks so you return to anything of importance to you. You can bookmark virtually anything: a Web page, a mail message, a document, a folder, a database, and more. With Notes, you can connect your Lotus Notes to Domino servers as well as Internet servers, like your ISP (Internet Service Provider) to send and receive Internet mail. When you want to know someone's e-mail address, Notes helps you search the Internet for a person's listing. You can post messages to Internet newsgroups, view HTML from any Web server, and use special certificates for security. The best part is that you can do all these things from within one, consistent interface. You simply do your work, and Notes handles the rest. This section of Help provides useful information for people who are new to Notes, and a summary of new features for all users. 1 Lotus Notes Help © Copyright 1999 Lotus Development Corporation What is Lotus Notes? Lotus Notes is powerful, multi-faceted software for Windows® and Macintosh® computers that helps people work together effectively. With Notes, people can work together regardless of technical, organizational, language, or geographical boundaries. Lotus Notes is designed to perform tasks that normally require many applications to complete. With Lotus Notes, you have the power of the Internet combined with the versatility of Notes databases at your fingertips. Notes extends the power of messaging and data exchange to bring you all the information that you need, whether that information is from Notes or the Internet: l E-mail l Calendar l To do lists l Address Book l Internet address lookups l Web browsing l Internet e-mail (IMAP or POP) client software l Internet newsgroup messaging l Secure certificates Servers and Notes clients TM Notes consists of three primary programs: a Domino server, an Internet standard server, and the Notes client. l The Notes client runs on a computer running Windows or Macintosh software. It communicates with Domino servers and Internet servers so you can use, among other things, shared databases, read and send mail, post messages to an NNTP newsgoup, find people and databases, and browse the Web. l The Domino server - a computer running Windows® or UNIX® - provides services to Notes client users and other Domino servers including storage of shared databases and Notes mail routing. l An IMAP or POP3 server - any computer, such as one provided by an Internet Service Provider (ISP), that allows you to read and send e-mail messages from your Notes client. Note A Domino server is not the same as a file server. A file server is a computer that provides access to shared resources like printers and applications, and manages network activity. 2 Lotus Notes Help © Copyright 1999 Lotus Development Corporation What's new in Release 5? Lotus Notes Release 5 introduces a powerful new user interface, new improved mail and calendar features, and Internet standards support. New user interface Notes unveils a dramatically new user interface designed to let you take advantage of the new power of Notes, whether you are viewing Notes databases, contributing to a discussion group, reading mail from your ISP, or just surfing the Web. While the interface has changed, you can still use the legacy Notes Workspace from previous releases of Notes. Feature Description Welcome page Start on the Welcome page for all your important information. The Welcome page contains some basic tasks and you can customize it, too: l Instant access to mail, calendar, and to do lists l Customize the page to see your latest mail messages and appointments at a glance l Add your favorite Web sites or newsgroups l Instant search of Web sites, local documents, databases, or anything l Notes Tour l See What's New Bookmarks Create bookmarks for anything you want to return to later, whether it's from Notes or the Internet. Navigation buttons Navigate through open pages of information with tabs and Web-like universal navigation buttons. Task buttons Use new task buttons to quickly switch from one window to another. Task buttons replace the Windows menu in older releases of Notes. New mail and calendar features You can use new mail features such as cc:Mail-like address headers, mail rules, easier mail archiving, and easy Internet lookup of mail addresses. You can get organized with enhanced Calendar and Scheduling features such as tasks that follow you from one location to another, improved calendar management, a group calendar, and more. l Create professional-looking documents using new Notes editor features l Improved table support l Print preview to view how your document will look in print l Browse the Web with support for frames and animated GIFs, or use the integrated Microsoft Internet Explorer 4.x Internet standards support Notes embraces Internet messaging standards so now you can view Internet mail messages, Web pages, and newsgroups with full fidelity (because of MIME and HTML support), and security (using SSL, S/MIME, and X.509 certificates). 3 Lotus Notes Help © Copyright 1999 Lotus Development Corporation You can read and send messages to any IMAP or POP3 server (your Internet Service Provider, for example). You can read and post messages to an NNTP newsgroup, search any LDAP directory like bigfoot.com or four11.com. This is especially helpful when you are in the middle of addressing an e-mail message and you quickly need to look up an e-mail address. Client Configuration Wizard When you install the Notes client, Notes runs the Client Configuration Wizard to easily guide you through setting up initial connections. Notes prompts you for the type of connection you need: Microsoft Dial-up Networking, Notes Direct Dial-up (previously Dial-up Modem), LAN, or, new with Notes Release 5, Internet Dial-up. You'll also have an opportunity to set up an Internet mail account, choose an NNTP server, and an LDAP server for name lookups. See Setting up Notes for the first time for more information. New mobile Connection Configuration Wizard Once you are connected, Notes has a new feature that automatically creates server connections when you configure a location for remote use. When you edit a mobile location or create a new one, Notes offers a configuration wizard to take you through the process. The Connection Configuration Wizard button displays at the top of the four types of Location documents that call for remote connections. When you click the button, Notes prompts you for the type of connection you need: Microsoft Dial-up Networking, Notes Direct Dial-up (previously Dial-up Modem), LAN, or, new with Notes Release 5, Internet Dial-up. Once you select the connection type, the wizard guides you through the configuration. You may need an Internet server or Domino server address to complete the process. To run the connection wizard, choose File - Mobile - Edit Current Location. Then press the Connection Configuration Wizard button at the top of the form. See Notes Away from the Office for more information. 4 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Elements of Notes 5 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Getting Help Online Help is available for most views and dialog boxes. You can access online Help by pressing F1 (or the Help Button on the Macintosh) when you are in a dialog box, properties box, or a view. To see all the Help topics, use the Help index, or search on a particular item in Help, go to the Help menu and select Help Topics. 6 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Welcome Page and Headlines The Welcome Page is a single source page that allows you to bring information together from various places that are important to you. By default, the Welcome Page allows you to access your mail, calendar and to do lists. The Welcome Page also has links to the Lotus Quickplace and Sametime websites, so you can easily install each program. Once you have Sametime installed, the Sametime Connect icon appears in the Bookmark bar, allowing you to launch Sametime Connect right within Notes. With Headlines, the frames that display items on your Welcome Page, you can display personal information such as your mail inbox, corporate information such as company news, and public information such as stock quotes. You can also display Headlines along with an AOL or Lycos personal profile page that you set up right on the Welcome Page. Headlines are fully customizable. Tip If you don't want the Welcome Page to be your Home Page, you can set a database, document, or Web page as your Home Page. Once set, the database opens immediately, instead of the Welcome Page, when you launch Notes. To get back to the Welcome Page, open your Favorite Bookmarks on the Bookmark bar and click Welcome. See any of these topics: l To create or customize Headlines for your Welcome Page l To refresh the Welcome Page l To resize Headlines on your Welcome Page l To delete a Welcome Page style To create or customize Headlines for your Welcome Page 1. Click the Welcome task button to bring up your Welcome Page (if you have a database set as your Home Page, open your Favorite Bookmarks on the bookmarks bar and click Welcome). 2. Choose a style from the Welcome Page list in the upper right corner of the Welcome Page. 3. Click the Options button that appears next to the Welcome Page list, or choose Create New Page Style from the list. 4. In the Page Options dialog box, click the Basics tab to do the following: l Give your page a title. This adds the page to the Welcome Page list. l Choose the layout for your Headlines to appear in the Welcome Page. 7 Lotus Notes Help © Copyright 1999 Lotus Development Corporation 5. Click the Content tab, click inside each frame in the "Select a frame" section, and choose an item for the selected frames from the content list in the "Frame content" section. 6. (optional) If you choose Web page, do one of the following: l Select a Web page from the default list on the right. l Select "I want to type in the address" and type in the address in the Web address box. 7. (optional) If you choose Quick links, and would like to add your own links, click Edit on the right. Then click Clear next to the default selection(s) you want to erase in the Quick Links dialog box, add a new Web page name and URL and click OK. 8. (optional) If you choose Database Subscriptions, refer to the topic Database Subscriptions. 9. Click OK. Notes l If you choose an option such as "Headlines with AOL My News" or "Headlines with My Lycos," follow the instructions on the AOL or Lycos Web page to set up a personal profile. l If you have a database open in Notes, and you also have the same database displayed on the Welcome Page, you must refresh the Welcome Page to see any changes you make. To refresh the Welcome Page There are three ways to refresh the Welcome Page: l Put focus in one Headline and press F9 to refresh that Headline. l Click the refresh arrow in the upper right corner of the Notes screen to refresh each Headline one by one. l Press SHIFT+click the refresh arrow in the upper right corner of the screen to rebuild the entire frame set of Headlines at once. To resize Headlines on your Welcome Page Place your mouse pointer any Headline border your want to resize, until there is a double-sided arrow and drag. To delete a Welcome Page style 1. Click the Welcome task button to bring up your Welcome Page (if you have a database set as your Home Page, open your Favorite Bookmarks on the bookmarks bar and click Welcome). 2. Choose the style to delete from the Welcome Page drop down list in the upper right corner of the Welcome Page. 3. Click the Options button that appears next to the Welcome Page list. 4. In the Page Options dialog box, click the Basics tab and then click Delete. 5. Click Yes on the "Continue Delete" dialog box. 8 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Bookmarks: creating links to anything Bookmarks are the new way of interacting with Lotus Notes. They allow you to create links to information or the places that are important to you. You can create a bookmark, just like you would in a browser, but this bookmark can point to both Notes and Internet elements, including databases, views, documents, Web pages, and news groups. Creating a bookmark is as easy as dragging and dropping a doclink, for example, over to the Bookmark bar. See how to set a bookmark as a home page. In Notes Release 5, Bookmarks replace the database icons that used to sit on workspace pages. But bookmarks do much more than database icons ever did. With bookmarks, you can drag and drop a task button to a bookmark page and create a bookmark. You can organize your bookmarks to quickly locate databases. What can you bookmark? You can now bookmark Notes documents, views, navigators, and URLs. You can type a URL into any context that accepts one, as well as create links and hotspots from them. Similarly, document links now mimic the URL syntax and can be stored as such. How do I create a Bookmark? Create a Bookmark by right-clicking a document and selecting Bookmark, or dragging the window tab to the Bookmark bar. When you open a Notes database, you always have the option of bookmarking the database for future reference. You can also choose Create - Bookmark from the menu. Tips l Where possible, Notes connects you to an available Domino server to access the Web. You can append a "Domino action" to a URL. For example, appending "Edit Document" should open the document in Edit mode. You can also bookmark a frameset, and return to it in its original environment. l Documents that you can't get to through the Web begin with Notes:// instead of http:// l Use the right mouse button to bring up a context menu when using Bookmarks. 9 Lotus Notes Help © Copyright 1999 Lotus Development Corporation How do I remove a Bookmark? To remove a bookmark, right-click on the bookmark and select "Remove Bookmark" from the pop-up menu. To remove a replica for a database, right-click on the bookmark, then select Open Replica - Manage List. In the dialog box, select the replica and click "Remove." Bookmark bar The Bookmark bar organizes all your bookmarks onto pages. Each button on the Bookmark bar (running down the left edge of the Notes window) opens up a bookmark or a page of bookmarks, including your favorite Web browser bookmarks. Bookmark pages Bookmark pages contain lists of bookmarks. Bookmark pages are easily accessed on the Bookmark bar. Click on one of the bookmark folder buttons to see a bookmark page slide from left to right on the screen. Click anywhere in the main Notes window and it will slide back off screen. Bookmark pages can contain bookmarks and folders of bookmarks. 10 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Favorite bookmarks Use the favorite bookmarks folder to house your favorite bookmarks. Databases If you are upgrading to Notes 5.0, the Database folder bookmark contains all workspace icons translated into bookmark folders and bookmarks. Your previous workspace pages are now folders, and the workspace icons are bookmarks inside those folders. More bookmarks The More bookmarks folder contains search bookmarks and a create bookmark. The create folder inside contains bookmarks to the kinds of documents that people frequently create in Notes. For example, clicking the "New Memo" bookmark starts a new mail message for you. Add your own "create" bookmarks by dragging and dropping into this page the task button of any new document you've created before you save the document for the first time. Netscape Navigator and Internet Explorer pages On these pages you'll find your familiar bookmarks from either Netscape Navigator or Internet Explorer, depending on which browser you use. If you use both, you'll find bookmarks from both here. 11 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Task buttons: switching windows fast Task buttons make it convenient for you to switch from one open window to another in Notes. Every time you open your mail, a database, or a document, you create a new task button that shows up right beneath the menus in Notes. All your active tasks are just a click away. Tips l Close a task by simply clicking the "x" in the upper right corner of a task button, or by pressing ESC. l You can use Ctrl-Tab to switch tasks. l To select a task, press ALT-W-#, where # is the number of task to be selected. 12 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Navigation buttons: moving around You can navigate among open pages of a database or Web pages by using browser-like buttons (Back, Forward, Stop, Refresh, Search, and Open URL). These buttons appear at the top-right corner of the main window in Notes. They work just as you would expect them to work in a typical web browser, with a few extras thrown in. The buttons light up when they are active and gray out when they are disabled. If you hover the mouse over the buttons, they provide pop-up help. The Back button lets you navigate to where you have been. Once there, the Forward button takes you back to where you are. Notes keeps track of where you've been, regardless of whether you have been on the Internet, in a database, document, or page. The down arrows next to the back and forward buttons provide a list of documents that you can go back to or go forward to, respectively. The Stop button works whenever you are loading a page from the Internet. The Refresh button updates a view in Notes, or reloads a Web page directly from the Internet. The Search button allows you to easily access all the Notes Release 5 search databases or search text, depending on your current task. The down arrow next to the search button lets you search for people, databases, and starts Internet search engines as well. The URL button lets you enter a URL in the text box. Type the URL and press ENTER. Tips l You can use ALT+Left Arrow and ALT+Right Arrow in place of mouse-clicking on the buttons. l Use the Stop button to stop loading a page from the Internet or a Notes database. 13 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Status bar: gold mine of information The status bar is the area along the bottom of Notes. Using the status bar, you can: l See whether Notes is accessing the network (a lightning bolt appears). l Change the font (typeface), size, or paragraph style of selected text when you're editing a document. l See a list of recently displayed messages. l See your level of access to the open database by clicking on the key. l See your current location and switch between locations such as your office and your home. l Use a pop-up menu to perform common mail tasks such as creating a message or scanning for unread mail. 14 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Replicator page: staying current with servers The Replicator page is where you can send outgoing Internet mail, receive incoming POP mail, and synchronize your Notes databases with other databases on a server. Replication is the process of sharing changes between replicas. When you replicate, Notes updates the replicas, copying changes from one to the other. Notes eventually makes all replicas identical. You can choose to replicate between replica copies, where both replicas send and receive updates, or only from one to the other. Notes lets you keep multiple copies of a single file, called replicas, on multiple servers or workstations. This lets users on various networks in a variety of locations share the same information. A replica differs from a copy of a file, in that the original file and its replica have the same replica ID number. When you use Notes away from the office, you can have Replicator call each server you want to replicate with automatically. If you're using a passthru server or a remote LAN server, you can have Replicator make a single call and replicate all of your local databases at one time, even if they're on different servers. See the Notes Replicator for more information. 15 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Context menus: commands at your fingertips Use the right mouse button to access shortcut or context menus throughout Notes Release 5. These context menus appear over bookmarks, icons, documents, databases, and so on to give you commands that are just a mouse click away. Most of the commands available in a context menu are also available from the main menus. For example, when you right-mouse click over a your mail bookmark, a context menu appears that allows you to: l Open the database l Open a replica of the database l Open the database in a new window l Get to the Replication, Databases, and Create commands quickly l Remove the bookmark l Rename the bookmark l Change the icon l Set the Bookmark as your home page 16 Lotus Notes Help © Copyright 1999 Lotus Development Corporation SmartIcons: smart shortcuts SmartIcons are buttons that perform an action (for example, italicizing selected text) when you click them. For many tasks, it's faster to click SmartIcons than to pull down menus or recall and type keyboard shortcuts. By default, SmartIcons are turned off. To display them, choose File - Preferences - SmartIcon Settings, then select the Icon Bar check box. Notes includes: l Over 150 predefined SmartIcons, including icons for most Notes menu commands l Over a dozen custom SmartIcons to which you can assign your own macros SmartIcons work with all the databases in your workspace. SmartIcons appear in a bar that can appear across the top of the workspace under the menus, or in other positions you can select. Groups of SmartIcons you display at once in the bar are called sets. You can set Notes to change the icons that are displayed depending on the task you are doing in Notes. For example, when you're editing a document, Notes can automatically display SmartIcons you can use for editing. Notes comes with a SmartIcons set, Universal, that displays in every context in addition to the context icons. You can create and save your own set of SmartIcons and use it in place of the Universal set. You can turn on descriptions and see what any icon does by moving the cursor over the icon and waiting a moment. Notes displays an explanation of the icon. You can display SmartIcons descriptions by choosing Help - Show Balloons. Then when you move the cursor over an icon, Notes displays what the icon does. Change the color of SmartIcons by choosing File - Preferences - User Preferences. 17 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Menus: at your command Notes has five menus that you see all the time, and two context menus that appear with different titles based on what you have selected. File menu Use the File menu to perform tasks on an entire document or database at a time, such as saving or closing a document or creating, copying, or deleting a database. Also use the File menu to handle database replication, manage mobile use of Notes, work with nondatabase files (importing, exporting, attaching), print from databases, manage your user preferences, SmartIcons, and user ID, administer Domino servers (if you have administration TM access), debug LotusScript , and exit Notes. Edit menu Use the Edit menu to change selected elements of a document or a database by cutting, copying, clearing, or pasting. Also use the Edit menu to find and replace text, check spelling, and manage unread marks for the current database. View menu Use the View menu to manage display elements in: l The workspace (information on icons such as server names and unread document counts; you can also switch to view agents, the database design, or specific views). l The current view (search bar, horizontal scroll bar, display of only certain documents, collapse-expand levels, preview pane; you can also switch among agents, folders, or views). l The current document (ruler, page breaks, hidden characters, horizontal scroll bar, field Help, preview pane, collapse-expand for sections, and form switching). Create menu Use the Create menu to add elements to the current database, such as views, forms, bookmarks, folders, or agents, or to add elements to the current document, such as tables, pictures, or hotspots. Actions menu Use the Actions menu to perform tasks on selected elements. For example, when a document is open, use this menu to categorize the document or move it to a folder. Context menus Use context menus such as Text to change attributes of a Notes element you have selected. Other context menus include Table, Section, Attachment, Link, and Picture. Help menu Use the Help menu to get guidance on your current task, open the Help database for more detailed information, see the Help - About This Database and Help - Using This Database documents for the current database, and see product release information. 18 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Views, panes, and folders There are three parts in a Notes database display (when not using framesets) which are called panes. There is a navigation pane, a view pane, and a document preview pane. The navigation pane can display navigators (pictures that represent views and folders) and folders/view names. The view pane displays lists of documents either in folders or views (selected from the Navigation pane). The preview pane displays the currently selected document in the view pane. You can decide how the three panes are arranged. But the contents of the three panes are set. A pane is a location for content. Views are created by the designer of a database. However, as a database user, you can customize panes and columns to some extent, but you can't change the design of a view. You can also create a folder whose design you control. Views may also be created by end users, in addition to folders. Views display documents in rows where each row may represent a category a document falls within, or a document itself. These rows may be multiple lines high. Each may contain multiple columns of text and images across, which are filled with information that is calculated from the individual documents. If the database's design allows it, you can resize columns by dragging, or change the sorting in a column by clicking its title. See any of these topics: l Putting views to work l Managing views with categories l Panes: windows into Notes l Organizing documents with folders l Troubleshooting views, panes, and folders 19 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Putting views to work Of the three panes in Notes -- the navigation pane, the preview pane, and the view pane -- the view pane is the most versatile. Three panes is still the default if the designer has not added a custom frameset. Framesets may be designed which have any number of frames with any type of content. Views are just one example of the content that may, not must, be there. The view pane allows you to select and open documents, copy and paste documents, delete documents, print documents, or print a list of all items in a view, forward selected documents to other mail users, refresh the view to see new documents, and search for documents containing specific text. If a view's design allows it, you can collapse the view to show fewer items. When you collapse a view, Notes hides documents under categories, or response documents under main documents. Collapsing helps you find the main item you want; you can then expand a selected item, or the item and all its subordinate items. See any of these topics: l Elements of a view l Managing Notes with views l Creating or deleting a view l To move a view l To rename a view 20 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Elements of a view Views are lists of documents in a Notes database. Views can select, sort, or categorize documents. Views can also show information about the documents listed in them, such as author's name or date of creation. A view may show all documents in a database, or only a selection of documents. You can split a view into three panes: the navigation pane, the view pane, and the preview pane. A view pane contains: l One row for each category or single-line or multiline document title. l One column for each type of information, such as the author's name, created date, and so on, displayed for that document. If the database's design allows it, you can resize columns by dragging, or change the sorting in a column by clicking its title. View icons l The left column of the view pane may contain view icons showing which documents are: l Selected (check marks) l Unread or marked unread (stars) l Marked for deletion (trash cans) l Results of replication conflicts that should be resolved (diamonds) Designers may add many other types of icons to views, depending on the purpose of the database. Action bar A database may include an action bar, a row of buttons you can click as shortcuts to perform common tasks in the database. If there's an action bar, it appears above the column headers and below the search bar if the search bar is displayed. Using quick search in a view You can search a view by typing at least the first part of the name of a category, or, in a view that doesn't use categories, a document. Notes looks only at the category or document titles in a quick search, not the contents of documents. Quick search works in a view only when the first column is sorted alphabetically. For example, in your mail database, Quick Search works only if your mail is sorted alphabetically by sender. 1. Click the view. 2. Sort the view alphabetically. 3. Type the letter or letters of the word you want to search for. Notes l You can type up to 127 characters in the Quick Search dialog box. l You can press BACKSPACE to correct your entry before starting the search. l You can press ALT+F1 (or the OPTION key on the Macintosh) to enter compose sequences for special characters. l If the view has subcategories, you can type the entire name of a category, a backslash, and part of a subcategory to move directly to the subcategory, for example: Oranges\App 21 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Managing Notes with views To Do this Comments Open a view 1. Select a database. 2. Choose View - Go To and select the view you want to open in a new window. Opening a database automatically opens a view. You can switch views using either the navigation pane or the menu. When any view is open, you can open a new window on the same view or on a different view. Sort a view Click a column's heading. If a designer has set one or more columns to allow sorting, you can sort the view by any one of these columns. A small triangle appears on the column heading of any column that allows sorting. Double triangles may allow you to sort the column in a couple of different ways. Show only selected documents in a view 1. Click the view pane, select at least one document. 2. Choose View - Show Selected Only. Setting the view to display only documents you've already selected is useful when you want to categorize or delete a large number of documents at once. Switch views in the navigation pane If the navigation pane isn't visible, drag the right edge of the pane to display it and click the view you want. Switch views from the menu 1. Choose View - Go To. 2. Select the view you want to switch to. Switch views while keeping your selected documents highlighted 1. Select the documents you want highlighted in another view. 2. Press and hold CTRL (COMMAND on the Macintosh) and select the view you want to switch to. 1. Click the view pane. 2. Chose View - Collapse All. Collapse all items in a view If the designer of a database has associated an initial view with a navigator, you may switch views by clicking hotspots in the navigator. If you try to keep a document selected as you switch views, but the document is not included in the view you switch to, Notes beeps. Collapsing all items makes a view easy to scan. 22 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To Do this Comments Expand only selected items 1. Click the view pane. 2. Select the item you want to expand. When you locate a main item you're interested in, you can expand it to see items on the level indented just below it, or all items at all levels below it. 3. Choose View Expand/Collapse Expand Selected Level. Expanding to only the selected level shows subcategories indented under a category, or response documents indented under a main document. Expanding the selected item plus all items under it reveals documents as well as subcategories. Some databases are designed to show a triangle, a plus symbol (+), or some other icon next to documents that have responses. Expand only the selected level 1. Click the main view pane. 2. Select the item you want to expand. 3. Choose View Expand/Collapse Expand Selected & Children. Expand all items in a view 1. Click the view pane. 2. Choose View - Expand All. Refresh a view to see new documents 1. Click the view pane. 2. Choose View- Refresh. Expanding all items is particularly useful in discussion databases that may contain many levels of responses. Refreshing a view lets you see whether documents have been added or deleted during the time you've been using the view. For example, when Notes tells you that you have new mail, you can refresh the view to see the new mail. A view that's ready to be refreshed has this icon in the top left corner of the view pane: You can click this icon to refresh the view. You can also press F9 to refresh a view. Show only categories in a view See more rows (document titles or categories) 1. Click the view pane 2. Choose View - Show Categories Only.Click the view pane 3. Choose View - Show Categories Only. Drag the view scroll box up or down, then click within the view pane and start typing to use quick search. 23 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To Do this Search for text in a view 1. Choose Edit - Find/Replace. 2. Enter the text you are searching for. 1. Choose View - Show - Horizontal Scroll Bar. (If you're using a Macintosh, the horizontal scroll bar is always present.). 2. Drag the horizontal scroll box right or left. 1. Move the cursor over the right edge of the column's title until you see a vertical line with two horizontal arrows (this is the splitter). See more columns See more information in a column 2. Comments The view pane can contain hundreds of documents, which you can see in several ways. Not all database designs allow you to drag out the column headers. Drag the splitter to the right. 24 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Managing views with categories Categories help you organize data in views that contain many documents, and move around in these views more quickly. Categories may be sorted alphabetically. To make categories available in a view, the database designer must set a column to sort on a field called "Categories." You see an error message if you try to use categories in a view that isn't designed for them. You can categorize your own documents in any view that uses categories. To categorize documents created by other users, you need at least Editor access to the database. See any of these topics: l Creating new categories and put documents into them l Creating subcategories and put documents into them l Putting documents into existing categories l Removing documents from a category l Renaming a category l Deleting a category 25 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To create new categories Categories are temporary; they appear only when there are documents in them. 1. Select the document to categorize. 2. Choose Actions - Categorize. 3. In the "New categories" box, type a category name. Tip Shorter names are easier to read in the scrolling list. Start with a word that's easy to remember; later, you can type the first letter of the word to find the category using Quick Search. 4. (Optional) To create multiple new categories, separate names with commas, for example: Sales planning, Trade shows 5. Click OK. Note You can also create your own subcategories. 26 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To create subcategories Subcategories appear indented under category names in the same column. Subcategory names don't appear in the Categorize dialog box. 1. Select the document you want to categorize. 2. Choose Actions - Categorize. 3. In the "New categories" box, type a category name, a backslash (\), and a subcategory name, for example: Sales planning\Trade shows Notes l You can have up to 32 levels of main categories and subcategories. l You can enter additional levels of subcategories separated by backslashes, for example: Sales planning\Trade shows\Boston\July\Week 2 27 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To rename a category 1. Scroll the view to the category you want to rename. 2. Select all the documents under the category. 3. Choose Actions - Categorize. 4. Select the existing category name in the list to remove the highlight. 5. Under "New categories," type the new name. 28 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To put documents into existing categories You can put documents into one or more categories at the same time. 1. Select the documents to categorize. 2. Choose Actions - Categorize. 3. Select one or more categories from the list. Note To deselect a category you change your mind about, click it again. 29 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To delete a category You delete a category from a view by removing all the documents from it. After you close and open the database, the deleted category will no longer appear in the Categorize dialog box, and the documents will appear under the heading (Not Categorized). 1. Scroll the view to the category you want to remove. 2. Select all the documents under the category. 3. Choose Actions - Categorize. 4. Select the existing category name in the list to remove the highlight. Note You can select or enter another category for the documents 30 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To remove documents from categories You can remove documents from any categories in which the documents appear. The document itself is not deleted, but just removed from categories. 1. Expand the category you want to remove documents from, scrolling the view if necessary. 2. Select the documents you want. 3. Choose Actions - Categorize. 4. Select any category or categories in the list to remove the highlight. Notes l If you remove a document from all categories, the document appears at the bottom of the list of the categories in the heading "(Not Categorized)." l To reselect a category you change your mind about, click it again. 31 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Panes: windows into Notes See any of these topics: l Rearranging a pane l Changing the size of a pane l Hiding or displaying a pane You can divide a view into three parts: l The navigation pane l The view pane l The preview pane One pane is always selected (with the current selection in that pane surrounded by a thick black highlight), and the menus use that pane as their context. If you can't find the task you want to perform in the available menus, click the pane where you want to perform the task, and look at the menus again. Navigation pane The navigation pane displays the names of all views, folders, and agents in the database. If the database design allows it, the navigation pane may also show design elements of the database. If the database design includes navigators, a navigator may be set to appear instead of the usual contents of the navigation pane. 32 Lotus Notes Help © Copyright 1999 Lotus Development Corporation View pane The view pane contains a list of documents. The first column may display icons to help identify types of documents. You use the gutter to the left of all the columns to select documents. Preview pane The preview pane lets you read the content of the selected document, or if Notes is set to preview document links, documents linked to the selected document. 33 Lotus Notes Help © Copyright 1999 Lotus Development Corporation 34 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Rearranging panes You can set three different automatic pane arrangements. 1. Choose View - Arrange Preview. 2. Click the icon for the arrangement you want. 3. Click OK. 35 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Changing the size of a pane You can change the size of any pane. When you make any pane larger, the adjacent pane becomes smaller. 1. Move the cursor over the edge of the pane you want to resize until you see a black line with two arrows. 2. Drag the edge of the pane until the pane is the size you want. To save your pane settings You can save the settings you choose in a database, so it looks the same every time you open it. 1. Choose File - Database - Properties. 2. Click the Launch tab. 3. Choose "Restore as last viewed by user" in the "When opened in the Notes client" list. 36 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Hiding or displaying panes Do one of the following to hide or display panes in the default pane arrangement: l To hide the navigation pane, drag its right edge all the way to the left. l To display the navigation pane, drag the left edge of the view pane to the right (this also hides some of the view pane). l To display the preview pane, choose View - Document Preview. l To hide the preview pane, choose View - Document Preview (removing the check mark). 37 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Organizing documents into folders Folders let you store and manage related documents. Folders are also convenient because you can drag documents to them and double click them to see their contents. You can keep a folder personal, or share it with other users of a database. When you create a personal folder, Notes stores it in one of two places: l In the database (if the manager of the database has allowed it). This would allow you to use your folder at different workstations. l In your desktop file. See any of these topics: l Moving a folder l Deleting a folder l Creating a folder l Putting a document into a folder l Removing a document from a folder l Collapsing and expanding a folder l Renaming a folder 38 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To create a folder 1. Select or open the database where you want to create the folder. 2. Choose Create - Folder. 3. Enter a name for the folder in the "Folder name" box and click OK. Choosing a different folder type l When you create a folder, its design is automatically based on the design of the default view of the current database. Click Advanced to specify a folder type other than the default type that is based on the current database. You can also design the folder from scratch. Designing a folder is useful when none of the existing views of a database shows information the way you want to see it. l After you create a folder, it appears in the navigation pane until you delete the folder. Folder Type Purpose Private Available only to you. Shared Available to all users. Shared, private on first use Creates a shared version of a folder/view. When each user accesses it for the first time, a private copy is created for them. The private version is created in the database if the user has access to it. If not, the folder is created in the desktop file. Shared, desktop private on first use Creates a shared version of a folder/view. When each user accesses it for the first time, a private copy is created for them. However, this folder is created in the desktop file even if the user has access to create private folders in the database. Copying a folder style l You can copy a folder style from one of your existing folders. Click Advanced, then the "Copy from..." button to select an existing folder's style. l Click Advanced, then the Customize button to assign advanced properties and attributes to your new folder. Who can create a folder? l To create personal folders in a database, you must have at least Reader access to the database. No one else can read or delete your personal folders. To create shared folders in a database, you must have at least Editor access, and the option "Create shared folders/views" must be enabled for you. To see whether a database allows you to store personal folders in it, select the database, choose File - Database - Access Control, select your name, and see whether "Create personal folders/views" is enabled. l If a folder is stored in your desktop file, you can use the folder only from your workstation, and you can't use full text search in the folder. 39 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To put a document into a folder 1. Select the document you want to store. 2. Choose Actions - Move to Folder. 3. Click a folder name in the "Select a folder" list to use an existing folder. If you need to create a new folder, click "Create New Folder." 4. Click Move to put the document into a folder and remove it from other folders or click Add to put the document into a folder without removing it from other folders. Note If you drag a document from a view to a folder, Notes creates a copy of the document, adding it to the folder. Tips l You can put documents into folders by dragging the documents to a folder's icon in the navigation pane. l To select or deselect more than one document, click the gutter at the left of the view pane next to each document, then drag just one of the selected documents to the folder. The rest of the selected documents will follow. l To copy a document from one folder to another, press and hold CTRL while dragging the document from one folder to the next. 40 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To remove a document from a folder Removing documents from all folders does not delete the documents from the database or remove them from views. 1. Display the navigation pane. 2. Select the folder you want to remove documents from. 3. Select the document you want to remove. 4. Choose Actions - Remove from Folder. Note If you choose Edit - Clear, the document will be marked for deletion from the database. 41 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To collapse or expand a folder You can collapse or expand any folder that contains other folders. Folders are stored inside a top-level folder called "Folders and Views." 1. Display the navigation pane. 2. To expand the folder, click its triangle when it's pointing to the right. 42 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To move a folder You can move the folders in the navigation pane into other unrelated folders or views. 1. Display the navigation pane. 2. Drag the folder you want to move into the folder you want to move it to. Note You can move a folder by using the menu. Select the folder you want to move and choose Actions - Folder Options - Move. In the "Choose a folder" list, click the folder into which you want to move the selected folder. To move a view 1. In the navigation pane, select the view to move. 2. Choose Actions - View Options - Move. 3. Select the location to put the view into In the "Move view name " box. 43 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To rename a folder You can change the name of any personal folder. You can also rename any shared folder in a database where you have at least Editor access, and the option "Create shared/folders/views" is enabled for you. 1. In the navigation pane, select the folder. 2. Choose Actions - Folder Options - Rename. 3. Enter a name, and then click OK. To rename a view 1. In the navigation pane, select the view to rename. 2. Choose Actions - View Options - Rename. 3. Enter a name, and then click OK. 44 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To delete a folder 1. Open the folder you want to delete. 2. Choose Actions - Folder Options - Delete Folder. Note When you delete a folder, the documents that were in it remain in the All Documents view, unless you delete each document, and then delete the folder. 45 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Notes Minder Notes Minder is a feature that checks your mail and monitors your Calendar alarms without Notes running. When Notes Minder is active, it displays an icon in your Windows 95/NT system tray. The icon changes depending on the current status of your mail database - for example, to let you know you have unread mail or to remind you about a calendar entry that you had set an alarm to. To start Notes Minder, choose Start - go into your Lotus Applications folder, then choose Notes Minder (Notes Minder asks you to enter your Notes password). Notes Minder checks the mail and schedule of the last user who launched Notes. If you share a computer, launch Notes with your User ID before you start Notes Minder so it checks your mail database. How do I use Notes Minder? Once the Notes Minder icon is displayed in your Windows system tray, different variations of the icon appear, depending on what Notes Minder is reporting. If you hover your mouse over a Notes Minder icon, a text box displays your current mail status, or notifies you when you last checked your mail. Double-click any Notes Minder icon to launch Notes and open your mail database. Icon What the icon means Notes Minder is active; there are no unread messages in your inbox. There are unread messages in your inbox (the red envelope blinks). Notes Minder cannot connect to home server. Notes Minder is running, but paused. 46 Lotus Notes Help © Copyright 1999 Lotus Development Corporation What are the Notes Minder menu options? Right-click any Notes Minder icon to bring up the Notes Minder menu options. Menu item Function Open Notes Launches Notes and opens your mail database. Check Now Checks for unread messages. View Mail Summary Displays the sender, date, and subject of unread messages. To read the full context of a message, double click it. Properties Displays the Notes Minder Properties dialog box, which you use to change configuration settings. Enabled Toggles Notes Minder on and off without shutting it off. Exit Shuts off Notes Minder (Notes Minder icon disappears from Windows system tray). 47 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Notes Workspace The Notes Workspace is the legacy user interface for Notes. The workspace was used to represent folders containing databases. The workspace is still available and accessible by means of a folder on the Bookmark bar. To find the Workspace Click the databases folder on the Bookmark bar, then select Workspace: The workspace displays one tabbed folder on top, and five other workspace folders capped by a tab. Each workspace page can hold database icons. Tip You can make the workspace look more three-dimensional. Choose File - Preferences - Notes Preferences, then under Advanced options, select "Textured Workspace." See any of these topics: l Switch to a different workspace page l Create a workspace page l Enter a name on a workspace tab l Change the color of a workspace tab l Compact your workspace files l Delete a workspace page 48 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To switch to a different workspace page Click the page's workspace tab. To use the keyboard to switch to a different page, press CTRL (or COMMAND on the Macintosh) and the left or right arrow. 49 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To create a workspace page You can have up to 32 workspace pages. 1. Click a workspace tab. 2. Choose Create - Workspace Page. 3. If necessary, click Yes to add the workspace page and upgrade your desktop file or click No to cancel adding the page. Notes l Notes inserts the new workspace page to the left of the selected workspace page. l If you haven't added a workspace page before, Notes asks if you want to upgrade your desktop file. 50 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To enter a name on a workspace tab 1. Double-click the workspace tab. 2. In Workspace Properties, on the Information tab, enter a name in the "Page name" space. Notes l Names can be up to 32 characters l Example: suppose you work with three types of databases: your mail databases, databases related to sales issues, and databases related to international issues. You could enter the names Mail, Sales, and International on different workspace tabs and move databases of each type to the corresponding workspace pages. 51 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To delete a workspace page 1. Click the workspace page's tab. 2. Choose Edit - Clear or press DEL. 3. Click Yes to confirm the deletion or No to cancel it. If you delete a workspace page that contains database icons, Notes removes the icons from the workspace when it deletes the page. 52 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To change the color of a workspace tab 1. Double-click the workspace tab. 2. In Workspace Properties, on the Information tab, click the tab color down arrow. 3. Select a color. 53 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To compact your workspace files You can save disk space by compacting your DESKTOP.DSK and CACHE.DSK files. This recovers unused disk space by removing references to databases you no longer have on your workspace. 1. Double-click any workspace tab. 2. Click the Beanie (advanced) tab. 3. Click "% used." 4. If the percentage is under 85%, click Compact. Note To keep the CACHE.DSK file small as you work, under "Use no more than n Mb locally for server-based design element such as forms and subforms," choose the number of megabytes (from 1 to 16) to which you want to limit the CACHE.DSK file. When you limit the size of the CACHE.DSK file, Notes removes older, unused cached design elements to make room for new ones. 54 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Setting up Notes for the first time When you set up Notes the first time, you use the Notes Client Configuration wizard to set up all your Notes connections. You'll be asked whether you want to: l Connect to a Domino server l Connect to a remote network server l Connect using the telephone or LAN l Use Notes to receive e-mail messages another Internet mail account such as AOL or another Internet service provider After completing this process, you will be automatically connected, depending on your answers. If you want this connection or service You'll need to know Connect to a Domino server over a LAN Your home (mail) server name, your Notes ID, and your password Connect to a Domino server over a phone line Server phone number, your Notes ID, password, and possible a Pass-thru server or Hunt group server name Internet mail account ISP login name, password, POP and SMTP address, or IMAP address News server for Usenet newsgroups ISP news (NNTP) server address Directory server (LDAP) directory server address Note The Client Configuration wizard runs only the first time you install Notes. When you wish to add an Internet account, or configure your Notes for an additional connection to a server, you need to run the Connection Configuration wizard. Tip You can make Notes run the startup Client Configuration wizard again if you need to: 1. Exit Notes. 2. Make a backup copy of your Notes.ini file (in your Notes program directory). 3. Using Notepad or another text editor, delete all but the first three lines of your Notes.ini file. 4. Save the file. 5. Restart Notes. The Client Configuration wizard will start and prompt you for connnection information. 55 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Databases A Notes database generally contains information about a single area of interest, such as a new product, a set of industry news items, or all the processes, forms, and policy for a department. In short, a Notes database is a single file containing multiple documents. If you've worked with other database software, you may think of the items within a database as "records." You can think of a document within a Notes database as a record, but a Notes document is more sophisticated than a typical database record, containing rich text, pictures, objects, and many other types of information. To read or write to a database, you first need to open it. You can use a database as long as you have the proper access. The first database you'll probably use is your mail database in which your e-mail messages are stored as documents. Most databases are stored on one or more Domino servers, accessible by many users. These are called shared databases. Databases that are used only by you and reside on your computer are called local databases. You can also create a database from an existing template. Notes makes it easy for you to create a TeamRoom, Discussion, or a Personal Journal database. 56 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Opening a database Before you can work in a database, you must open the database. You can open a database in Notes regardless of whether the database is stored locally or on a Domino server. See any of these topics: l To open a database using its filename l To open a database from a known Domino server l To open a database from a list of servers l To open a database that is bookmarked To open a database using its filename 1. Choose File - Database - Open. 2. Enter the path and file name in the Filename box. Tip To open a database stored in a directory other than the \Notes\Data directory, create a text file in the \Notes\Data directory. Name the file, and include the extension .DIR. Then open the database as described above. The file should appear in the Open database dialog box. Note You can enter a Notes database that is stored locally (c:\notes\data\mydata.nsf) or one that is stored on a remote server (e:\users\anna\mywork.nsf). Macintosh users On the Macintosh, folder names might include spaces, and directories are separated by colons (:). In the Filename box, you'd type: My Hard Drive:Notes Backup Files:mywork.nsf To open a database from a known Domino server 1. Chose File- Database - Open. 2. Enter the name of the server in the Server box. If you do not know the name of the server, choose Other and then choose a server from the list of available servers. 3. Select a database from the list of available databases on the server, and then click Open. 57 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Notes l The name of the server is usually written in a hierarchical format. For example: Granite/East/Acme l There may also be folders available on servers that contain more databases. In the Database window, double-click any folder to examine its contents for more databases. To open a database from a list of servers 1. Chose File - Database - Open. 2. In the Server box, choose Other, and then choose a server from the list of available servers. 3. Double-click a server and browse the databases on that server. Notes l Notes displays a list of servers on the local area network to choose from when you choose Other in the server list. l To find a database that's not on this list, select another directory on the server and browse the directory for databases if necessary. l You can select a server's database catalog (itself a database) and browse the database titles on that server. l The Open Database dialog box shows only servers that you've previously added to your Notes. Tips l To add the database to your Notes without opening it, click Bookmark. l If you know the correct path or filename, you can enter the path and filename in the Filename box at the bottom of the Open Database dialog box without having to browse the list of servers. For example: sales!!myfolder\mywork.nsf Macintosh users On the Macintosh, folder names might include spaces, and directories are separated by colons (:). In the Filename box, you'd type: Sales!!My Folder:mywork.nsf 58 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To open a database that is bookmarked 1. Select a folder on the Bookmark bar (running down the left edge of the Notes window). 2. Once you select a folder, a Bookmark page slides open. Click a Bookmark on the page, or select a folder on the page to see more Bookmarks. Tip You can create a shortcut to a Notes database from the Windows desktop. Then when you double-click the shortcut, Notes opens to the default view for that database. 59 Lotus Notes Help © Copyright 1999 Lotus Development Corporation 60 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To bookmark a database when opening it 1. Chose File - Database - Open. 2. Enter the name of the server in the Server box to see a list of available databases. 3. Select a database from the list of available databases on the server, and click Bookmark. 4. Select the name of the Bookmark folder to which you would like to add the bookmark. Notes l The name of the server is usually written in a hierarchical format. For example: Granite/East/Acme l There may also be folders available on servers that contain more databases. In the Database window, double-click any folder to examine its contents for more databases. l You can change the name of the database in the "Name" box. l To create a new folder for the bookmark, select "New Folder". 61 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To delete a database You can permanently delete a Notes database from your local hard drive, from a floppy disk, or if you have Manager access, from a server. 1. Open a database. 2. Choose File - Database - Delete. Notes l If you delete a database from a directory and there are no other files in that directory, Notes deletes the directory. l You can delete one or more selected databases at once. l If you delete a database using your operating system, you still see its bookmark in Notes. Right click on the bookmark and select Remove from Workspace to remove the bookmark. 62 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Learning about a database Notes has two documents that explain much about a database. One is called the "About This Database" document and the other is the "Using This Database" document. The "About This Database" document usually appears when you open a database for the first time. This document contains information supplied by the database designer, often a description of the database's purpose and contents. The "Using This Database" document contains instructions on using the forms and views and other elements of the database. To read about a database 1. Chose File - Database - Open to open a database. 2. Choose Help - About This Database to read about the contents of a database. 3. Choose Help - Using This Database to read instructions on how to use the database. To read about a database before opening it 1. Choose File - Database - Open. 2. Select the Domino server to browse, then click OK. 3. Select the database you want to know more about, then click About. 63 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Scanning a database for unread documents Sometimes you may want to see the new or unread documents in a database. You can tell Notes to scan for unread documents every time you start Notes. You can make Notes display just the unread documents. And at any time, you can make Notes find the unread documents in a database. You can also setup Notes to scan preferred databases. See any of these topics: l To find unread documents automatically when you start Notes l To find unread documents in database l To setup Notes to scan your favorite databases To find unread documents automatically when you start Notes 1. Choose File - Tools - User Preferences. 2. Select "Scan for unread" and click OK. 3. Click OK when Notes tells you some preferences will not take effect until you restart Notes. 4. Make the workspace current. 5. Choose Edit - Unread Marks - Scan Unread. 6. Click Choose Preferred. 7. Click the databases you want Notes to scan and click OK. 8. Click Done. To find unread documents in a database Select the database you want to search. 1. Choose Edit - Unread Marks - Scan Unread. 2. Press TAB to display the next unread document. 3. Repeat step 3 until there are no more unread documents in the database. Notes l When there are no more unread documents, Notes closes the database. l To view unread documents, choose View - Show - Unread Only. l If the database you chose contains any unread documents, Notes opens the database and displays the first unread document. To set up Notes to scan multiple databases Notes can scan more than one database for unread documents. You can set up Notes by choosing databases to scan ahead of time. Then, whenever you want Notes to scan these databases for unread documents, you select Scan Unread. 1. Be sure no database is selected. 2. Choose Edit - Unread Marks - Scan Preferred. 3. In the Scan Unread dialog box, select Choose Preferred. 4. Select the names of the databases you want to scan regularly. 5. Click Done. 6. Choose Edit - Unread Marks - Scan Unread. 64 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Notes l The next time you scan for unread documents, Notes scans your preferred databases unless you select other databases to scan. l Notes also scans your preferred databases if you set it up to scan for unread documents each time it starts. Tips l When scanning unread documents in a database, Notes opens the database and displays the first unread document. l Press TAB to display the next unread document. Repeat step 3 until there are no more unread documents in the database. 65 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating or deleting a view You can create shared or private views in databases, as long as you have proper access. You can also delete any view that you create. To create a view 1. Select or open the database where you want to create a view. 2. Choose Create - View. 3. Enter a name for the view in the "View name" box in the "Create View" dialog box. 4. Choose a view type in the "View Type" box. 5. In the "Select a location for the new view" box, do one of the following: 6. 7. l If you want the view to appear at the top level, do not select anything in this box. l If you want your view to appear in a specific location, select the location in this box. Click the "Copy from" button and do one of the following: l Click Blank if you do not want to copy another view's style. l Click the view whose style you want to copy. If the style uses selection by formula, the view's selection criteria appears in the "Selection conditions" box. Click OK to create the new view. Notes l To add a search condition, click the "Add condition" button. l To add your own selection condition using a formula, check the "Select by formula" box and add the formula in the "Selection conditions" box. For more information on formulas, see Formula Language if you have installed Domino 5 Designer Help. Or, go to http://www.notes.net/doc to download or view Domino 5 Designer Help. l To customize the design of the new view, click the "Customize" button. To delete a view 1. In the navigation pane, select a view to delete. 2. Choose Actions - View Options - Delete View. 3. Click Yes when you are asked if you want to delete the view. 66 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Shared and private views There are two main types of views: shared (available to many users) and private (available to one person). In addition, you can create a view that changes from shared to private on first use. You designate the view type when you create the view and cannot change it later. View Type Purpose Private Available only to you. Shared Available to all users. Shared, contains documents not in folders Creates a shared version of a folder/view. Shared, contains deleted documents Created a shared version of a folder/view. Allows users to view a list of documents in the database which have been deleted. You can recover deleted documents by dragging them out of the trash to the folder where you want them. This view assumes that the database manager has already selected "Allow soft deletions" at the Advanced tab of the Database Properties box. By setting the "soft delete" database option and creating this view, mistakenly deleted documents can be retrieved simply and quickly. Shared, private on first use Creates a shared version of a folder/view. When each user accesses it for the first time, a private copy is created for them. The private version is created in the database if the user has access to it. If not, the folder is created in the desktop file. Shared, desktop private on first use Creates a shared version of a folder/view. When each user accesses it for the first time, a private copy is created for them. However, this folder is created in the desktop file even if the user has access to create private folders in the database. 67 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Database properties There are seven tabs in database properties: Basics, Information, Printing, Design, Launch, Search, and Advanced settings. See any of these topics: l Viewing the properties of a database l Changing database security and replication settings l Archiving databases and documents l Compacting a database l Printing headers and footers l Speeding up database searches l Changing how the database is launched l Viewing design details l Viewing advanced database properties Notes l A database is an operating system file, so in addition to using Notes to copy and delete databases, you can use your operating system. For example, you may want to switch to your operating system to copy or delete databases while Notes is performing a time-intensive operation. However, if you use your operating system to move databases to different directories, you must remove their bookmarks from your Notes and add them again from their new directory. You must also remove and add a database's bookmark if you change its file name. l Database files have the extension .NSF. You can select any database and see file-related information in the Database Properties box (File - Database - Properties). 68 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To view the properties of a database The Database Properties box provides file-related information about the open or selected database. 1. Select a database. 2. Choose File - Database - Properties. 3. To see the file name, click the Basics tab. 4. To see the file size, date and time created, or date and time modified, click the Information tab. Notes l If you have a replica of the database stored either on the server or locally, right-click in the bookmark to select the local or server replica. l You can change the title of a local database or shared database (if you have Manager access). The database title is not the same thing as the database file name on disk. To change the name of a database, select the Basics tab, click the Title box, and enter a new title. l You can change the title of a replica of a database without affecting its ability to replicate changes. 69 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To compact a database 1. Select the database. 2. Choose File - Database - Properties. 3. Click the Info (i) tab. 4. Click % used. 5. If the percentage of a database in use drops below 90% (it contains more than 10% unused space), click Compact to compact the database. Notes l A Notes database contains usable documents and unused space. Deletion of many documents or large attachments can cause considerable amounts of unused space to take up disk space unnecessarily. Compacting removes the unused space. l When you compact a database, Notes makes a temporary copy of it which it then copies back to the original. There must be enough disk space to store the copy during the process. Compacting a database retains the read marks users see and the existing view indexes. l When you copy a database by choosing File - Database - New Copy, Notes automatically compacts the new copy. l If a database is using medium or strong encryption, is cannot be compacted. 70 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Archiving databases and documents Notes lets you archive databases on a regular basis or manually. You can archive older documents in a database depending on the dates that you specify. You can also select a document or documents at any time and archive them immediately. Before you can archive a database or a document, you must first establish some archive settings (an archive profile). Note that the Action menu contains Archive commands only when you are in a mail database. For all other databases, you need to use the File - Database - Archive command. See any of these topics: l To setup an archive profile l To archive a database l To archive selected documents in mail l To retrieve archived documents l To enable automated archiving l Archive settings To setup an archive profile 1. Open the database. 2. Choose File - Database - Properties. 3. Click on Archive Settings. 4. Click and Basics and Advanced buttons to see all settings. To archive a database 1. Open the database. 2. Choose File - Database - Archive. 3. If there are no archive settings for the database, you are asked if you want to create some. 4. Click "Yes" to the dialog box that asks if you want to archive documents from this database. To archive selected documents in mail 1. Select one or more documents. 2. Choose Actions - Archive - Selected Documents, or drag the documents over to the archiving icon (yellow filing cabinet in the Navigation view). Note that you must first setup archiving by creating an archive profile, then you must close and re-open the database for the little yellow filing cabinet to appear. To retrieve archived documents 1. Choose File - Database - Open. 2. Click the Browse button. 3. Select the Archive folder. 4. Select the archived database. Archived databases are prepended with "a_". 5. Click Open to open the database. 6. Select the document or documents you wish to retrieve. 71 Lotus Notes Help © Copyright 1999 Lotus Development Corporation 7. Choose Edit - Copy. 8. Open the database and view to which you wish to restore the archived documents. 9. Choose Edit - Paste to restore the archived documents. To enable automated archiving 1. Choose File - Preferences - User Preferences. 2. Select the box, "Enable scheduled local agents." 3. Close Preferences. 4. Choose Actions - Archive - Enable Local Scheduled Arching. Notes l Before you can archive a database, you need to set up an archive profile. l Archiving has a little yellow filing cabinet in the Navigation view. To use the archive filing cabinet for immediate archiving of selected documents, you must first create the archive settings, then close and reopen the database. l By default, the archive file is named archive\a_xxxxxx.nsf, where archive\ is the folder, and "a_" is prepended to the first six letters of the name of the database. l When archiving is finished, a message box indicates how many documents were archived and how many documents were deleted. l You can archive documents based on days since last activity, last modification, or expiration marking. l Notes keeps a log of all document activity. By default, the archive log file is named archive\l_xxxxxx.nsf, where archive\ is the folder, and "l_" is prepended to the first six letters of the name of the database. You can see the log by choosing Actions - Archive - Open Log. l To enable scheduled archiving, you must first click "Enable scheduled local agents" on the Basics tab of the User Preferences dialog box. (File - Preferences - User Preferences). Archive settings Basic Options Description What documents do you want to archive? Not read or accessed on this server after x Specify the number of days of inactivity after which documents are days. archived. Not modified or updated after x days. Specify the number of days that must elapse without changes before the documents are archived. Expired documents after x days. Specifies the number of days documents are marked as expired before archiving. This only applies to databases that allow users to mark documents as expired, such as discussion databases. Where do you want these documents archived to? Archive database. Copies documents to an archive database on your local workstation. You can use the default file name, or specify an archive location (local or a server) and a file name for the archive database. Specify a file name relative to the Notes data directory. 72 Lotus Notes Help Advanced Options © Copyright 1999 Lotus Development Corporation Description How do you want to archive this database? From my workstation. You can specify an archive location on your workstation or on a server. Click the drop-down list to choose a server. Automatically on server. The database will be automatically archived on the server where the database resides. Note that you must have permission to create databases on the server. See your Domino administrator for details. Advanced archiving options: Log activity to: Specifies a Notes database that contains a history of all archiving operations for this database. You can change the default file name for this log file. Do not delete documents that have responses. Select this option if you want do not want to delete documents that have responses. Ensures that parent documents are only deleted after all associated response documents are deleted. This prevents orphan documents from occurring. Orphan documents are response documents that are not visible in a hierarchical view because the associated parent documents have been deleted. Delete matching documents without archiving them. Select this option if you want to delete matching documents without archiving them. 73 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To view user activity You can view how often database has been read, or written to. 1. Select the database. 2. Choose File - Database - Properties. 3. Select the Info (i) tab. 4. Click "User Detail." Note To save the summary, click "Copy to Clipboard". For example, if you are tracking usage over a period of time and you want to append the current summary to an existing usage statistics document. 74 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Printing and creating headers and footers A document may already have headers and footers when you open it. To override the default headers and footers, you can either create headers and footers for the entire database or create headers and footers for a single document. When you create database headers and footers, Notes prints database headers and footers when you print any document in the database (except those documents for which you have specified document headers and footers). Notes also prints database headers and footers when you print a list of documents in a folder or view, print a Calendar view, or print a list of calendar entries. To create or edit headers and footers for a document or database 1. Open a document or database. 2. Choose File - Document Properties (or File - Database Properties to assign a header or footer for all the documents in the database). 3. Click the Printer tab. 4. Select Header or Footer. (If a default header or footer appears in the text box, you can delete it and enter your own header or footer for the document.) 5. Enter text in the box below your choice. 6. Do one or more of the following. Be sure to add a space between text entries. To insert The page number Click this icon Page icon The date you print the document Date icon The time the document is printed Time icon A tab Tab icon The document title Title icon Tip To specify a multi-line header or footer, press ENTER at the end of each line. 7. (Optional) Change the font, point size, or style for the header or footer. 8. Click the check mark to save your changes, or the "x" to cancel them. 9. (Optional) To prevent headers and footers from appearing on the first page, deselect "Print headers and footers on first page." 75 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Symbols for headers and footers When you click the Page, Date, Time, or Title icon, Notes displays the &P, &D, &T, or &W symbol, respectively. Notes does not automatically insert separators between these symbols, so make sure you enter spaces or tab stops between them. To format headers and footers for printing 1. Create headers or footers for a document or database. 2. From the Notes Menu, choose File - Page Setup. 3. Change either or both of these settings: l To change the first page number in the "Start page numbers at" box. l To change the amount of space between a header or footer and the top or bottom of the page, enter a new amount in the Header or Footer box. Tips for positioning text in headers and footers When you click the Tab icon in the Document or Database properties box, Notes displays the tab symbol (|). There are 3 preset tab stops: left, center, and right. You can use them to position text in headers and footers. l To left-align text, don't insert tabs. LEMON l To center text, insert one tab on each side of the text. |LEMON| l To right-align text, insert two tabs before the text. ||LEMON l To left-align some text and right-align the rest, insert one tab between the text. &D|&T l To left-align some text, center some text, and right-align the rest, insert two tabs. LEMON|&T|CONFIDENTIAL 76 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Changing database security and replication settings You can use the Basics tab of database properties to make a database secure and change its replication settings. The basics tabs lets you: l Change the title of the database as it appears as a bookmark l Disable agents l Allow use of stored forms for the database l Display images after loading (particularly useful is you are using a Web browser to access the database) l Turn of JavaScript when viewing Web pages l Use an SSL (Secure Sockets Layer) connection when accessing the Web. To secure a database Notes offers three levels of encryption to help encrypt a database to which you have Manager access. 1. Select a database. 2. Choose File - Database - Properties. 3. Click Encryption. 4. Select "Locally encrypt this database using." 5. Select one of the three levels of encryption. Notes l All levels of encryption require that a user supply an appropriate User ID to open the database. l Simple encryption provides limited security from casual snooping, the fast access to documents. If the database uses simple encryption, it can be compressed by disk compression utilities. l Medium encryption offers good security and speedy access to documents. Databases using medium encryption cannot be compressed by disk compression utilities. l Strong encryption should be used only when security is a primary concern. Documents with strong encryption take longer to open than documents with medium security. Databases using strong encryption cannot be compressed by disk compression utilities. To change database replication settings Notes lets you see at a glance the replication settings for a database. 1. Select a database. 2. Choose File - Database - Properties. 3. Click "Replication Settings." Note You can display a database's replication history by clicking "Replication History". To display more information about an entry, select it and click Zoom. To copy the entire replication history to the Clipboard, click Copy. 77 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To speed up database searches To speed up database searches, you can create a full-text index for to which you have manager access. 1. Open the database. 2. Choose File - Database - Properties. 3. Click the Full Text tab (the second tab from the right). 4. Click "Create Index." Notes l Before searching for information, you may want to know if the database is full-text indexed and what settings the database manager selected in creating the index. The settings determine such things as whether your searches can be case-sensitive, and whether you can search on attachments and encrypted fields. These settings can affect the results of your search. l A full-text index speeds up your searches on a database. You must have designer access to create, delete, or update a full-text index. l Even if you don't have designer access to database, you can still see how many of the documents are unindexed by clicking the "Count unindexed documents" button. l If you are creating a full-text index for a database to which you have designer access, you can select the following options for a full text index. If you're creating a full text index on a server database, be sure to tell users of the options you select so they can adjust their search queries accordingly. Full Text Index Options Comments Index attached files This option allows you to include text in attachments in a full text index. Using it increases the size of an index by the number of attachments in a database and the amount of text they contain. Text in attachments is not highlighted. Notes indexes only ASCII text in attached files. This option is off by default. Index encrypted fields This option allows you to include text in encrypted fields in a full text index. Using it increases the size of an index by the number of encrypted fields in a database and the amount of text they contain. However, any user can search on text in encrypted fields; the text will not be highlighted, but documents containing the found text will be returned. Caution Selecting this option will compromise encrypted fields. This option is selected by default. Index sentence and paragraph breaks This option lets you apply Proximity operators to searches to find documents that contain two words in proximity to each other. For example, the following Proximity operator finds all documents with a paragraph that contains "cat" and "mouse." cat paragraph mouse Make case sensitive When you create a case-sensitive index, Notes indexes a word once for each case occurrence in the database. For example, Notes indexes "computer" and "Computer" as different words, so that searches can locate occurrences of one but not the other. Selecting this option increases the size of a full text index by 5 to 10%. This option is off by default. 78 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To view database design properties 1. Select a database. 2. Choose File - Database - Properties. 3. Select the design tab (middle tab). You can select and change design properties only on those databases to which you have Manager or Designer access. Inherit design from template If the database is governed by a design template, any changes you make are written over by the master design when all databases are synchronized with the template. If you have Designer or Manager access, you can prevent a design template from making changes. To prevent a whole database from being governed by the design template, deselect "Inherit design from design template". Database is a template If the database is used as a template, you can indicate the template name. List in Database Catalog Check this item to make the database from appearing in the Database Catalog. You can enter the name of the category under which you would like the database to appear. Show in Open Database dialog Select this option to make the database show up when users choose File - Database - Open on the server. Do not mark modified documents as unread If the unread status of modified documents is unimportant to users or if the database resides on a server that users don't access directly, turn off unread tracking for all documents in a database to conserve disk processing time. This setting affects all views in the database. Users see only new documents as unread; modified documents do not appear as unread. Include in multi database indexing This option allows the database to be included in the search scope of a search site database. Multilingual database If the database was designed for multiple languages, you can select this option to change the language and region (continent and country) that you want the database to use. 79 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To change how a database is launched 1. Select a database. 2. Choose File - Database - Properties. 3. Select the launch tab (third tab from right). Notes l You can select and change launch properties only on those databases to which you have Manager or Designer access. l You can save the settings you choose in a database, so it looks the same every time you open it. Choose "Restore as last viewed by user," which is the default setting. l To make sure your users read the About database document when it is changed, choose "Show 'About database' document when modified." l To display the About database document the first time users open your database, choose "Show 'About database' document when database is opened for the first time." l You can also select similar options to control how the database opens on the Web. The default way the database opens on the Web is whatever is selected for the Notes launch option. 80 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Advanced database properties You can specify the following options to provide higher performance and functionality for specific uses. Note that these options are for advanced Notes users. If the options in the Advanced tab are not visible to you, it requires an administrator to change them. Don't maintain unread marks Maintaining unread marks in a database slows performance. For some databases, such as the Domino Directory or the Domino log file, unread marks are not useful. If a database does not require tracking read and unread documents, consider disabling unread marks to improve performance. Document table bitmap optimization Notes refers to tables of document information to determine which documents appear in an updated view. Selecting the "Document table bitmap optimization" property associates tables with the forms used by documents in each table. During a view update, Notes searches only tables whose views contain forms used by documents in that view. While there is a slight performance cost to maintaining this association, this setting speeds updates of small views in large databases significantly. To enable optimization using the table-form association, select "Document table bitmap optimization." When you change this setting, compact the database to enable it. Make sure your system has sufficient disk space as this compact makes a temporary copy of the database. You can also use the load compact command with the -F or -f switch to enable or disable bitmap optimization. Don't overwrite free space To prevent unauthorized users from accessing data, Notes overwrites deleted data in databases, which can reduce database performance. In some situations, this security features is not necessary, such as when: l The database is physically secure -- for example, on a password-protected server in a locked room l Space in the database is quickly reallocated -- for example, in system databases such as MAIL.BOX l Security is not an issue -- for example, in an employee discussion database Maintain Last Accessed property Domino databases store the date when a document was last modified or read. By default, the database records only changes to documents -- not reads. If you select the database option "Maintain Last Accessed property," the database records reads of a document as well as changes to it. If you set the database to delete documents based on intervals without activity, such as 10 days without being read or modified, select "Maintain LastAccessed property" and be aware this may negatively impact database performance. Otherwise, leave the option deselected for best performance. Disable transaction logging When disabled, turns off logging of all transactions for all Domino API functions. It also turns off full database integrity and a replacement of Database Fixup on system restart with high-speed transaction roll forward/rollback from transaction logs along with support for backup and recovery APIs. Allow soft deletions The "Allow soft deletions" property lets deleted documents remain in the database and not be permanently removed for a set number of hours. The hours are set by the database manager in the Advanced tab of the Database Properties box. After that time, the document is permanently deleted from the database. Don't support specialized response hierarchy Documents store information about their parent or response document, which is used only by the @functions @AllChildren and @AllDescendants. In databases that don't use these @functions in views, select the database property "Don't support specialized response hierarchy" to improve database performance. Don't allow headline monitoring Users can set up their headlines to search databases automatically for items of interest. If many users do this, database performance can be slow. To prevent a database from being monitored, select "Don't allow headline monitoring." 81 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Allow more fields in database For a Release 5 database, you can select the advanced database property "Allow more fields in database" which allows the database to contain up to 64,000 fields. There are limitations to selecting this option, however; for example, full-text indexing may not work correctly. For a Release 4 database or a Release 5 database without this option selected, all the field names in a database when concatenated cannot exceed 64 kilobytes, which results in a database limit of approximately 3000 fields. Limiting the number of entries in the $UpdatedBy fields A document stores the name of the user or server that made each change to it in the $UpdatedBy field. This edit history requires disk space and slows both view updates and replication. If you do not need to maintain a complete edit history, specify the number of changes that the $UpdatedBy field tracks with the database setting "Limit entries in $Updated fields." Once the $UpdatedBy field reaches this limit, the next edit causes the oldest entry to be removed from the $UpdatedBy list. Limiting the number of entries in the $UpdatedBy field in documents improves database performance. Limiting the number of entries in the $Revisions fields A document stores the date and time of each change saved to it in the $Revisions field. Domino servers use this field to resolve replication or save conflicts. The $Revisions field stores up to 500 entries by default. If you do not need to track changes this closely, specify the number of changes that $Revisions field tracks with the database setting "Limit entries in $Revisions field." Once the $Revisions field reaches this limit, the next edit causes the oldest entry to be removed from the $Revisions list. Limiting the number of entries in the $Revisions field in documents improves database performance. Consider limiting the entries in $Revisions fields in databases that: l Contain many documents l Replicate often or have no replicas l Contain documents that are rarely edited Undelete Expire Time (in hours) Provides the ability to limit the time that users can restore deleted notes by accessing them in a special view type. By setting the "soft delete" database option and creating this view mistakenly deleted documents can be retrieved simply and quickly. 82 Lotus Notes Help © Copyright 1999 Lotus Development Corporation User Activity The User Activity dialog box shows each user or server session with the database, and how many documents a user or server read or wrote during each session, with the most recent activity first. This information is the same as in the Notes Log, Database Usage, Database Activity Log Entry. At the bottom of the user activity summary is a total of the usage statistics for the prior day, week, and month, and since user activity recording began. "Uses," "Reads," and "Writes" are defined as follows: Uses: Number of times users or servers accessed the database and performed at least one read or write. Reads: Number of times users opened documents and number of times servers read documents. Writes: Number of times users and servers created, modified, or deleted documents. 83 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To create a new database Notes lets you easily create databases using a template - that is, a file that contains forms and views, but not documents. Note You must have Domino Designer installed to make design changes to the database you create. 1. Choose File - Database - New. 2. Select Local in the Server field to store the database on your hard disk. To allow multiple people to work on the database design or read and write to the new database, enter the server name where the new database is to be stored. 3. Enter a title for the new database in theTitle field. The title appears on the Bookmark bar, and in the Bookmark page. You can use a maximum of 32 characters. 4. To change the default file name, specify a unique, descriptive file name of fewer than 32 characters, followed by the extension .NSF, in the "File Name" field. If you are copying the database to your hard disk, as part of the file name, specify a drive and directory to store the new database in a specific directory. Otherwise, the database is stored in the Data directory. 5. Click Encryption to set security for the new database, if it is being stored on your hard disk. Select "Locally encrypt this database using:," select an encryption type, and click OK. See "Restricting access to local databases" for more information. 6. (optional) To specify the maximum size the new database can occupy on disk, click "Size limit," select a size (up to four gigabytes) and click OK. The default database size is one gigabyte. It applies only to databases using the .ns4 file extension, or to databases hosted on Domino servers not yet upgraded to Release 5. 7. Choose a template from the list, or click the "Show advanced templates" check box to see all the templates available to you on the current selected server. You can also click "Template Server" to use templates that reside on another server. For a complete list of templates shipped with Notes, see Notes templates. Click the "About" button to read a general description of a database created with the template you have selected. Note If you do not want to use a template, choose Blank from the list. 8. (recommended) Check "Create full text index for searching" to speed searches on your new database. About inheriting design changes Many of the templates that ship with Notes are "master" templates. This means that changes made to the master template are passed on to the databases created from the template, unless you specify otherwise. If you plan to customize a database and want to avoid overwriting design changes, either deselect the "Inherit future design changes" option after you select a template, or deselect "Inherit design from template" on the Design tab of the Database Properties box for the database. Note More options to improve the performance of your database are available in Advanced Database Options. 84 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To copy an entire database 1. Open the database to copy. 2. Choose File - Database - New Copy. 3. Select Local in the Server field to store the database on your hard disk. To allow multiple people to work on the database design or read and write to the new database, enter a server name where the new database is to be stored. 4. Enter a title for the new database in theTitle field. The title appears on the Bookmark bar, and in the Bookmark page. You can use a maximum of 32 characters. 5. Specify a unique, descriptive file name of fewer than 32 characters, followed by the extension .NSF, in the "File Name" field. If you are copying the database to your hard disk, as part of the file name, specify a drive and directory to store the new database in a specific directory. Otherwise, the database is stored in the Data directory. 6. Select one of the following to copy: l "Database design and documents" copies the design elements as well as the documents stored in the original database. l "Database design only" copies only the design elements of the original database. 7. Click Encryption to set security for the new database, if it is being stored on your hard disk. Select "Locally encrypt this database using:," select an encryption type, and click OK. See "Restricting access to local databases" for more information. 8. (optional) To specify the maximum size the new database can occupy on disk, click "Size limit," select a size (up to four gigabytes) and click OK. The default database size is one gigabyte. It applies only to databases using the .ns4 file extension, or to databases hosted on Domino servers not yet upgraded to Release 5. 9. (recommended) Deselect "Access Control List" if you do not want to inherit the access control list (ACL) from the original database. Deselecting "Access Control List" automatically enters your name as Person Manager, and enters Default as Designer. If you do inherit the access control list, you may not have Manager access to the new database, which prevents you from being able to perform all tasks of all access levels, including deleting the database and modifying the ACL. About inheriting design changes Many of the templates that ship with Notes are "master" templates. This means that changes made to the master template are passed on to the databases created from the template, unless you specify otherwise. If you plan to customize a database and want to avoid overwriting design changes, either deselect the "Inherit future design changes" option after you select a template, or deselect "Inherit design from template" on the Design tab of the Database Properties box for the database. 85 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Size limit The default database size is no bigger than one gigabyte. If you want your database to be bigger, choose a size up to four gigabytes. The size limit is the maximum size that this database can occupy on disk. It applies only to databases using the .ns4 file extension, or to databases hosted on Domino servers not yet upgraded to R5. 86 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Locate template on a server Click on a folder to locate a template to: l Replace a database design l Create a new database Enter the name of the server in the text box. If you do not know the name of the server, choose "Other" at the bottom of the list, and then choose a server from the list of available servers. The name of the server is usually written in a hierarchical format. For example: Granite/East/Acme You can scroll down the list of folders on the server. Double-click any folder to examine its contents for more templates. Database templates always have an NTF file extension. 87 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Notes templates The following is a list of templates that are shipped with Notes and Domino, and whether the template is supported in Notes 4.6. See any of these topics: l Notes l Domino Server Notes Template file name Template title Release 4.6x support ALOG4.NTF Agent Log Yes ARCHLG50.NTF Archive Log (R5.0) Yes (altered appearance) BOOKMARK.NTF Bookmarks (Desktop is converted to Bookmarks) No BUSYTIME.NTF Local free time info Yes CACHE.NTF Local Document Cache Not applicable DBLIB4.NTF Database Library Yes DECSADM.NTF DECS R5 Administrator Template Partial DOCLBM50.NTF Microsoft Office Library (R5.0) Yes DOCLBW50.NTF Doc Library - Notes & Web (R5.0) Yes DSGNSYN.NTF Design Synopsis Template No HEADLINE.NTF Subscriptions No IMAPCL5.NTF Mail (IMAP) No JOURNAL4.NTF Personal Journal (R4) Yes LOG.NTF Notes Log Yes MAIL50.NTF Mail (R5.0) No MAILBOX.NTF Mail Router Mailbox (5.0) Yes NNTPCL5.NTF News Articles (NNTP) No PERNAMES.NTF Personal Address Book Yes (altered appearance) PERWEB50.NTF Personal Web Navigator (R5.0) Yes R63MAIL.NTF DLL that facilitates the upgrade of cc:Mail users to Notes Yes 88 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Domino Server Template file name Template title R4.6x client support ADMIN4.NTF Administration Requests (R5.0) Yes (altered appearance) ALOG4.NTF Agent Log Yes ARCHLG50.NTF Archive Log (R5.0) Yes (altered appearance) BILLING.NTF Billing Yes BOOKMARK.NTF Bookmarks (Desktop is converted to Bookmarks) No BUSYTIME.NTF Local free time info Yes CACHE.NTF Local Document Cache Not applicable CATALOG.NTF Catalog (5.0) Yes (altered appearance) CCA50.NTF Domino R5 Certificate Authority Yes CERTLOG.NTF Certification Log Yes CLDBDIR4.NTF Cluster Directory (R5) Yes (altered appearance) CLUSTA4.NTF Cluster Analysis Yes CSRV50.NTF Server Certificate Admin No DA50.NTF Directory Assistance Yes (altered appearance) DBA4.NTF Database Analysis Yes (altered appearance) DBLIB4.NTF Database Library Yes DECOMSRV.NTF Decommission Server Reports Yes (altered appearance) DECSADM.NTF DECS R5 Administrator Template Partial DIRCAT5.NTF Directory Catalog No DISCSW50.NTF Discussion - Notes & Web (R5.0) No DOCLBM50.NTF Microsoft Office Library (R5.0) Yes DOCLBW50.NTF Doc Library - Notes & Web (R5.0) Yes DOMADMIN.NTF Domino Administrator (R5) No DOMCFG.NTF Domino Web Server Configuration Yes DOMLOG.NTF Domino Web Server Log Yes DSGNSYN.NTF Design Synopsis Template No DSPA.NTF Server.Planner: Analyst Yes DSPD.NTF Server.Planner: Decision Maker Yes 89 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Template file name Template title R4.6x client support DSPV.NTF Server.Planner: Vendor Yes EVENTS4.NTF Statistics and Events Yes (altered appearance) HEADLINE.NTF Subscriptions No IMAPCL5.NTF Mail (IMAP) No JOURNAL4.NTF Personal Journal (R4) Yes LOGA4.NTF Notes Log Analysis Yes (altered appearance) LOG.NTF Notes Log Yes MAIL50.NTF Mail (R5.0) No MAILBOX.NTF Mail Router Mailbox (5.0) Yes MAILLIST.NTF Mailing List (5.0) Yes MTSTORE.NTF Domino MailTracker Store No NNTPCL5.NTF News Articles (NNTP) No NNTPDI50.NTF NNTP Discussion (R5.0) Yes NNTPPOST.NTF NNTP Cross-Post Not applicable NTSYNC45.NTF NT/Migrating Users' Passwords Yes PERNAMES.NTF Personal Address Book Yes (altered appearance) PERWEB50.NTF Personal Web Navigator (R5.0) Yes PUBNAMES.NTF Domino Directory Yes (altered appearance) PUBWEB50.NTF Server Web Navigator (R5.0) Yes REPORTS.NTF Reports Yes RESRC50.NTF Resource Reservations (5.0) Yes SIREGW50.NTF Site Registration 5.0 Yes SRCHSITE.NTF Search Site Yes STATREP5.NTF Statistics Reporting 5.0 Yes TEAMRM50.NTF TeamRoom (5.0) No USERREG.NTF User Registration Queue No WEBADMIN.NTF Domino Web Administrator No 90 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Replacing the design of a database The Replace Design command makes a database identical to a template and is the only way to distribute design changes if the database doesn't inherit its changes from a master template. If you have at least Designer access in the database ACL, you can replace the design of a database with the design from a template. To replace the design of a database 1. Select the database on the server and choose File - Database - Replace Design. 2. Select the template. 3. Click Replace and Yes to confirm. Note If a database replicates to other servers, replace the design of only one database and let the changes replicate to other replica databases. Show advanced templates Click this option to see a list of advanced templates from which to choose. Inherit future design changes This option is greyed out if you are replacing design template. You can inherit future design changes from a master template and not use the replace design command. Hide formulas and LotusScript This option prevents users from making any design change to a database. Hiding the design permanently disables all design operations and hides all formulas and scripts. Even users who have Designer or Manager access to the database can't make design changes. This feature is useful for hiding the design of ready-to-use databases that are based on a template you own. When design changes are required, you redesign the template, whose design is not hidden, and then refresh the design of the linked databases. To maintain maximum design security, do not give the template to anyone except authorized designers, and do not distribute documentation for the formulas and LotusScript programs. When you hide a database design, users cannot: l View the settings for design elements (View - Design disappears from the View menu) l Modify, add, or delete fields, forms, navigators, pages, or subforms l Modify or delete existing views l View, delete, or modify existing agents or add shared agents l View or change formulas, LotusScript programs, or formulas associated with simple actions l Change the Database Open properties l Display a synopsis of the design l Reveal the design of the database by making a copy or replica of it Components that are replaced during Replace Design The following components are replaced during a Replace Design procedure: l Forms, fields, form actions, and event scripts l Views, folders, and view actions l Agents l Navigators l Shared fields l File - Database Properties selections, except the "advanced template" option 91 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Components that are not replaced during Replace Design The following components are not changed during a Replace Design procedure: l Database icon l Database title and category l Property "List as advanced template in New Database" l Database ACL and encrypt database settings l Using This Database and About This Database documents l Individual elements whose design is protected from updates. (That is, if " Do not allow design refresh/replace to modify" is selected on the Design tab of the Design Properties box for the element.) 92 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Refreshing the design of a database The Replace Design Refreshing a design updates a database whose design is linked to a master template. Design elements that do not allow Design Replace/Refresh to alter them are not included in the updates. Manually refreshing a design Use the Refresh Design command to distribute design changes manually from a master template to any databases linked to it. Manually refresh the design of a database when: l The database is stored locally; therefore, the nightly Design server task doesn't update the design. l You want to receive design updates before the scheduled update. l You don't have Designer access to the master template. Components that are not refreshed The following are not changed during an automatic or manual refresh procedure: l The database icon l The database title and category l The property "List as advanced template in New Database" l The database ACL and encrypt database settings l Using This Database and About This Database documents Individual elements whose design is protected from updates. (That is, if "Do not allow design refresh/replace to modify" is selected on the Design tab of the Design Properties box for the element.) Components that are refreshed The following components are changed during an automatic or manual refresh procedure if the design element changes in the master template: l Forms, fields, form actions, and event scripts l Views, folders, and view actions l Agents l Navigators l Shared fields l File - Database Properties selections, except the "advanced template" option To refresh to the design of a database 1. Select the database to be updated, and choose File - Database - Refresh Design. 2. Select the Notes server that stores the master template(s) or select Local if the master templates are on your workstation, and then click OK. 3. Click Yes to confirm. 4. Repeat Steps 2 and 3 if other master templates associated with the database are stored on other servers. 93 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Changing who can access your database Every database includes an access control list (ACL) which Notes uses to determine the level of access that users and servers have to a database. Although the names of access levels are the same for users and servers, those assigned to users determine the tasks that users can perform. Only someone with Manager access can create or modify the ACL. Once you create an ACL, you can create one or more roles that you or the designer can then use to refine access to particular views, forms, sections, or fields of a database. See any of these topics: l Access levels l Assigning an access level to a name l Assigning roles and refining database access l Viewing the access control list history l Selecting a server to update your database access control list 94 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Access levels Access Level Privileges When to assign... Manager Can modify ACL settings, encrypt a database for local security, modify replication settings, and delete a database--tasks permitted by no other access level. Managers can also perform all tasks allowed by other access levels. Notes requires each database to have at least one Manager. It's best to assign two people with Manager access to a database in case one manager is absent. Designer Can modify all database design elements (fields, forms, views, public agents, the database icon, Using This Database document and About This Database document), can modify replication formulas, and can create a full text index. Designers can also perform all tasks allowed by lower access levels. Assign to the original designer of a database or to a user responsible for updating the design after a database is in use. Editor Can create documents and edit all documents, including those created by others. Assign to a user responsible for maintaining all data in a database. Author Can create documents and edit documents they create. Assign when you want to allow users to contribute to a database but not edit documents created by others. When possible, use Author access rather than Editor access to reduce Replication or Save Conflicts. Reader Can read documents in a database but cannot create or edit documents. Assign to users who must be able to read the contents of a reference database such as a company policies database. Depositor Can create documents but can't see any documents in the database views, even the documents they create. Assign to allow users to contribute to a mail-in database or to a database used as a ballot box. No access Cannot access the database. Assign as the default access to prevent most users from accessing a confidential database. 95 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To assign an access level to a name 1. Select the database. 2. Choose File - Database - Access Control (if the access control list isn't already open). 3. Select a name under "People, Servers, Groups." 4. Click the drop-down arrow in the Access level box and select an access level. 5. Select or deselect one of the options: 6. l Create documents l Delete documents l Create personal agents l Create personal folders/views l Create shared folders/views l Create LotusScriptTM Agent l Read public documents l Write public documents Repeat Steps 3 - 5 to assign access levels to other names. Note All access control lists must include at least one name assigned Manager access. 96 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To view the access control list history You can see a chronological list of changes made to the access control list (ACL) on any replica of a database. Each entry shows the date and time the change occurred, who made the change, and what was changed. 1. Select the database icon and choose File - Database - Access Control. 2. Click the Log icon. 97 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To assign roles and refine database access After you define an ACL for a database, you can follow these steps to define a role. A role is specific to one database. You can create up to 75 roles in a database. 1. Select the database. 2. Choose File - Database - Access Control. 3. Click the Roles icon. 4. Click Add. 5. Type a name for the new role then Click OK. The name of the access role appears surrounded by brackets [ ]. 6. To assign a name in the ACL to a role, click the Basics icon. 7. Select a name to include in the role, then select the role in the Roles box to display a check mark. Notes l To remove a name from a role, select the name, then click the role to remove a check mark. l You can rename a role and remove role. l Once you define a role, the database designer can create database access lists that use the role. l When you create a database, you can give a subset of users or servers access to specific database components. l A role is a means of defining this subset of users, or servers, or both. A database manager first creates a role and a designer then selects the role for inclusion in an access list for a specific database component. l Defining a role requires coordination between the database manager and designer. The manager must talk to the designer to determine if a role is necessary and if so which users or servers should be listed in it. l If there are replica copies of a database it is important to assign any roles to replicating servers to ensure that all information replicates between servers. Advantages to using roles It's easier and faster to modify names in a role than individual names. To change an individual name, you must not only update the access list in the form, view, or field that uses it, but also manually update the name in all documents that contain it. Updating the existing documents can take a considerable amount of time as can the replication necessary to propagate the changes. Roles appear in the Access Control List dialog box and signal that a database contains components with restricted access. If roles are not used, a manager is more likely to overlook assigning access to database components when modifying the ACL. 98 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Selecting a server to update your database access control list To use the Administration process to update names in an access control list (ACL), you must assign the database an administration server. To specify that Readers/Authors fields be modified, the "Modify reader and author fields" field must be selected. The default is to not modify these fields. Ask your Domino administrator which server to specify. To set an administration server for one database 1. Select the database. 2. Choose File - Database - Access Control. 3. Click the Advanced (beanie) icon. 4. Below Administration Server, select Server. 5. Click the drop-down arrow and select a server that runs the Administration Process. 99 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Using database libraries to group databases A database library is a collection of database links. You can "publish" the database to a library to give others access to a group of databases. Libraries help you identify databases of the same interest. You can use any database library to which you have at least Reader access. A database library continues to locate databases even when their managers move them to other servers or other locations on servers, because a library finds databases by their replication ID numbers instead of by their operating system file names. If your organization uses more than one Domino domain, you can add database libraries from other domains in the same way that you add other databases from other domains. Tips l You can use a library to store information about databases on your own hard drive. l Use full text search to see whether any abstracts contain terms you're interested in. To publish a database to a library If you have at least Reader access to a library, you can request a librarian of the library to publish a database in it. The database for the library where you want to publish a database must be added to your bookmarks. 1. Open the database to publish. 2. Choose File - Database - Publish. 3. Select a library from the Available libraries list. 100 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Database subscriptions Database subscriptions allow you to receive real time updates from your favorite Notes databases right on the Welcome Page. To subscribe to a particular database, the server that the database resides on must support subscriptions, and headline monitoring must be allowed for the database. By default you have a New Mail subscription already set up in the subscriptions database, but it is disabled. See any of these topics: l To enable or disable database subscriptions l To create a subscription for a database l To check for database subscription updates l To display database subscription results on your Welcome Page l To edit database subscriptions l To enable or disable individual database subscriptions l To set a time when database subscription results should be automatically deleted To enable or disable database subscriptions 1. Choose File - Preferences - User Preferences. 2. Click Basics and under "Startup Options" select or deselect Check subscriptions. Note If you do not use subscriptions, make sure they are disabled to optimize the performance of Notes. Disabling subscriptions can save up to four megabytes of memory. To create a subscription for a database 1. Open the database to subscribe to. 2. Choose Create - Subscription. 3. In the Subscription form, select the options you want to be notified of in the database and then click OK or Save. Notes l If you cannot create a subscription for a database, contact your administrator for help. l Subscription forms may vary for each database. If you have trouble with the form see the database designer for more information. To check for database subscription updates Notes checks for database subscription updates twice as often as it checks for new mail. For example, if you set your preferences to check for mail every four minutes, Notes checks for database subscription results every two minutes. To set your new mail notification settings, see Checking for new or unread mail. To display database subscription results on your Welcome Page 1. Click the Options button that appears next to the Welcome Page list in the upper right corner of the Welcome Page (if you do not see the Options button, refer to the topic To create or customize Headlines for your Welcome Page) 2. Click the Content tab in the Page Options dialog box. 3. Click inside a frame in the "Select a frame" section, and choose Database Subscriptions from the content list in the "Frame content" section. 4. Click OK. Note You can also check your subscription results in the Subscription Results database, headline.nsf. 101 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To edit database subscriptions 1. Click Customize in the Database Subscriptions Headline on your Welcome Page. 2. Select a subscription and click Edit. 3. Edit the subscription and then click OK or Save. To enable or disable individual database subscriptions You can enable some subscriptions and disable others that you don't want to check on a regular basis. 1. Click Customize in the Database Subscriptions Headline on your Welcome Page. 2. Select a subscription and click Enabled/Disable. To set a time when database subscription results should be automatically deleted 1. Click Customize in the Database Subscriptions Headline on your Welcome Page. 2. Select a subscription and click Global Subscription Results Expiration. 3. Select "Keep results forever" or "Automatically discard after n days" and enter the amount of days. 4. Click OK. 102 Lotus Notes Help © Copyright 1999 Lotus Development Corporation TeamRoom TeamRoom is a Domino database template located either on your computer or on a server. To access it, choose File - Database - New and select TeamRoom. If TeamRoom doesn't appear on your list of templates, call your administrator. TeamRoom is a Lotus Domino application designed to support processes that help people work together. Of course the software does not create the sense of shared purpose, common language, focus, and drive which make effective teams productive. But, by embedding in its technology a template for many of the basic practices of "good teaming," TeamRoom facilitates the creation and ongoing development of processes and practices common to high performance teams. TeamRoom is a powerful tool for information sharing and collaboration. However, the work of a TeamRoom-based team is not fundamentally different than it was "before groupware." By creating a shared context for team work, TeamRoom does what many good tools do: creates leverage, both for the individuals on the team and for the team as a whole. Because the technology is built on a Domino groupware "sharing" platform, this context is richer and the leverage is greater than is typically possible with "sending" tools like Email. Domino also makes it possible for TeamRoom to support teams whose members who are geographically distributed, and who are sometimes unable to be connected to their computer network. Some of the benefits of using TeamRoom include the following: 1. Shared Context Communication is kept in context, making discussions more effective. It is more efficient to post information once to a group rather than numerous times to specific individuals (as you would do in Email). TeamRoom's keyword fields provide an automatic framework in which every document or comment is placed. This structure makes it easy for you to find the information you need. 2. Central Frame of Reference The TeamRoom Setup creates a central frame of reference about the assumptions and terms underlying their work for both new and old team members. 3. Directed Communications Through the use of the "For Review By" field, it is possible to direct documents to certain participants, thus creating focus. While you can do this in Email, TeamRoom provides the added ability to also share this directed information with other members of your team easily. 4. Reduced Clutter With the Filing Options designation, TeamRoom provides a convenient way to store valuable information which is no longer under active consideration. This results in reduced clutter in views and provides more meaningful representation of current work. The organized, filed information provides a valuable historical/reference resource, both to the team as a whole and to any new team members. 5. Tracking In TeamRoom your work can be given due dates, and when you need to, you can easily view work organized under specific date milestones. Any information with a due date has a toggle between a status of open and complete. 6. Control of Category Creation Categories are controlled centrally, yet without requiring technical expertise, which allows a team leader to manage and build with the team a common language around the objectives of the team. 7. Managing Team's Knowledge The team leader and facilitator are responsible for entering the mission and the keyword lists which represent the team's plan. This responsibility corresponds to the larger role of these individuals in helping to manage the goals and tasks of the team. The new role of the TeamRoom leader and facilitator in managing both the structure of a TeamRoom (keywords, etc.) and the way people use their TeamRoom highlights the importance of managing the knowledge of the team that is captured in TeamRoom. 103 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Examples of work made easier and more efficient by TeamRoom include: l Raising & discussing issues and concerns l Creating (collaborative) product: memos, presentations, other "deliverables" l Brainstorming (which, hopefully, leads to resolution and action) l Preparing for meetings: one can present and share information in the TeamRoom before the meeting, so that meeting time can be focused on decision making l Tracking meeting agendas and resulting action items Shared context is at the heart of team learning and effective performance. Team members have focus on their individual work within the context of the team work, and focus on team work within the context of the team's results. Teams are more likely to do their best when they are committed to a common purpose, with clear, specific goals, and have a well-articulated idea of how they will work -- as individuals and as a team -- to achieve those goals. These commonly-held goals and descriptions of work are set down by the team in the TeamRoom's Setup page, one of the principal places where good teaming practices are embedded in TeamRoom's structure. Completing the Setup Page is often the first piece of collaborative teamwork the team does together. Defining the team setup and other team structures at the outset provides context for the use of TeamRoom. It gives an overview of the What (content of work), How (use of TeamRoom) and When of the project, and contributes to building team commitment and focus. 104 Lotus Notes Help © Copyright 1999 Lotus Development Corporation First Things First: The Initial Team Meeting The process of change is often a difficult one. The inertia of an organization often poses great barriers to the adoption of a new work process. TeamRoom helps to overcome the constraints of time and distance that can keep teams from successful communication and information sharing, but it represents a major change in how teams work and interact together. To use TeamRoom means to work differently -- to post in TeamRoom instead of sending Email or memos, and to rethink the team dynamic in terms of collective information and discussion. Introducing a TeamRoom to your team can be unsettling to those who dislike change, but can be potentially rewarding for the team willing to take the chance it offers. To help bring all members of your team on board, it is suggested that you hold a meeting prior to the initial use of TeamRoom, and that it be focused on introducing TeamRoom to the team. Think about the "gripes" of the team -what are the common complaints and pet peeves? Then describe how TeamRoom can be used to alleviate the problems. Get people to understand that TeamRoom not only benefits the team as a whole, but in so doing improves individuals' personal knowledge and efficiency as well. Having a TeamRoom Leader or Facilitator who eagerly supports and believes in the tool is essential, but not sufficient. TeamRoom is designed as a collective tool, and as such, is of little use if only one person is convinced of its utility. A possible outline of the first team meeting is provided below. It includes most of the key items which should be addressed prior to the team's first contact with TeamRoom. Adapt this outline as needed to suit the particular concerns and goals of your team members. First Meeting Outline Summarize key business/organizational issues facing your team: what are your goals for the next 3 months / 6 months / 1 year, what current problems do you have, and how do you plan to address the goals and problems? This is why you are using TeamRoom. Drill down into the information flows in your team. Review or engage in a discussion about what information is essential to the team's success and how the process of information sharing and flow can be improved. Get people to be specific about types of information and exactly where the flow gets hung up. Speak to the change issues as appropriate. Describe how TeamRoom could be used to organize vital information and to remedy communication difficulties. Be prepared to respond to anticipated questions. Show people their TeamRoom, and briefly describe how it works (Documents and Comments, various views to quickly find information). Clarify the Team Leader and Facilitator roles. Take people into your TeamRoom, and show and describe the different sections of the TeamRoom Setup. Let people know that they are responsible for coming to agreement on the contents of this page, and that they are constructing the context for their own work. Show how the Categories and Communication Types are used to structure many of the views. Then begin discussion of the Team Name and Team Description section. Reach any other team agreements on the process of working together, patterns and extent of use of TeamRoom, types of information to be shared, etc. Practice team use of TeamRoom l Have members modify their personal Participant Profiles. l Assign a specific task as an exercise, based on the team's level of readiness (i.e. - comment on an ex isting document; send a document to teammates; populate personal folders with documents of interest.) Agree on a date for a one-month team review of progress. 105 Lotus Notes Help © Copyright 1999 Lotus Development Corporation TeamRoom Setup The TeamRoom Setup section serves as the foundation for TeamRoom. By completing the Setup, you configure and customize TeamRoom for your team's use. The Setup should generally be completed before the TeamRoom is used. It is also recommended that the team come to agreement on many of the elements of the Setup before it is filled out. By coming to agreement, the team defines how it will use TeamRoom and what type of content will be placed in the TeamRoom. The Setup page also serves as the source of the lists that appear in certain pull down menus on the main document form. Note For additional help and tips on bringing the team to agreement on the use and configuration of TeamRoom, refer to the topic Team Agreements. Completing the Setup page There are several elements of the Setup page that need to be filled in to configure the TeamRoom for use. You may access each section by choosing an element from the list on the left side of the screen. Note The Team Facilitator may edit the TeamRoom Setup at any time by selecting Update TeamRoom Setup from the Leader/Facilitator Options portion of the main outline, or navigator. Team Name and Purpose Enter a short, descriptive name for the team that will be using this TeamRoom in the Name field. Enter a descriptive sentence or two in the Purpose field. The purpose statement should reflect the mission, or goal, of the team and will serve to keep the team focused on the task at hand. Participants The team participants you list here will be used throughout TeamRoom for addressing e-mailed newsletters, assigning action items, inviting meeting attendees, and for reviewing documents. l Fill in the name of the leader(s) of the team in the Team Leader field. This should be the person(s) in charge of the team and responsible for seeing that the goals are achieved. l The Team Facilitator field should contain the name(s) of the person(s) responsible for maintaining the TeamRoom application and for bring the team to agreement on the use of TeamRoom. The Team Facilitator may, or may not, be the same as the Team Leader. l Team Members are added by clicking the Add Team Member link, which will bring up a blank participant profile. You should create one participant profile for each team member. l Subteams can be used to divide a large team into smaller organizational or functional units, or subteams. Click the Add Subteam link to bring up a blank Subteam Profile. Create one Subteam Profile for each subteam that will be using the TeamRoom. Subteams are optional, and not every TeamRoom will have them. Note To view the members and the purpose of a subteam, click on the Subteam Details link, then choose a subteam from the list provided. Click Done to close the Subteam Details window. Categories This is one of the items that requires group consensus. Categories are used to categorize and organize the work, or documents, produced by the team. The By Category view sorts documents according to the categories you list here. It's important that all team members understand and agree on the structure of information in the TeamRoom. When a team member composes a document, it can only be categorized under one or more of the choices listed here. Team members will not generally be able to create their own categories for documents. If you decide later that one of the categories in use is not correct, or is no longer relevant, TeamRoom contains an agent that allows the TeamRoom Facilitator to change the categorization in existing documents to reflect the changed category. To change categories: 1. Delete the outdated or unwanted category for the list on the Categories page. 2. Add the new category name to the list. 106 Lotus Notes Help © Copyright 1999 Lotus Development Corporation 3. Click Save and Close to exit the TeamRoom Setup. 4. under the leader/Facilitator Options, choose Map Categories to bring up the Map Categories dialog box. 5. Follow the three steps in the dialog box, then click the Map Categories Now button. 6. Click the Done button to close the dialog box. Document Types The team should agree on the Document Types that will be used in the TeamRoom. Along with Categories, Document Types help to organize and structure the contents of the TeamRoom and create shared understanding of the task among team members. TeamRoom includes four Document Types by default (Action Item, Discussion, Meeting, and Reference) but you can add as many as the team needs. Most views within TeamRoom contain a Type column that can be sorted on-the-fly, so team members can view documents sorted by type. Milestones/Events Lotus research shows that many teams work according to deadline or milestone. TeamRoom allows users to incorporate a temporal element into their work by creating milestones or events. Users can then associate documents with one or more events. This form is used to create those milestones/events in TeamRoom. To create a Milestone/Event in TeamRoom, Click on the Add Milestone/Event link, then: 1. Enter the name of the milestone or event in the Milestone/Event field. This is how the milestone will be identified in pull-down menus by users. 2. Associate the event or milestone with a specific date by using the pull-down calendar in the Date field. 3. Enter a short description of the event or milestone in the Details field. 4. Click on the Active or Inactive radio button to specify whether this Milestone/Event status is currently active or inactive. Inactive Milestones/Events do not show up in pull down menus when users compose new documents. The status of Milestone/Event documents can be changed at any time by locating the document in the Index of All Documents view and editing/saving the document. 5. Click Save and Close Note The date you select in the Date field will automatically be appended to the Milestone/Event name in most pull-down menus and views. For example: Market Launch (07/10/2005) Advanced Options Marking Documents Inactive Documents can automatically be marked Inactive after a specified period of time. TeamRoom contains an agent that will automatically change the status of documents from Active to Inactive after the specified period of time has elapsed since the each document's creation date. To enable this agent, click the Enable Agent link. The default interval can be specified here as well. (TeamRoom ships with this interval set to one month.) Users will be able to accept this setting when they compose documents, change to a different interval or specific date, or choose to keep the document active indefinitely. Newsletters TeamRoom can automatically keep team members informed of new content and activity in the TeamRoom through the use of newsletters. Team members can fill out newsletter profiles specifying Authors, Categories, Events, and individual words or phrases they wish to track. The newsletter agent will run periodically to scan for documents that match newsletter criteria, and automatically send an email newsletter, with links to the matching documents, to the author of each newsletter profile. To enable this agent, click on the Enable Newsletters link. Reminders TeamRoom has the capability to automatically send reminder e-mails to persons with overdue action items. Enabling this agent will configure TeamRoom to send reminder e-mails once a day to persons with overdue action items or reviews that are overdue, until those documents are closed or completed. 107 Lotus Notes Help © Copyright 1999 Lotus Development Corporation TeamRoom Setup The TeamRoom Setup serves as the foundation for TeamRoom and also provides a way for the team to customize TeamRoom for their individual project or task. The TeamRoom Setup page contains several elements that can be viewed by click on the element name on the left side of the page. These include: l Team Name and Purpose - brings focus to the team and helps keep the team on track by clearly stating the mission, or goals, of the team. l Participants - lists the Team Leader(s) and Facilitator(s) as well as all team members and subteams. l Categories - Provides a framework for organizing and structuring content within TeamRoom. Documents can be viewed by Category to make finding content easier. l Document Types - brings a shared understanding of the organization and work of the TeamRoom to users. Also allows users to view content sorted by Document Type in most views to facilitate finding information. l Milestones/Events - brings a temporal element into TeamRoom, allowing team members to associate a document with a specific milestone, event, or deadline. l Advanced Options - lists which agents are enabled or disabled. Note The Team Facilitator can edit or change any element of the TeamRoom Setup. 108 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Critical Success Factors for TeamRoom In order for a team, and a TeamRoom, to function effectively, it must be built on a solid framework. Some of the components of this framework are outlined below: 1. Clear Goal. There must be a clearly understood real-world purpose for the use of TeamRoom. In other words, there must be some defined, tangible way that using TeamRoom will improve the team's primary work. In addition, there should be clear understanding of all reasons (there may be several, of varying importance) why the team is using the TeamRoom tool as opposed to other tools or no tool. TeamRoom was designed to facilitate information sharing, team discussion, and team coordination in an electronic workspace, but its capabilities and scope are by no means limited to these basic categorizations. 2. Committed, Engaged Leaders. Team Leaders and/or TeamRoom Facilitators must be active users of their TeamRoom from the very start, to encourage and demonstrate strong habits for effective TeamRoom use. Leaders who are TeamRoom believers, and who practice what they preach, will have more successful and cooperative TeamRoom teams. 3. Team Commitment. All users of a TeamRoom need, as a team, to jointly define the purpose and processes of their team work and their use of TeamRoom. For this reason, it is critical to have shared face-to-face time for all team members to hammer out these definitions at the very beginning of a TeamRoom implementation. Some of this work can be done disconnectedly, but there must be at least one full-team meeting to articulate and agree on the fundamental structures of the team and its TeamRoom, and to outline expected and efficient TeamRoom practices. 4. Willingness to Embrace Change. TeamRoom is a tool that enables a team to work differently than it has in the past. A successful TeamRoom team is a collection of individuals who are willing to experiment with tangible changes to existing processes, and to embrace the changes that improve team performance. 5. Ongoing Review. TeamRoom users learn as a group to set up their own electronic work environment, and define the terms and structure of that work. This learning allows the team to refine its self-definitions as it works over time, and as the team's work evolves. 6. Critical Mass. Key players and respected Team Leaders who are committed to TeamRoom, and to sharing information and doing their work in TeamRoom, will generally bring the rest of the team in with them. 7. Hot Topics. The content in TeamRoom documents must be essential, up-to-the-minute team information. Put the information that everyone wants in TeamRoom and only in TeamRoom. Make it necessary and worthwhile for people to come into the TeamRoom to get the things they want and need. 8. Enough Training. Take the time to introduce the tool properly to the team, both in terms of technical skills and in terms of team process and self-definition. A team kickoff meeting is one of the most important factors in a TeamRoom rollout. 9. Evolution. A TeamRoom is a living thing, made up of human team members. It can evolve, and will undoubtedly go through cycles of user excitement and frustration. Be aware of TeamRoom usage and morale, and make appropriate adjustments as a team. 109 Lotus Notes Help © Copyright 1999 Lotus Development Corporation What Can TeamRoom Be Used For TeamRoom was designed as a flexible tool whose usage is driven by the work and information needs of a team. Consequently, its design is structured around this very concept, unlike other software which is structured around the work needs of the individual user. Below is a list of some of the team work processes observed by the creators of TeamRoom which helped shape its design. These may prove a useful resource when demonstrating the utility of TeamRoom to your team, and later when outlining the purpose and goals of the work team. Some of these uses are more advanced than others. A flexible design means that a team should be able to select various combinations of these or other 'modules' based on the past experience and present work of the team. This will benefit either the team that is on a migration path towards improved communication and needs to start with some basic functionality (discussion threads and central information capture) or the team that knows it needs to do certain things and needs a tool to help do it well. Consequently, flexibility is a central component of the TeamRoom design. Your team can use TeamRoom to support any of these work modes, simply by posting the information into the TeamRoom. The team can reinforce and structure particular modes by choosing Communication Types to correspond to particular processes or stages of information. In addition, individuality and simplicity are key considerations in any TeamRoom. Individuality pertains to an individual's use of the tool and his or her relationship with the team; individual input is a valuable resource which TeamRoom tries to capture and bring to the team platform, and TeamRoom should support the ways that individuals need to work, within the structure of a team. Simplicity is one of the key features of the underlying architecture of TeamRoom; though a project itself may grow complex, the tools used to tackle it should not. Some Common Work Processes Supported by TeamRoom Document management is a work process whereby the following occurs: l Documents are stored for team reference (presentations, final drafts, etc.) l Documents are posted and open for revisions or annotation. l Documents are made available to a larger audience (via Notes, web, email, etc.). l Documents are filed automatically after an expiration date (or manually). Action tracking is a work process whereby the following activities might occur: l Action requests are made of a team member(s). l The team member accepts, rejects or negotiates the action. l If the action is rejected, action is requested of another member. l If the action is negotiated, it is discussed with the requestor until an agreeable acceptance is reached. l If the action is accepted, it is tracked against a due date. l The action is completed, marked as such, and updated with an actual date. Meeting management is a work process whereby the following activities might occur: l A meeting announcement is posted. l Availability of participants is posted as a series of responses, and a schedule is finalized. l A meeting agenda is created by one member or the whole team. l A meeting is held (virtual or face to face). l Meeting minutes are posted. l Action items are created. 110 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Collaborative writing is a process whereby: l One member begins a draft of a presentation or a document. l Another member modifies the draft and updates the version. l Another member adds comments. l The final document is approved/completed and made available to a larger audience. Decision making is a process whereby: l An open item that requires closure is posted, and described by the owner as needing one of two possible types of decisions: l By consensus - every member participates in the decision and a vote will close the item. l By leader or singular responsibility - one person is responsible for the decision, soliciting feedback if necessary, and closing the item. Brainstorming, or Creative Zoning is a process whereby: l creative ideas are fostered, shared and developed. Archiving is a process whereby: l expired material is filed (to the Index views) or moved to an archival database. 111 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Role of the Team Leader The role of a manager in an organization or a team is to set direction and create an environment that leads to the accomplishment of the team goal. TeamRoom serves as one of the tools that a team uses to do its work. The design of the tool assumes that the facilitator is responsible for managing the tool's use. To this end, TeamRoom was designed such that only the Team Leader and Facilitator (not necessarily different people) should have Editor access in the application -- that means that in general only they can edit documents that were not created by them, and only they can physically change the TeamRoom Setup entries. It is critical to the successful use of the TeamRoom tool that the Team Leader establishes a clear purpose for using the application, gets agreement on the expectations for use (e.g. how frequently team members should be reading or posting in TeamRoom), and mediates group decisions on what kinds of information will be communicated through TeamRoom. When the team has come to agreement, the Team Leader then must work with the Facilitator to set up the TeamRoom by entering the Participants, the agreed-upon Categories and Communication Types, and the team Events into the Setup page. These can easily change, so it is best to get a basic set of Categories and Communication Types worked out early, but be willing to alter them as the team gets familiar with using TeamRoom, and as the needs of the team evolve. In addition, the Team Leader must personally demonstrate the behavior he or she expects from the team, thus providing stronger incentive for using the tool. For example, if a Team Leader wants TeamRoom used for sharing informal information about the team's customers that typically doesn't get shared because of time or distance constraints, then he or she should begin a new discussion by sharing such information. Getting started is the greatest hurdle. TeamRoom will best get used if the information in it is regarded as valuable to the team members, which ironically requires team members to use it for communicating valuable information. Therefore it is important to have regular, brief discussions with the team addressing how the TeamRoom is being used, what difficulties people are having using it, and how to use it more effectively. The Leader is responsible for: 1. Working with team members to outline the shared context and common vocabulary for work. 2. Working with the Facilitator to transfer the team's design criteria into the TeamRoom architecture. 3. Encouraging TeamRoom usage through active participation. 4. Ensuring that team members are comfortable with and actively using the tool. 5. Guiding the team's efficient use of the tool in day-to-day work. 6. Managing and encouraging the evolution of the TeamRoom over time. 7. Keeping the Facilitator informed of the need for TeamRoom maintenance, including new member addition, changes to the Category and Communication Type lists, updates to the list of Events, document filing, etc. 112 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Role of the Team Facilitator The facilitator is responsible for: 1. Translating the team's design criteria into the TeamRoom architecture 2. Setting up the Setup page, the Category and Communication Type lists, the Participant Profiles, and setting the database's Access Control List 3. Maintaining the TeamRoom in accordance with team agreements and goals 4. Modifying the system according to team decisions 5. Verifying the accuracy and consistency with which TeamRoom members are using the application 6. Teaching and coaching TeamRoom members in the use of the tool 7. Integrating new team members into the TeamRoom 113 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Team Agreements There are a number of agreements the team should agree to as it begins its use of TeamRoom. These should be discussed during the first team meeting. There are a few other, more general agreements about TeamRoom usage habits that may be useful for the team. Explicitly discussing techniques and expectations like this can help put users at ease, give them clear goals for working in TeamRoom, and make them more comfortable with using their new tool. Team Setup Page Agreements l Team Name & Team Description (goals, or a "mission statement") l Categories & their meaning l Communication Types & their meaning General Usage Agreements l Acceptable Time-to-Respond when a response is appropriate for a particular Communication Type. Example: Your team has decided on a Communication Type of "Discussion." How quickly are other team members expected to add their input (if any) to the discussion item? Within a week? within 3 days? within 1 day? Be sure to get agreement on a timely, but reasonable, time span for team action to particular types of postings. l Meaning of Non-Response (silence = approval?) This is related to the above time-to-respond item. For instance, someone has posted a proposed meeting time announcement, and after a period of time only two people have posted responses. Should the silence of the others be taken as tacit agreement to the proposed meeting time? In most TeamRooms and discussion databases, this is the assumption. The team should decide whether to equate agreement with non-response or to mandate response to all requests for feedback (or requests of a specific Communication Type). l Frequency of Reading The team needs a clear understanding of how frequently they should be reading their TeamRoom. In most cases, users should read their Team Workspace view several times daily, or at least once per day. If TeamRoom is being used as more of a document library than a collective discussion environment or virtual meeting space, users may need to check the TeamRoom less frequently. l Action Item Definition If the team will be using TeamRoom to post and track action items, the team needs to reach clear agreements on how action items should be described, assigned, and responded to. Should the assignee(s) of an action item be listed in the first paragraph of the document? in the Subject line? What information needs to be included in the description of an action item? Is filling in the Due Date field mandatory in action item postings? Should the assignees create a response Comment accepting or negotiating the action item, or is no response necessary until item completion? The team may create one or more Communication Types to encompass action items to make these definitions. l One-Liners Sometimes users will need to post a very brief response to someone else's document. Their whole message is one sentence long and could be contained in the Subject line of their Comment. It would be nice to indicate to the rest of the team that they don't need to bother opening the Comment, since there is nothing in the body to read. Many discussion teams and TeamRooms have adopted some convention to indicate a subject-line-only document, or a "one-liner," for instance: prefacing their subject line with an asterisk ( * ) or a greater-than symbol ( > ), or ending with an end of message tag (<eom>), like this: 7/28/98 What do you think about this article from the Times? (George Costanza) 7/29/98 I agree completely <eom> (Thurston Howell) 7/29/98 * I think it's right on target (Wally Cleaver) 114 Lotus Notes Help l © Copyright 1999 Lotus Development Corporation Chattiness / Formality of posts (clutter level vs. familiarity & constant usage) Often, users who do their daily work in a discussion database or a TeamRoom will post slightly informal messages in addition to the core of their work. For instance, users might request information, then when the information is posted, they might respond with a simple "Thanks!" message. Or they might adopt a relaxed, conversational tone in their postings, rather than adhering to rigid memo structures and protocols. Users might also post notices of team events after hours, birth announcements when a team member has a new baby, and so on. Other teams of users may not be appropriate for such informality, and can decide to restrain themselves to a certain degree of formality in their postings. These informal, often "chatty" postings can help boost the cohesiveness of a team, and encourage team members to spend time working in the TeamRoom. This kind of posting can heighten the sense of TeamRoom as a virtual meeting space, where you can do all the same activities that you can do when you meet in person, from heads-down planning to casual relationship-building. However, some users can find these kinds of postings annoying or distracting in the views, when trying to locate particular information. If there are lots of postings that users find distracting, remember that filing regularly can help keep down visual clutter in the views. The TeamRoom Leader should do some preliminary thinking about the existing culture of the team, and guide the discussion of the team as they come to agreement on this item. Raise both sides of the debate, and guide them towards a balanced decision. 115 Lotus Notes Help © Copyright 1999 Lotus Development Corporation TeamRoom Review Meeting Team review meetings should be conducted to evaluate and refine the use of TeamRoom. These brief review meetings should be scheduled 30 to 45 days after the kick-off meeting, and optionally a second review meeting 30-45 days after the first review meeting. These reviews focus on the team's use of TeamRoom -- its contribution to team performance and effectiveness. Common areas to review are the team's degree of comfort with the technology, clarifying expectations regarding its use, and ensuring that the team's agreements are being followed. In these meetings, the team evaluates what adjustments are necessary to meet its needs based on real experience. This also provides a forum to discuss work styles, the level of collaboration among team members, and other group dynamics issues. These meetings are important because they allow team members to provide feedback based on their experience of working in virtual space and with each other. The meetings also provide an opportunity for the team to commit to adjusting their usage patterns in order to reap the full benefits of TeamRoom. 116 Lotus Notes Help © Copyright 1999 Lotus Development Corporation TeamRoom Main Document Overview The main document form is used to contribute new content to the TeamRoom. Its flexible design allows you to use this one form for multiple purposes, such as: on-line discussions, posting reference materials, assigning action items, and scheduling meetings. Certain elements of the form can "morph", or change, depending on the document type you choose when composing a new document. For example, creating a new document and choosing "Action Item" as the document type changes the "Reviewers" section to "Assignments" and allows you to assign the document to a specific team member(s) or subteam(s), and specify a due date by which the action should be completed. Likewise, choosing "Meeting" as the document type changes the "Reviewers" section to "Meeting Details" allowing you to assign a date, start time, duration, and location to the meeting, and to select attendees from a list of team members and subteams. Several of the pull down menus on the Main Document form are populated with choices from the TeamRoom Setup section. These choices are controlled by the TeamRoom Facilitator, but should be agreed upon by the team as a whole. Any changes or additions to these lists should be discussed with the TeamRoom Facilitator. Creating a document with the Main Document form 1. From the Create menu, choose Main Document, or from a view, click the New Document action button. 2. Select a Document Type from the pull down menu. 3. Enter the subject in the Subject field. 4. Choose a category from the predefined list in the pull down Category menu. 5. If this document is associated with an event, or milestone, select the appropriate choice from the Associated Event pull down menu. 6. If you would like to associate this document with, or bring it to the attention of, a particular subteam, or subteams, select the appropriate subteam(s) from the Associated Subteam(s) pull down menu. 7. The section below the Associated Subteam(s) field changes depending on which Document Type is selected. Fill in the fields that are appropriate for the document type you are creating. 8. On the top left side of the form, you can elect whether or not to have this document automatically become inactive after a specified interval. If you choose to let this document become inactive, you can accept the default interval (specified by the TeamRoom Facilitator during Setup) or you may enter your own date using the drop-down calendar. If you would like this document to remain active indefinitely, click in the Keep Active box and this document will not become inactive. (Inactive documents are removed from the most views to reduce clutter, and can be found in the Inactive Documents view.) 9. Enter the body content for the document in the Content field. 10. if you would like to keep this document private, click the Mark Private action button at the top of the screen. Private documents are readable only by the author and those individuals the author designates in the Reviewers, Assignees, or Invitees fields. 11. When finished, click the Save and Close action button. 117 Lotus Notes Help © Copyright 1999 Lotus Development Corporation TeamRoom Milestone/Event Profile Lotus research shows that many teams work according to deadline or milestone. TeamRoom allows users to incorporate a temporal element into their work by creating milestones or events. Users can then associate documents with one or more events. This form is used to create those milestones/events in TeamRoom. To create a Milestone/Event in TeamRoom: 1. Enter the name of the milestone or event in the Milestone/Event field. This is how the milestone will be identified in pull-down menus by users. 2. Associate the event or milestone with a specific date by using the pull-down calendar in the Date field. 3. Enter a short description of the event or milestone in the Details field. 4. Click on the Active or Inactive radio button to specify whether this Milestone/Event status is currently active or inactive. Inactive Milestones/Events do not show up in pull down menus when users compose new documents. The status of Milestone/Event documents can be changed at any time by locating the document in the Index of All Documents view and editing/saving the document. 5. Click Save and Close Note The date you select in the Date field will automatically be appended to the Milestone/Event name in most pull-down menus and views. For example: Market Launch (07/10/2005). 118 Lotus Notes Help © Copyright 1999 Lotus Development Corporation TeamRoom Participant Profile TeamRooms typically have a specific, defines list of participants. Participant Profiles allow members of large teams, who may not know each other, to find out about other team participants. They also contain contact information for each participant, making it easy to contact "external" team members who's phone numbers and/or email addresses may not be readily available to other team members. They also provide the addressing information for newsletter profiles, as well as the listing of individuals for Action Item assignments, Reviewers assignments and Meeting attendees field in the Main Document form. Participant Profiles are typically created by the Team Facilitator during the initial TeamRoom Setup. Participant Profiles may be edited, added, or deleted at any time by the Team Facilitator as the team evolves. Profiles may be marked Active or Inactive. An Inactive status removes that person from any pull-down menus in TeamRoom. to change status, the Team Facilitator should edit the profile and click the appropriate radio button, then save the profile. 119 Lotus Notes Help © Copyright 1999 Lotus Development Corporation TeamRoom Response documents The Response document is used to compose a response to a Main Document in TeamRoom. By using the Response form, it is possible to create a "threaded" discussion, making it easy for readers to follow the flow of the discussion in TeamRoom. A Response Document can be used to respond to any Document Type (action item, reference, meeting, etc.) in TeamRoom. To create a response document 1. Highlight the document you wish to respond to in a view in TeamRoom. 2. Click on the New Response button. 3. Enter a short description, or summary, for your response in the Subject field. 4. The Response To field is automatically populated with the subject of the document to which you are responding. 5. The Category field also inherits the category of the Main Document to which you are responding. 6. Fill in the body content of your response. 7. Click Save and Close when done. Your response will appear in all appropriate views, indented below the main document you highlighted. There may be more than one response to any main document, and Responses can have Response to Response documents under them as well. 120 Lotus Notes Help © Copyright 1999 Lotus Development Corporation TeamRoom Response to Response documents The Response to Response is used when a team member wishes to respond to, or comment on, a response to a main document in TeamRoom. By using the Response to Response form, it is possible to create a "threaded" discussion, making it easy for readers to follow the flow of the discussion in TeamRoom. Response to Response documents appear indented under the Response they reference. Example of threaded discussion hierarchy in TeamRoom: 06/10/2000 06/11/2000 Main Document Response Document indented under Main Document 06/11/2000 06/12/2000 Response to Response doc indented under Response Another Response to the Main Document To create a Response to Response document 1. Highlight the Response document to which you'd like to respond in a view in TeamRoom. 2. Click on the New Response to Response button. 3. Enter a short description, or summary, for your response in the Subject field. 4. The Response To field is automatically populated with the subject of the document to which you are responding. 5. The Category field also inherits the category of the Response document to which you are responding. 6. Fill in the body content of your Response to Response. 7. Click Save and Close when done. Note Your Response to Response will appear in all appropriate views, indented below the Response document you highlighted. There may be more than one response to any main document, and any Responses can have multiple Response to Response documents under it. 121 Lotus Notes Help © Copyright 1999 Lotus Development Corporation TeamRoom Subteam Profile Subteams can be used to divide a large team into smaller organizational or functional units called subteams. There should be one Subteam Profile for each subteam that will be using the TeamRoom. Subteams are optional, and not every TeamRoom will have them. Documents can be associated with one or more subteams, making it easy for members of those subteams to locate documents that pertain to them in large, busy TeamRooms. Subteam Profiles are usually created by the TeamRoom Facilitator during the initial TeamRoom Setup, however profiles may be edited, added, or deleted at any time by the Facilitator. Subteams may have a status of Active or Inactive. Inactive subteams are not listed in any pull-down menus in TeamRoom. Note The TeamRoom Facilitator may change the status of a subteam at any time by editing the subteam document, clicking on the appropriate status radio button, and clicking Save and Close. 122 Lotus Notes Help © Copyright 1999 Lotus Development Corporation TeamRoom Subteam Status Document The Subteam Status Report allows each subteam within a TeamRoom to publish a written status report visible to all TeamRoom participants. These status reports provide an easy way for TeamRoom Leaders and participants in large, multifunction teams to view the status of the various subteams or groups within the context of the overall project or task. The Active Team/Subteam Status view shows only status reports with a status of Active. Outdated status reports may be marked Inactive, and may be retained in the TeamRoom so the subteam or the whole team can track progress over time. Inactive status reports are visible in either the Index of All Documents view or the Inactive Documents view. To change the status of an existing Subteam Status Report from Active to Inactive. 1. Highlight the appropriate document in the Active Team/Subteam Status view. 2. Click the Set Status to Inactive button. Note You must have at least Editor access to the TeamRoom to change the status of a Status Report. 123 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Team Status Documents in TeamRoom The Team Status document allows the Team Leader to create a written status report and post it in TeamRoom for all team members to see. This helps ensure that all participants, especially in large, distributed teams, are aware of the status of the overall project or mission. The Active Team/Subteam Status view shows only status reports with a status of Active. Outdated status reports may be marked Inactive, and may be retained in the TeamRoom so the team can track progress over time. Inactive status reports are visible in either the Index of All Documents view or the Inactive Documents view. To change the status of an existing Team Status Report from Active to Inactive. 1. Highlight the appropriate document in the Active Team/Subteam Status view. 2. Click the Set Status to Inactive button. Note You must have at least Editor access to the TeamRoom to create or change the status of a Status Report. 124 Lotus Notes Help © Copyright 1999 Lotus Development Corporation TeamRoom Team Documents Views A view in TeamRoom is a listing of documents that meet a certain criteria and/or are listed in a specific way. The Team Documents views show documents created with the Main Document, Response, or Response to Response forms. The various views under the Team Documents category allows TeamRoom participants to view documents according to the following criteria: By Date The Team Documents\By Date view lists documents by their creation date, sorted in descending order (most recent documents on top.) This view shows the document creation Date; the Topic or subject of the document, the document Type; and the Author of the document. The Date column and the Type column allow users to sort-on-the-fly to reorder the display of documents by clicking on the column heading. By Category The Team Documents\By Category view lists documents grouped by their assigned Category (in ascending alphabetical order.) Category headings only appear once a document has been created with that assigned category. It is possible to collapse and expand categories to make navigation in large views easier by clicking on the green triangle, or "twistie", to the left of the category heading. Under each category heading, document appear in descending order of creation date. The Team Documents\By Category view contains columns listing: the category; creation Date; Topic, or subject; Due date (if any); and document Type. The Date column can be sorted on-the-fly to reorder documents according to their creation date. The Due date column heading, when clicked, will take users to the Open by Due Date view. The Type column heading may also be clicked to reorder document in this view according to their Document Type attribute. By Milestone/Event The Team Documents\By Milestone/Event lists documents grouped by their Associated Event, listed alphabetically by event name. By clicking on the Date column heading, users can reorder documents in this view, on-the-fly, by descending order of creation date. Clicking on the Due column heading takes users to the Open by Due Date view. The Type column heading allows users to resort the documents in this view in descending alphabetical order of the document type attribute. By Subteam The Team Documents\By Subteam view lists documents in descending order of their creation date, grouped under headings for their Associated Subteam. This views allows TeamRoom participants in subteams to very quickly locate documents--especially in large, busy TeamRooms--that are relevant to their particular subteam. By clicking on the Date column heading, users can reorder documents in this view, on-the-fly, by descending order of creation date. Clicking on the Due column heading takes users to the Open by Due Date view. The Type column heading allows users to resort the documents in this view in descending alphabetical order of the document type attribute. Open by Due Date The Team Documents\Open by Due Date lists all documents with a status of Open, in ascending chronological order. Documents that are overdue are preceded by a red exclamation point icon. Items due within a week are preceded by a clock icon. Documents with a status of Complete will not appear in this view, however they will appear in most other views. Open by Assignment The Team Documents\Open by Assignment view lists all documents that have a status of Open, grouped by assignee name. Team participants can use this view to quickly check if they have any outstanding work and when it is due. clicking on the Date column heading will resort the entire view to list documents by creation date. Clicking the Due column heading will resort the view to display Open documents in chronological order according to their due date. 125 Lotus Notes Help © Copyright 1999 Lotus Development Corporation TeamRoom Calendar The TeamRoom Calendar provides a graphical display of meeting documents and other documents with an associated due date. All documents with a due date, whether their status is open or complete, will appear in the Calendar view. Users may change the Calendar view to display one day, two days, one week, two weeks, or one month at a time by clicking the appropriate icon in the upper right corner of the Calendar display. Clicking the little triangle in the upper right brings up a graphical calendar control which allows users to navigate to any date quickly. The lower right corner of the display provides additional navigation. Left and Right arrows change to display the previous and next month, respectively. The small yellow "sunburst" icon takes the user immediately to the current date in the calendar. 126 Lotus Notes Help © Copyright 1999 Lotus Development Corporation TeamRoom Inactive Documents view The Inactive Documents view displays all documents in TeamRoom that have been marked Inactive. Documents may be marked Inactive manually, but editing the document and changing the status to Inactive; or automatically by TeamRoom, when the date specified in the document has been reached. 127 Lotus Notes Help © Copyright 1999 Lotus Development Corporation TeamRoom Index of All Documents The Index of All Documents displays ALL documents in TeamRoom, irrespective of their status, grouped by Document Type. If, for some reason, you cannot find a document in another, more specific view, you can resort to this view, which shows all documents in the TeamRoom. If a document does not appear in this view, it may have been deleted. 128 Lotus Notes Help © Copyright 1999 Lotus Development Corporation TeamRoom Personal Documents The Personal Documents section provides every participant a customized view of documents in TeamRoom. Documents Assigned to Me This view is customized, automatically, to display only those documents that have been assigned to the current user. It provides a quick reference for participants to check any work they may have pending. Assigned documents include Action Items, as well as other documents with a name in the Reviewers field. Both Open and Completed documents appear in this view. 129 Lotus Notes Help © Copyright 1999 Lotus Development Corporation TeamRoom Personal Documents The Personal Documents section provides every participant a customized view of documents in TeamRoom. Documents I Created The Documents I Created is customized, automatically, to display only those documents that have been created by the current user. It provides a quick reference for participants to view documents they have contributed in the past, or may have saved as Draft documents (marked Private). Documents are listed in descending chronological order by default, but may be resorted on-the-fly to ascending order by clicking on the Date column heading. 130 Lotus Notes Help © Copyright 1999 Lotus Development Corporation TeamRoom Overview view The TeamRoom Overview lists all configurable elements and settings for TeamRoom, and provides information about the team using the TeamRoom. Information displayed in this view includes: the TeamRoom Setup page, Participant Profiles for each TeamRoom participant, a listing of Subteams, and a listing of Milestones/Events for the current TeamRoom. All information displayed is usually entered by the TeamRoom Facilitator during the initial TeamRoom Setup. The name of you TeamRoom Facilitator may be found by opening the TeamRoom Setup document and clicking on the Participants link on the left side of the page. 131 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Active Team/Subteam Status The Active Team/Subteam Status view displays all currently Active Status Reports in the TeamRoom. Older, Inactive Status Reports may be found in the Inactive Documents view, or in the Index of All Documents view. Status Reports are listed with the Team Status reports at the top, followed by Subteam Status reports in ascending alphabetical order. 132 Lotus Notes Help © Copyright 1999 Lotus Development Corporation TeamRoom Newsletter Profile TeamRoom users can be kept informed of new content in TeamRoom through the use of automatically generated newsletters. By completing a newsletter profile, a team member can track new documents by Author, Category, Events, and by individual words or phrases. To be informed of any new document by specific attributes, edit your newsletter profile and select an attribute (author name, category, event) from the provided pull-down menus. Newsletters are created daily by an agent and sent to each individual user, based on their user profile, in an email message. Note Additional instructions regarding newsletter profiles are available to TeamRoom users by clicking the Instructions button when they are viewing their newsletter profile. 133 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Printing Notes works with your operating system to print in the background. See any of these topics: l Installing and selecting a printer l To preview a document for printing l To set print margins, page numbers, and crop marks l To set paper size, layout, paper source, and orientation l Creating and printing headers and footers l Printing documents l To print file attachments l To print to a file l Printing Calendar and To Do 134 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Installing and selecting a printer Install your printer according to the manufacturer's operating system instructions. To select a printer 1. Choose File - Print. 2. Click Printer. 3. Select a printer. Notes displays a list of the printers you installed using the Windows Control Panel. 4. Click OK. Macintosh users To select a printer, use the Chooser on the Apple menu. 135 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To set print margins, page numbers, and crop marks 1. Choose File - Page Setup. 2. Change any of the following: To Do this Set page margins l In the Top or Bottom box, enter the amount of space you want between the top or bottom edge of the page and the text area. The default is 1" (or 2.54 cm). l In the Extra Left or Extra Right box, enter the amount of space you want to add to the left or right margin. The default is 0. Set header and footer margins In the Header or Footer box, enter the amount of extra space you want between the top or bottom edge of the page and the header or footer text. The default is 0.5" (or 1.27 cm). Set page size cropping Under "Page size cropping," enter the width and height of the area of the page you want to print on. This area is measured from the upper left corner of the page. Click OK. Print crop marks Check "Print crop marks." This is useful when you're sending documents to a print service. Change the first page number If you create headers or footers that include page numbers, you can change the first page number. Enter a new number in the "Start page numbers at" box. Tip You can also set the left and right margins for individual paragraphs. Use Text - Text Properties. Macintosh users To set margins for a print job, choose File - Print and click the box that is set to General by default. Change the setting to Notes and click Margins. l To crop a page, choose File - Print and click Margins. l To change the first page number, choose File - Print and click Margins. 136 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To set paper size, layout, paper source, and orientation You can choose additional printer settings, such as paper size and layout, depending on the printer and operating system you're using. For information on available print settings, which may differ from the ones listed here, see your operating system's Help. 1. Choose File - Print. 2. Click Printer. 3. Click Setup. 4. Change any of these settings: Setting Procedure Paper size Select the paper size for your printer. Options usually include letter size, legal size, and envelopes. Layout Select the layout for your print job. This usually means how many document pages you want on a single sheet of paper. Paper source Select how you want your printer to load paper. Manual feed uses paper loaded in the printer's manual input slot. AutoSelect tray uses the first available tray. Orientation Select portrait or landscape mode. Portrait mode prints on the traditional, vertical page. Landscape mode prints horizontally on the page. Landscape mode is useful for printing parts of documents that are wider than your printer's maximum print width (such as pictures and tables). Macintosh users To specify printer-specific settings, choose File - Print, the switch from the default General to Notes or some other dropdown choice, depending on your needs. To specify a paper source, choose File - Print. 137 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Previewing a document for printing In Notes, there are two ways to preview a document before printing. You can see what your page layout looks like before you print it. You can also view page breaks. These methods are useful because page breaks, word wrapping, margins, and other features may differ in print from their appearance on screen. To preview page layout 1. Choose File - Print. 2. In the Print dialog box, click the Preview button. 3. (Optional) Adjust your view. 4. l Use Zoom In to enlarge your view, Zoom Out to restore your view. l Use Next Page to move ahead, Previous page to move back. l Use Two Pages to view two pages at once. Click Done to return to the File Print dialog. Macintosh users 1. Choose File - Print Preview. 2. 3. (Optional) Adjust your view. l Use Zoom In to enlarge your view, Zoom Out to restore your view. l Use Next Page to move ahead, Previous page to move back. l Use Two Pages to view two pages at once. Close the Print Preview window to return to the Print dialog. To preview page breaks 1. Open the document to preview. 2. Choose View - Show - Page Breaks. Note Notes displays a page break as a solid line across the screen (Notes does not display headers and footers). 3. (Optional) To hide page breaks, choose View - Show - Page Breaks again. Tip If you change page settings (such as margins) while viewing page breaks,, choose View - Show - Page Breaks to leave preview mode. Then choose the command again to show the document with the new page settings. 138 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Printing documents You can print a single document by opening it or selecting it in a view. You can print multiple documents by selecting them in a view. You can also print a list of documents and attachments. Tip To stop printing in Windows, click Cancel in the message box Notes displays. See any of these topics: l To print a document l To print multiple documents l To print a list of documents in a folder or view To print a document 1. Open a document to print or click its title in a view. 2. Choose File - Print. 3. (Optional) Do any of the following: 4. l To print only selected pages, enter the first and last pages you want to print. l To print faster (with reduced print quality), select Draft Quality. l To print more than one copy, enter the number of copies. l To print pictures at their original size, select "Graphics Scaled to 100%." You can set the scale lower, although you may lose some clarity. Click OK. Macintosh users 1. Open a document to print or click its title in a view. 2. Choose File - Print. 3. (Optional) Specify any of the standard Macintosh print options you want, such as the pages or number of copies you want to print. 4. Click Print. To print multiple documents 1. Select the documents to print from a folder or view. 2. Choose File - Print. 3. (Optional) Do any of the following: l To print faster (with reduced print quality), select Draft Quality. l To print more than one copy, enter a number of copies. l To print pictures at their original size, select "Graphics Scaled to 100%." 4. Select Print Selected Documents. 5. (Optional) Click Customize to choose an option for separating documents, or whether to use an alternate form. If you choose an alternate form, available alternatives display in the list box. Tip To set the first page number of each document to 1 (or the value specified using File - Page Setup), select "Starting with page number 1." 139 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Macintosh users 1. Select the documents to print. 2. Choose File - Print. 3. Click the box set to General by default, and change the setting to Notes. 4. (Optional) Specify any of the standard Macintosh print options you want, such as the pages or number of copies you want to print. 5. Choose "Selected documents." 6. Choose Separate documents by and click either page break, extra page, or no separation. in the dialog box. Tip To set the first page number of each document to 1, select Page Break as the document separator and select "Reset page numbers." (To change the first page number of each document, click Margins.) 7. Click Print. To print a list of documents in a folder or view 1. Switch to a folder or view. 2. (Optional) To print a partial list of documents, select the documents to print. 3. Choose File - Print. 4. Select Print View. 5. (Optional) Do either of the following: l To print faster (with reduced print quality), select Draft Quality. l To print more than one copy, enter a number of copies. Tip To stop printing in Windows, click Cancel in the message box Notes displays. Macintosh users 1. Switch to a folder or view. 2. (Optional) To print a partial list of documents, select the documents to print. 3. Choose File - Print. 4. (Optional) Specify any of the standard Macintosh print options you want, such as the pages or number of copies you want to print. 5. For Selection, select View. 6. Click Print. 140 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Printing to an external file You can print to an external file, such as an ASCII or PostScript® file. You may want to print to a PostScript file if, for example, you want to send files to a professional printing company for publication. To prepare to print to a file 1. Choose Start - Settings - Printers. 2. Select a Post Script printer. 3. Choose File - Properties. 4. Click Details. 5. Under "Print to the following port," select an option starting with "FILE: ." 6. Click OK. To print to the file 1. To print one or more documents to a file, select the document(s). To print a list of documents in a folder or view to a file, switch to the folder or view. 2. Choose File - Print. 3. To print one or more documents, select "Print Selected Documents." To print a list of documents, select "Print View." 4. Click Printer. 5. Select a PostScript printer description ending with "on FILE:" Click OK and enter a file name. 6. Click OK. Tip If you have access to more than one printer, you can set up one printer, with the appropriate driver, to always print to a file. Then, when you want to go from printing documents to printing files, you can switch printers in the Print dialog box by clicking the Printer button. Macintosh users 1. To print one or more documents to a file, select the document(s). To print a list of documents in a folder or view to a file, switch to the folder or view. 2. Choose File - Print. 3. For Destination, select File. 4. For Selection, do one of the following: l To print one or more documents, select Selected documents. l To print a list of documents, select View. 5. Click Save. 6. Enter a file name and click Save. 141 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Printing file attachments You can print file attachments directly from Notes. You can also print an attached file from an application if you have the application installed on your workstation. For example, you can print an attached Ami Pro file in Ami Pro instead of Notes, as long as you have Ami Pro installed. To print an attached file in Windows 1. Click the attachment. 2. Choose Attachment - View. 3. (Optional) To specify print orientation, paper size, and paper source, choose File - Print and click Properties. 4. (Optional) To print only part of the file, highlight the part you want to print. 5. Choose File - Print. 6. (Optional) To print only the highlighted part of the file, click Selection under Print Range. 7. (Optional) Do any of the following: 8. l To print faster (with reduced print quality), select a lower setting in the Print Quality box. l To print more than one copy, enter the number of copies. l To sort multiple copies, select Collate Copies. Click OK. Tip To specify a different printer, select a printer in the list box and click OK. To print an attached file from an application 1. Click the attachment. 2. Choose Attachment - Launch. 3. Print the document according to the documentation for that application. 142 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Limits for Notes items Notes item Limit What is the maximum size of a database? The maximum OS file size limit - (up to 64GB) What is the maximum size of text fields? 15KB (storage); 15KB displayed in a view's column What is the maximum size of a rich text field? Limited only by available disk space up to 1GB What is the maximum size of a single paragraph in a rich text field? 64KB How many levels of responses in a hierarchical view; how many documents at each level? 31 levels; 300,000 documents How many columns can be included in one table? 64 How many rows can be included in one table? 255 How many views can be added to a database? No limit; however, as the number of views increases, the length of time to display other views also increases How many documents can be imported into a view? Documents totaling at least 350K How many cascading views are allowed in a database? 200 What is the maximum value (in inches) you can enter for margin size? 46 What is the maximum value (in inches) you can enter for page size cropping? 46 What is the maximum point size you can select/print? 250 How many documents are allowed in one view? Maximum of 130MB for a view index What is the maximum number of documents that can be exported to Tabular Text? Limited only by available disk space What is the maximum number of entries in an Access Control List? ~950 names (total ACL size is limited to 32767 bytes) What is the maximum number of roles in an Access Control List? 75 Roles What is the maximum number of roles in an Access Control List? 75 Roles What's the maximum password length allowed on an ID? 63 characters 143 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Mail and Address Book Notes mail lets you communicate electronically with other Notes users as well as users of other e-mail products. You can exchange messages with people on the same network, or, if you're not connected to a network, such as when you are at home or at a hotel, you can access your mail using a modem and a telephone. Notes mail lets you send and receive Domino Notes mail, POP and SMTP mail, and IMAP mail. You can use your Notes to participate in Newsgroup discussions and lookup names and e-mail addresses using Internet directory services such as Four11® and Bigfoot®. A Notes mail message is the same as any Notes document. For example, you can change fonts and colors, add file attachments, and include tables, graphics, and links. Each Notes user has a mail database in which to store mail messages. See any of these topics: l Connecting to your mail l Opening mail l Checking for new or unread mail l Managing mail l Creating mail l Addressing mail l Preparing to send mail l Sending and saving mail l Opening your address book l Adding contacts to your address book l Adding mailing lists to your address book l Setting up out-of-office mail l Delegating mail access l Accessing mail with a browser 144 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Connecting to your mail Normally when you run Notes for the first time, your Domino administrator sets up your e-mail account on a Domino Notes server and it is ready for access. However, if your Notes program does not yet have a connection to Notes mail, you may need to set up that connection yourself. If you already have a connection to Domino mail, but would like to set up additional connections to read, for example, your ISP mail, this section of Help provides instructions for doing that. If you installed Notes yourself, then you may have seen how the Client Configuration wizard steps you through the process of creating a connection to Notes mail and Internet mail. It also stepped you through creating accounts to newsgroup discussions and remote directories. The Client Configuration program makes it easy to get started, but you may need to configure additional mail accounts or connect to Usenet newsgroups. See any of these topics: l Connecting to a Notes mail server l Connecting to an Internet mail server l Connecting to Usenet newsgroups 145 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Connecting to a Notes mail server To connect to a Domino Notes server to read your e-mail, you need to access the server by phone or over a local area network (LAN). You will need to set up a location document, know the name of the server that has your mail file, and have a copy of your user ID (available from your Domino administrator). See any of these topics: l Connecting over a LAN l Connecting through Dial-Up 146 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Connecting to an Internet server If you have mail on an Internet server, such as the server of an Internet Service Provider (ISP), that uses the Post Office Protocol (POP) or Internet Message Access Protocol (IMAP), you can use Notes to read your Internet mail. You do this by creating a POP or IMAP account. To send e-mail to an Internet server, you need to create a Simple Mail Transfer Protocol (SMTP) account. Additionally, to read Usenet newsgroups, Notes makes it easy for you to set up an account to connect to Network News Transfer Protocol (NNTP) servers. Supported connections You can connect to Internet mail by using a local area network (LAN), Dial-Up Networking, or your own dialing program. To connect to the Internet over a LAN from inside a firewall, you will need to use an Internet gateway or an Internet mail server that is on the LAN. l Step 1: What you need before starting l Step 2: Create an Internet account l Step 3: Create or edit a location document See Also Mail and Address Book 147 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Using Microsoft mail programs with Notes You can use the Windows 95 and Windows NT versions of mail-enabled Microsoft programs and Microsoft Exchange to address and send messages to Notes users. You can also use Exchange to access a Notes mail database. To do so, you must set up your system and create a profile that lets you use the Notes Service Providers for the Messaging Application Programming Interface (MAPI). See any of these topics: l Using Notes MAPI Service Providers l Using mail-enabled Microsoft products with Notes l Using Microsoft Exchange with Notes l Why can't I use Microsoft mail-enabled programs with Notes? Using Notes MAPI Service Providers The Notes MAPI Service Providers let you use Microsoft Office applications to address, send, and receive mail using both Notes and Microsoft Exchange clients. In addition, the Notes MAPI Service Providers let you use a Microsoft Exchange server to address, send, store, and receive mail; this configuration uses a Domino directory to address mail and work with your Notes mail file in Microsoft Exchange. You can run the Notes workstation and send mail through Microsoft Office applications at the same time. Before using the Notes MAPI Service Providers, you must install and set up Notes 5.0 on Windows NT 4.0 or Windows 95 and upgrade your mail file; for more information, contact your Domino administrator. Then you must: l Create a server-based location document or create a workstation-based location document for use with Microsoft Exchange and Microsoft Office l Set up a new MAPI profile that uses the Notes MAPI Service Providers. Caution If you installed Notes before installing Microsoft Exchange and Microsoft Office applications, you must manually merge the contents of each section of NOTESPIS.INF in the Notes program directory into the appropriate sections of MAPISVC.INF in the Windows system directory. If you are running a shared install of the Windows 95 or Windows NT operating system, your administrator must move NWNSP32.DLL from the Notes program directory to the system directory on the shared drive and manually merge the contents of each section from NOTESPIS.INF in the Notes program directory into the appropriate sections of MAPISVC.INF in the Windows system directory. Creating a server-based location document for use with Microsoft Exchange and Microsoft Office 1. Choose File - Mobile - Locations. 2. Click "Add Location." 3. In Basics, select "Local Area Network" for the location type. 4. In Basics, enter a name for the new location, such as Domino Server-based Mail. 5. In Servers, type the name of the server on which your mail file is located in the Home/mail server field. 6. In Servers, type the name of the passthru server, if used. 7. In Ports, select the ports you use to connect to Domino servers. 8. In Mail, type the name of your mail file. 9. Save and close the document. 10. Close the database. 11. Choose File - Mobile - Choose Current Location, select the name of the location document you created, and click OK. 148 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating a workstation-based location document for use with Microsoft Exchange and Microsoft Office 1. Choose File - Mobile - Locations. 2. Click "Add Location." 3. In Basics, select "No Connection" for the location type. 4. In Basics, enter a name for the new location, such as Notes Workstation-based mail. 5. In Mail, type in the full path and name of your mail file, including the drive letter. 6. Save and close the document. 7. Close the database. 8. Choose File - Mobile - Choose Current Location, select the name of the location document you created, and click OK. Note When you send mail from a workstation-based location while working in Microsoft Exchange, Notes stores outgoing messages in the outgoing mail box on your workstation. You must reconnect to your mail server to send the messages. Setting up a new MAPI profile using the Notes MAPI Service Providers 1. In Notes, select the location document for which you want to set up the profile. 2. Exit Notes. 3. Choose Start - Settings - Control Panel from the Desktop Bar. 4. Double-click the Mail and Fax icon. 5. Click "Show Profiles." 6. Click Add. 7. Select "Notes Mail" from the list and click Next. 8. Enter a name for the profile. 9. If you have a password for your user ID, enter the password; if not, leave the field blank. Click Next. 10. Enter the path of your Microsoft Exchange Personal Address Book and click Next. If you don't have one, click Next to have Notes create one for you. 11. Click Finish. 12. Select the profile you created and click Properties. 13. Click the Addressing tab to view the Address books for the profile. If you want to add an Address book so you can access it in Microsoft Exchange, click Add. l If there is a Domino directory that does not appear in the list on the Addressing tab, select it in the Add dialog box and click OK. l Repeat the previous two steps for each Domino directory you want to access in Microsoft Exchange. Address books appear in the Add dialog list if they are accessible from the home server listed in your current location document. 14. Select an Address Book from the "Show this address list first" list. 15. Click OK. Note You must select at least one Domino directory in the Addressing options so Notes can check the names of recipients of your mail. Choose Tools - Options - Addressing to select a Domino directory if one has not been selected automatically. 149 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Caution If the default MAPI profile is configured to use the Notes MAPI Service Providers, you can add either Notes or the Exchange Inbox to the StartUp group but not both. If you add both, unrecoverable setup problems will occur when you start your computer. Using mail-enabled Microsoft products with Notes After you create the profile for the Notes Service Providers, you can use the following procedure to send mail using mail-enabled Microsoft products. 1. In the mail-enabled product, choose File - Send. 2. Select the profile you set up for the Notes Service Providers. 3. Create and send your message as you normally would. When you address messages, you can choose recipients from any address book you specified in the profile you created. You can address messages to individual recipients, distribution lists, and Notes groups. The Notes Address Book Provider supports prefix matching and ambiguous name resolution. Using Microsoft Exchange with Notes If you are using Microsoft Exchange with the Lotus Notes Service Providers, you have access to Domino directories and to your Notes mail database. You can create, read, forward, and reply to messages using the same commands you normally use in Exchange. However, you will be accessing the contents of your Notes mail database. When you address messages, you can choose recipients from any address book you specified in the profile you created for the Lotus Notes Service Providers. You can address messages to individual recipients, distribution lists, and Notes groups. The Notes Address Book Provider supports prefix matching and ambiguous name resolution. It also supports an Advanced search dialog box, which you can access by using the Address Book - Tools - Find menu in Exchange. You can do the following using Exchange: l Create rich text messages and then store them and send them using Notes. l Attach files to messages by using the Exchange commands Insert - File as Text and Insert - File as Attachment. l Read messages that were encrypted or signed in Notes. The digital signatures, however, cannot be verified. l Create, move, copy, file, delete, read, and edit messages in folders. l Create, move, copy, rename, and delete folders in your Notes mail database. l Access the following folders: All Documents, Drafts, Inbox, Outbox, Sent, and Trash. You can also access personal folders and views if their designs correspond closely to the default information folder view in Exchange. Note When using the Lotus Notes Service Providers to access your Notes mail from a MAPI application, you must use the mail template that came with Notes. Do not change the design of this mail template. Why can't I use Microsoft mail-enabled programs with Notes? If you encounter problems using the Notes MAPI Service Providers, consider the following: l If the default MAPI profile is configured to use the Notes MAPI Service Providers, you can add either Notes or the Exchange Inbox to the StartUp group, but not both. If you add both, unrecoverable setup problems will occur when you start your computer. l If you installed Notes before installing Microsoft Exchange and Microsoft Office applications, you must manually merge the contents of each section of the NOTESPIS.INF file in the Notes program directory into the appropriate sections of the MAPISVC.INF file in the Windows system directory. If you are running a shared install of the Windows 95 or Windows NT operating system, your administrator must move the NWNSP32.DLL file from the Notes program directory to the system directory on the shared drive and manually merge the contents of each section from the NOTESPIS.INF file in the Notes program directory into the appropriate sections of the MAPISVC.INF file in the Windows system directory. 150 Lotus Notes Help © Copyright 1999 Lotus Development Corporation l If you are running Notes from a file server and the public copy of Notes is reinstalled on a different file server or volume, make sure your drives are still mapped correctly. If the drive mapping changes, reinstall Notes so that your Windows Registry references point to the correct drive on the file server. l At the end of the MAPI Service Provider profile setup, you may receive the message "Could not save properties into the profile" because: l Your Location document does not specify the correct name for your mail file or Notes cannot find your mail file. If this is the problem, Notes displays "Unable to Open Mail File." Make sure the file name for your mail file is correct and that you have included its full path. l The user associated with the current ID file does not have access to the mail file. If this is the problem, switch ID files or change the mail file setting. l Notes could not establish a server connection to access a server-based mail file. Confirm that the server is specified correctly in the Location document and that it is available. Check that you have specified the correct network protocol to access the specified server. Close the Control Panel before you attempt to set up the profile again. 151 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Opening your mail See any of these topics: l To open your mail l Mail folders and views l To open a message To open your mail Click the mail button on the Bookmark Bar: Note This works only if there's an icon for your mail database on your workspace. If there isn't, use File - Database Open to add the icon to your workspace. If you don't know the server your mail database is on, see your Domino administrator. Mail folders and views Notes mail comes with the following default folders and views: Folder or view Description Inbox folder Stores all messages that you receive. Messages remain in the Inbox until you move them to a different folder or delete them. Drafts view Stores all messages that you save without sending. You can go back to these messages, edit them, and send them later. Sent view Stores all messages that you sent and saved. All Documents view Stores all messages that are currently in your mail database. Trash folder Stores messages that you marked for deletion in your mail. For information, see Deleting mail. Discussion Threads view Stores all messages grouped with their replies so you can view an entire conversation at once. Rules folder Stores all rules that you create to filter new messages. For information, see Filtering new mail using rules. Stationery folder Stores all stationery that you create for sending messages. For information, see Creating stationery for mail. Group Calendars folder Stores all group calendars that you create. For information, see Creating and working with group calendars. You can create additional folders and views in your mail database. For information, see Organizing documents into folders and Putting views to work. 152 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To open a message What do you want to do? Procedure Open a message Double-click the message. Open a message in the preview pane Click the message and then drag the bottom of the mail window up to open the preview pane. View delivery information about a message Double-click the message, click Tools, and choose Delivery Information. Notes displays the sender's name, whether the sender signed or encrypted the message, whether the sender requested a return receipt or selected an importance level for the message, when the message was sent and delivered, and the route the message took from the sender's server to yours. Open a message in Edit mode Click the message and choose Actions - Edit Document. 153 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating mail See any of these topics: l To create a message l Other ways to create a message l To reply to a message l To forward a message or document To create a message 1. Open your mail and click "New Memo." 2. Address the message in the To, cc, and bcc fields. 3. Type a subject in the Subject field. 4. Click the body of the message and type your message. 5. (Optional) Click "Delivery Options" and select delivery options. 6. Send the message. Other ways to create a message To create a new message Procedure Using stationery 1. Open your mail, click Tools, and choose New Memo - Using Stationery. 2. Select stationery and click OK. For information on creating stationery, see Creating stationery for mail. 1. Open your address book and switch to the Contacts view. 2. Select the names of people to whom you want to send the message. 3. Click "Write Memo." Notes adds the names to the To field of the new message. From your address book From another message, 1. calendar entry, or to do item 2. Open your mail, calendar, or to do list and open the message, entry, or item. That contains a document link 1. Open the document. The document must be in a database the recipient has access to. 2. Choose Create - Special - Link Message. Notes adds a document description to the Subject field and a document link to the body of the new message. 1. Open your mail. 2. Choose Create - Special - Phone Message. Notes displays a custom form for you to enter information about the call. 1. Open the database. 2. Choose Actions - Send Memo to Database Manager. Notes adds the manager's name to the To field of the new message. About a phone call For a database manager Using a word processor Click "Copy into" and choose "New Memo." Notes adds information such as the subject and body from the original document to the new message. See Creating mail with a word processor. 154 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To reply to a message You can reply to the sender of a message or to the sender and all recipients of the message. You can also include the original message in your reply. 1. Open or select the message. 2. Do one of the following: What do you want to do? Procedure Reply to the message Click Reply and choose Reply. Reply to the message and include the original message in the reply Click Reply and choose "Reply with History." Notes adds a section containing the original message to the bottom of the new message. Reply to the message and send it to all recipients of the original message Click Reply and choose "Reply to All." Notes adds the recipient names to the cc field. Reply to the message, include the original message, and send it to all recipients of the original message Click Reply and choose "Reply to All with History." Notes adds a section containing the original message to the bottom of the new message and adds the recipient names to the cc field. 3. (Optional) Add the names of others to receive the reply in the To, cc, and bcc fields. 4. Click the body of the message and type your message. If you reply with history, you can add comments above and/or in the body of the original message. 5. (Optional) Click "Delivery Options" and select delivery options. 6. Send the message. To forward a message or document You can forward a message from your mail database or a document from another database. 1. Open or select the message or document. To forward multiple messages or documents as a single message, select the messages or documents. 2. Click Forward (or choose Actions - Forward). Notes creates a new message that includes the original message or document. 3. Address the message in the To, cc, and bcc fields. 4. (Optional) Type comments above and/or in the body of the original message or document. 5. (Optional) Click "Delivery Options" and select delivery options. 6. Send the message. 155 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating mail with a word processor You can use Lotus Word Pro® or Microsoft Word® to create and edit Notes messages. When you do, Notes displays most of your word processor's menu commands and your word processor's SmartIcons or Tool Bar. The only Notes menus that remain are the File and Help menus. If a recipient has the word processor you used to create a message, it is displayed using the word processor. Otherwise, it is displayed using the Notes editor. If you use word processor features not available in the Notes editor, they appear different. Note You cannot reply to a message, attach a file to a message, or add a mood stamp to a message using a word processor. To set up to create messages with a word processor 1. Choose File - Preferences - User Preferences. 2. Click "Mail and News." 3. Select the word processor in the "Alternate memo editor" field. Select None to use the Notes editor. 4. Click OK. If the word processor you select is not available on your computer, the Notes editor is used instead. To create a message with a word processor 1. Depending on the word processor you're using, choose Create - Word Pro Memo or Create - Word Memo. 2. Address the message in the To, cc, and bcc fields. 3. Type a subject in the Subject field. 4. Click OK. Tip To change what you entered in the address fields or Subject field, click Envelope to display the fields again. 5. Create the message the way you create any document using your word processor. 6. (Optional) Click "Delivery Options" and select delivery options. Tip To discard the message without sending or saving it, choose File - Close, select "Discard changes," and click OK. 7. Send the message. 156 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Addressing mail See any of these topics: l Typing addresses manually l Selecting addresses for a message from an address book l Searching an address book or Internet directory for addresses l Creating an account to search an Internet directory 157 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Typing addresses manually See any of these topics: l Typing addresses l Using type-ahead l Setting up type-ahead Typing addresses If you know the exact spelling of the name of the person or group you want to send a message, you can address the message by typing the name directly in the To, cc, and bcc fields. If you type more than one name in a field press ENTER after each name, or separate the names with commas. Option Description To Type a name in this field to send the message to the person or group. These are the main recipients of the message. cc Type a name in this field to send the person or group an information-only copy of the message. bcc Type a name in this field to send the person or group a blind information-only copy of the message. Other recipients cannot see the names you specify in this field. Note You must specify at least one name in one of the To, cc, or bcc fields. If the Domino directory on your mail server contains address information about a recipient, you can type the person's name as the address. If the Domino directory doesn't contain address information about a recipient, you must type the full address of the recipient. For example, the full address Susanna Perron @ Marketing tells Notes to route the message to Susanna Perron in the domain named Marketing. Tip You can also save addresses of people and groups in your address book so that you can type the recipient's name instead of the full address. 158 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Using type-ahead When you type addresses manually, Notes displays the first name it finds that matches the letters you type so that you can select a name rather than type the entire name. When Notes displays a name while you're typing, do one of the following: To Procedure Decline the name Notes displays Continue typing the name or address. If Notes doesn't display the correct name, type the full name or address. Keep the name Notes displays Press ENTER and start typing the next name or address. If there are no more names to add to the field, click another field. Setting up type-ahead Notes looks for names in both your address book and the Domino directory on your mail server by default. You can have Notes look in your address book only or you can disable type-ahead. 1. Choose File - Mobile - Edit Current Location. 2. Click Mail. 3. In the "Recipient name type-ahead" field, select: 4. 5. l "Local only" to look for names in your local address book only. l "Local then Server" to look first in your local address book, then on your server. l Disabled to disable type-ahead. If you choose "Local only" or "Local then Server," in the "Activate recipient name type-ahead" field select: l "On Each Character" to search after each character you type. l "On Delimiter" to search only after a delimiter is typed, such as a comma or the TAB key Click "Save and Close." 159 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Selecting an address for a message from an address book 1. Open the message and click Address. 2. In the Select Addresses dialog box, use any of the following options: Option Description Look in Click the drop-down list and select the address book under "<address books>" that you want to select names from. To search your address book for a name, select "Local Address Books" under "<searchable>." Starts with Type the first few letters of the person or group you're looking for to scroll closer to the name. To display names on the left in a different way, click "List by name" and select a way to sort the names. 3. To Select a name from the list on the left and click this to send the message to the person or group. These are the main recipients of the message. You must specify at least one name in the To field. cc Select a name from the list on the left and click this to send the person or group an information-only copy of the message. bcc Select a name from the list on the left and click this to send the person or group a blind information-only copy of the message. Other recipients cannot see the names you specify in this field. Details Select a name from the list on the left and click this to see more information about the selected name. Copy Local Select a name from the list on the left and click this to add the selected name to your address book. (This option is not available when your address book is selected in the "Look in" field.) Remove Select a name from the list on the right and click this to remove the name from the address field. Remove All Click this to remove all names from the list on the right. When you have added all of the names you want to the list on the right, click OK. 160 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Searching an address book or Internet directory for addresses 1. Open a new message and click Address. 2. In the Select Addresses dialog box, click the "Look in" list and do one of the following: What do you want to do? Procedure Search your address book Select "Local Address Books" under <searchable>. Search an Internet directory Select the directory under <searchable>. For information on adding Internet directories to this list, see Creating an account to search an Internet directory. 3. Type the name you want to look for in the For box and click Search. Notes displays results in a list on the left of the dialog box. 4. Use any of the following options: 5. Option Description To Select a name from the list on the left and click this to send the message to the person or group. These are the main recipients of the message. You must specify at least one name in the To field. cc Select a name from the list on the left and click this to send the person or group an information-only copy of the message. bcc Select a name from the list on the left and click this to send the person or group a blind information-only copy of the message. Other recipients cannot see the names you specify in this field. Details Select a name from the list on the left and click this to see more information about the selected name. Copy Local Select a name from the list on the left and click this to add the selected name to your address book. (This option is not available when "Local Address Books" is selected in the "Look in" field.) Remove Select a name from the list on the right and click this to remove the name from the address field. Remove All Click this to remove all names from the list on the right. Detailed Search Click this to use specific search conditions, add or remove search conditions, and then click Search. When you have added all of the names you want to the list on the right, click OK. 161 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating an account to search an Internet directory You can search remote Internet directories such as Bigfoot® or InfoSpace® by creating Lightweight Directory Access Protocol (LDAP) accounts for them in your address book. When you do, Notes adds them to the list of searchable directories available in the "Look in" field of the Select Addresses dialog box when you address mail. LDAP accounts let you connect to LDAP servers (such as a Bigfoot server) so you can search directories. To create an account to search an Internet directory 1. Open your address book and choose Create - Account. 2. Type a name in the "Account name" field (Bigfoot, for example). 3. Enter the host name of the LDAP server (for example, ldap.bigfoot.com) in the "Account server name" field. 4. If the server requires a login name or password, type them in the Login name and Password fields. 5. Select LDAP in the Protocol field. 6. (Optional) Use either of the following: 7. Option Description SSL Select Enabled to use SSL channel encryption. SSL authentication is not supported. If enabled, the Port number field on the Advanced page automatically changes to 636, the default port for SSL connections. Only from locations Select the locations from which you can search the server or leave the asterisk (*) selected to enable searches from all locations. (Optional) Click "Protocol Configuration" and use any of the following: Option Description Search timeout Specify the maximum time in seconds allowed for LDAP searches. The default is 60 seconds, which should suffice in most cases. Maximum entries to return Specify the maximum number of field entries to return as the result of a search. The default is 100 which should suffice in most cases. Search base Specify where in the server's directory tree to begin searches (for example, c=us,o=acme means country is U.S. and organization is acme). To search the entire directory tree, leave this field blank, unless the server requires an entry in this field. Check names when sending mail Select Yes to check names against this server when sending mail. 8. (Optional) Click Advanced and change the port number if necessary. 9. Click "Save and Close." Note If you cannot connect to an Internet directory, see your Domino administrator. 162 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Examples: Some common Internet directories and their settings Account name Account server name SSL Port number Bigfoot ldap.bigfoot.com Disabled 389 Four11 ldap.411.com Disabled 389 InfoSpace ldap.infospace.com Disabled 389 InfoSpace Business ldapbiz.infospace.com Disabled 389 SwitchBoard ldap.switchboard.com Disabled 389 Verisign directory.verisign.com Disabled 389 ldap.whowhere.com Disabled 389 Note Verisign also requires a "Search base" value of NULL. WhoWhere 163 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Preparing to send mail See any of these topics: l Addressing mail l Adding signatures to mail l Spell checking mail l Changing the letterhead for mail l Creating stationery for mail l Specifying delivery options for mail l Specifying advanced delivery options for mail l Encrypting mail l Signing mail 164 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Adding signatures to mail You can add text or a graphic to the bottom of messages that you send. You can have Notes automatically add a signature to all messages that you send or you can add a signature to individual messages when you send them. Note You can also add a digital signature to a message, a security measure which assures recipients that you're the person who created the message. For information, see Signing mail. What do you want to do? Specify a signature Add a signature to all messages Add a signature to an individual message Use a graphic as your signature Procedure 1. Open your mail, click Tools, and choose Preferences. 2. Click Signature. 3. Specify the text in the Signature box or select File and specify the file that contains the text you want. 1. Open your mail, click Tools, and choose Preferences. 2. Click Signature. 3. Select "Automatically append signature to my outgoing e-mail messages" and click OK. 1. Open the message and click where you want to add the signature. 2. Click Tools and choose "Insert Signature." 3. Choose "Select from 'Mail Preference' "in the "Include Signature" dialog box. 4. (Optional) To use text from a file, select "Import from File" and specify the file. 5. Click OK. 1. Open your Stationery view in Mail, click New Stationery and choose "Personal Stationery." 2. Insert your graphic in the bracket underneath the red bracket (it has a line above it). 3. Click Save and title your stationery. Note To use this signature when sending mail, click Tools, choose "New Memo - Using Stationery," and select the stationery from the "Select Stationery" dialog box. 165 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Spell checking mail See any of these topics: l To spell check all messages before sending them l To spell check a message before sending it l When Notes doesn't recognize a word To spell check all messages before sending them You can have Notes automatically spell check all messages. 1. Open your mail, click Tools, and choose Preferences. 2. Select "Automatic Spell Checking" and click OK. To spell check a message before sending it 1. Open the message and click "Delivery Options." 2. Select "Auto spellcheck" and click OK. When Notes doesn't recognize a word Notes displays the Spell Check dialog box. Do any of the following: What do you want to do? Procedure Change the spelling of a word Enter a different spelling or select a different spelling from the list and click Replace. Keep the spelling and add the word to your user dictionary Click Add. Notes recognizes the word the next time it checks spelling. Skip the current or all occurrences of the word Click Skip or Skip All. Cancel spell checking Click Stop. Note For more information about the spelling checker, see Checking spelling. 166 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Changing the letterhead for mail You can choose from several graphical styles to display at the top of your messages. To change your letterhead 1. Open your mail, click Tools, and choose Preferences. 2. Click Letterhead. 3. Select a style. To use no letterhead, select "Plain Text." 4. Click OK. Note The letterhead graphics are part of the mail template and can be customized only by your Domino administrator. To add a customized graphic to your letterhead Your custom graphic appears underneath the plain text letterhead. 1. Open your mail, click Tools, and choose Preferences. 2. Click Letterhead and choose "Plain Text." 3. Open your Stationery view, click New Stationery and choose "Personal Stationery." 4. Insert your graphic in the first bracket under Header. 5. Click Save and title your stationery. Note To use this letterhead when sending mail, click Tools, choose "New Memo - Using Stationery," and select the stationery from the "Select Stationery" dialog box. You can also add a personal signature to your mail with either text or a bitmap. For more information see Adding signatures to mail. 167 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating stationery for mail Stationery lets you use the format and recipient list of a message over and over. This is useful when you frequently send a message, such as a status report, in the same format to the same people. See any of these topics: l To create stationery l To add a graphic to your letterhead or signature using stationery l To create a message using stationery l To manage stationery To create stationery 1. Open your mail. 2. Create a message whose format and recipient list you want to use again. 3. Click Tools and choose "Save as Stationery." 4. Type a name for the stationery and click OK. Notes saves the message in the Stationery folder of your mail database. To add a graphic to your letterhead or signature using stationery 1. Open your mail. 2. Open your Stationery view, click New Stationery and choose "Personal Stationery." 3. For letterhead, insert your graphic in the first bracket under Header; for your signature, insert your graphic in the bracket underneath the red bracket (it has a line above it). 4. Click Save and title your stationery. To create a message using stationery 1. Open your mail. 2. Click Tools and choose New Memo - Using Stationery. 3. Select the stationery you want to use and click OK. To manage stationery You can edit, rename, or delete stationery that you've created. 1. Open the Stationery folder and select the stationery. 2. Do one of the following: What do you want to do? Procedure Edit the stationery Click Edit, make changes to the stationery, and click Save. Rename the stationery Click Rename, type a name for the stationery, and click OK. Delete the stationery Click Delete. Notes marks the stationery for deletion. 168 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Specifying delivery options for mail See any of these topics: l To change the importance of a message l To confirm delivery of a message l To change the delivery priority of a message l To add a digital signature to a message l To encrypt a message l To confirm that a message is opened l To prevent copying of a message l To spell check a message l To add a mood stamp to a message l Specifying advanced delivery options To change the importance of a message 1. Open the message and click "Delivery Options." 2. Select Normal, High, or Low in the Importance field and click OK. If you select High, Notes displays an exclamation point next to the message when the recipient receives it. To confirm delivery of a message 1. Open the message and click "Delivery Options." 2. Select one of the following in the "Delivery report" field and click OK. Option Description Only on failure Notes sends you a delivery report only if it cannot deliver the message. Confirm delivery Notes sends you a delivery report informing you whether your message was delivered or not. Trace entire path Notes sends you a report from each server through which it routes the message and a final report indicating whether it delivered the message or not. None Notes does not send you a delivery report. 169 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To change the delivery priority of a message 1. Open the message and click "Delivery Options." 2. Select one of the following in the "Delivery priority" field and click OK. Option Description High Notes routes the message immediately. Normal Notes routes the message the next time your mail server is scheduled to send mail. Low Notes waits until off-peak hours to route the message. Off-peak hours are between midnight and 6:00AM unless the Domino administrator changes the time. If you are using a modem or wide area network this option can reduce the cost of using telephone lines. To confirm that a message is opened You can have Notes notify you when a recipient opens a message you sent. 1. Open the message and click "Delivery Options." 2. Select "Return receipt" and click OK. To prevent copying of a message You can prevent recipients from copying a message that you send. This includes copying with the clipboard, forwarding, replying with history, and printing. 1. Open the message and click "Delivery Options." 2. Select "Prevent copying" and click OK. Note This option is merely a deterrent to copying. Recipients can still use other means to copy the message. To add a mood stamp to a message You can use a mood stamp to indicate that a message is a particular type of message, such as a personal message or thank you message. Notes displays the stamp next to the message when the recipient receives it and in the body of the message when the recipient opens it. 1. Open the message and click "Delivery Options." 2. Select a type in the "Mood stamp" box and click OK. To display no mood stamp, select Normal. Notes displays the mood stamp associated with the current type below the box. 170 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Specifying advanced delivery options for mail 1. Open the message and click "Delivery Options." 2. Click Advanced and do any of the following: What do you want to do? Procedure Request a reply to a message Specify a date in the "Stamp message with a 'Please reply by' date" field. Notes adds a line to the message asking the recipient to reply by the date and adds the message to the recipient's To Do view. 3. Add an expiration date to a message Specify a date in the "Expiration date" field. Route replies to a message to someone else Specify a name 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. Specify the Internet format for a message Select a character set in the "MIME Character Set" field. This lets the recipient know the message is not important after the date. For information on archiving expired messages automatically, see Archiving mail. Click OK. 171 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Encrypting mail You can encrypt messages to make sure that only the appropriate people can read them. Notes scrambles the information in encrypted messages so that only the people they are intended for can read them. To encrypt A message All messages you send All messages you save All messages you receive Procedure 1. Open the message and click "Delivery Options." 2. Select Encrypt. 3. (Optional) To encrypt all messages you send, select "Save these security options as the default for future messages." 4. Click OK. 1. Choose File - Preferences - User Preferences. 2. Click "Mail and News." 3. Select "Encrypt sent mail" and click OK. 1. Choose File - Preferences - User Preferences. 2. Click "Mail and News." 3. Select "Encrypt saved mail" and click OK. Notes encrypts the copies of messages that you send and save, and the drafts of messages that you save. 1. Open your organization's address book. Typically there's a copy of it on the server your mail database is on. 2. Click People. 3. Open the Person document with your name and click "Edit Person." 4. Click Mail and select Yes in the "Encrypt Incoming Mail" field. If you cannot make this change, see your Domino administrator. 5. Click "Save and Close." 172 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Signing mail You can add a digital signature to a message to assure recipients that you're the person who created the message. You can have Notes automatically sign all messages that you send or you can sign individual messages when you send them. Note You can also add text, known as a signature, to the bottom of messages you send. For information, see Adding signatures to mail. To sign messages sent to Notes users What do you want to do? Sign a message Sign all messages that you send Procedure 1. Open the message and click "Delivery Options." 2. Select Sign. 3. (Optional) To sign all messages you send, select "Save these security options as the default for future messages." 4. Click OK. 1. Choose File - Preferences - User Preferences. 2. Click "Mail and News." 3. Select "Sign sent mail" and click OK. To sign messages sent over the Internet You must have an Internet certificate in order to sign mail sent over the Internet. If you have more than one Internet certificate attached to your User ID, you can choose which certificate to use for encryption and signatures. For more information, see Using dual Internet certificates for S/MIME encryption and signatures. 1. Choose File - Tools - User ID. 2. Click Certificates and then select the certificate you want to use to sign your message. 3. Check the box labeled "This is your default signing certificate." Note If the Internet certificate you select is used for both signatures and encryption, then Notes uses this certificate as the default for signatures and encryption. Otherwise, Notes uses the Internet certificate you specify for signatures and the last Internet certificate added to the Notes ID file for encryption. 173 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Using MIME or Rich Text Format in the mail form When Notes can't determine the format preferred by the recipient of a mail message, Notes sends the mail in the default format specified in the memo form. The default memo form is Notes Rich Text. If you send most of your mail to Notes users, you may want to keep the Notes Rich Text default format. However, if you send a lot of Internet mail to non-Notes users, you should change the default memo form to MIME. If you don't change the default setting, Notes converts messages sent via SMTP to MIME, and this conversion causes a loss of fidelity. Your Notes Administrator can change the default form setting to MIME, or you can override the default form yourself by editing your Location document. To edit the default format setting 1. Choose File - Mobile - Edit Current Location. 2. Select the Mail tab. 3. In the field, "Format for messages addressed to Internet addresses", select MIME Format instead of Rich Text Format. 174 Lotus Notes Help © Copyright 1999 Lotus Development Corporation MIME save warning You can use Notes Rich Text or native MIME to save and send a mail message. However, there are some features in Notes that cannot be expressed in MIME, such as hotspots. This dialog box warns you that the features listed will lose fidelity or disappear when you save the message in MIME. 175 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Checking for new or unread mail See any of these topics: l To check for new messages l To change the new message sound l To check for new messages when Notes isn't running l To find unread messages To check for new messages 1. Choose File - Preferences - User Preferences. 2. Click "Mail and News." 3. Select or deselect "Check for new mail every x minutes" to enable or disable new mail notification. 4. Type a number in the "Check for new mail every x minutes" field to change the interval at which Notes checks for new messages. The default is every 15 minutes. 5. Do one of the following: 6. l Select "Audible notification" to have Notes make a sound when you have new messages. l Select "Visible notification" to have Notes display a dialog box when you have new messages. You can use the dialog box to open your mail database's Inbox. Click OK. Tip In your mail database, you can press F9 to see new mail on command. Note To check for mail on an Internet server, go to the Replicator Page and click Send & Receive mail. To change the new message sound 1. Choose File - Preferences - User Preferences. 2. Click "Mail and News." 3. Next to the "Audible notification" box, click Browse to select a sound, and click OK twice. To check for new messages when Notes isn't running You can use Notes Minder to check for new mail without starting Notes. 1. Start Notes Minder. 2. Right-click the Notes Minder icon in the Windows task bar and select Properties. 3. Do one of the following: l Select "Audible Notification" to have Notes Minder make a sound when you have new messages. l Select "Visual Notification" to have Notes Minder display a dialog box when you have new messages. 4. Type a number in the "Check for mail every x minutes" field to change the interval at which Notes checks for new messages. 5. Select or deselect "Disable checking" to disable or enable Notes Minder. 6. Click OK. 176 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To find unread messages Messages that you haven't read usually appear in red and have stars next to their titles: What do you want to do? Procedure Open your mail and display the first unread message Click the mail icon in the status bar and click "Scan Unread Mail." or Go to the next or previous unread message in a view or folder (such as the Inbox) Press TAB or SHIFT+TAB. Display only the unread messages in a view or folder Choose View - Show - Unread Only. To redisplay the read messages in the view or folder, choose View Show - Unread Only again. 177 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Managing mail You can organize mail by sorting messages in folders and views, copying or moving messages to folders, filtering new messages according to rules you specify, saving messages in an archive database, or deleting messages. See any of these topics: l Sorting mail in a folder or view l Copying or moving mail to a folder l Filtering new mail using rules l Archiving databases and documents l Deleting mail 178 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Filtering new mail using rules You can use mail rules to have Notes act automatically on new messages you receive that meet certain conditions. For example, you could create a rule that checks for messages from a certain sender or that contain a certain subject and have Notes automatically move the messages to a certain folder. Notes stores the mail rules you create in the Rules folder in your mail database. You can go there to add new rules as well as work on the ones you've created. For example, you can edit rules, change their order so that one rule has priority over another, turn them off when you don't want to use them, or delete them entirely. See any of these topics: l To create a rule l Examples: Mail rules l To manage rules To create a rule 1. Open your mail database and click the Rules folder. 2. Click "New Rule." 3. Under "Specify Conditions," select a part of messages to check (such as "sender" or "subject"), select a state (such as "contains" or "is"), and type the criteria to check for (such as the name of a certain person or a certain word). For example, you could select "sender," select "contains," and type Alice to filter all messages sent to you by Alice French, Alice Stearns, and anyone else named Alice. Or you could select "Size (in bytes)," select "is greater than," and type 2000 to filter all messages sent to you that are greater than 2000 bytes. 4. Click Add. 5. Do any of the following: What do you want to do? Procedure Add more conditions Select Condition, select "AND" or "OR," and repeat Steps 3 and 4 for each new condition. Add an exception Select Exception and repeat Steps 3 and 4. Add more exceptions Select Exception, select "AND" or "OR," and repeat Steps 3 and 4 for each new exception. Remove a condition or exception Click it in the "When mail messages arrive" box and click Remove. Remove all conditions and exceptions Click "Remove All." 6. Under "Specify Actions," select "move to folder," "copy to folder," "change importance to," or "delete." 7. If you selected "move to folder" or "copy to folder," click "Choose Folder" and select a folder. If you selected "change importance to," select an importance level. 8. Click "Add Action." 179 Lotus Notes Help 9. 10. © Copyright 1999 Lotus Development Corporation Do any of the following: What do you want to do? Procedure Add more actions Repeat Steps 6 through 8 for each new action. Remove an action Click it in the "Perform the following actions" box and click Remove. Remove all actions Click Remove All. Click OK. Examples: Mail rules The following rule automatically changes the importance of all messages from Tom Jenkins to high (which means they are displayed with an exclamation point in the Inbox to catch your attention): 180 Lotus Notes Help © Copyright 1999 Lotus Development Corporation The following rule automatically moves all messages that have the word "status" in the subject from the Inbox to the Status Reports folder unless the subject also has the word "sales" or "project" in the subject: 181 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To manage rules What do you want to do? Procedure Enable or disable a rule 1. Open the Rules folder and highlight one or more rules. 2. Click "Enable Rule" or "Disable Rule" in the Action bar. 1. Open the Rules folder and click the rule. 2. Click "Edit Rule." 3. Make your changes and click OK. 1. Open the Rules folder and click the rule. 2. Click "Move Up" or "Move Down" until the rule is where you want it. Edit a rule Move a rule Note Notes uses rules in the order in which they appear from top to bottom, so you can move the rules you want to have priority closer to the top. This way, if a new message you receive meets the criteria of two different rules, the rule that's closer to the top acts on the message first. (This is particularly important if you have rules that move or delete messages.) Delete a rule 1. Open the Rules folder and click the rule. To delete more than one rule, click in the column to the left of each rule to select it. 2. Click "Delete Rule" to mark the rule for deletion. Notes displays a trash can next to the rule. 3. Press F9 to refresh the folder or close the folder. 4. Select Yes when Notes asks if you want to delete documents. 182 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Sorting mail in a folder or view You can sort messages in most mail folders and views by clicking the heading of the column you want to sort by. If a column's heading contains a small triangle, you can sort the folder or view by that column. For example, in the Inbox you can display the oldest or newest message first by clicking the Date column heading, or display messages alphabetically by the sender's name by clicking the Who column heading. These messages below have been sorted by date, with the newest message at the top of the view and the oldest message at the bottom. You can save the way you sort your columns in a database. For more information, see To retain View column sorting . 183 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Copying or moving mail to a folder When you're in a folder in your mail database (such as the Inbox), you can move a message from it to another folder. You can also add a copy of the message to another folder without moving it from the original folder. However, when you're in a view in your mail database (such as Sent or All Documents), you cannot move messages from it because views automatically select the messages they contain. You can only add copies of messages from views to other folders. To copy or move mail to a folder 1. Click the message. To copy or move more than one message, click the column to the left of each message to select it. 2. Click Folder and choose "Move To Folder." 3. (Optional) To create a new folder, click "Create New Folder," type a name, select a folder type, and click OK. 4. Do one of the following: What do you want to do? Procedure Add a copy of the message to a folder Select the folder and click Add. Move the message from the current folder to another folder Select the folder and click Move. Note If you're in a view, the Move option is not available. Tip You can also use drag & drop to copy or move a message to a folder. To copy a message to a folder, hold CTRL (or COMMAND on the Macintosh) and drag the message to the folder you want. To move a message to a folder, drag the message to the folder. 184 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Deleting mail See any of these topics: l To delete a message l To delete a message from the Sent view To delete a message 1. Open your mail and click the message. To delete more than one message, click the column to the left of each message to select it. 2. Click Delete to mark the message for deletion. Notes displays a trash can next to the message. (To unmark it, click Delete again.) 3. Press F9 to refresh your mail or close your mail (and any other open mail windows such as Calendar or To Do). 4. Select Yes when Notes asks if you want to delete documents. Notes deletes the message from all folders and views in your mail database. Tip To remove a message from a folder without deleting it from your mail database, select the message, click Folder, and choose "Remove From Folder." To delete a message from the Sent view When you delete a message from the Sent view, you can either delete the message from all folders and views in your mail database or remove it from the Sent view only. 1. Open the Sent view and select the message. To delete more than one message, click in the column to the left of each message to select it. 2. Click Delete to mark the message for deletion. 3. Do one of the following: What do you want to do? Procedure Delete the message from all folders and views in your mail database Click Delete. Remove the message from the Sent view and keep it in any other folders and views (such as All Documents) Click Remove. 185 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Sending and saving mail What do you want to do? Send and save a message Send a message and save it in a particular folder Save a message without sending it Send a message without saving it Discard a message without sending or saving it Send all messages without saving them Have Notes ask whether to save each message you send Track a sent message Procedure 1. Create or open the message. 2. Click Send. Notes saves it in the Sent view by default. 1. Create or open the message. 2. Click "Send and File." 3. (Optional) To create a new folder, click "Create New Folder," type a folder name, select a folder type, and click OK. 4. Select a folder and click Add. Notes saves the message in the selected folder and in the Sent view. 1. Create or open the message. 2. Click "Save As Draft." Notes saves it in the Drafts view, where you can go to edit the message and send it later. 1. Create or open the message. 2. Press ESC. 3. Select "Send only" and click OK. 1. Create or open the message. 2. Press ESC. 3. Select "Discard changes" and click OK. 1. Choose File - Preferences - User Preferences. 2. Click "Mail and News." 3. Under "Save sent mail," select "Don't keep a copy" and click OK. 1. Choose File - Preferences - User Preferences. 2. Click "Mail and News." 3. Under "Save sent mail," select "Always prompt" and click OK. 1. Open the Sent view and select the message. 2. Choose Actions - Tools - Send Tracking Request. 3. Select the recipient(s) you want to track. 4. Select "Delivery Status Only" or "Trace Entire Path" and click OK. Note The mail tracer appears as a message in your Inbox. The tracking result is posted as a response to the tracer message. You can track a message as long as all the servers the message must pass through are R5 Domino servers. Also, message tracking must be enabled on the servers. 186 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Close window options When you close a mail message, Notes displays the following options. Send and save a copy Sends the message and saves a copy of it in the Sent view. Send only Sends the message without saving it. Save only Saves the message in the Drafts view without sending it. Discard changes Closes the message without sending or saving it. 187 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Help options See any of these topics: Mail l Adding signatures to mail l Filtering new mail using rules l Setting up out-of-office mail l Specifying delivery options for mail l Spell checking mail l Sending and saving mail l Adding contacts to your address book Calendar Setting alarms for calendar entries l l Creating and sending meeting invitations l Adding holidays l To import Organizer entries into Calendar l Delegating Calendar and To Do access l Creating and working with group calendars l Looking up free time To Do l Creating, sending, and receiving To Do items l Answering To Do requests Other l Selecting documents l Database subscriptions l Welcome Page and Headlines 188 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Opening your address book Notes looks in your address book to find information it uses when you send mail. For example, when you address a message to a person, Notes looks in your address book for the person's mail address. If Notes doesn't find the information it needs there, it checks in the Domino directory on your mail server. You can save information about contacts and mailing lists in your address book to address mail more easily. Additionally, Notes saves information about the locations where you use Notes, servers you connect to using Notes, and Internet accounts in your address book. To open your address book Click the address book button on the Bookmark bar: Note This works only if there's an icon for your address book on your workspace. If there isn't, use File - Database Open to add the icon to your workspace. To use a different address book Notes uses the address book named NAMES.NSF by default. 1. Choose File - Preferences - User Preferences. 2. Click "Mail and News." 3. Type the name of the address book you want to use in the "Local address books" field. If the address book is not in your Notes data directory, type the path to the address book. To use more than one address book, separate the names with commas. Note At start up, Notes uses the first address book listed when it looks for location information. 4. Click OK. 189 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Adding contacts to your address book You can save information about people in the Contacts view of your address book. If you save a person's mail address, you can address a message by typing the person's name instead of the entire mail address when you create the message. Notes saves information about people in Contact documents in your address book. You can send mail to people and invite people to meetings from your address book. If you save a person's Web page, you can also visit the page from your address book. What do you want to do? Add a contact Add a contact from a message, meeting invitation, or to do item you receive Procedure 1. Open your address book and click "Add Contact." 2. Specify the person's name under Names. 3. Type the person's mail address in the "Email address" field. Click the button to the left of the field to select the type of mail the person uses. 4. (Optional) Specify any other information about the person you want to save on the Basics, Details, and Comments pages. 5. (Optional) Click Advanced and specify advanced contact options. 6. Click "Save and Close." 1. Select the message, invitation, or item. 2. Click Tools and choose "Add Sender to Address Book." 3. Check the information Notes displays about the person and click OK. Note To include Internet certificates that are attached to the mail message, click the Advanced tab in the "Add sender to address book" dialog and select "Include X.509 certficates when encountered." Including Internet certificates allows you to encrypt messages that you send to that contact. Edit a contact 1. Open your address book and open the contact. 2. Make your changes and click "Save and Close." 1. Open your address book and select the contact. 2. Click "Delete." Address a new message to one or more contacts 1. Open your address book and select the contacts. 2. Click "Write Memo." Notes adds the contacts to the To field of the new message. Schedule a meeting with one or more contacts 1. Open your address book and select the contacts. 2. Click "Schedule Meeting." For more information, see Creating and sending meeting invitations. 1. Open your address book and select the contact. 2. Click Tools and choose "Visit Web Page." Delete a contact Visit a contact's Web page 190 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Advanced contact options What do you want to do? Procedure Specify more than one name for a contact Type the names separated by semicolons in the "Full user name" field (for example, Rob O'Toole/Marketing/Acme; Rob O'Toole; Robbie O'Toole). Specify a contact's mail domain Type it in the "Mail domain" field. Specify an abbreviated Internet name for a contact Type the name in the "Short name" field (for example, [email protected]). Encrypt the messages you send to a contact Request the person's public key and enter it in the "Certified public key" or "Flat name key" field, depending on the type of key. Categorize a contact Type one or more names separated by commas in the "Categories" field. To display contacts by category, switch to the "Contacts by Category" view of your address book. Display a logo in the background of a contact Select a logo from the "Logo" field. 191 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Adding mailing lists to your address book You can create a mailing list to address messages to a group of people. But, instead of addressing messages to each person in the group, you can address messages to the name you give the mailing list. Notes stores mailing lists in Group documents in your address book. You can address new messages to a group and schedule meetings with a group from your address book. What do you want to do? Add a mailing list Procedure 1. Open your address book and switch to the Groups view. 2. Click "Add Mailing List." 3. Type a name in the Group name field. 4. Type a brief description in the Description field. 5. Type the names of the people in the Members field. After each name, press ENTER or type a comma. To select names from an address book, click the button to the right of the field. 6. Click "Save and Close." 1. Open the message, invitation, or item. 2. Choose Actions - Add Recipients - to new Group in Address Book. 3. Type a name in the Group name field. 4. Type a brief description in the Description field. 5. (Optional) To leave someone off the mailing list, click the person's name in the Members field. 6. Click OK. 1. Open your address book and switch to the Groups view. 2. Select the list and click "Edit Group." 3. Make your changes and click "Save and Close." 1. Open your address book and switch to the Groups view. 2. Select the list and click "Edit Group." 3. Click "Sort Member List." 1. Open your address book and switch to the Groups view. 2. Select the list and click "Delete Group." Address a new message to a mailing list 1. Open your address book and switch to the Groups view. 2. Select the list and click "Write Memo." Notes adds the list to the To field of the new message. Schedule a meeting with the people on a mailing list 1. Open your address book and switch to the Groups view. 2. Select the list and click "Schedule Meeting." For more information, see Creating and sending meeting invitations. Add a mailing list from a message, meeting invitation, or to do item Edit a mailing list Sort names alphabetically in a mailing list Delete a mailing list 192 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Setting up out-of-office mail You can have Notes automatically reply to mail that you receive while you're out of the office. Notes runs an agent on your mail server that sends messages to the people who send you mail, telling them you're out and when you're returning. See any of these topics: l To enable out-of-office mail l To disable out-of-office mail l To change the server the out-of-office agent runs on Note To set up out-of-office mail, you must have access to run agents on the server that contains your mail database. Currently, Notes doesn't automatically inform you if you don't have access rights to run the agent. To determine if you have access rights, open the Agents view and try to enable the agent manually. If you don't have access rights, a dialog box appears. For information, see your Domino administrator. To enable out-of-office mail 1. Open your mail, click Tools, and choose "Out of Office." 2. Specify the dates on which you are leaving and returning. 3. (Optional) Do any of the following: 4. What do you want to do? Procedure Keep the specified dates available for meeting invitations Deselect "Book Busytime for these dates." Change the message or subject of the message that Notes sends Click "Basic Message" and change the subject or message. Send a different message to certain people Click "Special Message," specify the names of people in the To field, click the field below Subject, and type the message. Cancel replies to people who send you Internet mail Click Exclusions and select "Don't send notices to Internet Addresses." Cancel replies to certain people or groups Click Exclusions and specify one or more names in the "Do not send an Out of Office notification to the following people/groups" field. To select names from an address book, click the button to the right of the field. Cancel replies to messages sent to groups that you're part of Click Exclusions and specify one or more group names in the "Do not send an Out of Office notification in response to documents addressed to the following group(s)" field. Cancel replies to messages whose subject contains certain text Click Exclusions and specify the text in the "Do not send an Out of Office notification if the subject contains this exact phrase(s)" field. Click Enable. If Notes asks which server to run the out-of-office agent on, choose your mail server and click OK. Notes runs the out-of-office agent on your mail server until you disable it. While you are gone, Notes sends only one message to each person who sends you mail, no matter how many messages the person sends you. On the return date you specify, Notes sends you a "Welcome Back" message that includes a list of the people it sent messages to while you were out. Notes continues to send you "Welcome Back" messages until you disable out-of-office mail. 193 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To disable out-of-office mail 1. Open your mail, click Tools, and choose "Out of Office." 2. Click Disable and then click Yes. To change the server the out-of-office agent runs on 1. Choose View - Design. 2. Click Agents. 3. Double-click "Out Of Office." 4. Click Schedule. 5. Change the server in the "Run on" field and click OK. 194 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Delegating mail access You can let people open your mail database and read your messages and calendar entries. You can also let people send mail, edit mail, and delete mail for you. 1. Open your mail, click Tools, and choose Preferences. 2. Click Delegation. 3. Add names to any of the following fields: Field Description Read my mail and read my calendar Notes gives the people in this field Reader access in the access control list of your mail database so they can read your mail. Notes also gives them "Read public documents" privileges so they can read your calendar. Tip To add names to a field from an address book, click the button to the right of the field. Read and send mail on my behalf and read my calendar Notes gives the people in this field Author access and "Create documents" privileges in the access control list of your mail database so they can send mail for you. Notes also gives them "Read public documents" privileges so they can read your calendar. Read, send, and edit any document in my mail file Notes gives the people in this field Editor access and "Create documents" privileges in the access control list of your mail database so they can edit mail for you. Notes also gives them "Read public documents" and "Write public documents" privileges so they can read your calendar and create calendar entries. Delete mail and calendar entries Notes gives the people in this field "Delete documents" privileges in the access control list of your mail database so they can delete mail for you. These people must be listed in the "Read and send mail on my behalf and read my calendar" or "Read, send, and edit any document in my mail file" field. If the former, they can delete only messages that they create themselves; if the latter, they can delete any messages in the database. 4. Click OK. Note When you give people access to your mail database, they cannot read encrypted mail that you receive. Additionally, you cannot read encrypted messages they create for you unless your user ID contains the encryption key used to encrypt the messages. 195 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To open someone's mail if you have access 1. Choose File - Database - Open. 2. Select the person's mail database and click Open. 3. (optional) Do either of the following: l To create mail for the database's owner, use the Create menu. l To create mail for yourself, use the Create - Mail menu. 196 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Accessing mail with a browser Depending on how your Domino administrator sets up your Notes mail file, you may be able to read and work with Notes messages using a Web browser (such as Microsoft Internet Explorer® or Netscape Navigator®) in addition to, or instead of, a Notes workstation. To access Notes mail with a browser 1. Open your browser. 2. Enter the URL for your mail file (for example, http://company.name.com/mail/bmurray.nsf). 3. If necessary, specify your user name and password. What you can do in Notes mail with a browser General l Create and delete document folders l Copy and move documents to and from folders l Select multiple documents in folders and views l Delete documents l Work with private and public documents l Attach or detach multiple files to or from a document l Navigate to the next document without returning to the view l Change your password l Create a personal name and address book with contacts and groups l Create a list of "favorite" links that appear when you display a view l Read bookmark forms Mail l Read, compose, and send messages l Save drafts of messages that have not yet been sent to recipients l Send all types of replies (Reply, Reply to All, Reply with History, and Reply to All with History) l Reply to messages with an offset character l Reply to and forward messages with attachments l Copy messages into new calendar entries or to do items l Add bold, italic, underlines, bullets and color to text in messages l Select font sizes and types l Indent paragraphs and change text justification to left, center, or right l Create URL links within text l Create, edit, and delete rules to filter new messages l Receive delivery reports and return receipts l Resend messages that were addressed incorrectly l Link to address lists using customizable address book links 197 Lotus Notes Help l Read, compose, and send phone message forms l Perform integrated address lookup l Delegate mail access © Copyright 1999 Lotus Development Corporation Calendar l Create appointments, reminders, events, anniversaries, and meeting invitations l Send information-only copies of meeting invitations to people l Reserve rooms and resources for meetings l Create repeating calendar entries l Perform free time searches l Reschedule, confirm, or cancel meetings l Remove invitees from meeting invitations l Review the status of invitee responses l Create broadcast meeting invitations l Learn about meeting updates automatically when viewing earlier messages about the meeting l Accept, decline, delegate, or tentatively accept meeting invitations l Propose rescheduling of meeting invitations l Categorize calendar entries l Remove meeting invitations from the Inbox automatically after responding l Suppress display of meeting invitation responses from Inbox l Hide or display calendar entries in All Documents view l Hide or display meeting invitations in Sent view l Set default repeating interval for anniversaries l Delegate calendar access To Do l Create and track to do items l Assign to do items to other people l Send information-only copies of to do items to other people l Categorize to do items and display to do items by status or by category l Reschedule to do items l Review responses to assigned to do items l Reassign to do items that have been declined by the original assignee l Accept, decline, or delegate assigned to do items 198 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Mail and Calendar options See any of these topics: l Specifying advanced delivery options for mail l Setting Calendar and To Do preferences l Setting up out-of-office mail l Creating and sending meeting invitations 199 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Calendar and To Do Calendar and To Do are views in your mail database that you can use to manage your time, schedule meetings, and keep track of to do items. Note If your mail database does not contain Calendar or To Do views, you're using an older version of the Domino mail template. For information about upgrading your mail, see your Domino administrator. See any of these topics: l Opening and viewing Calendar l Creating calendar entries l Creating appointments, anniversaries, reminders, and all-day events l Working with calendar entries l Setting alarms for calendar entries l Adding holidays l Opening and viewing To Do l Creating, sending, and receiving to do items l Setting up your free time schedule l Creating, sending, and receiving meeting invitations l Looking up free time l Reserving rooms and resources l Delegating Calendar and To Do access l Creating and working with group calendars l To import Organizer entries into Calendar l Printing Calendar and To Do l Setting Calendar and To Do preferences l Troubleshooting Calendar and To Do 200 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Opening and viewing Calendar See any of these topics: l To open your calendar l To move around the calendar l To change the display of the calendar To open your calendar Click the Calendar button on the bookmark bar: To move around the calendar To... Click... Go to a date The date on the date picker. Move the date picker back or forward one month An arrow icon on the top right corner of the date picker. Go to the current date The sun icon in the lower right corner of the calendar. Move the calendar back or forward one page An arrow icon on the bottom right corner of the calendar (or press Page Up or Page Down). 201 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To change the display of the calendar What do you want to do? Procedure Display the calendar in one-day, two-day, one-week, two-week, or one-month format Click the corresponding format icon. Display a calendar entry's full subject (if it's not visible) Hold the mouse over the entry. Notes displays the full subject in a pop-up window. Display calendar entries in a chronological list Click Meetings. Display or hide time slots Click the clock icon. If you display time slots, Notes displays each time period for which you have scheduled an appointment or meeting as a shaded area. Note If the time of two appointments or meetings overlap, Notes displays a conflict bar to the left of the overlapping entries. Change the start time, end time, or length of time between time slots on each date Change the first day of the week displayed in the one-week, two-week, and one-month formats 202 1. Click Tools and choose Preferences. 2. Click Calendar and then Views. 3. Specify a new time or select a new interval. 1. Choose File - Preferences - User Preferences. 2. Click International. 3. Select a day in the "Calendar View starts on" field. Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating calendar entries This page contains calendar entry examples: To... Create... Schedule a period of time for yourself An appointment Invite others to meet with you for a period of time A meeting invitation Schedule a specific, annual date (such as a birthday) for yourself An anniversary Remind yourself of something at a specific time A reminder Schedule a day or period of days for yourself An all-day event Assign a to do item to yourself or others A to do entry or request Tip You can also add holidays to your calendar; for information, see Adding holidays. 203 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating appointments, anniversaries, reminders, and all-day events See any of these topics: l To create an appointment, anniversary, reminder, or all-day event l To create an appointment, anniversary, reminder, or all-day event from a mail message l To set preferences for new calendar entries To create an appointment, anniversary, reminder, or all-day event 1. Open your calendar, click New, and select Appointment, Anniversary, Reminder, or Event. 2. Type a brief description in the Subject field. 3. Specify a start date and/or time in the Begins field(s). If necessary, specify a date and/or time in the Ends field(s). 4. (Optional) Type a location in the Location field. Notes displays it after the subject on the calendar. 5. (Optional) Select Repeats to repeat the entry. Then specify repeat options and click OK. 6. (Optional) Click Options and use any of the following: Option Description Pencil In Select this to keep the time of the entry free in your free time schedule. Mark Private Select this to prevent people who have access to your calendar from reading the entry. People who can manage your calendar can see the time but not the contents of hidden calendar entries. Notify me Select this to set an alarm for the entry. Then specify alarm options and click OK. Categorize Select or type a category. 7. (Optional) Click the space below the Basics and Options pages ("Description:") and type any additional information. This is a rich text field so you can add information such as text, document links, file attachments, objects, and pictures. 8. Click "Save and Close." Notes adds an entry to the Calendar view and marks the time of the entry busy in your free time schedule (unless you selected "Pencil In"). To create a meeting, appointment, anniversary, reminder, or all-day event from a mail message 1. Open your mail and select (click once on) the message. 2. Click Copy into and choose New Calendar Entry. Notes copies the message's subject to the entry's Subject field and the message's body to the Descriptions field by default. 3. Create a meeting, appointment, anniversary, reminder, or all-day event by selecting one from the Entry type field. 4. Perform steps 3 through 8 of the preceding procedure. 204 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To set preferences for new calendar entries You can set preferences for the calendar entries you create. For example, you can change the default calendar entry type or have Notes check for time conflicts when you create a new entry. 1. Open your calendar, click Tools, and choose Preferences. 2. Click Calendar and then click Basics. For more information, see Setting Calendar and To Do preferences. 205 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Calendar entry options When you create or open an appointment, anniversary, reminder, or event, Notes displays the following options: Basics Subject Type a brief description. To include additional information, click the space below the Basics page and type the information. The space below the Basics page is a rich text field so you can add information such as text, document links, file attachments, objects, and pictures. Begins and Ends Specify a start date and, depending on the entry type, specify a start time, end date, and/or end time. Location Type a location. Notes displays it after the subject on the calendar. Entry Type Select Meeting, Appointment, All Day Event, Anniversary, or Reminder. Repeats Select this to repeat the entry. Then specify repeat options and click OK. You can only set an entry to repeat when you create it. You must create a new entry to specify whether an entry repeats and what the settings are. Options Pencil In Select this to keep the time of the entry free in your free time schedule. Mark Private Select this to prevent people who have access to your calendar from reading the entry. People who can manage your calendar can see the times but not the contents of hidden calendar entries. Notify me Select this to set an alarm for the entry. Then specify alarm options and click OK. Categorize Select or type a category. 206 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Working with calendar entries See any of these topics: l To open or edit a calendar entry l To move a calendar entry l To repeat a calendar entry l To delete a calendar entry To open or edit a calendar entry What do you want to do? Procedure Open a calendar entry Double-click the entry. Open a calendar entry in the preview pane Click the entry and then drag the bottom of the Calendar window up to display the preview pane. Edit a calendar entry Double-click the entry, make your changes, and click Save and Close. If the entry's a repeating entry, select the instances to change and click Save and Close. Note For information on changing a meeting invitation you've already sent, see To reschedule a meeting invitation. To move a calendar entry You can use drag & drop to move an entry on the calendar. To drag a calendar entry to a new date 1. Click and hold the entry. 2. (Optional) To move the entry to a preceding or succeeding page, drag the entry to the left or right arrow at the bottom right corner of the calendar and hold it over the arrow until the page you want is current. 3. Drag the entry to the new date. 4. Click Yes when Notes asks if you're sure you want to move the entry. 5. If the entry's a repeating entry, select the instances to move and click OK. To drag a calendar entry to a new time 1. If necessary, click the clock icon in the top right corner of the calendar to display time slots. 2. Click and hold the entry. 3. Drag the entry to the new time. To scroll the times on a date, hold the entry over one of the scroll arrows on the date. 4. Click Yes when Notes asks if you're sure you want to move the entry. 5. If the entry's a repeating entry, select the instances to move and click OK. Tip You can also move a calendar entry by opening it and changing its date and/or time. 207 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To repeat a calendar entry 1. Create the entry. You can only set an entry to repeat when you create it. Once it is created you cannot change repeat settings. 2. Select Repeats. 3. Specify how often the entry repeats under How. For example, to repeat the entry every other day, select Daily in the first field and "Every 2nd day" in the field to the right of it. 4. Select "Starting," under Duration, and specify a date. Then select how long in the continuing for fields. 5. (Optional) Select From and specify a date. Then select "to" and specify how long to repeat the entry. 6. Click OK. Notes repeats the entry when you save it. Note In the Meetings view, Notes displays the first instance of a repeating entry as a main document and all of the instances of the entry in a response document below it. If you edit some of the instances of a recurring entry, Notes displays them in a second response document below the main document. To delete a calendar entry 1. Open your calendar and click the entry. To delete more than one entry, hold SHIFT and click each entry to select them. 2. Press DEL to mark the entry for deletion. Notes displays a trash can next to it. 3. Press F9 to refresh the calendar or close the calendar (and any other open mail windows). 4. Select Yes when Notes asks if you want to delete documents. Notes deletes the entry from your mail database. 208 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To import Organizer entries into Calendar You can move Organizer GS Notepad and Call entries into your Notes Calendar. 1. Open the Calendar. 2. Click the To Do view 3. Choose Actions - Tools - Migrate Org 97/GS. Tip To view this menu choice, your mail template must be 5.02 or greater. To upgrade your mail template, choose File - Database - Replace Design. 209 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Setting alarms for calendar entries Your Notes mail database contains an alarm system you can use to set alarms for calendar and to do entries. (Calendar and To Do are part of your mail database.) When you set an alarm and it "goes off," Notes displays an alarm message like the one pictured below. You can also have Notes play a selected sound or send a mail message when an alarm goes off. See any of these topics: l To turn the alarm system on or off l To set an alarm for a calendar entry l To set an alarm for all calendar entries of one type l To select a default sound for all alarms l To respond to an alarm l To respond to missed alarms l To cancel an alarm l To display alarms when Notes isn't running To turn the alarm system on or off 1. Open your calendar, click Tools, and choose Preferences. 2. Click Calendar and then Alarms. 3. Select or deselect "Enable alarm notifications" and click OK. To set an alarm for a calendar entry 1. Create or open the entry. 2. Click Options and select "Notify me." If it is already selected, click Alarm settings (to the right of the "Notify me" field). 3. Type a number after "Alarm will go off," then select Minutes, Hours, or Days, and select Before or After to set the alarm relative to the entry's start time or date. 210 Lotus Notes Help 4. 5. © Copyright 1999 Lotus Development Corporation (Optional) Use any of the following: Option Description Description Type the text to display when the alarm goes off. Notes copies the entry's subject to this field by default. Sound to play Select a sound to play when the alarm goes off. To test the selected sound, click Play. Send mail with entry title and description Select and specify recipients to send a mail message when the alarm goes off. Notes uses the text in the "Description" field as the subject of the mail message. Click OK. Notes sets the alarm when you save the entry. To set an alarm for all calendar entries of one type You can automatically set an alarm for all appointments and meetings, all reminders, all events, all anniversaries, and/or all to do entries. If you do, you can change or cancel the alarm when you create individual entries. 1. Open your calendar, click Tools, and choose Preferences. 2. Click Calendar and then Alarms. 3. If necessary, select "Enable alarm notifications." 4. Select one or more calendar entry types, type a number of minutes or days in advance for each, and click OK. To select a default sound for all alarms If you select a default sound, you can change or deselect it when you set individual alarms. 1. Open your calendar, click Tools, and choose Preferences. 2. Click Calendar and then Alarms. 3. If necessary, select "Enable alarm notifications." 4. Select a sound in the "Default sound" field and click OK. 211 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To respond to an alarm When an alarm goes off, Notes displays the Alarm dialog box: What do you want to do? Procedure Repeat the alarm later Type a number of minutes in the "Snooze for" field and click Snooze. If you exit Notes before the alarm goes off again, Notes clears the alarm. Clear the alarm Click Done. To respond to missed alarms When you start Notes, Notes checks to see if any alarms were scheduled to go off since you last exited Notes. If there were, Notes asks if you want to display them. Select No to clear the missed alarms or select Yes to display the missed alarms. If you select Yes, Notes displays the Missed Alarms dialog box: What do you want to do? Procedure Repeat some of the alarms later and clear the rest Select the alarms to repeat, type a number of minutes in the "Snooze for" field, and click Snooze. If you exit Notes before the selected alarms go off again, Notes clears the alarms. Clear all of the alarms Click Done. 212 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To cancel an alarm 1. Open the calendar entry the alarm is set for. 2. Deselect "Notify me" and click OK. To display alarms when Notes isn't running You can use Notes Minder to check for calendar alarms without starting Notes. 1. Start Notes Minder. 2. Right-click the Notes Minder icon in the Windows task bar and select Properties. 3. Select "Show Missed Alarms" and click OK. When an alarm goes off, Notes Minder displays an alarm message: 213 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Alarm and Repeat options See any of these topics: l Alarm options l Repeat options Alarm options When you select "Notify me" in a calendar or to do entry (or click "Alarm settings" to the right of the "Notify me" field), Notes displays the following options: Alarm will go off Type a number, select Minutes, Hours, or Days, and select Before or After to set the alarm relative to the entry's start time or date. Description Type the text to display when the alarm goes off. Notes copies the entry's subject to this field by default. Play sound Select a sound to play when the alarm goes off. To test the selected sound, click Play. Send mail with entry title and description Select and specify recipients to send a mail message when the alarm goes off. Notes uses the text in the "Description" field as the subject of the mail message. Repeat options When you are creating a calendar or to do entry and select "Recurring entry," Notes displays the following options: How Select Then Daily Select from the field to the right how often (in days) the entry repeats. Under "Weekends" select what Notes should do if the entry occurs on a weekend day. Weekly Select from the field to the right which day of the week the entry is repeated on. Monthly by Date Select from the field to the right which day of the month (1st day, 2nd day, etc.) the entry repeats on. Under "Weekends" select what Notes should do if the entry occurs on a weekend day. Select "Start from the end of the month." Monthly by Day Select from the field on the right which months (Every 3rd month, Every 4th month, etc.) and which day of the month (1st Sunday, 1st Monday, etc.) the entry repeats on. Select "Start from the end of the month." Yearly Select from the field on the right how often, by year (Every other year, Every 2nd year, etc.), the entry repeats. Under "Weekends" select what Notes should do if the entry occurs on a weekend day. Custom Type dates into the field to the right. 214 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Duration Select From to specify a starting and ending date for the recurring entry; select Starting to specify a starting date and how long to continue. 215 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Adding holidays Notes includes pre-defined holiday sets that you can add to your calendar. When you add a set, Notes adds each holiday to your calendar as an anniversary. 1. Open your calendar, click theTools icon, and choose Import Holidays. 2. Select one or more holiday sets and click OK. Details Your organization may customize the holiday sets that are available to you. For information, see your Domino administrator. Notes keeps the time of holidays free in your free time schedule by default. To mark the time of a holiday busy, open the entry for the holiday, click Options, and deselect "Pencil In." You can add your own holidays to the calendar by creating individual anniversary entries; for information, see Creating appointments, anniversaries, reminders, and all-day events. 216 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating and working with group calendars A group calendar is a collection of the free time schedules of people you select: You can use a group calendar to quickly see if people in a selected group are free or busy at a certain time. Additionally, if you have access to people's calendars, you can display their calendars in the pane below the group calendar: See any of these topics: l To create a group calendar l To open a group calendar l To change the display of a group calendar l To open someone's calendar from a group calendar l To edit a group calendar l To delete a group calendar To create a group calendar 1. Open your calendar and click Group Calendars. 2. Click "New Group Calendar." 3. Type a title. 4. Specify the names of people or groups in the Members field. To select names from an address book, click the box after the field. 5. Click OK. 217 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To open a group calendar 1. Open your calendar and click Group Calendars. 2. Double-click the group calendar. To change the display of a group calendar What do you want to do? Procedure Go back or forward one date Click one of the arrow icons. Change the time each day starts at Click Display Options, specify a time, and click OK. Change the length of time you see at once Click Display Options, select a number of hours under Duration, and click OK. Add or remove people from the calendar Click Members, then Add or Remove names. To open someone's calendar from a group calendar If someone delegates calendar access to you and you include the person when you create a group calendar, you can open the person's calendar while viewing the group calendar in the pane below it. To do so, click the person's name on the group calendar. Tip To see what the person's doing when a group calendar shows the person is busy, click the time. Notes displays the calendar entry that occurs at that time. To edit a group calendar 1. Open your calendar and click Group Calendars. 2. Select the calendar and click Edit. 3. Change the name in the Title field and/or add or remove people in the Members field. 4. Click OK. To delete a group calendar 1. Open your calendar and click Group Calendars. 2. Select the calendar and click Delete. 218 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Opening and viewing To Do To open your to do list, click the To Do button on the bookmark bar: When you mark a to do entry complete, Notes displays the entry in the Complete category. If you select a priority (High, Medium, or Low) for a to do entry, Notes displays a number corresponding to the priority (1, 2, or 3, respectively) next to it. To change the display of the to do list, click By Category or By Status. 219 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating, sending, and receiving to do items You can create a to do entry for yourself or create a to do request and send it to other people. When you create a to do entry for yourself, Notes adds it to your to do list. When you create a to do request for others, Notes adds an entry to your to do list and sends a mail message to each person you specify: If you want people to send an answer back to you (for example, accept or decline), they see the following options when they open the request: However, if you don't want people to send answers back to you, you can send the request as a broadcast message. When people open a broadcast to do message, Notes gives them the option to add it to their to do lists without asking them to send you an answer: See any of these topics: l Creating and working with to do entries l Creating and sending to do requests l Answering to do requests 220 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating and working with to do entries See any of these topics: l To create a to do entry l To create a to do entry from a mail message l To open or edit a to do entry l To mark a to do entry complete l To display or hide to do entries on the calendar l To delete a to do entry To create a to do entry 1. Open your to do list, click New To Do Item. 2. In the Type field, select Personal To Do. 3. Type a brief description in the Subject field. 4. (Optional) Use any of the following: Option Description Starts and Due Type a start and due date for the entry, or click the icon to specify a start and/or due date Priority Select a priority to display a number (1 for High, 2 for Medium, 3 for Low, or no number for None) next to the entry on the to do list. Status Select a status to display the entry by status. To display entries by status, click By Status on the to do list. 5. Select Repeat to repeat the entry. Then specify repeat options and click OK. 6. (Optional) Click Options and use any of the following: Option Description Mark Private Select this to prevent people who have access to your calendar and to do list from reading the entry. People who can manage your calendar and to do list can see the dates but not the contents of hidden to do entries. Notify me Select this to set an alarm for the entry. Then specify alarm options and click OK. Categorize Select or type a category to display the entry by category. To display entries by category, click By Category on the to do list. 7. (Optional) Click the Detailed Description space and type any additional information. This is a rich text field so you can add information such as text, document links, file attachments, objects, and pictures. 8. Click Save and Close. Notes adds an entry to the To Do and Calendar views (unless you hide to do entries on the calendar). 221 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To create a to do entry from a mail message 1. Open your mail and select the message. 2. Click Copy into and choose New To Do Item. Notes copies the message's subject to the entry's Subject field and the message's body to the Detailed Description space. 3. Perform steps 3 through 7 of the preceding procedure. To open or edit a to do entry What do you want to do? Procedure Open a to do entry Double-click the entry. Open a to do entry in the preview pane Click the entry and then drag the bottom of the To Do window up to display the preview pane. Edit a to do entry Double-click the entry, make your changes, and click OK. If the entry's a repeating entry, select the instances to change and click OK. Note For information on changing a to do request that you've already sent, see To reschedule a to do request. To mark a to do entry complete Notes places a green check next to the entry on the To Do list. 1. Highlight (click once on) the entry and click Mark Completed. 2. If the entry's a repeating entry, select all the instances and click Mark Complete. To display or hide to do entries on the calendar 1. Open your to do list, click Tools, and choose Preferences. 2. Click Calendar and then To Do. 3. Select or deselect "Always show current To do's on today's calendar" and click OK. To delete a to do entry 1. Open your to do list and click the entry. To delete more than one entry, click in the column to the left of each entry to select them. 2. Click Delete to mark the entry for deletion. Notes displays a trash can next to it. 3. Press F9 to refresh the to do list or close the to do list (and any other open mail windows). 4. Select Yes when Notes asks if you want to delete documents. Notes moves the entry to your mail database's Trash Bin. Tip To restore the entry to the to do list or permanently delete it from your mail database, open the Trash Bin, select the entry, and click Restore or Permanently Remove. 222 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating and sending to do requests See any of these topics: l To create and send a to do request l To reschedule, cancel, or confirm a to do request l To remove people from a to do request l To track responses to a to do request l To send a message to recipients of a to do request l To answer a proposed change to a to do request To create and send a to do request 1. Open your to do list, click New To Do Item. 2. In the Type field, select Group To Do. 3. Type a brief description in the Subject field. 4. Use any of the following: 5. Option Description Starts and Due Type a start and due date for the entry, or click the icon to specify a start and/or due date. Priority Select a priority to display a number (1 for High, 2 for Medium, 3 for Low, or no number for None) next to the entry on the to do list. Status Select a status to display the entry by status. To display entries by status, click By Status on the to do list. Repeats Select this to repeat the entry. Then specify repeat options and click OK. Click Participants and use any of the following: Option Description Assign to Specify one or more names to send people a copy of the To Do item. cc Specify one or more names to send people an information-only copy of the to do item. bcc Specify one or more names to send people a blind information-only copy of the to do item. Other recipients cannot see the names of people you specify in this field. 223 Lotus Notes Help 6. 7. © Copyright 1999 Lotus Development Corporation (Optional) Click Options and use any of the following: Option Description Mark Private Select this to prevent people who have access to your calendar and to do list from reading the entry. People who can manage your calendar and to do list can see the dates but not the contents of hidden to do entries. Notify me Select this to set an alarm for the entry. Then specify alarm options and click OK. Categorize Select or type a category to display the entry by category. To display entries by category, click By Category on the to do list. (Optional) Click Delivery Options, select any of the following, and click OK: Option Description Delivery Report Select when you want to receive a report about your message. None is the default. Delivery Priority Select the priority of your message. Return Receipt Select if you want a receipt telling you when your message has been opened. I do not want to receive replies from participants Select this to send the request as a broadcast message. This gives recipients the option of adding it to their to do lists without prompting them to send an answer back to you. Prevent counter-proposing Select this to prevent recipients from proposing different start or due dates for the request. Prevent delegating Select this to prevent recipients from sending the request to someone else to answer. Sign Select this to add a digital signature to the request so that recipients are sure you're the person who sent it. Encrypt Select this to encrypt the request so that only the intended recipients can read it. 8. (Optional) Click the Detailed Description area and type any additional information. This is a rich text field so you can add information such as text, document links, file attachments, objects, and pictures. 9. Click OK. Notes adds a copy of the request to your To Do and Calendar views (unless you hide to do entries on the calendar). When Notes asks if you want to send assignments to the appropriate users, click OK and it sends a mail message to each of the people you specified. 224 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To reschedule, cancel, or confirm a to do request When you reschedule, cancel, or confirm a request, Notes sends a notice to the people to whom you sent the request. 1. Open your copy of the request. 2. Click Owner Actions and choose Reschedule, Cancel, or Confirm. 3. If you chose Reschedule, specify a new start and/or due date. 4. (Optional) If you chose Cancel and want to delete the request and any replies to it that you've received, select "Delete to do document and all responses." 5. (Optional) To add comments to the notice, select "Include additional comments on notice." 6. Click OK. 7. If you selected "Include additional comments on notice," type your comments and click Send. To remove people from a to do request When you remove people from a request, Notes sends a notice to them. 1. Open your copy of the request. 2. Click Participants, then remove names. If you do not see names, click the icon to open the Select Addresses dialogue. Highlight a name in the right panel, then click Remove, then OK. 3. Click OK. To track responses to a to do request 1. Highlight (click once on) the entry. 2. Click Owner Actions and choose View Participant Status. To send a message to recipients of a to do request 1. Highlight (click once on) the entry. 2. Click Owner Actions and choose Send Memo to Participants. 3. Click the body of the new message, type your message, and click Send. To answer a proposed change to a to do request When a recipient proposes a change to a request that you sent, Notes sends you a mail message. 1. Open the message. 2. Click Respond with Comments, then choose Accept or Decline. If you accept, Notes sends a message to all recipients about the change. If you decline, Notes sends a message only to the person who proposed the change. 225 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Answering to do requests When you receive a to do request, you can open it to see whether the person who sent it expects an answer back from you. l If a request looks like this, the sender expects an answer back from you (such as accept or decline): You can use one of the Respond options to answer the request or use the Request Information option to send a mail message to the person who sent it and find out more before answering. l If a To Do request looks like this, the sender does not expect an answer back from you: Instead you can use the Add to To Do List option to add the item to your To Do list. To answer a to do request 1. Open the request. 2. Click Respond or Respond with Comments and do one of the following: 3. What do you want to do? Procedure Accept the request Choose Accept. Decline the request Choose Decline. Send the request to someone else Choose Delegate, specify the person to whom you want to send the request, and click OK. Propose a new date Choose Propose New Time, specify a new start date and/or due date, and click OK. Mark the request completed Choose Completed. If you clicked Respond with Comments, type your comments and click Send. Notes sends a notice with your answer to the person who sent it to you and adds an entry to the To Do and Calendar views (unless you hide to do entries on the calendar). If you delegated the request, Notes also sends the request to the person you specified. Note l If a To Do request is repeating and you want to accept only some of the instances, choose Accept to add an entry for the request to your to do list. Then, open the entry and change your answer to the instances of it you don't want to accept. l You cannot immediately propose a new time for a repeating to do. First accept the to do, then open the first instance. Click Respond or Respond with Comments, then Propose new time. 226 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Specifying dates and times When a field has a date or time box next to it, you can use it to specify the date or time. You can also enter the date or time you want directly in the date or time field. To specify a date with the date box 1. Click the date box to the right of the date field. 2. (Optional) To move back or forward one month, click one of the arrows in the top right corner of the date selection box. 3. Click the date you want. To specify a time with the time box 1. Click the time box to the right of the time field. 2. (Optional) To move back or forward one hour, click the arrow in the top or bottom right corner of the time selection box. 3. Drag the clock to the time you want or click the time you want. 4. Click the check mark in the bottom left corner of the box. 227 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating, sending, and receiving meeting invitations You can create a meeting invitation and send it to other people. When you do, Notes adds an entry to the Calendar view and sends a mail message to each person you invite: If you want people to send an answer back to you (for example, accept or decline), you can have Notes prompt for an answer when they open the invitation: However, if you don't want people to send answers back to you, you can send the invitation as a broadcast message. When people open a broadcast meeting invitation, Notes gives them the option to add it to their calendars without asking them to send you an answer: See any of these topics: l Creating and sending meeting invitations l Looking up free time l Reserving rooms and resources l Answering meeting invitations 228 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating and sending meeting invitations See any of these topics: l To create and send a meeting invitation l To reschedule, cancel, or confirm a meeting invitation l To remove people from a meeting invitation l To track responses to a meeting invitation l To send a message to recipients of a meeting invitation l To answer a proposed change to a meeting invitation To create and send a meeting invitation 1. Open your calendar and click Schedule a Meeting. 2. Type a brief description in the Subject field. 3. Specify dates and times in the Begins and Ends fields. 4. (Optional) Select Repeats to repeat the meeting. Then specify repeat options and click OK. 5. Click Meeting Invitations & Reservations and use one or more of the following: Option Description Invite Specify one or more names to send people an invitation to the meeting. Note To add names from an address book, click the button after the field name. To view members of groups or alternate names for individuals in the address book, click the Details button. cc (optional) Specify one or more names to send people an information-only copy of the invitation. Note To add names from an address book, click the button after the field name. To view members of groups or alternate names for individuals in the address book,, click the Details button. bcc (FYI only) Specify one or more names to send people a blind information-only copy of the invitation. Other recipients cannot see the names of people you specify in this field. Note To add names from an address book, click the button after the field name. To view members of groups or alternate names for individuals in the address book, click the Details button. Reserve rooms Click the button after the field name to select a room to reserve for the meeting. To see what rooms are available at the specified time, click Scheduler and choose Find Room(s). Reserve resources Click the button after the field name to select a resource to reserve for the meeting. To see what resources are available at the specified time, click Scheduler and choose Find Resource(s). 229 Lotus Notes Help © Copyright 1999 Lotus Development Corporation 6. (Optional) Click Scheduler and choose "Check all schedules" to look up free time for the invitees you specified. 7. (Optional) Click Options and use any of the following: 8. 9. Option Description Pencil In Select this to keep the time of the meeting free in your free time schedule. Mark Private Select this to prevent people who have access to your calendar from reading the invitation. People who can manage your calendar can see the time but not the contents of hidden calendar entries. Notify me Select this to set an alarm for the meeting. Then specify alarm options and click OK. Categorize Select or type a category. (Optional) Click Delivery Options, select any of the following, and click OK: Option Description Delivery Report Select when you want to receive a report about your message. None is the default. Delivery Priority Select the priority of your message. Return Receipt Select if you want a receipt telling you when your message has been opened. I do not want to receive replies from participants Select this to send the invitation as a broadcast message. This gives recipients the option of adding it to their calendars without prompting them to send an answer back to you. Prevent counter-proposing Select this to prevent recipients from proposing different start or due dates for the invitation. Prevent delegating Select this to prevent recipients from sending the invitation to someone else to answer. Sign Select this to add a digital signature to the invitation so that recipients are sure you're the person who sent it. Encrypt Select this to encrypt the invitation so that only the intended recipients can read it. (Optional) Click Description - below the Basics, Options, and Meeting Invitations & Reservations pages - and type any additional information. This is a rich text field so you can add information such as text, document links, file attachments, objects, and pictures. 230 Lotus Notes Help 10. © Copyright 1999 Lotus Development Corporation Click Save and Send Invitations. Notes adds a copy of the invitation to the Calendar view, marks the specified time busy in your free time schedule (unless you selected "Pencil In"), and sends a mail message to each of the people you specified. Tip If you don't want to see invitation answers in your Inbox, open your calendar, click Tools, choose Preferences, click Calendar, click Autoprocess, and select "Prevent meeting invitations from appearing in my Inbox." You can keep track of responses from your copy of the invitation; for information, see To track responses to a meeting invitation. To reschedule, cancel, or confirm a meeting invitation you've sent When you reschedule, cancel, or confirm an invitation, Notes sends a notice to its recipients. 1. Select (click once on) the invitation in your calendar. 2. Click Owner Actions and choose Reschedule, Cancel, or Confirm. 3. If you chose Reschedule, specify a new date and/or time. 4. (Optional) If you chose Cancel and want to delete the invitation and any replies to it that you've received, select "Delete calendar entry and all responses." 5. (Optional) To add comments to the notice, select "Include additional comments on notice." 6. Click OK. 7. If the meeting's a repeating meeting, select the instances to act on and click OK. 8. If you selected "Include additional comments on notice," type your comments and click Send. To remove people from a meeting invitation When you remove people from an invitation, Notes sends a notice to them. 1. Open your copy of the invitation from the Inbox's Sent view. 2. Click the Meeting Invitations & Reservations tab. 3. Click Remove to the right of the To, cc, and bcc fields. 4. Select one or more recipients and click OK. 5. If the meeting's a repeating meeting, select the instances to remove people from and click OK. To track responses to a meeting invitation 1. Select (click once on) the invitation in your calendar. 2. Click Owner Actions and choose View Participant Status. To send a message to meeting invitation recipients 1. Select (click once) the invitation in your calendar. 2. Click Owner Actions and choose Send Memo to Participants. 3. Type your message, and click Send. To answer a proposed change to a meeting invitation When a recipient proposes a change to an invitation that you sent, Notes sends you a mail message. 1. Open the message. 2. Click Accept Counter or Decline Counter. If you accept, Notes sends a message to all recipients about the change. If you decline, Notes sends a message only to the person who proposed the change. 231 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Meeting invitation options When you create or open a meeting invitation, Notes displays the following options: Save and Send Invitations, Save as Draft Click Save & Send Invitations to send the invitation to the people specified on the Meeting Invitations & Reservations page. Click Save as Draft to save changes to the invitation without sending it. Scheduler Choose this to look up free time for the people and any room and/or resource specified on the Invitations and Reservations page. Choose Find Room(s) or Find Resource(s) to see what rooms or resources are available at a specific time. Delivery Options Click for options when sending invitations. Actions Notes displays Actions if you have already sent the invitation. Click this to reschedule, cancel, or confirm the meeting, view participant responses to the invitation, or send a mail message to the recipients of the invitation. Basics Subject Type a brief description. To include additional information, click the space below the Basics page and type the information. The space below the Basics page is a rich text field so you can add information such as text, document links, file attachments, objects, and pictures. Begins and Ends Specify start and end dates and times. Entry type Select this to change the entry into an appointment, anniversary, reminder, or all-day event. Location Type a location. Notes displays it after the subject on the calendar. Repeats Select this to repeat the meeting. Then specify repeat options and click OK. Options Pencil In Select this to keep the time of the meeting free in your free time schedule. Mark Private Select this to prevent people who have access to your calendar from reading the invitation. People who can manage your calendar can see the times but not the contents of hidden calendar entries. Notify me Select this to set an alarm for the meeting. Then specify alarm options and click OK. Categorize Select or type a category. 232 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Meeting Invitations & Reservations Invite, cc, and bcc Specify one or more names in the Invite field to send people an invitation. Specify one or more names in the cc field to send people an information-only copy of the invitation. Specify one or more names in the bcc field to send people a blind information-only copy of the invitation. Other recipients cannot see the names of the people you specify in the bcc field. Tip To add names to a field from an address book, click the button after the field name. Rooms and Resources Click the button after Reserve Rooms or Reserve Resources to select a room or resource for the meeting. Delivery Options I do not want to receive replies from participants Select this to send the invitation as a broadcast message. This gives recipients the option of adding it to their calendars without prompting them to send an answer back to you. Prevent counter-proposing Select this to prevent recipients from proposing different start or due dates for the invitation. Prevent delegating Select this to prevent recipients from sending the invitation to someone else to answer. Sign Select this to add a digital signature to the invitation so that recipients are sure you're the person who sent it. Encrypt Select this to encrypt the invitation so that only the intended recipients can read it. 233 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Answering meeting invitations When you open a meeting invitation someone sends you, you can see whether the person expects an answer back from you. l If an invitation looks like this, the sender expects an answer back from you (such as accept or decline): You can use one of the Respond options to answer the invitation or use the Request Information option to send a mail message to the person who sent it and find out more before answering. l If an invitation looks like this, the sender does not expect an answer: Instead you can use Add to Calendar to add the broadcast meeting to your calendar. l If an invitation looks like this, the meeting is a repeating meeting and your answer to it applies to each instance of the meeting: See either of these topics: l To answer a meeting invitation l To answer meeting invitations automatically 234 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To answer a meeting invitation When you answer a meeting invitation, Notes sends a notice with your answer to the person who sent it to you. 1. Open the invitation. 2. Click Respond or Respond with Comments and do one of the following: 3. What do you want to do? Procedure Accept the invitation Choose Accept. Notes adds an entry for the meeting to the Calendar view. Decline the invitation Choose Decline. Send the invitation to someone else Choose Delegate, specify the person to send the invitation to, and click OK. Notes forwards it to the person. Propose a new date or time Choose Propose New Time, specify a new date and/or time, and click OK. Accept the invitation but keep the specified time free in your free time schedule Choose Tentatively Accept. Notes adds an entry for the meeting to the Calendar view and selects "Mark time as available" on the Options page of the entry. If you clicked Respond with Comments, type your comments and click Send. Note You cannot immediately counter-propose a repeat meeting invitation. First you must accept the invitation. To counter-propose, double-click the first entry of it in your calendar, then click Respond or Respond with Comments and select Propose new time. Tip To automatically remove invitations from your Inbox after you answer them, open your calendar, click Tools, choose Preferences, click Calendar, click Autoprocess, select "Remove meeting invitations from my Inbox after I respond to them," and click OK. To answer meeting invitations automatically You can accept invitations from all or selected people automatically. You can also forward invitations to a selected person automatically. 1. Open your calendar, click Tools, and choose Preferences. 2. Click Calendar and then Autoprocess. 3. Select an option in the Autoprocess field. 4. If you selected "Automatically process meeting requests from the following users," specify the names of the people below the Autoprocess field. If you selected "Delegate meeting invitations to the following person," specify the name of the person below the field. 5. Click OK. Note When you select "Automatically process meeting requests from all users" or "Automatically process meeting requests from the following users" and receive an invitation: l Notes accepts it for you if the time of the proposed meeting is free in your free time schedule. l If you're busy at the time of the proposed meeting, Notes adds "(Time Conflict)" to the subject of the invitation in the Inbox folder and lets you respond to it manually. l If you receive a broadcast invitation (an invitation that you don't have to respond to), Notes adds the meeting to your calendar automatically. 235 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Delivery options When you click Delivery Options in an open meeting or to do invitation that you're sending, Notes displays the following options: Delivery Report Select when you want to receive a report about your message. None is the default. Delivery Priority Select the priority of your message. Return Receipt Select if you want a receipt telling you when your message has been opened. I do not want to receive replies from participants Select this to send the invitation as a broadcast message. This gives recipients the option of adding it to their calendars or to do lists without prompting them to send an answer back to you. Prevent counter-proposing Select this to prevent recipients from proposing different times or dates for the invitation. Prevent delegating Select this to prevent recipients from sending the invitation to someone else to answer. Sign Select this to add a digital signature to the invitation so that recipients are sure you're the person who sent it. Encrypt Select this to encrypt the invitation so that only the intended recipients can read it. 236 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Reserving rooms and resources When you create a meeting invitation, you can reserve a room or resource for the meeting. Note To reserve a room or resource, your organization's address book must contain rooms or resources. For information about the rooms and resources that are available to reserve, see your Domino administrator. To reserve a room or resource 1. If necessary, open the meeting invitation. 2. Specify dates and times for the meeting in the Begins and Ends fields. 3. Click Scheduler and choose Find Room(s) or Find Resource(s). Notes displays the Scheduler dialog box. 4. In the Site field, select an area to look for a free room or resource. 5. (Optional) If you chose Find Resource(s), click Category and select a category to look for a resource of a particular type. 6. Click Search. 7. Under Search Results, select the room or resource you want to reserve. 8. Click OK. When you save the meeting entry, Notes sends a reservation request to your organization's address book. Tip You can also reserve a room or resource from the Meeting Invitations & Reservations page of a meeting invitation. To select a room or resource, click the button after the Rooms or Resources field name. To cancel a room or resource reservation 1. Open the meeting invitation. 2. Click Meeting Invitations & Reservations. 3. Click Remove (to the right of the Rooms or Resources field). 4. Select the room or resource and click OK. 5. Save the meeting invitation. 237 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Scheduler options When you click Scheduler and choose Find Room(s) or Find Resource(s) in a meeting invitation, Notes displays the following options: Date, Start at, and End at Specify a date, start time, and end time. Site Select an area to look for a free room or resource. # of attendees If you chose Find Room(s), change the number in this field to look for smaller or larger rooms. Category If you chose Find Resource(s), click this and select a category to look for a resource of a particular type. Search Click this to look for available rooms or resources using the information specified in the other fields. 238 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Looking up free time See any of these topics: l How Notes looks up free time l To look up free time for a meeting l To set up to look up free time locally How Notes looks up free time When you look up free time for a meeting, Notes displays the Free Time dialog box: Notes first tries to find time that is free for all of the invitees in the Invite, cc, and bcc fields (as well as for yourself and for any rooms or resources specified in the Rooms and Resources fields). If there is no such time within a three-week range, Notes then tries to find time during the three-week range that is free for as many of the invitees as possible, giving preference to the invitees in the Invite field. Notes determines the three-week free time range using the date that is selected when you click Scheduler, and the current date: l If the selected date is fewer than eight days after the current date, the three-week range starts on the current date. l If the selected date is eight or more days after the current date, the three-week range starts seven days before the selected date. If you specify a new date or time, Notes automatically adjusts the three-week range (if necessary) and performs a new free time lookup. When the time you specify is not free for everyone, Notes displays the message "Scheduled time is NOT OK for everyone" in the Free Time dialog box and displays the best possible meeting times under "Recommended meeting times." 239 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Notes displays unbroken free periods of time under "Recommended meeting times" and some of these periods might be longer than the original period of time you specified. For example, if you specify an hour-long time period such as 09:00 AM - 10:00 AM for a meeting, Notes might display the time period 01:00 PM - 05:00 PM under "Recommended meeting times." If you select 01:00 PM - 05:00 PM, Notes changes the time period to match the length of the specified time period and displays 01:00 PM - 02:00 PM in the Time field. To specify another time during the selected period (for example, 02:00 PM - 03:00 PM or 03:00 PM - 04:00 PM), specify the time directly in the Time field. When you display the free time grid (under the Free Time dialog box) by invitee, Notes represents the free time information of invitees as the first bars in the grid (left to right) in the following order: invitees in the Invite field, invitees in the cc field, invitees in the bcc field, then your free time, then any room in the Rooms field, and any resource in the Resources field. (When you perform free time lookup, Notes treats rooms and resources as if they are meeting invitees.) Finally, Notes represents the collective free time information for all of the invitees as the last bar in the grid, labeled "Everyone." When you display the free time grid by week, Notes represents the collective free time information for all of the invitees over a number of days. To look up free time for a meeting When you create a meeting invitation, you can look up the free time of the people you're inviting and find a time at which all or most of them can meet. You can also look up the free time of any rooms or resources you're reserving for the meeting. 1. If necessary, open the meeting invitation. 2. Specify tentative dates and times in the Begins and Ends fields. 3. Click Meeting Invitations & Reservations. 4. Specify the names of one or more people and/or groups in the Invite, cc, and bcc fields. To add names to a field from an address book, click the button after the field name. 5. (Optional) Click the button after the Rooms field to select a room for the meeting. Click the button after the Resources field to select a resource for the meeting. 6. Click Scheduler and choose "Check all schedules." 7. If the Free Time dialog box displays the message "Scheduled time is NOT OK for everyone," do any of the following: 8. l Specify a new date or time in the Date or Time field. l Select a time from the "Recommended meeting times" field. l Select "All by Invitee" above the free time grid and use the time selection box to the right of the grid to specify a time that is free for all or most invitees. l Select "All by Week" above the free time grid and use the time selection box to the right of the grid to specify a time that is free for all invitees. l Click "Change Invitee List," add or remove invitee names, and click OK. When you find a time at which all or most of the invitees can meet, click OK. 240 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To set up to look up free time locally You can store the free time schedule of selected users locally on your computer. This way, you can look up free time for meetings with these users when you're working remotely. To set up Replicator to store selected free time schedules locally 1. Click the Replicator button on the bookmark bar to open the Replicator. 2. Double-click the arrow button on the "Local free time info" entry. If the "Local free time info" entry does not appear, switch to a location at which you use a local mail file (for example, Home) to make the entry appear and then switch back to the current location. 3. Under "Keep local free time information for," specify the names of the users and/or groups whose free time schedules you want to store. If your organization uses hierarchical names, you must specify each user's full hierarchical name. For example, if you want to specify Mary Tsen and her hierarchical name is Mary Tsen/Illustration/Production/Acme/US, you must specify this full hierarchical name. 4. 5. (Optional) Do any of the following: l Under "Amount of free time to keep local," select the amount of free time information you want to store for each user. l Under "Do not refresh free time information more often than," select the amount of times you want Replicator to replicate free time information during scheduled replication. Click OK. To replicate selected free time schedules 1. Open the Replicator. 2. Click the "Local free time info" entry. 3. Click Other Actions and select Replicate Selected Database. 241 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Delegating Calendar and To Do access You can give people access to the Calendar and To Do views in your mail database without giving them access to other documents in your mail. See either of these topics: l To delegate Calendar and To Do access l To open someone else's Calendar or To Do view Tip To give people access to all views in your mail database, including Calendar and To Do, see Delegating mail access. To delegate Calendar and To Do access You can let people open your Calendar and To Do views and read your calendar and to do entries. You can also let people open these views and read, create, and edit calendar and to do entries for you. 1. Open your calendar, click Tools, and choose Preferences. 2. Click Delegation and then Calendar Delegation. 3. To let people read your calendar and to do entries, select one of the following under Calendar Read Access: Option Description Everyone can read my calendar Lets all people read your calendar and to do entries. Only the following people/groups can read my calendar Lets the people you specify below the field read your calendar and to do entries. Note The options under Calendar Read Access give people "Read public documents" access in the access control list of your mail database, which means they can read only calendar and to do entries in your mail database. 4. To let people read, create, and edit calendar and to do entries for you, select one of the following under Calendar Create/Edit Access: Option Description Everyone can manage my calendar Lets all people read, create, and edit calendar and to do entries for you. Only the following people/groups can manage my calendar Lets the people you specify below the field read, create, and edit calendar and to do entries for you. Note The options under Calendar Create/Edit Access give people "Read public documents" and "Write public documents" access in the access control list of your mail database, which means they can read, create, and edit only calendar and to do entries in your mail database. 5. Click OK. Note People to whom you delegate Calendar and To Do access cannot see calendar and to do entries that have the "Mark Private" option selected. (However, note that people who have at least Reader access to your mail database automatically have "Read public documents" access and can read entries that have "Mark Private" selected.) 242 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To open someone else's Calendar or To Do view You can open someone else's Calendar or To Do view if they have delegated access to you. 1. Choose File - Database - Open. 2. Select the person's mail database and click Open. Notes displays only calendar and to do-related views in the database. Tip You can also open someone's calendar if they have delegated access to you by creating a group calendar and including the person in it. Then, when you open the group calendar, you can click the person's name to open the person's calendar. 243 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Printing Calendar and To Do See any of these topics: l To print Calendar l To print individual calendar entries l To print To Do l To print individual to do entries To print Calendar 1. Open your calendar and choose File - Print. 2. Select one of the following under Content: 3. Option Description Daily Style Prints one day per page. Weekly Style Prints one week per page. Monthly Style Prints one month per page. Calendar List Prints calendar entries in a single list. Trifold Style Prints daily, weekly, and monthly in trif-old panels. Works best in landscape mode. To Do Prints your To Do list separately. (Optional) Click Customize and change any of the following entry options for the selected style: Option Description Fonts Select a font size for printed calendar entries. Small is selected by default. Print first line only This is deselected by default. Wrap column date This is selected by default. Shrink column width to text This is selected by default. Include weekends This appears for the Weekly and Monthly styles only and is selected by default. (Optional) To restore the settings you most recently used to print the current style, click Reset. 4. (Optional) Click Customize and select page type to print. Full page is selected by default You can select a type and click Preview to view it beforw printing.: 5. Specify the dates to print under Print Range. 6. Specify any other print options and click OK. 244 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To print individual calendar entries 1. Hold SHIFT and click the entries to select them. 2. Choose File - Print. 3. Select "Print selected documents." 4. Select any other print options and click OK. To print To Do 1. Open your to do list and choose File - Print. 2. Select "Print View." 3. Select any other print options and click OK. To print individual to do entries 1. Open your to do list and select the entries. 2. Choose File - Print. 3. Select "Print selected documents." 4. Select any other print options and click OK. 245 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Customized printing options When you print the calendar and click Customize, Notes displays the following options: Fonts Select a font size for printed calendar entries. Small is selected by default. Print first line only This is deselected by default. Wrap column data This is selected by default. Shrink column width to text This is selected by default. Include weekends This appears for the Weekly and Monthly styles only and is selected by default. Tip To restore the settings you most recently used to print the current style, click Reset. 246 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Personal and Group To Do options See either of these topics: l Personal To Do options l Group To Do options Personal To Do options When you create or open a Personal to do entry, Notes displays the following options: Save and Close and Completed Click Save and Close to save changes to the entry and return to the to do list. Click Completed to save the entry, mark it completed, and return to the to do list. Basics Subject Type a brief description of the to do item. To include additional information, click the space below the Basics page and type the information. The space below the Basics page is a rich text field so you can add information such as text, document links, file attachments, objects, and pictures. Starts and Due Specify a start and/or due date. Depending on the dates you specify, Notes displays the entry in the Overdue, Current, or Future category on the to do list. On the calendar, Notes displays overdue and current entries on the current date and future entries on the start date. Priority Select a priority to display a number (1 for High, 2 for Medium, 3 for Low, or no number for None) next to the entry on the to do list. Status Select a status to display the entry by status. To display entries by status, click By Status on the to do list. Type Select from the list whether you want a personal or group to do entry. Repeats Select this to repeat the entry. Then specify repeat options and click OK. Options Mark Private Select this to prevent people who have access to your calendar and to do list from reading the entry. People who can manage your calendar and to do list can see the dates but not the contents of hidden to do entries. Notify me Select this to set an alarm for the entry. Then specify alarm options and click OK. Categorize Select or type a category to display the entry by category. To display entries by category, click By Category on the to do list. 247 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Detailed Description Click in this area and type additional comments. This is a rich text field so you can add information such as text, document links, file attachments, objects, and pictures. Group To Do options When you create or open a group to do entry, Notes displays the following options: Save and Send Assignments, Save as Draft, and Delivery Options Click Save and Send Assignments to save the to do item and send it to the people specified on the Participants page. Click Save as Draft to save changes to the entry without sending it. Click Delivery Options for options regarding how you send the item. Basics Subject Type a brief description of the to do item. To include additional information, click the space below the Basics page and type the information. The space below the Basics page is a rich text field so you can add information such as text, document links, file attachments, objects, and pictures. Starts and Due Specify a start and/or due date. Depending on the dates you specify, Notes displays the entry in the Overdue, Current, or Future category on the to do list. On the calendar, Notes displays overdue and current entries on the current date and future entries on the start date. Priority Select a priority to display a number (1 for High, 2 for Medium, 3 for Low, or no number for None) next to the entry on the to do list. Status Select a status to display the entry by status. To display entries by status, click By Status on the to do list. Type Select from the list whether you want a personal or group to do entry. Repeats Select this to repeat the entry. Then specify repeat options and click OK. Participants Assign to, cc, and bcc Specify one or more names in the Assign to field to send people a request to complete the to do item. Specify one or more names in the cc field to send people an information-only copy of the to do item. Specify one or more names in the bcc field to send people a blind information-only copy of the to do item. Other recipients cannot see the names of the people you specify in the bcc field. Tip To add names to a field from an address book, click the icon to the right of the field name. 248 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Options Mark Private Select this to prevent people who have access to your calendar and to do list from reading the entry. People who can manage your calendar and to do list can see the dates but not the contents of hidden to do entries. Notify me Select this to set an alarm for the entry. Then specify alarm options and click OK. Categorize Select or type a category to display the entry by category. To display entries by category, click By Category on the to do list. Delivery Options Delivery Report Select when you want to receive a report about your message. None is the default. Delivery Priority Select the priority of your message. Return Receipt Select if you want a receipt telling you when your message has been opened. I do not want to receive replies from participants Select this to send the request as a broadcast message. This gives recipients the option of adding it to their to do lists without prompting them to send an answer back to you. Sign Select this to add a digital signature to the request so that recipients are sure you're the person who sent it. Encrypt Select this to encrypt the request so that only the intended recipients can read it. Prevent counter-proposing Select this to prevent recipients from proposing different start or due dates for the request. Prevent delegating Select this to prevent recipients from sending the request to someone else to answer. 249 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Setting up your free time schedule Your mail database contains a free time schedule, which is a list of the times during the week that you're usually available for meetings: Notes marks these ranges of time free (that is, available for meetings), marks all other times busy (unavailable for meetings), and stores this information in the free time database on your mail server. When you add an entry to your calendar that occurs during one of these ranges, Notes also marks the time of the entry busy (unless you select "Mark time as available" for the entry). This way, other people can look up free time and see if you're available for a meeting before inviting you. What do you want to do? Procedure Display your free time schedule 1. 2. 3. Open your calendar, click Tools, and choose Preferences. Click Calendar. Click Freetime. Specify your free time schedule 1. 2. 3. 4. Open your calendar, click Tools, and choose Preferences. Click Calendar. Click Freetime. Select the days you usually work, specify the hours you usually work each day, and click OK. For example, if you work on Saturdays from 7 AM to 11 AM and from 12 PM to 3 PM, select Saturday and type 07:00 AM - 11:00 AM, 12:00 PM - 03:00 PM. Specify the first day of your work week 1. 2. 3. Choose File - Preferences - User Preferences. Click International. Select a day in the "Calendar View starts on" field and click OK. Limit who can look up your free time 1. 2. 3. 4. Open your calendar, click Tools, and choose Preferences. Click Calendar. Click Freetime. Specify names in the "Only the following users can request my free time information" field and click OK. When the field is empty, everyone can look up your free time. 250 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Setting Calendar and To Do preferences 1. Open your calendar or to do list. 2. Click Tools and choose Preferences. 3. Click Calendar. Notes displays the following options: Basics Calendar Entry type Select the default type for new calendar entries. Appointment/Meeting time duration Type the number of minutes for new appointment entries and meeting invitations to automatically last. Anniversary yearly repeat Type the number of years for new anniversary entries to automatically repeat. Prevent calendar entries from displaying in All Documents view Deselect this to display calendar entries in the All Documents view. Prevent meeting invitations from displaying in Sent view Deselect this to display meeting invitations you've sent in the Sent view. Conflict Checking Select a calendar entry type to have Notes warn you if new calendar entries overlap with an existing calendar entry of that type. If a conflict occurs, Notes displays a warning and asks whether you want to add the entry you're creating to the calendar. Personal Categories Type the names of categories you want to make available for selection when you create a new calendar entry. Freetime Select the days you usually work and specify the hours you usually work each day. For example, if you work on Saturdays from 7 AM to 11 AM and from 12 PM to 3 PM, select Saturday and type 07:00 AM - 11:00 AM, 12:00 PM 03:00 PM. Only the following users can request my free time information Specify one or more names to limit who can look up your free time. When the field is empty, everyone can look up your free time. Alarms Enable alarm notifications Select this to enable your mail database's alarm system. Default alarms Select a calendar entry type to automatically set an alarm for all entries you create of that type. Then type a number of minutes or days in advance for the alarm. Default sound Select a sound to play for your alarms. 251 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Views Time Slot Start Specify a new time to change the first time slot displayed on each date. Time Slot End Specify a new time to change the last time slot displayed on each date. Time Slot Interval Select an interval to change the amount of time between time slots. Autoprocess Select "Automatically process meeting requests from all users" or "Automatically process meeting requests from the following users " to automatically accept meeting invitations from all or selected people. Select "Delegate meeting invitations to the following person" to forward all meeting invitations to a selected person. Remove meeting invitations from my Inbox after I respond to them Select this to automatically remove invitations from your Inbox after you answer them. Prevent meeting replies from appearing in my Inbox Select this if you don't want to see answers to meeting invitations you send in your Inbox. To Do Always show current To do's on today's calendar Select this to display entries on your To do list on the calendar as well. 252 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Documents Notes documents can be anything from mail memos and calendar entries, to drafts and discussion database postings. You can enter just about anything into a document including text, graphics, buttons, hotspots, objects, and tables. See any of these topics: l Opening a document and using document features l Creating, editing, and formatting documents l Viewing and changing document properties l Creating tables l Formatting and customizing tables l Color and graphics in documents l Advanced document features l Troubleshooting l To use a different document editor 253 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Opening a document and using document features When you receive any type of document, you can open the document, navigate through it, and use all of the document's features. See any of these topics: l Opening and viewing a document l Selecting documents in a view l Marking documents as read or unread l Categorizing documents l Displaying document features l Using file attachments in documents l Using links, buttons, hotspots, and sections in documents 254 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Opening and viewing a document You can open, close, and preview a document and the document's features. You can also navigate through a document. What do you want to do? Procedure Open a document Double-click the title of the document to read. Create a shortcut to open a document from your desktop Resize the Notes window to see your desktop by minimizing and dragging the bottom left corner of the window; drag the document from the Notes view to your desktop; double-click the shortcut to open the document in Notes. Close a document Choose File - Close or press ESC. Close a document and open next document Press ENTER. Preview a document Change size of preview pane Set preview pane to stay open as the default 1. Select the document to preview; choose View Document Preview - Arrange Preview to select where the preview pane should appear in your window. 2. Choose View - Document Preview - Show Preview to see the preview pane. 3. (optional) Choose View - Document Preview - Zoom Preview to enlarge the preview pane. Place mouse pointer over pane's border until there is a double sided arrow and drag. 1. Select the database where you want the preview pane to open by default. 2. Choose File - Database - Properties. 3. Click the Launch tab. 4. Choose "Restore as last viewed by user" in the "When opened in the Notes client" list. 5. Open the database and display the preview pane. Note Each time you open the database, the preview pane should appear as the default. Preview a parent document from a response document Open response document; choose View - Parent View. Preview a link found in a document Open document; choose View - Document Link Preview. Preview multiple links found in a document Open document; choose View - Document Link Preview; press right arrow to go to next link, press left arrow to go to previous link. 255 Lotus Notes Help © Copyright 1999 Lotus Development Corporation What do you want to do? Procedure Close preview pane Deselect Show Preview by choosing View - Document Preview - Show Preview, or place mouse pointer over pane's border until there is a double sided arrow and drag to bottom of window. Navigate back and forth from one open database or document to another Click the Back and Forward arrows located in the upper right corner of the Notes window. Note You can also use the Back and Forward arrows for navigating between databases and documents you had previously opened and then closed. Navigate to top or bottom of document using the keyboard Press CTRL+HOME to go to top (Macintosh users: COMMAND+HOME). Press CTRL+END to go to bottom (Macintosh users: COMMAND+END). Navigate to top or bottom of screen using the keyboard Press PAGE UP to go to top; press PAGE DOWN to go to bottom. Navigate to beginning or end of line while editing Press HOME to go to beginning; press END to go to end. 256 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Selecting documents in a view You can select documents to categorize, copy, delete, export to a file, forward in a mail message, mark read or unread, or print. Selected documents appear with a check mark. To select documents l To select one document, click the document. l To select or deselect more than one document, click the gutter to the left of the view pane next to each document. l To select or deselect adjacent documents, drag your mouse pointer up or down the gutter to the left of the view pane next to each document. l To select or deselect all of the documents in a view, choose Edit - Select All or Edit - Deselect All. Note If documents are stored in a compacted database as a result of replication, you can still select documents and retrieve their entire contents. You can also select documents using keyboard shortcuts. Tip Selecting documents is an easy way to count them. Notes shows the number of documents selected in the status bar. 257 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Marking documents as read or unread You can mark documents as read or unread, without having to open the documents. Documents that you haven't read usually appear in red and have stars next to their titles: To mark a document as read or unread 1. Select the documents to mark as read or unread by clicking next to each one in the left column. 2. Choose Edit - Unread Marks. 3. Choose one of the following: l Mark Selected Read to mark the selected documents as read l Mark All Read to mark all documents in the database as read l Mark Selected Unread to mark the selected documents as unread l Mark All Unread to mark all documents in the database as unread 258 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Displaying document features Documents have specific features that can be shown or hidden, depending on your preference. What do you want to do? Procedure Show or hide hidden characters Put document in Edit mode; choose View - Show - Hidden Characters. Show or hide page breaks Put document in Edit mode; choose View - Show - Page Breaks. Show or hide horizontal scroll bar Choose View - Show - Horizontal Scroll Bar. Show or hide field Help (as you put your cursor in different fields of a document, Help appears at the bottom of the window pertaining to that field) Put document in Edit mode; choose View - Show - Field Help. Show paragraphs that are hidden in Edit mode Choose View - Show - Hidden from Notes. Note This applies to paragraphs that have the "Hide paragraph when document is opened for editing" attribute set in Text Properties. See Hiding paragraphs Show paragraphs or features that are hidden when viewed in Notes Release 4.6 or later Put document in Edit mode; choose View - Show - Hidden from Notes. Note This applies to paragraphs that have the "Hide paragraph from Notes R4.6 or later" attribute set in Text Properties. See Hiding paragraphs Display HTML source in a document Put document in Edit mode; choose View - Show - HTML Source. Allow the Web to read and convert HTML code that exists in a document, rather then have the actual HTML code show up in a document Put document in Edit mode; choose Text - Pass-Thru HTML. Show or hide Pass-Thru HTML Put document in Edit mode; choose View - Show - Pass-Thru HTML. 259 Lotus Notes Help © Copyright 1999 Lotus Development Corporation What do you want to do? Procedure Run all Java Applets in a document when viewed on the Web Put document in Edit mode; choose View - Show - Java Applets Running. Switch the form of a document (may not display all of the data that exists in the current form due to field change) Open document; choose View Switch Form; select the type of form to switch to. For example, you can take a mail message and switch it to be a calendar entry or bookmark. View an object in a document created in another software program (shown as an icon) Example: 260 Double-click the icon. If you have the software program it was created with, click Launch. If you don't, click View to see the contents of the object. Lotus Notes Help © Copyright 1999 Lotus Development Corporation Using file attachments in documents Documents that contain file attachments display a paper clip image in the view or folder next to the document title. Once the document is open, Notes displays an icon representing the attachment. For example, this is a Freelance® Graphics file attachment: See any of these topics: l To get information about an attached file l To detach (save) an attached file l To view an attached file l To launch an attached file To get information about an attached file You can find out the name of an attached file, the size of the file, the date and time the file was last modified, and encoding information by double-clicking the attachment itself. To detach (save) an attached file You can save an attached file to your hard disk, a floppy disk, or to a file server. 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. If the file you're detaching is a database, save it to your Notes data directory (Macintosh users: Notes Data folder) to make it easier to add to your workspace later. 1. Do one of the following: l To detach one file, double-click the attachment and click Detach. l To detach some but not all files, drag your mouse pointer across the files to select; choose Attachments Detach All Selected. l To detach all files, select any attachment; choose Attachment - Detach All. 2. Specify the drive and directory to store the file(s). 3. Click Detach (Macintosh users: Save). To view an attached file Viewing a file means looking at the file's contents without using the software program the file was created with. If you're using Windows, you can view an attached file directly in Notes. 1. Double-click the file attachment. 2. Click View. 3. Choose File - Close to close the file, or press ESC. 261 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Note Notes provides a Viewer menu once you select to view an attached file. This allows you to view the file in different ways, depending on the type of file. For example, if you view a Lotus 1-2-3 file, Notes provides a Spreadsheet menu you can use to display the file with or without gridlines. You can also use this menu to copy and print files. If you try to view an attachment with a file format that is not listed below, and you have the file's application installed, Notes launches the application instead. Viewers supported in Notes Notes supports a variety of file formats for viewing attachments. The following viewers are available for Windows 95, Windows 98, and Windows NT: Ami Pro 3.x (.SAM) Microsoft Excel 2.x, 3.0, 4.0, 5.0, 7.0, 97, Office 2000 (.XLS) AmiDraw (.SDW) Microsoft PowerPoint 4.x, 7.0, 97 (.PPT) Bitmap (.BMP) Microsoft Word for Macintosh 2.0, 3.0 CCITT Group 3 Fax (.TIF) Microsoft Word for Windows 6.0, 7.0, 97, Office 2000 (.DOC) CompuServe (.GIF) Paintbrush/DCX (multi-page PCX) (.PCX) Computer Graphics Metafile (.CGM) PICT and PICT2 Graphics (.PCT) Executable file (.EXE) Revisable Form Text (.RFT) HTML (.HTM) Rich Text Format (.RTF) JPEG file (.JPEG, .JPG) Tagged Image File Format (.TIF and .EPS) Lotus 1-2-3 3.0, 4.0, 5.0, 6.x, R9 (.WK*, .123) Text file (.TXT) Lotus 1-2-3 97 and 98, R9 (.123) Windows Metafile Graphic (.WMF) Lotus 1-2-3 for Macintosh WordPerfect 5.x, 6.x, 7.x Lotus 1-2-3 for OS/2 (.WG2) WordPerfect 8 Lotus Freelance for OS/2 (.PRS) WordPerfect for Macintosh 2.0, 3.0 Lotus Freelance (.PRE, .PRZ) WordPerfect Graphics (.WPG) Lotus PIC (.PIC) XyWrite Lotus WordPro 96/97, R9 (.LWP) ZIP file (.ZIP) 262 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Note Notes now contains KeyView technology from Verity, for viewing attachments. With Release 5.0.2, Notes supports the following: l Full object support for Lotus Freelance l Support for .AVI and .MOV files (displays animation) l Support for .DIB, .EPS files l Support for SmartSuite R9 file formats l Support for Microsoft Office 2000 beta file formats Tip Printing files from a viewer may give you unexpected results. If possible, print files from their native applications. To launch an attached file Launching a file means opening it with the software program it was created in. If you have the software program an attached file was created with, start that program directly from Notes to read the file. 1. Double-click the file attachment. 2. Click Launch. Note If you edit a launched file, your edits will not be saved. To edit a launched file, detach the file, use the appropriate application, and then save and reattach if necessary. 263 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Using links, buttons, hotspots, and sections in documents You may receive a document that has a link, button, hotspot, or section in it. These features can provide information or link other documents, views, folders, or databases to the original document. See any of these topics: l Links l Buttons l Hotspots l Sections Links A link jumps to other documents, views, folders, or databases, depending on the type of link. To activate a link, you must have access to the database the link leads to, which must be on a Notes server on your network. Note By highlighting the link and choosing Link - Link Properties, you can also see basic information about the link, including a description of the link, unique alphanumeric strings that identify the linked document, the specific target or frame the link jumps to (if the link was given a target), and the name of the server that the linked document resides on. This menu option only appears when there is a link in a document, and it is selected. Link type Link icon Database Document View or folder To activate a link l To activate a link, click the link. l To return to the original document, press ESC. l To display a description of the link (usually its destination) in the status bar, hold the cursor over the link. Note If the link does not have a link description associated with it, the status bar is blank. You can view the link description by highlighting the link and choosing Link - Link Properties; refer to the "Link Description" box. Buttons A button performs a Notes action. For example, a button can automatically send a mail message or open a database. A button looks like this: To activate a button Click the button. 264 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Hotspots A hotspot displays text as pop-ups, links to other destinations, performs Notes actions, or follows URL links to Web pages. For example, a hotspot displays pop-up text like this: To activate a hotspot You must be in Read mode to activate a hotspot. l For text pop-up, click and hold mouse over the text, or hover pointer over text. l For all other hotspots, click the hotspot to jump to the linked destination or to perform a Notes action. Note The destination for a link hotspot appears in the status bar. Sections A section condenses paragraphs in a document, so the text doesn't take up as much space. These are examples of sections: To expand or collapse a section l Click the triangle to the left of the section to expand or collapse. l Choose View - Expand All Sections or View - Collapse All Sections to expand or collapse all sections in a document. 265 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating, editing, and formatting documents After creating a document, there are many ways to edit and format a document. For example, you can set your margins, make lists, choose fonts, and check your spelling. See any of these topics: l Creating and saving documents l Editing documents l Changing fonts in documents l To select keywords l Hiding paragraphs and paginating documents l Formatting paragraphs in a document l Creating and formatting lists l Checking spelling 266 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating and saving documents You can create documents such as mail messages, calendar entries, or journal entries. Once you create a document, you can save it to refer back to at a later time. See any of these topics: l Creating documents l Saving documents 267 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating documents The types of documents you can create depends on which database you are using. For example, in your mail database, the Create menu allows you to create mail memos, tasks, calendar entries, bookmarks, phone messages, and more. In a discussion database, the Create menu may offer these options: mail memos, tasks, calendar entries, main topics, response, and a response to a response. Note You can create a document in a database if you have Author access, Depositor access, or higher. To create a document 1. Open the database to create a document in. 2. Choose the type of document to create from the Create menu. Note A new document may "inherit" or copy properties from the currently selected document. To prevent this, press and hold CTRL (Macintosh users: COMMAND) when you choose a document type from the Create menu. To create a document that opens an Internet URL automatically If a database designer enables automatic Uniform Resource Locator (URL) launch for a form, you can create a document that opens a Web page automatically. When a user opens the document, Notes opens the Web page that corresponds to the URL you specify in a Web Navigator database on the user's workspace. 1. Choose Create - <Form>, where <Form> is the name of a form that is enabled to open a URL automatically (for example, URL Launcher). 2. In the URL text field, specify the entire syntax of the URL, including the protocol http:// (for example, http://www.lotus.com). 3. (Optional) Enter data in other fields in the document. 268 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Saving documents You can save a document you're working with and keep it open, or save a document and close it. Remember to save a document often while working with it. To save a document and keep it open l Choose File - Save or press CTRL+S (Macintosh users: COMMAND+S). l Choose File - Save As New Version to save multiple versions of one document. (You can only do this if the database allows it.) To save a document and close it 1. Choose File - Close, or Press ESC. 2. Select an action in "Close Window " dialog; click OK. Note The "Close Window" only appears if there is information to be saved. 269 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Editing documents You must be in Edit mode to make changes to a document. You can edit your own documents in a database if you have at least Author access to the database, and the database designer entered an Authors name field in the document form. You can edit other documents in a database if you have at least Editor access to the database. Express tools in Property boxes When you edit a document or document feature using property boxes, for example Text Properties or Table Properties, click the icon in the top right corner, left of the question mark, to get an express view of the most commonly used tools for that particular property box. These are the most commonly used tools in Text Properties: See any of these topics: l To put a document in Edit mode l To undo an action l To copy, cut, delete, and paste data in a document l To copy and paste a document from one database to another l To delete a document from your mail database l To undelete documents in databases l Document archiving and deletion tool To put a document in Edit mode You can: l Choose Actions - Edit Document. l Press CTRL+E (Macintosh users: COMMAND+E). l Double-click the document (if it's already open). Note To return the document to Read mode, press CTRL+E (Macintosh users: COMMAND+E ). To use Edit mode in the preview pane Double-click the document in the preview pane. To undo an action You can undo your last editing action if you made a mistake. You can reverse most of your last actions, such as text entries and commands. If Notes can't undo your last action, the Undo command is grayed out on the Menu. Choose Edit - Undo <action> or press CTRL+Z (Macintosh users: COMMAND+Z). 270 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To copy, cut, delete, and paste data in a document 1. Select the data. 2. Choose one of the following: 3. l Edit - Copy to copy data. l Edit - Cut to move data. l Edit - Clear to delete data. If you copied or cut data, click where you want to place the data; choose Edit - Paste or Paste Special. Tip Choose Paste Special if you want to change the format of the text or object you are pasting from your Clipboard. For example, if you copied rich text to your Clipboard, but want to paste it into another document as text, choose Edit - Paste Special, and then select text in the As box (your choices in the As box vary depending on what you have copied in your Clipboard). Note You can copy, move, and delete the following: l Plain text l Rich-text l Graphics l Tables l DDE and OLE objects l Combinations of data types l Bitmap files or metafiles (Macintosh users: PICT files) You can copy rich-text, graphics, tables, and objects only to rich-text fields. Macintosh users When you copy a picture, you can set your Macintosh to 16 colors in the Monitors control panel so that the picture scrolls faster when it appears on other platforms. To copy and paste a document from one database to another 1. Select the document(s) to copy. 2. Choose Edit - Copy. 3. Open the database to copy the document(s) to. 4. Choose Edit - Paste. Note When pasting text into a rich-text field, the paragraph alignment at the insertion point is retained for all inserted paragraphs. To change inserted text to "No Wrap", select the pasted text and change the alignment , or switch the alignment in the document before pasting, then switch back to the original setting afterwards. Note Whenever possible, copy and paste documents between databases that have the same or similar form. If you paste documents into a new database that doesn't share the same form as the documents in that database, Notes uses the default form of the new database to display the document content. But, if the default form or view does not have some or all of the same fields, you may have trouble reading data stored in the documents. 271 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To delete a document from your mail database 1. Open your mail and click the message. To delete more than one message, click the column to the left of each message to select them. 2. Click Delete to mark the message for deletion. Notes displays a trash can next to the message. (To clear it, click Delete again.) 3. Press F9 to refresh your mail or close your mail (and any other open mail windows such as Calendar or To Do). 4. Select Yes when Notes asks if you want to delete documents. Notes deletes the message from all folders and views in your mail database. Tip To remove a message from a folder without deleting it from your mail database, select the message, click Folder, and choose Remove From Folder. Note You need Author access to a database to delete documents you've created, and Editor or greater access to delete documents others have created. To undelete documents in databases You must go through this procedure before you can undelete documents in a database. If this isn't set up, your documents are permanently deleted when you refresh the view that the document marked for deletion is in. 1. Open the database; choose File - Database - Properties; click the Advanced tab (last tab from left). Note For a new database: Choose File - Database - New; click the Advanced button. 2. Select "Allow soft deletions." 3. Specify a time, in hours, for undeletion to be available in the Undelete Expire Time field; click check mark to save. For example, enter 2 if you want to allow a 2 hour retrieval period for documents you have deleted before they are permanently deleted. 4. Choose Create - View; select "Shared, contains deleted documents" from the "View Type" box. 5. Name the view. Note Deleted documents can be seen in this view until the timer you customized deletes them permanently. You need Author access to a database to delete documents you've created, and Editor or greater access to delete documents others have created. Document archiving and deletion tool The archiving tool allows you to base document deletions on days since last activity, last modification, or expiration. You can also copy documents to an archive database before deleting them. Notes keeps a log of all document activity. Note If archive settings for a database are changed via a web browser or by client session while a database is open in another client session, the settings will not be displayed in that other client session until the database has been closed and reopened. To archive a database 1. Select a database. 2. Choose File - Database - Properties. 3. Click the Basics tab (first tab from left). 4. Click the "Archive Settings..." button. 272 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Notes l You can archive documents based on days since last activity, last modification, or expiration marking. l Notes keeps a log of all document activity. l If archive settings for a database are changed via a Web browser or by client session while a database is open in another client session, the settings will not be displayed in that other client session until the database has been closed and reopened. Archive settings Basic Options Description What documents do you want to archive? Not read or accessed on this server after x days Specify the number of days of inactivity after which documents are archived. Not modified or updated after x days. Specify the number of days that must elapse without changes before the documents are archived. Expired documents after x days. Specifies the number of days documents are marked as expired before archiving. This only applies to databases that allow users to mark documents as expired, such as discussion databases. Where do you want these documents archived to? Archive database. Copies documents to an archive database on your local workstation. Specify an archive location (local or a server) and a file name for the archive database. Specify a file name relative to the Notes data directory. For example, to archive to the file archive.nsf in the subdirectory data\archive, specify archive\archive.nsf. 273 Lotus Notes Help Advanced Options © Copyright 1999 Lotus Development Corporation Description How do you want to archive this database? From my workstation You can specify an archive location on your workstation or on a server. Click the drop-down list to choose a server. Automatically on server The database will be automatically archived on the server where the database resides. Advanded archiving options: Log activity to: Specifies a Notes database that contains a history of all archviing operations for this database. Specify a file name. Do not delete documents that have responses. Select this option if you want do not want to delete documents that have responses. Ensures that parent documents are only deleted after all associated response documents are deleted. This prevents orphan documents from occurring. Orphan documents are response documents that are not visible in a hierarchical view because the associated parent documents have been deleted. Delete matching documents without archiving them. Select this option if you want to delete matching documents without archiving them. 274 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Changing fonts in documents The default for text in Notes is Helvetica, 10-point, black. (Macintosh users: the default font is Geneva.) You must be in a rich-text field to change text properties. Notes offers these text styles: See any of these topics: l Rich-text field l To change fonts l To change fonts and point sizes with the status bar l To change the font size of the display in Notes l To format fonts with your keyboard Rich-text field A rich-text field can contain text, objects, file attachments, and pictures. You can tell you are in a rich-text field if the status bar at the bottom of your screen tells you what font size and font name you are using. To change fonts 1. Put the document in Edit mode. 2. To format existing text, select the text. To format new text, click where you want to enter the text. 3. Choose Text - Text Properties. Note To format a section title or button label, select the section or button and choose Section - Section Properties or Button - Button Properties. 4. Click the Font tab (first tab from left). 5. Select a font, size, style, and/or color. Tip You can use permanent pen to add comments to existing text in a different font. To change fonts and point sizes with the status bar 1. Select the text to format. 2. Click the font indicator or the point size indicator at the bottom of the window. 3. Select a font or size from the list Notes displays. 275 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To change the font size of the display in Notes If you want to change the font size of the entire display in Notes, you can do one of the following: l Add large font settings to your NOTES.INI file l Change the size of your display fonts in Windows. Changing your Windows display fonts affects all programs on your computer. Refer to Windows Help for more information. To format fonts with your keyboard Select the text and use the keyboard combinations in the following table to format your document. (Macintosh users: press COMMAND instead of CTRL.) Format option Keyboard combination Return text to normal CTRL+T Italicize text CTRL+I Bold text CTRL+B Underline text CTRL+U Enlarge text one point size F2 Reduce text one point size SHIFT+F2 276 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To select keywords Keyword fields contain pre-determined words put there by the database designer. You know you are in a keyword field when there is a list of possible words to add into that field. To select keywords, you must be in a keyword field. 1. In a keyword field, press ENTER, or click the entry helper button if the field has one. 2. Select a keyword from the list. Note If the list does not contain the keyword you want, and the New Keywords box is available, enter your own keyword. Some keyword fields accept more than one keyword. 277 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Using the ruler to format paragraphs When you choose View - Ruler, Notes displays a ruler you can use to format one or more paragraphs. The ruler is a tool you can use to indent paragraphs, set margins, or set tabs. Simply move the appropriate pointers on the ruler with your mouse to make adjustments in your document. The ruler contains two triangle pointers stacked on top of each other, creating an hourglass shape. The top triangle indents the first line of a paragraph. The bottom triangle sets tab stops for the rest of the paragraph. If you click inside the ruler, tab stop marks appear, enabling you to specify tabs at any spot throughout your paragraphs. If you right-click inside the ruler, you can view a tab stop menu. Tip The tab marks you click on the ruler appear in numeric form in the Tab stops section, located in the Paragraph Margins tab (third tab from left) in Text - Text Properties. You can drag both triangles consecutively by dragging the bar connected to the bottom triangle. For example, you may do this to conserve all of your settings, but shift them all to the left one inch. You can: l Indent a paragraph with the ruler l Set the left margin with the ruler l Set tabs with the ruler l To set a table column width using the ruler 278 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Hiding paragraphs and paginating documents When you create a document, you can hide paragraphs. For example, you can hide a paragraph when the document is in Edit mode, or when it is being viewed in a version of Notes that is Release 4.6 or later. You can also organize the paragraphs and objects in your document by setting pagination; for example, adding page breaks to break up information. See any of these topics: l Hiding paragraphs l Paginating documents 279 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Formatting paragraphs in a document When you are editing a document, you may want to specify certain settings for your paragraphs, such as your first line indent, single or double spacing in-between lines, or your left and right margins. You can use the ruler to format your paragraphs. You can also take the specific settings applied to your paragraphs and save them as a style to use over and over. See any of these topics: l To align paragraphs l To indent the first line of a paragraph l To set line spacing l To set margins l To set tab stops l Paragraph styles l Using the ruler to format paragraphs 280 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating and formatting lists Notes creates lists with regular, circle, and square bullets, numbers, Roman Numerals, check mark boxes for to do items, and letters. You can also create lists within lists. See any of these topics: l To create a bullet list l To create a numbered list l To create a checkmark list l To create an alphabetic list l Formatting lists To create a bullet list 1. Put the document in Edit mode. 2. Select the paragraph(s) to start with a bullet. 3. Choose Text - List - Bullet. l For circle bullets, choose Text - List - Circle. l For square bullets, choose Text - List - Square. To create a numbered list 1. Put the document in Edit mode. 2. Select the paragraph(s) to start with a number. 3. Choose Text - List - Number, or to create an uppercase or lower case Roman numeral list, Text - List Uppercase Roman or Lowercase Roman. Note To create more than one numbered list in a document, include at least one unnumbered paragraph after each list to reset numbering for the next list. To create a check mark list 1. Put the document in Edit mode. 2. Select the paragraph(s) to start with a check box. 3. Choose Text - List - Checkmark. Tip As you complete tasks on your check mark list, you can check the boxes next to your tasks by left-clicking each box with your mouse. 281 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To create an alphabetic list 1. Put the document in Edit mode. 2. Select the paragraph(s) to start with a letter. 3. Choose Text - List - Uppercase Alphabetic or Lowercase Alphabetic. Formatting lists Put the document in Edit mode. What do you want to do? Procedure Remove a list and keep the text Select the paragraph; choose Text - List - and type of list you are removing. Indent a list within a list Select the paragraphs to indent; press F8 to indent the paragraphs. Add indented paragraphs within a numbered list without resetting numbers While creating the list, press SHIFT+ENTER instead of ENTER. Use Text Properties to create a list Select the paragraphs; choose Text - Text Properties; click the Alignment tab; select a list type from box. 282 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Checking spelling The Notes spell checker looks for misspelled words using the main dictionary and the customizable user dictionary. The main dictionary is comprehensive, but does not contain proper names or specialized words. If you use special words often, you can add them to your user dictionary so Notes recognizes them. The spell checker also looks for repeated words (such as "that that"). The spell checker does not check single-character words (such as "a"), text that does not contain letters (such as 75% or 23), or words that contain more than 64 characters. The main dictionary used by default in North America is American English (LOTUSEN1.DIC), but you can choose another one as your main dictionary, if your version of Notes includes more than one language dictionary. Language dictionaries have the extension .DIC and are located in your Notes program directory. The user dictionary (USER.DIC) is located in your Notes data directory. See any of these topics: l To check spelling in a document l To check the spelling of selected words in a document To check spelling in a document 1. Put the document in Edit mode. 2. Choose Edit - Check Spelling. 3. For each word Notes does not recognize you can: l Click Replace after you change the spelling by entering a different spelling or selecting one from the list. l Click Add to keep the spelling and add the word to your user dictionary (Notes recognizes the word the next time it checks spelling). l Click Skip to skip the present occurrence of the word. l Click "Skip All" to skip all occurrences of the word. Note To cancel spell checking, click Stop. To check the spelling of selected words in a document 1. Put the document in Edit mode. 2. Select the text to check. 3. Choose Edit - Check Spelling. 4. For each word Notes does not recognize you can: l Click Replace after you change the spelling by entering a different spelling or selecting one from the list. l Click Add to keep the spelling and add the word to your user dictionary (Notes recognizes the word the next time it checks spelling). l Click Skip to skip the present occurrence of the word. l Click "Skip All" to skip all occurrences of the word. Note To cancel spell checking, click Stop. 283 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Viewing and changing document properties To view information about a document, and some document properties, select a document and choose File Document Properties. See any of these topics: l Viewing information about documents and fields l Printing headers and footers in a document l Securing a document l Capturing metadata about a document 284 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Paginating documents You can add page breaks, or keep your paragraphs and objects together on one page. To insert a page break 1. Put the document in Edit mode. 2. Click where you want to insert a page break. Note Notes inserts a page break above the current paragraph. 3. Choose Create - Page Break. Tip To see where pages break, choose View - Show - Page Breaks. Notes displays a page break as a solid line across the screen. To keep text, hotspots, or objects on one page 1. 2. Put the document in Edit mode. l To keep a paragraph on one page, click the paragraph. l To keep two consecutive paragraphs on one page, click the first paragraph. Choose Text - Text Properties. Note For hotspots, buttons, attachments, or objects, select the item and choose <Item> - <Item> Properties. (Notes keeps the paragraph that contains the item on one page.) 3. Click the Paragraph Margins tab (third tab from left). 4. Select: l "Page break before paragraph" to put a page break before the selected paragraph. l "Keep paragraph on one page" to keep all of the text from one paragraph on the same page. l "Keep paragraph with next paragraph" to keep two consecutive paragraphs together on one page. Tip To see where pages break, choose View - Show - Page Breaks. Notes displays a page break as a solid line across the screen. 285 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Hiding paragraphs You must be in a rich-text field (a field that allows text, objects, file attachments, and pictures) to change paragraph properties. To hide a paragraph 1. Put the document in Edit mode. 2. Select the paragraph(s). 3. Choose Text - Text Properties. Note To hide a section, hotspot, button, attachment, or object, select the item and choose <Item> - <Item> Properties. (Notes hides the paragraph that contains the item.) 4. Click the Paragraph Hide When tab (fourth tab from left). 5. You can hide paragraphs from: l "Notes R4.6 or later" and/or "Web browsers." Note When you select "Notes R4.6 or later," you can view what paragraphs are hidden by choosing View Show - Hidden from Notes. l One or more document states (such as "Previewed for reading"). If you select "Opened for reading," Notes automatically selects "Printed." Note For formulas, select "Hide paragraph if formula is true" and specify a formula. For more information, see Formula Language if you have installed Domino 5 Designer Help. Or, go to http://www.notes.net/doc to download or view Domino 5 Designer Help. 286 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating tables You can create standard tables, non-standard tables, and tables within tables in documents. You must be in a rich-text field (a field that allows text, objects, file attachments, and pictures) to create any table. To create a standard table 1. Put the document in Edit mode. 2. Click where you want the table to appear. 3. Choose Create - Table. 4. Click the standard table button (first button from left) in the "Table Type" section. 5. Specify amount of rows and columns in the "Table Size" section. 6. Click OK. Note You can create any non-standard table listed below: l Table with tabbed rows (second button from left in the "Table Type" section). l Table that displays a different row every 2 seconds (third button from left in the "Table Type" section). l Table that switches rows based on an action or field formula (fourth button from left in the "Table Type" section) For more information, see Creating programmable tables if you have installed Domino 5 Designer Help. Or, go to http://www.notes.net/doc to download or view Domino 5 Designer Help. To create a table within a table 1. Put the document in Edit mode. 2. Place your cursor in a specific cell to add another table. 3. Choose Create - Table. 4. Choose type of table to create; specify the number of rows and columns. 5. Click OK. 287 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Inserting rows or columns in tables When you are inserting rows or columns in a table, you can: l Insert only one row or column l Insert several rows or columns l Insert a row at the bottom of your table l Insert a column to the far right of your table Note Notes adds new rows above the current row, and adds new columns to the left of the current column. To insert only one row or column 1. Put the document in Edit mode. 2. Place your cursor in a cell to insert a row or column. 3. Choose Table - Insert Row to insert a row; choose Table - Insert Column to insert a column. To insert several rows or columns 1. Put the document in Edit mode. 2. Place your cursor in a cell to insert the rows or columns. 3. Choose Table - Insert Special. 4. Specify the number of rows or columns to insert. 5. Select Column(s) or Row(s). 6. Click Insert. To insert a row at the bottom of your table 1. Put the document in Edit mode. 2. Click anywhere in the table. 3. Choose Table - Append Row. Tip To insert several rows at the bottom of your table, choose Table - Insert Special; specify the number of rows to insert; click Append. To insert a column to the far right of your table 1. Put the document in Edit mode. 2. Click anywhere in the table. 3. Choose Table - Append Column. Tip To insert several columns to the far right of your table, choose Table - Insert Special; specify the number of columns to insert; click Append. 288 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Deleting rows or columns from tables You can delete only one row or column, or several rows or columns in a table. Note Notes deletes rows from top to bottom, and deletes columns from left to right. To delete one row or column 1. Put the document in Edit mode. 2. Click the row or column to delete. 3. Choose Table - Delete Selected Row(s) to delete the row; choose Table - Delete Selected Column(s) to delete the column. To delete several rows or columns 1. Put the document in Edit mode. 2. Click the row or column to delete. 3. Choose Table - Delete Special. 4. Specify the number of rows or columns to delete. 5. Select Column(s) or Row(s). 6. Click Delete. Caution When you delete a row or column, all of the data in the row or column is deleted. 289 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Merging or splitting cells in tables Merging cells combines several cells, putting them into one common cell. If there is data in the cells, the table takes the data that was in the original cells and arranges it vertically in the new common cell. If you merge cells and then split them, the merged cells appear as they did originally, leaving the data from the merged cell arranged vertically in the leftmost cell. Note You must merge cells before you can split them. This is a standard table: This is the same table with merged cells: This is the same table splitting the previously merged cells: To merge cells into one cell 1. Put the document in Edit mode. 2. Select the cells you want to merge. 3. Choose Table - Merge Cells. To split a merged cell 1. Put the document in Edit mode. 2. Place your cursor in the merged cell you want to split. 3. Choose Table - Split Cell. 290 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To cut, copy and paste data in tables 1. Put the document in Edit mode. 2. Select the table data you want to cut or copy. 3. Choose Edit - Cut or Edit - Copy. 4. Click where you want to place the data. 5. Choose Edit - Paste. Note If you paste more then one cell worth of text outside a table, row and column borders are pasted with the data. If you paste only one cell worth of text, the row and column borders are not pasted with the data. 291 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To set a table column width using the ruler When you click inside a table column the ruler displays bars, which represent the start and the end of the column. 1. Put the document in Edit mode. 2. Click the column to change. 3. Choose View - Ruler. 4. On the ruler: l Drag the first bar to the starting point for the column. l Drag the second bar to the ending point for the column. 292 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Table layout Place your cursor in the table, select Table - Table Properties, and click the Table Layout tab (first tab from left) to customize your table's positioning in the window, the cell's positioning within the table, and the text within the cell. Note Make sure to focus your cursor in the specific cells you are adjusting. To do this Procedure Set a measured column width for a table in a rich-text field, regardless of frame size 1. In the Table section, select "Fixed width" in the Width box. See Examples 2. In the Cell section, adjust cell width in the Width box; click check mark to save. 3. In the Table section, select the postion for your table in the Position box. Set table width to extend from margin to margin in a given frame size within a rich-text field In the Table section, select "Fit with margins" in the Width box. See Examples Set table width to be the same size as the window, extending beyond the margins of a given frame size within a rich-text field In the Table section, select "Fit to window" in the Width box. See Examples Set a fixed cell width in a "Fit with margins" table or a "Fit to window" table 1. In the Cell section, select the "Fixed width" check box. 2. Adjust cell width in the Width box; click check mark to save. Set minimum height for all cells In the Cell section, adjust height in the "Minimum height" box; click check mark to save. Adjust spacing for all cells between text and row borders In the Cell section, adjust spacing in the "Row spacing" box; click check mark to save. Adjust spacing for all cells between text and column borders In the Cell section, adjust spacing in the "Column spacing" box; click check mark to save. Align text to the top, center, or bottom of a cell Autosize cells according to text in table 1. Place your cursor in a specific cell. 2. In the Cell section, select the alignment for that specific cell in the "Vertically align" box. 1. Enter text in each cell. 2. Place your cursor in the cell to autosize. 3. In the Cell section, click Autosize or choose Table - Autosize. Note Autosize is specific to each individual cell. 293 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Examples of table sizing The table sizing options "Fixed width," "Fit with margins," and "Fit to window" work differently in rich-text fields within frames. Note Frames can differ in size, depending on the database you are using. Because frame sizes differ, "Fit with margins" and "Fit to Window" tables adapt to the frame size they are created in. l "Fixed width" creates a measured column width that is fixed, regardless of the frame size in a document. l "Fit with margins" creates a table that fills a given frame size, from margin to margin, within a rich-text field. l "Fit to window" creates a table that fills the frame completely from left to right, extending beyond the margins of a rich-text field in a frame. 294 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Cell border style and thickness Place your cursor in the table, select Table - Table Properties, and click the Cell Borders tab (second tab from left) to set border style and thickness around the cells in your table. Note Make sure to focus your cursor in the cells you are adjusting. To do this Procedure Set border style for all cells In the "Cell Border Style" section, choose one of these options from the style box: l l l Set border color for all cells Solid Ridge (border appears to be raised off the page). Groove (border appears to be pressed into the page). In the "Cell Border Style" section, choose a specific color in the Color box. Note You can customize colors by using the color wheel button in the top right corner of the Color box. Set cell border thickness In the "Cell Border Thickness" section, adjust border thickness in appropriate border location box (Top, Bottom, Left, Right). Note To adjust multiple cells, or all cells at once, select the cells first, and then click the arrows to the far right of the "Cell Border Thickness" section. Set cells to have no borders 1. Place cursor in specific cell. 2. In the "Cell Border Thickness" section, click "Set All to 0." Notes l l Outline the table To set specific borders of cells to zero, set appropriate border location (Top, Bottom, Left, Right) to 0. To view borders again, click "Set All to 1." 1. Select the entire table to outline. 2. In the "Cell Border Thickness" section, click "Outline." 295 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Table and cell color Place your cursor in the table, select Table - Table Properties, and click the Table/Cell Background tab (third tab from left) to set the color scheme of your table and cells. Note Cell image overrides cell color and table color; cell color overrides table color. Make sure to focus your cursor in the cells you are adjusting. To do this Procedure Set color style for your table 1. In the "Table color" section, choose a color pattern in the Style box. 2. Select color(s) for your table pattern in the Color box(es). Notes l You can customize colors by using the color wheel button in the top right l corner of the Color box. To use your system colors, click the System button in the Color box (first button from left in upper right corner). Set color style within cells (solid or gradient) 1. Place cursor in specific cell. 2. In the "Cell color" section, select cell color in the Color box. 3. Select Style for cell color (solid, top to bottom gradient, or left to right gradient). 4. If gradient style is selected, choose a color for the gradient in the To box. Notes l To set style of color to all cells, click "Apply to All" in the "Cell color" section. You can customize colors by using the color wheel button in the top right l corner of the Color box. You can apply a transparent setting by clicking the transparency button in the l Color box (second button from left in upper right corner). l To undo transparency, click the third button from left in upper right corner. To use your system colors, click the System button in the Color box (first button from left in upper right corner). Set an image to wallpaper your cell 1. In the "Cell image" section, click the folder button to choose an image. 2. Choose the wallpaper pattern in the Repeat box. Notes l l Wallpaper your cell using a formula If the database designer did not put any images in your Image Resource locater, you cannot set an image to your table. To set image to all cells, click "Apply to All' in the "Cell image" section. 1. In the "Cell image" section, click the formula (@) button. 2. Enter a formula; click Done. For more information, see Formula Language if you have installed Domino 5 Designer Help. Or, go to http://www.notes.net/doc to download or view Domino 5 Designer Help. 296 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Border style, effect, and thickness Place your cursor in the table, select Table - Table Properties, and click the Table Borders tab (fourth tab from left) to set the style, effect, and thickness of the border that surrounds your table. Note The following procedures also apply to the Borders tab in Picture Properties. To do this Set border style and thickness Procedure 1. In the "Border style" section, choose a border style. 2. Below the "Border effects" section, choose "Thickness" in the menu. 3. Adjust border thickness in appropriate border location box (Top, Bottom, Left, Right) to see results. Note To change all sides at once, click the arrows to the far right of the border locations. Set border color In the "Border style" section, choose a color in the Color box. Note You can customize colors by using the color wheel button in the top right corner of the Color box. Set a dropped shadow Set spacing between the inside table border and the outside table border 1. In the "Border effects" section, select "Drop shadow." 2. Adjust the size of the shadow in the Width box. 1. Below the "Border effects" section, choose "Inside" in the menu. 2. Adjust amount of space in appropriate border location box (Top, Bottom, Left, Right). Note To change all sides at once, click the arrows to the far right of the border locations. Set spacing between the table border and text or elements outside the table 1. Below the "Border effects" section, choose "Outside" in the menu. 2. Adjust amount of space in appropriate border location box (Top, Bottom, Left, Right). Note To change all sides at once, click the arrows to the far right of the border locations. 297 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Table margins and text wrap Place your cursor in the table, select Table - Table Properties, and click the Table Margins tab (fifth tab from left) to set your table margins, text wrap, and to make your tables compatible with Notes Release 4. Note Make sure to focus your cursor in the cells you are adjusting. To do this Set the margins around the outside of the table Set text to wrap around the outside of the table (fixed width tables only) Set text to flow from one cell to the next, horizontally Procedure 1. In the "Table margin" section, choose "Absolute position" (inches) or "Relative" (percentage) in the boxes beside Left and Right boxes. 2. Adjust margins in the Left and Right boxes; click check mark to save. In the "Table wrap" section, select "Outside table." 1. In the "Table wrap" section, select "Inside table." 2. Specify the depth of cell space for text to fill before the text flows over into the next cell by adjusting the amount of inches in the "At height" box; click check mark to save. Note When all cells are full, remaining text collects in the last cell. Make your tables compatible with Notes Release In the Compatibility section, select "Use R4 spacing within 4 (Notes Release 5 tables are smaller then Notes table." Release 4 tables) 298 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Tables that display one row at a time Place your cursor in the table, select Table - Table Properties, and click the Table Rows tab (sixth tab from left) to set your table to display one row at a time. Select "Show only one row at a time" (the default setting is "Show all table rows"). The default setting for special table display is "Users pick row via tabbed buttons." To advance the table rows automatically or via mouse click, select "Switch row every 'nn' milliseconds." Note In order to display the table rows one at a time, you must put the document in Read mode. To do this Advance rows by clicking on tabbed buttons Procedure 1. In the "Which row to display" section, select "Users pick row via tabbed buttons." 2. Click on a specific tab to name it. 3. In the "For selected row" section, type in the tab name in the "Tab label" box; click check mark to save. Note It is easier to see tabbed rows by choosing different colors for each row. Advance rows in milliseconds Advance rows with mouse click Advance rows only once 1. In the "Which row to display" section, select "Switch row every 0 milliseconds" (2000 is the default time when selected). "Continually" displays as the default selection in the "Cycle through rows" box. 2. Adjust the time (lower millisecond number produces higher rotating speed). 1. In the "Which row to display" section, select "Switch row every 0 millisceonds" (2000 is the default time when selected). 2. In the "Transition when switching rows" section, choose "Advance on Click" in the "Cycle through rows" box. 1. In the "Which row to display" section, select "Switch row every 0 millisceonds" (2000 is the default time when selected). 2. In the "Transition when switching rows" section, in the "Cycle through rows" box, you can: l l Set special effects for cells in advancing row tables Choose "Once when Opened" to advance through the table only one time upon opening the document in Read mode. Choose "Once on Click" to advance through the table one time via mouse click, after the document is open in Read mode. 1. Place your cursor in specific cell. 2. In the "Transition when switching rows" section, choose effect from the Effect box. Note The cell must have a color applied for effects to work. 299 Lotus Notes Help © Copyright 1999 Lotus Development Corporation HTML tag attributes for a Domino server The HTML tab appears on many properties boxes. If you are designing an application that is going to be used on the Web and are using HTML 4, the HTML tab lets you apply core HTML 4 attributes that are common to a number of objects, such as Cascading Style Sheets (CSS) directives, easily. Domino incorporates the values of these attributes to the HTML that it creates at runtime. When you are using the HTML tag attributes, remember the following: l The HTML must be ASCII characters. l Do not include quotation marks when you enter the attributes in the various boxes, except for the Other box. l Other needs quotation marks, as shown in the example below. HTML tag attributes Description ID/Name The ID attribute: Used to reference an object using JavaScript or CSS. For example, the object could be ID = ZipCode. Class The Class attribute: Used to apply a CSS class for a defined object. For example, if the object's name is ZipCode, the class could be Numeric. CSS styles are defined in the HTML Head Content event for a form or page. Style The Style attribute: Used to apply specific CSS styles to an object using in-line CSS. For example, if the object's name is ZipCode, the class is Numeric, the style could be font-size:10pt. If you have more then one value, separate them with a semi-colon; for example, font-size:10pt; color: blue. Title The Title attribute: Used generally in Explorer 4.x and later to provide the user with a tip or prompt. For example, if the object's name is ZipCode, the class is Numeric, the title could be Enter your Zip Code. The title displays differently on different browsers. Other Used for additional HTML tag attributes, and must be written as pure HTML code. For example, instead of writing ZipCode in the ID/Name box, you have to write ID="ZipCode." 300 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Formatting and customizing tables Once you have created a table, you can format and customize the table using the Table menu and Table Properties. Inserting, deleting, and copying within tables l Inserting rows or columns in tables l Deleting rows or columns from tables l Merging or splitting cells in tables l To cut, copy and paste data in tables Customizing table properties l Table layout (how the table and cells appear in the window) l Cell border style and cell border thickness l Color (table color, cell color, and cell image) l Border style, effect, and thickness (for border surrounding the entire table) l Table margins and text wrap l Tables that display one row at a time 301 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Paragraph styles Paragraph styles let you save combinations of paragraph properties that you use regularly. For example, suppose that you often write sales reports in italic text with a 2.25" left margin like this: In the first quarter, domestic sales increased 5% and international sales increased 10%. In the second quarter, both domestic and international sales increased 15%. You could save the italic and left margin paragraph properties as a paragraph style called Reports. Then when you write sales reports, you could format them with the Reports style without having to specify the italic and left margin properties individually each time. Instead, you could select the Reports style from the Text - Apply Style menu or from the status bar, as shown below: You could also assign the Reports style to the cycle key (F11), which lets you cycle through each of the named styles you've created and assigned to the key. Note When you create a paragraph style, you can make the style available to the rest of the documents in the database, or make it available only in the document in which you created it. See any of these topics: l The [None] paragraph style l The Headline, Bullet, and Basic paragraph styles l To create a paragraph style l To format a paragraph with a paragraph style l To assign a paragraph style to the cycle key l To change a paragraph style l To delete a paragraph style The [None] paragraph style The default style [None] recognizes the properties of the most current paragraph style you created; however, you can create a new paragraph style without deleting the previous one by changing and saving new properties as a different paragraph style. The Headline, Bullet, and Basic paragraph styles The Headline, Bullet, and Basic paragraph styles are pre-defined styles that you can apply to your documents. These are the text properties for each style: l Headline: font color is Dark Magenta, font style is Bold, point size is 12, and the line spacing setting for the Below option is 1 1/2 (all other text attributes are default settings). l Bullet: applies bullets to text and the point size is 10 (all other text attributes are default settings). l Basic: point size is 10 and the line spacing setting for the Below option is 1 1/2 (all other text attributes are default settings). 302 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To create a paragraph style 1. Put the document in Edit mode. 2. If necessary, format a paragraph with properties to save. 3. Click the paragraph. 4. Choose Text - Text Properties. 5. Click the Paragraph Styles tab (last tab from left). 6. Click "Create Style." 7. Enter a name for the paragraph style. 8. (Optional): l Deselect "Include font in the style" if you don't want to save the selected paragraph's font in the paragraph style. l Select "Make style available for all documents" to make the style available when you format paragraphs in other documents in the database. l Select "Assign style to the Style Cycle key [F11]" to make the style available when you press F11 to cycle through paragraph styles. To format a paragraph with a paragraph style 1. Put the document in Edit mode. 2. Select the paragraph(s). 3. Do any of the following: l Choose Text - Apply Style and select a style from the menu Notes displays. l Click the paragraph style indicator on the status bar and select a style from the list Notes displays. Tip If you assign named styles to the cycle key, press F11 to cycle through the named styles when you format paragraphs. To assign a paragraph style to the cycle key Assign named paragraph styles to the F11 key. Then press F11 to cycle through named styles when you format paragraphs. 1. Choose Text - Text Properties. 2. Click the Paragraph Styles tab (last tab from left). 3. Click "Assign to Keyboard." 4. Click the named styles to assign to the cycle list. Note Notes displays a check mark next to the styles assigned to the cycle list. To remove a style from the cycle list, click the style. To change a paragraph style 1. Put the document in Edit mode. 2. If necessary, format a paragraph with properties to save. 3. Click the paragraph. 4. Choose Text - Text Properties. 5. Click the Paragraph Styles tab (last tab from left). 6. Click "Redefine Style." 7. Select the paragraph style with the properties to replace the selected paragraph's properties. 303 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To delete a paragraph style 1. Put the document in Edit mode. 2. Choose Text - Text Properties. 3. Click the Paragraph Styles tab (last tab from left). 4. Click "Delete Style." 5. Select the paragraph style to delete. 304 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To set margins Notes automatically sets the right margin for display based on the size of the Notes window. Notes uses the left margin you specify for display and printing. It uses the right margin you specify for printing. Make sure you specify the right margin in relation to the page size. For example, to specify a 1" right margin on 8.5" wide paper, set the right margin to 7.5". 1. Put the document in Edit mode. 2. Select the paragraph(s). 3. Choose Text - Text Properties. Note To set margins for a hotspot, button, attachment, or object, select the item and choose <Item> - <Item> Properties. (Notes sets margins for the paragraph that contains the item.) 4. Click the Paragraph Margins tab (third tab from left). 5. Choose "Absolute position" (inches) or "Relative" (percentages) in the boxes for the left and right margins in the Margins section. 6. Adjust margins in the Left and Right text boxes in the Margins section; click the check mark to save. Tip You can also set print margins for an entire document. Choose File - Page Setup (Macintosh users: choose File - Print; click Margins). To set the left margin with the ruler 1. Put the document in Edit mode. 2. Select the paragraph(s). 3. Choose View - Ruler. 4. On the ruler, drag the lower triangle pointer to where you want the left margin. 305 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To set tab stops You can set tabs any time while creating a document. Enter numbers in inches or centimeters (for example, 1" or 2.5cm). If you enter more than one tab stop, separate them with semicolons (for example, 1.5";2.5";3"). Enter L, C, R, or D before the tab stop to specify a left, centered, right, or decimal tab stop, respectively (for example, C1" or R2.5cm). 1. Put the document in Edit mode. 2. Select the paragraph(s). 3. Choose Text - Text Properties. Note To set tabs for a hotspot, button, attachment, or object, select the item and choose <Item> - <Item> Properties. (Notes sets tabs for the paragraph that contains the item.) 4. Click the Paragraph Margins tab (third tab from left). 5. In the Tab stops box: l Select "Individually set" and enter specific number of tab stops. l Select "Evenly spaced" and enter the interval in inches for tab stops. To set tabs with the ruler 1. Put the document in Edit mode. 2. Select the paragraph(s). 3. Choose View - Ruler. 4. On the ruler, click where you want a left tab stop (a marker appears on the ruler). 5. To choose a right, decimal, or center tab stop, right-click on the ruler (Macintosh users: press OPTION; click) where you want the tab stop; choose a specific tab stop from the menu. Tip To remove a tab stop, click it. To change a tab's type, right-click the tab stop and select a tab type from the menu (Macintosh users: click the tab stop to delete it and create a new one). 306 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To align paragraphs You can change the alignment (positioning) of one or more paragraphs. 1. Put the document in Edit mode. 2. Select the paragraph(s). 3. Choose Text - Text Properties. Note To align a hotspot, button, attachment, or object, select the item and choose <Item> - <Item> Properties. (Notes aligns the paragraph that contains the item.) 4. Click the Paragraph Alignment tab (second tab from left). 5. Click one of the Alignment icons, shown here from left to right: l Left Alignment icon to align text on the left margin. l Center Alignment icon to center text. l Right Alignment icon to align text on the right margin. l Full Alignment icon to align text proportionally between the left and right margins. l No Wrap icon to turn off word wrapping and display text on one line. Note When pasting text into a rich-text field, the paragraph alignment at the insertion point is retained for all inserted paragraphs. To change inserted text to "No Wrap", select the pasted text and change the alignment, or switch the alignment in the document before pasting and switch back to the original setting afterwards. 307 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To indent/outdent the first line of a paragraph 1. Put the document in Edit mode. 2. Select the paragraph(s). 3. Choose Text - Text Properties. Note To indent a hotspot, button, attachment, or object, select the item and choose <Item> - <Item> Properties. (Notes indents the paragraph that contains the item.) 4. Click the Paragraph Alignment tab (second tab from left). 5. Click one of the Indent icons, shown here from left to right: 6. l Normal icon to return the first line of the selected paragraph(s) to normal. l Indent icon to indent the first line of the selected paragraph(s). l Outdent icon to outdent the first line of the selected paragraph(s). If you clicked Indent or Outdent, enter the amount of space to indent or outdent. The default is 0.25" (0.635 cm). Note If you select more than one paragraph in a text field (instead of a rich-text field) and click an indent icon, Notes works only on the first line of the entire selection (instead of the first line of each paragraph). You can also: l Indent a paragraph with the ruler l Indent a paragraph with the keyboard To indent a paragraph with the ruler You may want to indent the first line of a paragraph, or an entire paragraph, as you are working directly with it to see what the indents look like in your paragraph. 1. Put the document in Edit mode. 2. Select the paragraph(s). 3. Choose View - Ruler. 4. On the ruler: l Drag the upper triangle pointer to where you want the first line of the selected paragraph(s) to start. l Drag the lower triangle pointer to where you want the remaining lines of the selected paragraph(s) to start. Tip You can drag both triangles consecutively by dragging the bar connected to the bottom triangle. You may do this to conserve settings but move them all to the left one inch, for example. 308 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To indent a paragraph with the keyboard 1. Put the document in Edit mode. 2. Select the paragraph(s) to indent. 3. Do any of the following: l Press F7 to indent the first line of the selected paragraph(s). l Press SHIFT+F7 to outdent the first line of the selected paragraph(s). l Press F8 to indent the entire selected paragraph(s). l Press SHIFT+F8 to outdent the entire selected paragraph(s). 309 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To set line spacing You can change the amount of space between lines in one or more paragraphs, and above or below one or more paragraphs. 1. Put the document in Edit mode. 2. Select the paragraph(s). 3. Choose Text - Text Properties. Note To set line spacing for a hotspot, button, attachment, or object, select the item and choose <Item> <Item> Properties. (Notes sets line spacing for the paragraph that contains the item.) 4. Click the Paragraph Alignment tab (second tab from left). 5. Do any of the following: l In the Interline box, select the space for the lines between each selected paragraph. l In the Above box, select the space for each selected paragraph and the paragraph above it. l In the Below box, select the space for each selected paragraph and the paragraph below it. Tip You can also use Text - Spacing to set the spacing below paragraphs. 310 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Setting margins, tab stops, and pagination You can set your margins, tab stops, and pagination for your documents here. See any of these topics: l To set margins l To set pagination l To set tab stops 311 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Setting alignment, first line indent, lists, and spacing You can set paragraph alignment, set the first line indent in each paragraph, create lists, and set spacing here. See any of these topics: l Creating and formatting lists l To align paragraphs l To indent the first line of a paragraph l To set line spacing 312 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Color and graphics in documents You can add color to your document's background, insert pictures, and create horizontal rules to separate information. See any of these topics: l Adding and formatting graphics to a document l Adding background color and graphics to a document l Creating and formatting horizontal rules l Making important text stand out 313 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Making important text stand out The permanent pen allows you to make important text stand out from the rest of your text by changing the color and font. The default permanent pen font is red bold, but you can customize it to your preference. You must be in a rich-text field (a field that allows text, objects, file attachments, and pictures) to use permanent pen. You can also highlight text in a document using a highlighter pen. See any of these topics: l To set permanent pen font l To turn on permanent pen l To change the permanent pen font and color l Examples: Using permanent pen l To highlight text l To erase the highlighter over text To set permanent pen font 1. Put the document in Edit mode. 2. Choose Text - Text Properties and click the Font tab (first tab from left). 3. Choose preferred font, size, style, and color for your permanent pen. Note You can customize colors by using the color wheel button in the top right corner of the Background Color box. 4. Choose Text - Permanent Pen - Set Permanent Pen Style. Note Notes automatically turns on permanent pen when you set its font. To turn on permanent pen 1. Put the document in Edit mode. 2. Choose Text - Permanent Pen - Use Permanent Pen. Note To deselect (turn off) permanent pen, choose Text - Permanent Pen - Use Permanent Pen. Tip When permanent pen is enabled, you can strike through existing text automatically. Select the text and press SHIFT+BACKSPACE. Notes displays the text in the permanent pen font with strikethrough. 314 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To change the permanent pen font and color 1. Choose Text - Text Properties. 2. Click the Font tab (first tab from left). 3. Select a font, size, style, and/or color. 4. Choose Text - Permanent Pen - Set Permanent Pen. Examples: Using permanent pen Suppose you want to respond to the question in the following document: To make your answers stand out from the questions, use permanent pen like this: To highlight text 1. Put the document in Edit mode. 2. Choose Text - Highlighter - Use <color> Highlighter. 3. Drag your mouse from left to right over the text to highlight. Note To deselect (turn off) highlighter, choose Text - Highlighter - Use <color> Highlighter. To erase the highlighter over text 1. Put the document in Edit mode. 2. Drag your mouse from right to left over the highlighted text. 315 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating and formatting horizontal rules You can add horizontal rules to a document to separate different parts of the document, or to make the document more visually interesting. You can set width, height, and color (including gradient color) for horizontal rules. You must be in a rich-text field (a field that allows text, objects, file attachments, and pictures) to add a horizontal rule. See any of these topics: l To create a horizontal rule l To change the width and height of a horizontal rule l To add color to a horizontal rule l To make a horizontal rule transparent To create a horizontal rule 1. Put the document in Edit mode. 2. Click where you want to enter the line. 3. Choose Create - Horizontal Rule. To change the width and height of a horizontal rule 1. Put the document in Edit mode. 2. Click the horizontal rule; choose Horizontal Rule - Horizontal Rule Properties. 3. Click the Horizontal Rule Info tab (first tab from left). 4. Adjust the height in inches in the Height box in the Size section. 5. For width, choose "Absolute position" (inches) or "Relative" (percentage) in the box beside Width in the Size section; adjust inches or percentage. Note You can select "No 3D shading" to have a flat border around the horizontal rule. To add color to a horizontal rule 1. Put the document in Edit mode. 2. Click the horizontal rule; choose Horizontal Rule - Horizontal Rule Properties. 3. Click the Horizontal Rule Info tab (first tab from left). 4. In the Fill section, click a pattern button next to the Color box (solid or top to bottom gradient). Note Gradient color is color that blends and fades into another color within a table cell or horizontal rule. You can customize colors by using the color wheel button in the top right corner of the Color box. Note To set the color of your horizontal rule to your system's color scheme, click the Color box menu and click the System button (first button from left in upper right corner). 316 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To make a horizontal rule transparent 1. Put the document in Edit mode. 2. Click the horizontal rule; choose Horizontal Rule - Horizontal Rule Properties. 3. Click the Horizontal Rule Info tab (first tab from left). 4. Click the Color box menu and click the transparency button (second button from left in upper right corner). Note To undo transparency, click the Color box menu and click the undo transparency button (third button from left in upper right corner). 317 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Adding background color and graphics to documents You can add background color to a document and, if the design allows it, copy and paste graphics in a document's background. You can also import graphics from a file. See any of these topics: l To add background color l To copy a graphic to the background l To import a graphic to the background l To add an Image Resource graphic to the background l To add a formula to the background l To remove a graphic To add background color 1. Put the document in Edit mode. 2. Choose File - Document Properties. 3. Click the Background tab (third tab from left). 4. Choose a color from the Color box. Note You can customize colors by using the color wheel button in the top right corner of the Background Color box. If you want to delete the color, click "Reset to form color." To copy a graphic to the background 1. Select the picture to copy; choose Edit - Copy. 2. Open the document to add the picture to. 3. Put the document in Edit mode. 4. Choose File - Document Properties; click the Background tab (third tab from left). 5. Click Paste in the "Graphic or Resource" section. Note If the picture is the same size as the document, it appears once. Smaller pictures "tile" to fill the background of the document. To import a graphic to the background 1. Put the document in Edit mode. 2. Choose File - Document Properties; click the Background tab (third tab from left). 3. Click Import in the "Graphic or Resource" section." 4. Select the file to import. 5. Click Import. Note You can import BMP (Bitmap), GIF, JPEG, PCX Image, and TIFF 5.0 Bitmap files for use as a document's background. If the picture is the same size as the document, it appears once. Smaller pictures "tile" to fill the background of the document. 318 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To add an Image Resource graphic to the background 1. Put the document in Edit mode. 2. Choose File - Document Properties; click the Background tab (third tab from left). 3. Enter the name of the graphic in the text box in the "Graphic or Resource" section, or use the folder button to choose a graphic. Note The Image Resource is a library of reusable graphics. If the designer did not put any images in your Image Resource, you cannot use it to add a graphic to your background. To add a formula to the background 1. Put the document in Edit mode. 2. Choose File - Document Properties; click the Background tab (third tab from left). 3. Click the formula (@) button; enter a formula. For more information, see Formula Language if you have installed Domino 5 Designer Help. Or, go to http://www.notes.net/doc to download or view Domino 5 Designer Help. 4. Click Done. To remove a graphic 1. Put the document in Edit mode. 2. Choose File - Document Properties; click the Background tab (third tab from left). 3. Click Remove in the "Graphic or Resource" section. Note To hide a graphic in Edit mode, select "Hide graphic in edit mode" in the Options section. 319 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Adding and formatting graphics in documents You can copy graphics into a document, import graphic files, or resize graphics in a document. You must be in a rich-text field (a field that allows text, objects, file attachments, and pictures) to add a graphic. See any of these topics: l To copy a graphic into a document l To import a graphic file into a document l To resize a graphic l To return a graphic to its original size l To choose an alternate name for a graphic l To add a caption to a graphic l To create hotspots on your graphics l Options for hotspots on graphics l To remove a graphic To copy a graphic into a document You can only copy BMP (Bitmap) files into a document. However, you can import BMP, GIF, JPEG, PCX Image, and TIFF 5.0 Bitmap files into a document. 1. Select the graphic to copy; choose Edit - Copy. 2. Open the document to add the graphic to. 3. Put the document in Edit mode. 4. Click where you want to place the graphic. 5. Choose Edit - Paste. Note If you copy a graphic into a document, it appears on all Notes platforms. For example, if you're using Windows and copy a BMP into a document, Macintosh users can see it when they open the document. If you're using a Macintosh and copy a PICT into a document, Windows users can see it when they open the document. To import a graphic file into a document You can import BMP (Bitmap), GIF, JPEG, PCX Image, and TIFF 5.0 Bitmap files into a document. 1. Put the document in Edit mode. 2. Click where you want to place the graphic. 3. Choose File - Import. 4. Select the file to import. 5. Click Import. Tip To position a graphic in a document, click the graphic, choose Picture - Picture Properties, click the Paragraph Alignment tab (third tab from left), and click an alignment position from the Alignment section. 320 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To resize a graphic 1. Put the document in Edit mode. 2. Click the graphic. 3. Place your mouse pointer on the box in the graphic's lower right corner, and drag to resize the graphic. Note Notes displays the graphic's current width and height as a percentage of its original width and height above the status bar. To return a graphic to its original size 1. Put the document in Edit mode. 2. Click the graphic. 3. Choose Picture - Picture Properties. 4. Click the Picture Info tab (first tab from left). 5. Click Reset in the Scaling section. To choose an alternate name for a graphic If your document is viewed on the Web, the alternate name appears when a user hovers their mouse over the graphic. 1. Put the document in Edit mode. 2. Click the graphic. 3. Choose Picture - Picture Properties. 4. Click the Picture Info tab (first tab from left). 5. Enter name in the" Alternate Text" box; click check mark to save. To add a caption to a graphic 1. Put the document in Edit mode. 2. Click the graphic. 3. Choose Picture - Picture Properties. 4. Click the Picture Info tab (first tab from left). 5. Enter caption in the Caption box; click check mark to save. 6. Choose where the caption should be placed, in relation to the graphic, in the "Display caption" box. To create hotspots on your graphic 1. Put the document in Edit mode. 2. Click the graphic. 3. Choose Picture - Add Hotspot <shape> or Add Default Hotspot. 4. Using your cursor, draw the hotspot over the graphic. 5. Refer to the link hotspot table to finish creating the hotspot. 321 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Options for hotspots on graphics Once you have created a hotspot on your graphic, you have a few options. Put your document in Edit mode to make changes and select the hotspot. To do this Procedure Specify a tab order for your hotspot Choose Picture - Hotspot Properties; click the Advanced tab (second tab from left); enter a number in the "Position in Image Map tab order" box. Note Tab order is the order your hotspots are selected as you press the TAB key. Choose an alternate name for your hotspot Choose Picture - Hotspot Properties; click the Advanced tab (second tab from left); enter name in the" Alternate Text" box; click check mark to save. Move a selected hotspot on your graphic Place your cursor over the hotspot and drag. Delete a selected hotspot Choose Picture - Delete Selected Hotspot(s). Edit your hotspot properties Choose Picture - Edit Hotspot. View the number of hotspots on a graphic Choose Picture - Picture Properties; click the Picture Info tab (first tab from left); refer to the Number box in the Hotspots section. To remove a graphic 1. Select graphic. 2. Choose Edit - Clear, or press DELETE. 322 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Advanced document features After you create a document, you can add special features such as links, hotspots, buttons, collapsible sections, and special characters. See any of these topics: l Creating a link and customizing the status bar l Creating hotspots, pop-up text, and buttons l Formatting and editing hotspots and buttons l Creating and formatting sections l Creating special characters 323 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating a link and customizing the status bar You can create a link that lets readers switch to another document, view, folder, or database. You must be in a rich-text field (a field that allows text, objects, file attachments, and pictures) to create a link. This is an example of a link that leads to another document: To create a link 1. Click the document, view, folder, or database to link to. 2. Choose Edit - Copy as Link from the menu, then one of these options: l Document Link links to a document. l Anchor Link links to a particular location in a document. l View Link links to a view or folder. l Database Link links to a database. 3. Put the target document in Edit mode. 4. Click where you want the link to appear. 5. Choose Edit - Paste. To customize the status bar description of a link A document, view, or database link is automatically created with a description showing where the link goes when someone clicks it. This description appears in the status bar when a user moves the cursor over the link. You can customize the description, perhaps to provide a database server and database file name. 1. Select the link. 2. Choose Link - Link Properties. 3. Delete the text in the "Link Description" box and enter new text; click check mark to save. Note By choosing Link - Link Properties, you can also see basic information about the link, including a description of the link, unique alphanumeric strings that identify the linked document, the specific target or frame the link jumps to (if the link was given a target), and the name of the server that the linked document resides on. This menu option only appears when there is a link in a document. 324 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating hotspots, pop-up text, and buttons You can customize a button, hotspot, or computed text to add into a document, instead of using the standard template. See any of these topics: l Link hotspots l Text Pop-up l Buttons l Action Hotspot Tip You must be in Read mode to test a hotspot, a pop-up, or a button. Link Hotspots A link hotspot links to another document, view, folder, database, or URL. You must be in a rich-text field (a field that allows text, objects, file attachments, and pictures) to create a link hotspot. A link hotspot has blue text. To create a Link Hotspot 1. Put the document in Edit mode. 2. Select text to act as a link. 3. Choose Create - Hotspot - Link Hotspot. 4. Click the Hotspot Info tab in the "Hotspot Resource Link" properties box (first tab from left). 5. Follow these procedures for specific links: Type of Link Hotspot URL Link to a Web site (for example, enter http://www.lotus.com to link to the Lotus home page) Note If you don't want specific text to act as a link, type the URL right in your document. By default, Notes turns URLs into hotspots on your machine. To turn off this feature, choose File Preferences - User Preferences Basics - Additional Options, and deselect "Make Internet URLs into hotspots." Link to an anchor, document, view, or database Procedure 1. In the Content section, choose URL in the Type box. 2. Type in the full URL address in the Value box. 3. If the link is pointed to a certain frame, specify it in Frame (for example, Right, Left, Center). Note You can specify a formula by clicking the formula (@) button, or paste a named element from your clipboard by clicking the paste button. For more information, see Formula Language if you have installed Domino 5 Designer Help. Or, go to http://www.notes.net/doc to download or view Domino 5 Designer Help. 1. Click the anchor, document, view, or database to link to and choose Edit - Copy as Link - Anchor, Document, View or Database; go back to document with hotspot. 2. In the "Hotspot Resource Link" properties box, in the Content section, choose Link in the Type box. 3. Click the paste button in the Contents section (this defaults to the link pasted on your clipboard). 4. If the link is pointed to a certain frame, specify it in Frame (for example, Right, Left, Center). 325 Lotus Notes Help Type of Link Hotspot Named Element link to a specific design element in a database (for example, a view or folder) © Copyright 1999 Lotus Development Corporation Procedure 1. In the Content section, choose "Named Element" in the Type box. 2. Choose the kind of Named Element to create in the box next to Type; for example, View. 3. Click the folder button. 4. Specify the database in the Database box; specify the type of the named element in the box below Database; click OK. For example, if you chose to create a View-Named Element, the box below Database would be called View. In that box you would choose which view the link would point to, for example, ($Calendar). 5. If the link is pointed to a certain frame, specify it in Frame (for example, Right, Left, Center). Note You can specify a formula by clicking the formula (@) button, or paste a named element from your clipboard by clicking the paste button. For more information, see Formula Language if you have installed Domino 5 Designer Help. Or, go to http://www.notes.net/doc to download or view Domino 5 Designer Help. Text Pop-up A text pop-up displays a pop-up definition when a user clicks it, or hovers their mouse over it. You must be in a rich-text field (a field that allows text, objects, file attachments, and pictures) to create a text pop-up. A text pop-up looks like this: To create a text pop-up 1. Put the document in Edit mode. 2. Select the text to act as a text pop-up. 3. Choose Create - Hotspot -Text Pop-up. 4. Click the Hotspot Popup Info tab in the "Hotspot Pop-up" properties box (first tab from left). 5. Enter the text to display in the "Popup text" box; click the check mark to save. 6. Choose when the pop-up appears by clicking "On Mouse Over" or "On Click" under "Show popup." 7. Choose a hotspot style (border, highlight, or none) under "Hotspot style." 326 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Buttons A button launches an action. For example, you can send someone a document with a button in it that sends a reply back to you if the user clicks it. You must be in a rich-text field (a field that allows text, objects, file attachments, and pictures) to create a button. A button looks like this: To create a button 1. Put the document in Edit mode. 2. Place your cursor in the area of the document to add a button. 3. Choose Create - Hotspot - Button. 4. Click the Button Info tab in the Button properties box (first tab from left). 5. Enter the name of the button in the Label box; click the check mark to save. 6. Select or deselect "Wrap label text as needed." 7. Choose one of the following for button width: l Maximum Width is the default. l Minimum Width is the number of inches you enter; however, if "Wrap label text as needed" is not selected, the button's width expands to fit the label's text if it otherwise wouldn't fit. Text is centered. Minimum width allowed is .25 inches. l Fixed Width is the number of inches you enter, regardless of the size of the button label; however, if "Wrap label text as needed" is selected, and the label does not fit in the specified width, the label text wraps to a new line. If "Wrap label text as needed" is not selected, and the label does not fit in the specified width, the label text is truncated on pixel boundaries. Minimum width allowed is .25. inches. l Fit Content creates the button size according to the button label. 8. Click "Add Action" (in Programmer's pane at bottom of window) to choose which simple action the button should perform; specify your preferences accordingly. 9. Click outside the Programmer's pane to save the button's properties. Action Hotspot An action hotspot launches an action. It works like a button but it looks like a link. You must be in a rich-text field (a field that allows text, objects, file attachments, and pictures) to create an action hotspot. An action hotspot has blue text. To create an action hotspot 1. Put the document in Edit mode. 2. Select the text to act as an action hotspot. 3. Choose Create - Hotspot - Action Hotspot. 4. Click the Hotspot Info tab in the "Action Hotspot" properties box (first tab from left). 5. If the link is pointed to a certain frame, specify it in Frame (for example, Right, Left, Center). 6. Click "Add Action"(in Programmer's pane at bottom of window) to choose which action the hotspot should perform; specify your preferences accordingly. 7. Click outside the Programmer's pane to save the hotspot's properties. 327 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Formatting and editing hotspots and buttons After you create a hotspot or button, you can format and customize it anyway you like using the Hotspot or Button Properties. See any of these topics: l To format hotspots l To format buttons To format hotspots 1. Put the document in Edit mode. 2. Click the hotspot. What do you want to do? Show a hotspot's border Change a hotspot's action Change text color of hotspot Procedure 1. Choose Hotspot - Hotspot Properties. 2. Click the Hotspot Info tab (first tab from left). 3. Select "Show border around hotspot." 1. Choose Hotspot - Edit Hotspot. 2. Go through same steps as creating a hotspot. 1. Choose Hotspot - Hotspot Properties. 2. Click the Font tab (second tab from left). 3. Choose a color from the Color box. Note You can customize colors by using the color wheel button in the top right corner of the Color box. Move a hotspot Delete a hotspot but keep its contents Delete a hotspot and its contents Change type or destination of link hotspot 1. Select the hotspot. 2. Choose Edit - Cut. 3. Click where you want to place the hotspot. 4. Choose Edit - Paste. Choose Hotspot - Remove Hotspot. 1. Select the hotspot. 2. Choose Edit - Clear. 1. Choose Hotspot - Hotspot Properties. 2. Click the Hotspot Info tab (first tab from left). 3. Adjust type or destination to your preference. 328 Lotus Notes Help What do you want to do? Change a text pop-up's text and function © Copyright 1999 Lotus Development Corporation Procedure 1. Choose Hotspot - Hotspot Properties. 2. Click the Display tab (first tab from left). 3. Change text in Popup text dialog box; click the check mark to save. 4. Adjust functions of text pop-up by selecting appropriate function (such as "Pop Up On Click"). Change pagination and tab stops See Paginating documents. Change alignment See To align paragraphs. Hide paragraphs See Hiding paragraphs. Change paragraph style See Paragraph styles. Change fonts See Selecting fonts. To format buttons 1. Put the document in Edit mode. 2. Click the button. 3. Choose Button - Button Properties. What do you want to do? Change a button's label or size Change a button's action Move a button Delete a button Procedure 1. Click the Button Info tab (first tab from left). 2. Change the label in the Label box; click check mark to save. 3. Change the size in the Width box; click check mark to save. 1. Put the document in Edit mode. 2. Click the button. 3. Choose Button - Edit Button. 4. Go through same steps as creating a button. 1. Select the button. 2. Choose Edit - Cut. 3. Click where you want to place the button. 4. Choose Edit - Paste. 1. Select the button. 2. Choose Edit - Clear. Change pagination and tab stops See Paginating documents. Change alignment See To align paragraphs. 329 Lotus Notes Help © Copyright 1999 Lotus Development Corporation What do you want to do? Procedure Hide paragraphs See Hiding paragraphs. Change paragraph style See Paragraph styles. Change fonts See Selecting fonts. 330 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating and formatting sections You can use sections in documents to collapse one or more paragraphs into a single line. This allows you to expand the paragraph(s) only when necessary. Sections are useful for organizing documents that contain a lot of information by grouping related information into different sections. You can collapse one or more paragraphs into a section. You must be in a rich-text field (a field that allows text, objects, file attachments, and pictures) to create a collapsed section See any of these topics: l To create a section l To format a section l To move a section l To delete a section but keep its contents l To delete a section and its contents l Examples of sections To create a section 1. Put the document in Edit mode. 2. Select the paragraph(s) to collapse into a section. 3. Choose Create - Section. Tip Notes uses the first line of the first paragraph as the section title by default. To format a section 1. Put the document in Edit mode. 2. Click the section. 3. Choose Section - Section Properties. What do you want to do? Procedure Change a section's title 1. Note Make sure you don't use carriage returns, hotspots, or buttons in section titles. Click the Section Title and Border tab (first tab from left). 2. Select Text and enter title in the Title box; click check mark to save. Note You can use a formula for your title by selecting Formula and adding the formula in the Title box, or from the "Formula Window." For more information, see Formula Language if you have installed Domino 5 Designer Help. Or, go to http://www.notes.net/doc to download or view Domino 5 Designer Help. 331 Lotus Notes Help What do you want to do? © Copyright 1999 Lotus Development Corporation Procedure Change a section's border style and color 1. Click the Section Title and Border tab (first tab from left). 2. In the Border section, choose a border style from the Style box. 3. Choose a border color from the Color box. Note You can customize colors by using the color wheel button in the top right corner of the Color box. Automatically expand or collapse a section 1. Click the Expand/Collapse tab (second tab from left). 2. In the Previewed, "Opened for reading," "Opened for editing," or Printed box: l l l Hide title when section is expanded Select "Don't auto expand or collapse" to cancel automatic collapsing or expanding. Select "Auto-expand section" to expand the section automatically. Select "Auto-collapse section" to collapse the section automatically. 1. Click the Expand/Collapse tab (second tab from left). 2. Select "Hide title when expanded." Display a section only in the preview pane 1. Click the Expand/Collapse tab (second tab from left). Note You can display a section only when the document it's in is being previewed. If you select "Show as text when not previewing," Notes displays the section's contents, not the section, when the document is in another document state (for example, when the document is opened). 2. Select "Show as text when not previewing." Change fonts See Selecting fonts. Hide paragraphs See Hiding paragraphs. To move a section 1. Put the document in Edit mode. 2. Click the section. 3. Choose Edit - Cut. 4. Click where you want to place the section. 5. Choose Edit - Paste. To delete a section but keep its contents 1. Put the document in Edit mode. 2. Click the section. 3. Choose Section - Remove Section. 332 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To delete a section and its contents 1. Put the document in Edit mode. 2. Click the section. 3. Choose Edit - Clear. Examples of sections Suppose you are working in a large document and you want to consolidate the following paragraphs: You can collapse them into two lines like this: When readers want to display the contents of the sections, they can expand them like this: You can also control the way sections are displayed. For example, you can hide a section's title when the section is expanded. 333 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating special characters You may want to add characters in your document that aren't found on your keyboard, such as the pound sign (£) character, by using a compose sequence to create these special characters. Notes uses the American National Standards Institute (ANSI) character set to display and print characters, and the Lotus Multibyte Character Set (LMBCS) to store characters. To print special characters, your printer must support the ANSI character set. Macintosh users You can use the OPTION key to enter characters that aren't on your keyboard on the Macintosh. To do so, enter the key sequence listed in the Macintosh Lotus Multibyte Character Set (LMBCS) table. What is a compose sequence? A compose sequence is a string of characters, usually two characters, that are used to create special characters. For example, you create the at sign (@) by typing two specific characters (aa) on your keyboard. The combination of key strokes on your keyboard is known as Lotus Multibyte Character Set (LMBCS) code. See any of these topics: l To create special characters using a compose sequence l To create special characters using an extended compose sequence l LMBCS code table for Windows l LMBCS code table for Macintosh To create special characters using a compose sequence 1. Put the document in Edit mode. 2. Click where you want to enter the character. 3. Hold ALT and press F1 (once you do this, you don't have to continue holding the ALT key). 4. Type the characters listed in the "Compose sequence" column of the LMBCS table. For example, to enter the £ character, hold ALT and quickly press F1; type L=. Note If a compose sequence in the LMBCS table is bold, you must type the characters in the order they appear. (Other compose sequences are not order-sensitive). To create special characters using an extended compose sequence You can enter special characters using an extended compose sequence as well, which simply means there are multiple characters that make up the LMBCS code. Note You must use an extended compose sequence if there is no compose sequence listed in the LMBCS tables. 1. Put the document in Edit mode. 2. Click where you want to enter the character. 3. Hold ALT and press F1 twice in a row (once you do this you don't have to continue holding the ALT key). 4. Press zero (0), and then press hyphen (-). 5. Type the LMBCS code listed in the "Extended compose sequence" column of the LMBCS table. If the LMBCS code has only two digits, precede it with a 0 (zero). For example, to enter the exclamation point (!), hold ALT and press F1 twice in a row; type 0-033. 334 Lotus Notes Help © Copyright 1999 Lotus Development Corporation LMBCS code table for Windows This table lists the special characters you can create in Windows. Compose sequence ++ Extended compose sequence Name of character Character 32 Space Space 33 Exclamation point ! 34 Double quotes " 35 Pound sign # 36 Dollar sign $ 37 Percent % 38 Ampersand & 39 Close single quote ' 40 Open parenthesis ( 41 Close parenthesis ) 42 Asterisk * 43 Plus sign + 44 Comma , 45 Minus sign - 46 Period Period 47 Slash / 48 Zero 0 49 One 1 50 Two 2 51 Three 3 52 Four 4 53 Five 5 54 Six 6 55 Seven 7 56 Eight 8 57 Nine 9 58 Colon : 59 Semicolon ; 60 Less than < 335 Lotus Notes Help Compose sequence aa or AA © Copyright 1999 Lotus Development Corporation Extended compose sequence Name of character Character 61 Equal sign = 62 Greater than > 63 Question mark ? 64 At sign 65 A, uppercase A 66 B, uppercase B 67 C, uppercase C 68 D, uppercase D 69 E, uppercase E 70 F, uppercase F 71 G, uppercase G 72 H, uppercase H 73 I, uppercase I 74 J, uppercase J 75 K, uppercase K 76 L, uppercase L 77 M, uppercase M 78 N, uppercase N 79 O, uppercase O 80 P, uppercase P 81 Q, uppercase Q 82 R, uppercase R 83 S, uppercase S 84 T, uppercase T 85 U, uppercase U 86 V, uppercase V 87 W, uppercase W 88 X, uppercase X 89 Y, uppercase Y 90 Z, uppercase Z 336 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Compose sequence Extended compose sequence Name of character Character (( 91 Open bracket [ // 92 Backslash \ )) 93 Close bracket ] vv 94 Caret ^ 95 Underscore _ 96 Open single quote ` 97 a, lowercase a 98 b, lowercase b 99 c, lowercase c 100 d, lowercase d 101 e, lowercase e 102 f, lowercase f 103 g, lowercase g 104 h, lowercase h 105 i, lowercase i 106 j, lowercase j 107 k, lowercase k 108 l, lowercase l 109 m, lowercase m 110 n, lowercase n 111 o, lowercase o 112 p, lowercase p 113 q, lowercase q 114 r, lowercase r 115 s, lowercase s 116 t, lowercase t 117 u, lowercase u 118 v, lowercase v 119 w, lowercase w 120 x, lowercase x 337 Lotus Notes Help Compose sequence © Copyright 1999 Lotus Development Corporation Extended compose sequence Name of character Character 121 y, lowercase y 122 z, lowercase z (- 123 Open brace { ^/ 124 Bar | )- 125 Close brace } -- 126 Tilde ~ C, 128 C cedilla Ç u" 129 u Umlaut ü e' 130 e acute é a^ 131 a circumflex â a" 132 a umlaut ä a` 133 a grave à a* 134 a angstrom å c, 135 c cedilla ç e^ 136 e circumflex ê e" 137 e umlaut ë e` 138 e grave è i" 139 i umlaut ï i^ 140 i circumflex î i` 141 i grave ì A" 142 A umlaut Ä A* 143 A angstrom Å E' 144 E acute É ae 145 ae dipthong æ AE 146 AE dipthong Æ o^ 147 o circumflex ô o" 148 o umlaut ö o` 149 o grave ò u^ 150 u circumflex û 338 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Compose sequence Extended compose sequence Name of character Character u` 151 u grave ù y" 152 y umlaut ÿ O" 153 O umlaut Ö U" 154 U umlaut Ü o/ 155 o slash ø L= or l= or L- or l- 156 Pound sign £ O/ 157 O slash Ø xx or XX 158 Multiply sign * a' 160 a acute á i' 161 i acute í o' 162 o acute ó u' 163 u acute ú n~ 164 n tilde ñ N~ 165 N tilde Ñ a_ or A_ 166 Feminine ord. ª O_ or o_ 167 Masculine ord. º ?? 168 Inverted ? ¿ RO or R0 or r0 169 Registered ® -] 170 Start of line 12 171 Half ½ 14 172 Quarter ¼ !! 173 Inverted exclamation ¡ << 174 Left Angle quotes « >> 175 Right Angle quotes » A' 181 A acute Á A^ 182 A circumflex  A` 183 A grave À CO or co or C0 or c0 184 Copyright © c| or c/ or C| or C/ 189 cent ¢ Y= or y= or Y- or y- 190 Yen ¥ a~ 198 a tilde ã 339 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Compose sequence Extended compose sequence Name of character Character A~ 199 A tilde à XO or xo or X0 or x0 207 Intl. Curr. ¤ d- 208 Eth lower ð D- 209 Eth Upper Ð E^ 210 E circumflex Ê E" 211 E umlaut Ë E` 212 E grave È I' 214 I acute Í I^ 215 I circumflex, uppercase Î I" 216 I umlaut, uppercase Ï /<space> 221 Vertical line, broken ¦ I` 222 I grave Ì O' 224 O acute, uppercase Ó ss 225 German sharp, lowercase ß O^ 226 O circumflex, uppercase Ô O` 227 O grave, uppercase Ò o~ 228 o tilde, lowercase õ O~ 229 O tilde, uppercase Õ /u 230 Greek mu, lowercase µ p- 231 Icelandic Thorn, lowercase þ P- 232 Icelandic Thorn, uppercase Þ U' 233 U acute, uppercase Ú U^ 234 U circumflex, uppercase Û U` 235 U grave, uppercase Ù y' 236 y acute, lowercase ý Y' 237 Y acute, uppercase Ý ^- 238 Overline 239 Acute ´ 240 Hyphen - -= 340 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Compose sequence Extended compose sequence Name of character Character +- 241 Plus/Minus ± 34 243 3 quarters ¾ !p 244 Paragraph symbol ¶ so 245 Section symbol § :- 246 Division ÷ ,, 247 Cedilla ¸ ^0 248 Degree ° 249 Umlaut ¨ ^. 250 Center dot · ^1 251 1 Superscript ¹ ^3 252 3 Superscript ³ ^2 253 2 Superscript ² LMBCS code table for Macintosh This table lists the characters you can create on a Macintosh. Keyboard commands (compose sequence) Extended compose sequence Name of character 32 to 127 U.S. ASCII Option-Shift-C 128 C cedilla, uppercase Ç Option-U, then U 129 u Umlaut, lowercase ü Option-E, then E 130 e acute, lowercase é Option-I, then A 131 a circumflex, lowercase â Option-U, then A 132 a umlaut, lowercase ä Option-`, then A 133 a grave, lowercase à Option-A 134 a angstrom, lowercase å Option-C 135 c cedilla, lowercase ç, Option-I, then E 136 e circumflex, lowercase ê Option-U, then E 137 e umlaut, lowercase ë Option-`, then E 138 e grave, lowercase è Option-U, then I 139 i umlaut, lowercase ï 341 Character Lotus Notes Help © Copyright 1999 Lotus Development Corporation Keyboard commands (compose sequence) Extended compose sequence Name of character Character Option-I, then I 140 i circumflex, lowercase î Option-`, then I 141 i grave, lowercase ì Option-U, then Shift-A 142 A umlaut, uppercase Ä Option-Shift-A 143 A angstrom,uppercase Å Option-E, then Shift-E 144 E acute,uppercase É Option-' 145 ae dipthong, lowercase æ Option-Shift-' 146 AE dipthong, uppercase Æ Option-I, then O 147 o circumflex, lowercase ô Option-U, then O 148 o umlaut, lowercase ö Option-`, then O 149 o grave, lowercase ò Option-I, then U 150 u circumflex, lowercase û Option-`, then U 151 u grave, lowercase ù Option-U, then Y 152 y umlaut, lowercase ÿ Option-U, then Shift-O 153 O umlaut, uppercase Ö Option-U, then Shift-U 154 U umlaut, uppercase Ü Option-O 155 o slash, lowercase ø Option-3 (in UK, Shift-3) 156 pound sign £ Option-Shift-O 157 O slash Ø Option-F 159 guilder € Option-E, then A 160 a acute, lowercase á Option-E, then I 161 i acute, lowercase í Option-E, then O 162 o acute, lowercase ó Option-E, then U 163 u acute, lowercase ú Option-N, then N 164 n tilde, lowercase ñ Option-N, then Shift-N 165 N tilde, uppercase Ñ Option-9 166 feminine ord. ª Option-0 167 masculine ord. º Option-Shift-? 168 inverted ? ¿ Option-R 169 registered ® Option-L 170 end of line symbol/logical not € Option-1 173 inverted exclamation ¡ 342 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Keyboard commands (compose sequence) Extended compose sequence Name of character Character Option-\ 174 left angle quotes « Option-Shift-\ 175 right angle quotes » Option-E, then Shift-A 181 A acute, uppercase Á Option-Shift-M 182 A circumflex, uppercase  Option-`, then Shift-A 183 A grave, uppercase À Option-G 184 copyright © Option-4 189 cent ¢ Option-Y 190 Yen ¥ Option-N, then A 198 a tilde, lowercase ã Option-N, then Shift-A 199 A tilde, uppercase à Option-Shift-2 207 International currency symbol ¤ Option-I, then Shift-E 210 E circumflex, uppercase Ê Option-U, then Shift-E 211 E umlaut, uppercase Ë Option-`, then Shift-E 212 E grave, uppercase È Option-Shift-B 213 Dotless i, lowercase € Option-Shift-S 214 I acute, uppercase Í Option-Shift-D 215 I circumflex, uppercase Î Option-Shift-F 216 I umlaut, uppercase Ï Option-`, then Shift-G 222 I grave, uppercase `G Option-Shift-H 224 O acute, uppercase Ó Option-S 225 German sharp, lowercase ß Option-Shift-J 226 O circumflex, uppercase Ô Option-Shift-L 227 O grave, uppercase Ò Option-N, then O 228 o tilde, lowercase õ Option-N, then Shift-O 229 O tilde, uppercase Õ Option-M 230 Greek mu, lowercase µ Option-Shift-; 233 U acute, uppercase Ú Option I, then Shift-U 234 U circumflex, uppercase Û Option-`, then Shift-U 235 U grave, uppercase Ù Option-Shift-E 239 acute accent ´ Option-Shift-= 241 plus or minus sign ± 343 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Keyboard commands (compose sequence) Extended compose sequence Name of character Character Option-7 244 paragraph symbol ¶ Option-6 245 section symbol § Option-/ 246 division sign ÷ Option-Shift-Z 247 cedilla accent ¸ Option-Shift-8 248 degree symbol ° Option-Shift-U 249 umlaut accent ¨ Option-Shift-9 250 center dot · Control-S 260 diamond suit symbol € Option-8 263 bullet € Option-Shift-N 289 Tilde accent, uppercase € Option-[ 294 high double quotes, opening € Option-; 296 ellipses ... Option- - 297 en mark € Option-Shift- - 298 em mark € Option-] 299 high single quote, opening € Option-Shift-] 300 high single quote, closing € Option-Shift-3 302 left angle parenthesis € Option-Shift-4 303 right angle parenthesis € Option-Shift-I 307 circumflex accent, lowercase € Option-Shift-W 310 low double quotes, closing € Option-Shift-0 311 low single quote, closing € Option-Shift-[ 312 high double quotes, closing € Option-Shift-Q 320 OE ligature, uppercase × Option-Q 321 oe ligature, lowercase ÷ Option U, then Shift-Y 322 Y umlaut, uppercase Ý Option-H 323 overdot accent € Option-Shift-V 330 diamond suit symbol, open € Control-Q 331 Apple command key € Option-Shift-K 332 Apple logo € Control-P 333 Apple logo, reversed € Option-Shift-5 354 fi ligature, lowercase € 344 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Keyboard commands (compose sequence) Extended compose sequence Name of character Character Option-Shift-6 355 fl ligature, lowercase € Option-Shift-. 360 breve accent € Option-Shift-G 361 double acute accent € Option-Shift-X 362 ogonek accent € Option-Shift-T 363 caron accent (hacek) € Option-T 368 single dagger symbol € Option-Shift-7 369 double dagger symbol € Option-2 374 trademark symbol TM Option-D 592 partial differential symbol € Control-R 610 Check mark € Option-B 613 integral symbol € Option-5 619 infinity symbol € Option-. 626 greater than or equal to symbol € Option-, 627 less than or equal to symbol € Option-= 630 not equal to symbol € Option-X 631 approximates to symbol € Option-Shift-1 632 fraction symbol € Option-Shift-R 634 permille symbol € Option-V 635 radical symbol € Option-J 679 Delta, uppercase € Option-Shift-P 710 Pi, uppercase € Option-W 719 Sigma, uppercase € Option-Z 725 Omega, uppercase € Option-P 746 pi, lowercase € 345 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Viewing information about documents and fields See any of these topics: l To view basic information about a document l To view field information l To view the document ID To view basic information about a document 1. Select a document. 2. Choose File - Document Properties. 3. Click the Info tab (first tab from left). Field What the field means Created When the document was first created; for example, choosing Create - Memo. Modified When the document was last saved/modified; for example, choosing File Save to save changes to the original document. Added When the document was last saved or replicated to the database; for example, when you replicate the document to a new database. Modified When the document was last saved/modified in the database; for example, when you make changes and save it in the new database it's in. Modified by The ID of the user or server that last saved/modified the document. Accessed When the document was last accessed in the database. Size The size of the document in the database, given in bytes. 346 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To view field information Viewing field information allows you to look up a field in a document and troubleshoot if it is not calculating its value correctly. 1. Select a document. 2. Choose File - Document Properties. 3. Click the Fields tab (second tab from left). 4. To view specific information for each field, select the field name, and refer to the right panel which gives information about the selected field. Note A null value ("") indicates that the field is empty. Type of information What the information means Field Name The name of the field. Data Type The type of data the field contains. Data Length The size of the data in the field. Seq Num (Sequence Number) Refers to the amount of times the field has been edited (this is used with field level replication). Dup Item ID If the document has a field that is too large to fit into one note, it is split into several notes. This is the ID given to each separate note. The notes still share the same name. Field Flags Refers to the type of field and the different attributes it may have; for example, if a field is flagged for encryption it says SEAL. To view the document ID The Document IDs tab in Document Properties gives you the document's ID. The ID is a unique alphanumeric string that identifies the document. 1. Select the document. 2. Choose File - Document Properties. 3. Click the Document IDs tab (sixth tab from left). 347 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Capturing metadata about a document Metadata is information about documents that lets people find and sort documents efficiently in different ways. For example, authors or librarians can use metadata to organize documents by their bibliographic information, and then search for specific documents accordingly. In Notes, the Meta tab in Document Properties lets you view and capture metadata about a document, and if you have the appropriate access rights, to post metadata in the Domain catalog. To view and capture metadata in a document When you open a document, metadata is already captured in some fields. You can also add keywords, a description of the document, and a file type to the meta tab. To view this information, choose File - Document Properties, and click the Meta tab (fifth tab from left). These are the fields in the Meta tab: Field What the field means Title The title of the document. Creator Who created the document. Keywords Keywords you can add to the metadata that helps categorize the document. Description Information you can add to the metadata that helps describe the document. Date The date the document was initially created. Identifier Unique ID string that identifies the document. Type The type of document, for example, a (.WAV) file. Note It is recommended to enter syntax for MIME types; for example, x-Lotus-1-2-3, which is application specific (a MIME type is defined as x-*, where (*) is an application). To post metadata in the Domain catalog If your organization uses a Domain catalog, and you have author access to the Domain Catalog, you can capture metadata about documents and post it in the Domain catalog. The "Post to Catalog" button generates a DocContent form in the Domain Catalog with the document's metadata filled in. The metadata becomes a link to the documents. When you prompt Notes to do a Domain search, Domain search indexes the metadata about the documents. The Domain catalog provides a list of databases to index. Note If Domain search is not set up, you can still capture metadata, but you cannot categorize metadata and post it to the catalog. 1. Select the document. 2. Choose File - Document Properties. 3. Click the Meta tab (fifth tab from left). 4. Click the Categorize button, and choose a category that is listed to categorize your document. 5. Click the "Post to Catalog" button to send the metadata to the Domain catalog. The link document can then be found in the Domain catalog. 6. (optional) You can add specific keywords pertaining to your document in the Keywords box, and any description about the document in the Description box. 348 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Locate Java Applets The Locate Java Applets Files dialog box helps you locate the available Java Applet files that you want to import. 1. In the "Available Java Files" column, select where to browse (if applicable). The Java Applet files may be shared resoures or may be on the local filing system. 2. Select the base directory for the files you want to locate. If you are importing from a named package, the base directory must be above the directory containing the class files. 3. Check the appropriate "Show File Types" boxes. For example, checking Class gives you only the class names in the base directory. 4. From the list of Available Java Files, select the files you want to import and click Add/Replace. To import all of the files in the base directory and all of its subdirectories, click Select All. To remove a file, or group of files from the Current Agent Files column, select the file(s) and click Delete. 5. Put the files in the proper order in the "Applet Files to Import" column by clicking Reorder Up or Reorder Down to move files up or down. You can also drag the files into place. You may move files one at a time, or in groups. 6. If applicable, enter the class name in the "Base class" box or select it from the drop-down list. 7. If applicable, click Refresh or Refresh all to reload files in the selected list. 8. Click O.K. to import the chosen files. 349 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Formula language For information on specific functions, click "Fields & Functions," select a function from the list, and click Help. For more information on formulas, see Formula Language if you have installed Domino 5 Designer Help. Or, go to http://www.notes.net/doc to download or view Domino 5 Designer Help. 350 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Notes Away from the Office You can use Notes in a variety of remote locations by connecting to Domino servers over a phone line. This way, you can work with databases on your Domino servers when your workstation, or client, isn't connected to a Local Area Network. Or, you can connect with your laptop when you're working at home or on the road. You can also configure Notes to connect through a Remote Access Server (RAS). Read Setting up Notes for a remote location to learn how to set up your location and connect to a Domino or RAS server. Once you complete the setup procedures, read Using Notes away from the office. To work locally, then send your changes to a database on a server, see Replication Overview. 351 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Setting up Notes for a remote location To set up Notes away from the office, you need: l Notes version 4.0 or later installed on the client. l A certified Notes User ID. l A modem connected to the client that is compatible with Notes (unless you're using another method to connect remotely, such as Microsoft Dialup Networking). Notes lists compatible modems in the Options box of the Ports setting when you choose File - Preferences - User Preferences and then click ports. If you don't see your modem listed, select Auto Configure. For more information, see To set up a modem. l The names and phone numbers of servers you want to access. l A direct-dial, analog phone line. Before you use Notes from remote location, you must perform the following tasks: l Step 1: Set up a modem. To set up your modem, you must enable a port for the modem (if necessary) and specify your modem type. l Step 2: Create location documents. l Step 3: Create connection documents. 352 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Step 1: To set up a modem 1. Choose File - Preferences- User Preferences. 2. Click Ports. 3. Under "Communications Ports," select the port your modem is connected to (for example, COM 2). 4. If necessary, select "Port Enabled" to enable the port. 5. Click Port Options, where Port is the port name (for example, COM 2 Options). 6. Select a modem type. 7. (Optional) Specify any additional modem settings you want. 8. Click OK. 9. Click OK to close the User Preferences dialog box. 353 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Modem settings When you set up a modem, you set the following port options from the User Preferences dialog: l Modem type l Maximum port speed l Speaker volume l Dial mode l Log modem I/O and Log script I/O l Hardware flow control l Dial timeout and Hangup if idle l Port number l Editing modem files l Using script files l Modem file directory Modem type If your exact modem is not listed, select the closest match by brand and speed, or, if your modem is 100% Hayes-compatible, select "Auto Configure." This tells Notes to issue a command to the modem to find out the modem's type and select the appropriate Hayes command file. If there's no match and your modem is not 100% Hayes-compatible, you may need to edit an existing modem command file or create a new one. For information about your modem, see your modem documentation. For information about editing modem command files, see Domino Administration Help or your Domino administrator. Maximum port speed You can start with the maximum speed of your modem, but If you have trouble communicating at the selected maximum speed , select a lower speed. Notes selects a maximum data transmission speed based on the modem type you select. The maximum speed is limited by the modem command file's maximum speed and may also be limited by the operating system you're using. Speaker volume To hear the modem so you can monitor call progress while attempting to call a server, select Low, Medium, or High. If you don't want to hear the modem, select Off. Dial mode If you're using a touch-tone phone, select Tone. If you're using a rotary phone or your modem doesn't support touch-tone dialing, select Pulse. Log modem I/O and Log script I/O If you're having trouble establishing a connection, select "Log modem I/O" to record modem control strings and responses in the Miscellaneous Events view of your local Notes Log database. When the problem is fixed, make sure you deselect this option because it adds information to the Notes Log that takes up extra disk space. If you can connect but still have problems using Notes, select" Log script I/O." This option works the same way as "Log modem I/O." Hardware flow control To enable data flow control between the server's modem and your modem, select Hardware flow control. Deselect this option only if you're using a modem or external serial port that doesn't support flow control. 354 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Dial timeout and Hangup if idle To change how long your workstation tries to connect to a server before it cancels the attempt, enter a number of seconds in the Dial timeout field. The default is 60. To change how long your workstation remains connected to a server when there is no activity (data transmission), enter a number of minutes in the Hangup if idle field. The default is 15. Port number Enter the number that corresponds to the port's operating system unit number; for example, 2 is the port number for COM 2. Editing modem files To edit your modem command file, click Modem File. For information about editing modem command files, see your Domino administrator. Using script files To select or edit a script file, click Acquire Script. For information about using script files, see your Domino administrator. Modem file directory By default, modem command files (.MDM) are stored in the \MODEMS subdirectory of your Notes data directory; for example, if you specified C:\NOTES\DATA as your data directory, your modem files are stored in C:\NOTES\DATA\MODEMS. 355 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Step 2: Creating locations For each remote location you use with Notes, you must create a location document. In location documents, you specify settings such as the port to use, the location of your mail file, phone dialing information, and, if necessary, replication schedules. During installation, Notes automatically creates five types of Location documents: Island, Office, Home, Travel and Internet. Before you can use Notes remotely, you must edit these documents (or create your own). Then, when you want to use Notes from a remote location, you select the Location document containing the settings that apply to where you're working. See any of these topics: l To create or edit a location document l Advanced settings for locations l Phone dialing options for a location l Mail options for a location To create or edit a location document 1. Ask your Domino administrator for the following before you begin: l The name of your mail server. l Whether you use a server and the name of that server. l Whether you use a Domino directory server and the name of that server. 2. Choose File - Mobile - Locations. Notes opens the Locations view of your Personal Address Book. 3. Do one of the following: l To create a location document, click "Add Location." l To edit a location document, select the location and click "Edit Location." 4. Click the Basics tab. 5. In the Location name field, enter a name for this location. 6. In the Location type field, do one of the following: l For network use, select "Local Area Network." l For remote use, select "Direct Dialup" or "Network Dialup." l For a location that supports more than one connection method, select "Custom." l For a disconnected location, select "No connection." Note Notes displays different options depending on the location type you select. 7. (Optional) In the "Prompt for time/date/phone" field, select Yes if you want Notes to ask you for location-specific information when you use the location. 8. In the Web Proxy field, specify options for connecting to the Internet via a proxy server. 9. (Optional) Click the Internet Browser tab and select a browser to use at this location--Notes, Notes with TM Internet Explorer, Netscape Navigator , Microsoft Internet Explorer, or Other. If you select Other, click Browse to specify the location of the application in your operating system. The default is Notes. 356 Lotus Notes Help 10. 11. © Copyright 1999 Lotus Development Corporation Click the Servers tab. l In the "Home/mail server" field, enter the name of your mail server. l (Optional) In the Passthru server field, specify a passthru server for the location. l (Optional) In the Catalog/Domain search server, specify a Domain server for the location. l (Optional) In the Domino directory server field, enter the hierarchical name of your Domino directory server. Click Ports and choose one of the enabled ports that Notes displays. Note You can enable additional ports using File - Preferences - User Preferences If you are unsure which port to use, check with your Domino administrator for a network connection, or your hardware documentation for a modem connection (usually a port beginning with COM). 12. Click the Phone Settings tab if you have chosen a remote location. Specify phone dialing information. 13. Click the Mail tab and specify mail options for the location. 14. (Optional) Click the Replication tab and choose to enable or disable your replication schedule for that location. Replication is disabled by default. 15. (Optional) Click the Advanced tab for additional settings. 16. Click Save and Close to save the location document. Advanced settings for locations You can click Advanced and specify additional location options. Under Basics: l If you select No next to "Use operating system's time zone settings," in the "Local time zone" field select a time zone for the location. l If you select No next to "Use operating system's time zone settings," in the "Daylight-saving time" field specify whether daylight savings time is observed at this location. l In the "Only for user" field, enter a user name if more than one user will be using the workstation. l In the "User ID to switch to" field, enter the name of the User ID you want to use at this location (network locations only). l In the Load images field, select an option for displaying images in Internet Web pages. l In the Bookmarks filename field, type the name of your bookmarks database (default is bookmarks.nsf). l In the Subscriptions filename field, type the name of your subscriptions database (default is headline.nsf). l In the Network Dialup idle timeout field, type the number of minutes of inactivity before Notes cancels the phone call. Under SSL: l For information on accepting SSL certificates, see the topic Exchanging sensitive information over the Web. Under Web Retriever: l In the Web Navigator database field, the name of your web navigator database (default is perweb.nsf). l In the Concurrent retrievers field, enter the number of concurrent Web Retriever processes allowed at one time. l In the Retriever log level field, select the level of messages logged to the LOG.NSF by the Web Retriever. l In the Update cache field, select how often you want to update the Web Retriever's cache. l To control the Web Retriever messages sent to your perweb.nsf (Personal Web Navigator) 357 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Under Java Applet security: Set security options for accepting documents with Java Applets. For more information click: To open a page that has Java applets (Personal Web Navigator) Under Secondary Severs: Fill in the names of any secondary servers you use from that location. Check with your Domino administrator for details. Under MIME Settings: Choose an attachment encoding method, and, if applicable, a Macintosh conversion method. Check with your Domino administrator for details. Phone dialing options for a location You can specify phone information on the Phone Settings tab of a remote location document. Field Information to enter Prefix for outside line The number, if any, needed to dial to get an outside line at the location. Many US businesses, for example, use 9. International prefix The number needed to dial international calls. Country code at this location The country code at the location. Long distance prefix The number needed to dial long distance, usually 1 in the US. Area code at this location Area code at the location. Calling card access number An access number to use a calling card for each call you make from the location. (The access number is the number you dial before a phone number to indicate you want to use a calling card). Calling card number or extension suffix field A calling card number or extension to use for each call you make from the location. Dialing Rules button Click to enter server phone number information for the location. To have Notes display this dialog box automatically when you use the location, choose File - Mobile - Edit Current Location and select Yes in the Prompt for time/date/phone field. Tip If you need to add a delay in dialing because the number you're calling plays a message, such as instructions for selecting an extension, you can use commas to delay all or part of the dialing. For example, you can add commas between the phone number and extension number. Each comma forces a two-second delay. 358 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Mail options for a location You can specify mail options such as whether to use server-based or workstation-based mail from the Mail tab of a location document. Field Information to enter Mail file location Select "on Server" to use your mail file directly on a server at the location or select Local to use a local replica of your mail file at the location. Mail file The path to your mail file. Notes mail domain The mail file's domain. Internet domain for Notes addresses when connecting directly through the Internet The Internet domain to use if you have set up an Internet mail account. Recipient type ahead Select Disabled if you don't want to use the quick-address method when you type mail addresses at the location. Select Local Only to have Notes look for names in your Personal Address Book when you type mail addresses. Select Local then Server to have Notes look for names in your Personal Address Book and then the Domino Directory on your mail server when you type mail addresses. Recipient name lookup Select "Stop after first match" to have Notes find only the first name that matches the recipient name when you send mail from the location. Select "Exhaustively check all address books" to have Notes find all of the names that match the recipient name and ask you which one to use. Mail addressing Select Local and Server to add the server's address books to the Mail Address dialog. Send outgoing mail Select "through Domino Server" to send mail through your mail server. Select "directly to Internet" to send mail through an Internet account. Transfer outgoing mail if Type the number of messages which must accumulate before Notes automatically sends mail. 359 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Replication options for a location You can specify a replication schedule for a location from the Replication tab of the location document. When a location is current, you can use the Replicator workspace page to select databases and replicate them on the schedule. l In the Schedule field, select Enabled. l In the "Replicate daily between" field, specify start and end times that define the period of the day during which you want replication to occur. l In the "Repeat every" field, specify the number of minutes you want to elapse between replication sessions. l In the "Days of week" field, specify the days on which you want replication to occur. Tip You can specify a replication schedule for the current location by clicking the Replicator tab and then clicking the clock button on the "Start replication at" entry. 360 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Step 3: Connecting to Servers Server Connection documents in your Personal Address Book contain information that Notes uses to connect to a server. You can create Server Connection documents automatically using the Connection Configuration Wizard. See To automatically create Server Connection documents. You can also create a variety of Server Connection documents manually. See any of these topics: l Creating a LAN Notes mail server connection l Creating a Dial-up Notes mail server connection l Passthru Servers and hunt groups l Setting up a Remote Access server connection l Connecting to an Internet mail server. 361 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To automatically create Server connection documents Once you create a location document for a remote location, or choose one such as Travel or Home, you can use the Connection Configuration Wizard to create a Server Connection document for you. 1. Open or create a location for remote use. 2. Make sure that you have chosen Notes Direct Dialup, Network Dialup, or Custom in the Location type field. 3. Click the Connection Configuration Wizard. l If you choose Notes Direct Dialup or Custom, the wizard prompts you for the name and phone number of a server, which would typically be a passthru server. If you don't have this information, contact your Domino Administrator. The wizard also configures the remote part of your connection when you choose Custom as a location type. l If you choose Network Dialup the wizard prompts you for information provided with your Dialup Networking software. Consult your DUN documentation for more clarification. Note You can also connect through an Internet Service Provider (ISP). To use an ISP, see Connecting to an Internet mail server. 362 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Passthru servers and hunt groups You can use passthru servers to do the following: l Connect to multiple servers through a single phone connection. For example, if you have access to a passthru server that leads to servers A, B, and C, you can call the passthru server and access databases on servers A, B, and C without having to make another call. l Connect to a server on a local area network running a different network protocol. For example, suppose your workstation is running only NetBIOS and server A is running only TCP/IP. If you have access to a passthru server running both protocols, you can use the passthru server to connect to server A. Your Domino administrator can set up a passthru server so that it leads to additional passthru servers as well as target servers. This way, Notes can "hop" from passthru server to passthru server until it reaches the target server you want to access. You can set up Notes to work with passthru servers in three ways: l Specify a default passthru server for a location. This is the easiest way to set up to use a passthru server. When Notes can't connect to a server directly, it tries to use the default passthru server for the current location to connect to the server. l Set up passthru server connections. You can tell Notes specifically which passthru server you want to use to connect to a server. l Set up a hunt group where you call a single phone number, and your call connects to one of several passthru servers. Large organizations with many passthru servers may use hunt groups to balance the load on servers more efficiently. Ask your Domino administrator whether hunt groups are available in your organization. If they are, create a hunt group connection document to take advantage of hunt groups when you work remotely. To specify a default passthru server for a location You can specify a default passthru server for a location. When Notes can't connect to a server directly, Notes tries to use the default passthru server (for the current location) to connect to the server. 1. Choose File - Mobile - Locations. 2. Select the location and click Edit Location. 3. Click the Servers tab. 4. In the Passthru server field, enter the name of a passthru server. 5. Choose File - Save to save the location document. You can specify additional passthru servers to use to connect to servers. To do so, you set up passthru server connections. To create or edit a passthru server connection to other servers If you have access to a passthru server, you can use the passthru server to connect to other servers. Servers you connect to using a passthru server are called destination servers. Important: To connect to a passthru server over a modem, make sure you create a dial-up server connection and specify a phone number for the passthru server. 1. Ask your Domino administrator for the name of the passthru server to use. 2. Choose File - Mobile - Server Phone Numbers. Notes opens the Connection view of your Personal Address Book. 363 Lotus Notes Help 3. 4. 5. © Copyright 1999 Lotus Development Corporation Do one of the following: l To create a server connection document, click "Add Connection." l To edit a server connection document, select the server and click "Edit Connection." Click the Basics tab and fill in the fields: l In the Connection type field, select "Passthru Server." l In the Server name field, enter the name of the destination server to access. You can use an asterisk (*) as a wildcard to represent all or part of a server name. For example, use */Acme to connect to any server at Acme. l In the Passthru server name or hunt group name field, enter the name of the passthru server or hunt group to use. Choose File - Save to save the server connection document. You may want to add more information by clicking the Advanced tab, or make additional notes by clicking the Comments tab. To create or edit a hunt group connection If your organization has set up hunt groups for passthru servers, you can use a hunt group name to connect to multiple passthru servers with a single phone call. 1. Ask your Domino administrator for the hunt group country code, area code, and phone number. 2. Choose File - Mobile - Server Phone Numbers. Notes opens the Connection view of your Personal Address Book. 3. Do one of the following: 4. l To create a hunt group connection document, click "Add Connection." l To edit a hunt group connection document, select the hunt group name and click "Edit Connection." Click the Basics tab and fill in the fields: l In the Connection type field, select Hunt Group. l In the Always use area code field, select Yes to always use that area code - even if it is the same as the one defined in the current location document. The default is No. l In the Hunt group name field, enter the name you want to use for the hunt group. You can use any name. l In the Country code field, enter the hunt group country code. l In the Area code field, enter the hunt group area code. l In the Phone number field, enter the hunt group phone number. 5. You may want to add more information by clicking the Advanced tab, or make additional notes by clicking the Comments tab. 6. Choose File - Save to save the hunt group connection document. Tip To automatically delay dialing, include one or more commas within a phone number; each comma forces a 2-second delay. To make a phone number more readable, include parentheses and hyphens within the phone number--Notes ignores them when it dials the number. 364 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Setting up a Remote Access Server connection If you're using a Remote Access Service, such as AppleTalk Remote Access, you can use a Remote Access Server to connect to other servers on the network. If you're using Microsoft Dialup Networking, you can use the Connection Configuration Wizard to create your connection document. To create a Remote Access Server connection document 1. Choose File - Mobile - Server Phone Numbers. Notes opens the Connection view of your Personal Address Book. 2. Click Add Connection and make sure the basics tab is selected. 3. In the Connection type field, select "Network Dialup." 4. In the Server name field, enter the name of the server you want to access. You can use an asterisk (*) as a wildcard to represent all or part of a server name. For example, use */Acme to connect to any server at Acme. 5. In the" Use LAN port" field, specify an enabled port that uses the same protocol driver as the remote LAN server. (For example, if the remote LAN server uses TCP/IP, specify TCP/IP.) 6. Click the Network Dialup tab. 7. In the "Choose a Service Type" field, select the remote access service you're using. 8. If you're using AppleTalk Remote Access, enter the location in your operating system of the connection document you want to use, and click OK. Note This is an AppleTalk connection document, not a Notes Connection document. 9. Fill in the fields in the Configuration section, If you are unsure of the necessary information, contact your service provider. You can use the Edit Configuration button as a shortcut to make changes to this section. 10. (Optional) You may want to add more information by clicking the Advanced tab tab, or make additional notes by clicking the Comments tab. 11. Choose File - Save to save the server connection document. To edit a Remote Access Server connection document 1. Choose File - Mobile - Server Phone Numbers. Notes opens the Server Connections view of your Personal Address Book. 2. Select the server and click "Edit Connection." 3. Click either the Basics or Network Dialup tab to modify your document. 4. (Optional) You may want to add more information by clicking the Advanced tab, or make additional notes by clicking the Comments tab. 5. Choose File - Save to save the server connection document. 365 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To create a LAN Notes mail server connection The following procedure assumes that you did not connect to a Notes mail server when you first installed Notes on your desktop. It also assumes that Notes was not installed and setup by a Notes Administrator. 1. Choose File - Mobile - Locations. 2. Double-click on the "Office (Network)" location. 3. Click "Edit Location" to edit this location. 4. On the Basics tab, enter your e-mail address. For example, [email protected] 5. Click the Servers tab, and enter the name of your Home/mail server. For example, "MailEast/Acme." Note that this is the hierarchical name of your mail server. 6. Leave the other spaces on the Servers tab blank for now. 7. On the Ports tab, make sure you have checked the TCP/IP box. 8. On the Mail tab, make sure the mail file location is set to "On Server." 9. Enter the mail file path name on the server in the "Mail file" field. For example, "mail2\jsmith" 10. Enter the Notes mail domain name. This is usually the company-wide domain name, "acme" for example. 11. Enter the Internet domain name for Notes addresses. This is generally the domain name of the Domino server, "acme.com", for example. 12. Leave the remaining fields on the Mail tab as they are for now. 366 Lotus Notes Help © Copyright 1999 Lotus Development Corporation 13. Save your changes by clicking "Save and Close." 14. Make sure your location is set to "Office (Network)." 15. Click the mail icon in the Bookmarks bar on the left side of Notes to open your mail file. Tips l To enable a port for the workstation, choose File - Preferences - User Preferences and click Ports. l To select a port for the current location, choose File - Mobile - Edit Current Location. 367 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To create a dial-up Notes mail server connection This connection is useful when you want to use Notes away from the office. The procedure describes how to dial a Notes Domino server directly, or through a Passthru server. 1. Choose File - Mobile - Locations. 2. Double-click on the "Home (Notes Direct Dialup)" location. 3. Click "Edit Location" to edit this location. 4. On the Basics tab, enter your e-mail address if it is not there. For example, [email protected] 5. Click the Servers tab, and enter the name of your Home/mail server. For example, "MailEast/Acme." Note that this is the hierarchical name of your mail server. 6. If you need to go through a passthru server, enter the name of your passthru server. For example, "acmeaccess/acme." 7. Enter your home/mail server name in the "Domino directory server" field. 8. Run the Connection Configuration Wizard by clicking the action button. 9. Enter the phone number to dial. 10. Click next to close the Connection Configuration Wizard. You now have a new connection document for your server connection. 11. On the Ports tab, make sure you have checked the TCP/IP box. 12. On the Mail tab, make sure the mail file location is set to server. The mail file is the mail file path name on the server. For example, "mail2\jsmith"Enter the Notes mail domain name. This is usually the company-wide domain name, "acme" for example. 368 Lotus Notes Help © Copyright 1999 Lotus Development Corporation 13. Enter the Internet domain name for Notes addresses. This is generally the domain name of the Domino server, "acme.com", for example. 14. Leave the remaining fields on the Mail tab as they are for now. 15. Save your changes by clicking "Save and Close." Tips l To specify more than one phone number for a server, enter each phone number separated by a semicolon. This way, each time you call the server Notes lets you select the number to dial. l To automatically delay dialing, include one or more commas within a phone number; each comma forces a 2-second delay. To make a phone number more readable, include parentheses and hyphens within the phone number; Notes ignores them when it dials the number. 369 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Advanced options for Server Connection documents In a Server Connection document, you can click the Advanced tab and specify additional server connection options. Field Information to enter Only from Location(s) The location(s) where you want to use the server connection. Use a wildcard (*) to represent all locations. Only for user User name(s) if more than one person uses the workstation. Use a wildcard (*) to represent any user. Usage priority field Select Normal or Low. Notes uses the priority to determine the order in which it uses server connection documents when trying to connect to a server. Destination server address (Network connections only) The server's network address. Modem port(s) (Dialup connections only) Select the enabled modem ports you want to use with the server connection. Login script file name (Dialup connections only) The name of the script file you want to acquire with the server connection. For information about using script files to connect to servers, see your Domino administrator. Login script arguments fields (Dialup connections only) Up to four arguments to pass to the specified script file. Only to servers in domain (Dialup connections only) The name of the domain you want to limit the server connection to. 370 Lotus Notes Help © Copyright 1999 Lotus Development Corporation What is replication? Notes lets you keep multiple copies of a single file, called replicas, on multiple servers or workstations. This lets users on various networks in a variety of locations share the same information. A replica differs from a copy of a file, in that the original file and its replica have the same replica ID number. Replication is the process of sharing changes between replicas. When you replicate, Notes updates the replicas, copying changes from one to the other. Notes eventually makes all replicas identical. You can choose to replicate between replica copies, where both replicas send and receive updates, or only from one to the other. You can also regularly schedule replication, or do it manually as needed. You can replicate between two servers or between a workstation, such as a laptop, and a server. When you schedule full replication, Notes makes all replicas identical over time. Tip When you use Notes away from the office, replication is a great tool to have. When you replicate your mail database, for example, you can have a current copy of your complete mail file with you at all times. When you finally do connect to the mail server, Notes sends any outgoing mail up to the server, pulls down any new mail, and pushes up to the server any recent changes to your mail that you made on your local replica. In a matter of seconds, your local mail file is current with the mail file on the server. Client to server replication Notes lets you create copies of server databases on your workstation, or client, called local replicas. Local replicas are useful because you can work with them when you're not connected to a server over a network. When you set up Notes for a remote location, you can call servers over a modem and exchange updates between local replicas and databases on servers. To perform client to server replication, you must first create a local replica. Then you can work in it locally and replicate changes between it and the database on the server. See any of these topics: l Replica IDs l Replicating databases in the foreground l Replicating databases in the background l Displaying and clearing replication information l The Notes Replicator l Customizing database entries l Replication and save conflicts l Setting options on the Replicator 371 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Replica IDs A replica has the same replica ID as the original file or database. This distinguishes a replica from a copy of a database because the common ID lets you replicate changes between the replica and the original database. If you're looking at two copies of a database with different replica IDs, you can't replicate between. To display a database's replica ID 1. Click the database. 2. Choose File - Database - Properties. 3. Click the Information tab. 372 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating local replicas Notes lets you create local replicas in the background, so you can do other work while Notes replicates. You can create a full replica, partial replica, or replica "stub." l A full replica contains all of a database's documents and design features (such as forms and agents). l A partial replica contains only selected documents, shortened documents, and/or selected database features. A partial replica is useful if you need only part of a database and want to save space on your hard disk (where the replica is stored) or reduce the time and expense of remote replication. l A replica stub contains a database's design features but no documents. A replica stub is useful if you need to fit a replica on a diskette to copy to a remote workstation; you can replicate documents to it later. To save hard disk space, make local replicas of only those databases you need to use when you're not connected to a network. To save time, create local replicas at the office while you're connected to the network. (You can create local replicas on your laptop or remote workstation over a modem, but this takes longer.) If you use a laptop, bring it to the office and create local replicas on it directly. If you use a remote client, create local replicas on another computer at the office, copy each replica to a diskette, and then copy the replicas to your remote client. If a full replica is too large to fit on a diskette, you can still save time by creating a partial replica or replica stub to copy to a diskette. See any of these topics: l Before you create local replicas l To create a full replica l To create a partial replica l To replicate only the database design l To change replication settings Before you create local replicas Review the following information before you create a local replica. File name When you specify a file name for a replica: l Make sure the file name you enter is unique to the workstation on which you're creating the replica. l To create the replica in a subdirectory, type a backslash and a subdirectory before the file name; for example, you could type \SALES\LEADS to create a replica named LEADS in a subdirectory named SALES. If the specified directory does not exist, Notes creates it for you. l A replica's file name and title do not affect replication. If the file names and/or titles of two databases are different, they still replicate as long as they have the same replica ID. Title When you create a replica, Notes assigns the replica the same title as the original database. After you create the replica, you can use File - Database - Properties to change its title. Access levels When you create a local replica, Notes assigns you Manager access to the replica. However, if you do not have the appropriate access to the original database on the server (for example, you have only Reader access), you cannot replicate changes you make in the replica back to the server. Note If a database manager enforces a database's access control list (ACL) across all replicas and you create a replica of the database, Notes assigns you the same access to the replica that you have to the original database. For example, if you have Author access to a database, Notes assigns you Author access to the replica. For more information about a database's ACL, see the database's manager. 373 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Purge intervals When you delete a document from a database, Notes keeps a deletion record that identifies the document. This way, Notes can replicate the document to other replicas even though it's been deleted from the original database. The default purge interval is 30 days. To make sure you receive documents deleted from a database, replicate at least once during every purge interval (for example, once every 30 days). Notes removes deletion records from a database when they are older than the database's purge interval. A database's purge interval is one-third the number of days specified in the "Remove documents not modified in the last" box (on the Space Savers panel of the Replication Settings dialog box). For example, if 60 days are specified, the purge interval is 20 days. Removing deletion records frees up the disk space the deleted documents occupied. When Notes removes documents that are older than the purge interval from a replica, Notes does not create deletion records for the documents. To create a full replica You can create a local replica of a database that contains all of the database's documents and design. 1. Open the database. 2. Choose File - Replication - New Replica. 3. Fill in the fields in the New Replica dialog: 4. 5. l For Server, select Local. l Enter a file name for the replica. l For Create, click Immediately. (Optional) Do one or both of the following: l To encrypt the replica so that it can be opened only with your user ID, click Encryption, select "Locally encrypt this database," and click OK. l To create an index so you can perform full text searches on the replica, select "Create full text index for searching." Click OK. Note Notes adds a bookmark entry and a database entry to the Replicator for each local replica you create. You can use the Replicator page to update your replicas. 374 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To create a partial replica You can create a local replica of a database that contains selected documents, shortened documents, and/or selected parts of the database's design. You can also specify a maximum size for a local replica. 1. Open the database. 2. Choose File - Replication - New Replica. 3. Fill in the fields in the New Replica dialog: 4. 5. 6. l For Server, select Local. l Enter a file name for the replica. l For Create, click Immediately. (Optional) To limit the size of the replica, do one or both of the following: l To specify a maximum size for the replica, click Size Limit, select a number of gigabytes, and click OK. l To specify selective replication settings click Replication Settings, specify the settings you want, and click OK. (Optional) Do one or both of the following: l To encrypt the replica so that it can be opened only with your user ID, click Encryption, select "Locally encrypt this database," and click OK. l To create an index so you can perform full text searches on the replica, select "Create full text index for searching." Click OK. Tip Notes adds an entry for each local replica you create to the Replicator workspace page. You can use the Replicator page to update your replicas. To replicate only the database design You can create a replica stub: a local replica of a database that contains only the database's design. (You can replicate some or all of the database's documents to the replica stub later.) 1. Open the database. 2. Choose File - Replication - New Replica. 3. Fill in the fields in the New Replica dialog: l For Server, select Local. l Enter a file name for the replica. l For Create, click "Next scheduled replication." 4. (Optional) To encrypt the replica so that it can be opened only with your user ID, click Encryption, select "Locally encrypt this database," and click OK. 5. Click OK Note If you're creating a local replica of your mail database, make sure you give the replica the same file name as the mail database on the server, including any subdirectory names. Otherwise, Notes may not be able to find your mail database when you switch between network and remote use. Tip Notes adds an entry for each local replica you create to the Replicator workspace page. You can use the Replicator page to update your replicas. 375 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To change Replication Settings You use the Replication Settings dialog to customize your replicas. 1. Open the database. 2. Choose File - Replication - Settings. 3. Change any of these settings: Click To change Use these settings to Space Savers Replica size. Remove documents by age, or receive summaries in place of whole documents. Select a subset of documents by folder or by formula. Send Which documents you send to other replicas. Choose not to send deletions, title and catalog changes, and/or security changes. Other Enabling, priority, or dates. Choose to disable replication or change the priority of your scheduled replication. Limit incoming documents by date saved or modified. If you publish a database on CD-ROM, you can choose a publishing date. Advanced Server, document, or incoming database settings. Specify replication settings for specific servers, select a subset of documents by folder or formula, or choose incoming database properties to replicate. Tip You can use the Replicator to replicate only high priority databases. High-priority database entries on the Replicator display an exclamation point. For more information about replication settings, contact your administrator. 376 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Replicating databases in the foreground After you create a local replica, you can make changes to it and send your changes to the original database on the server. You can also receive changes that have been made to the server database. Notes lets you replicate changes in one or both directions. Notes also lets you perform selective replication. For example, you can specify that your local replica receive only newer documents. Like creating partial replicas, this is useful if you need only part of a database and want to save disk space or reduce the time and expense of remote replication. You can choose File - Replication - Replicate and select "Replicate with options" to replicate in the foreground. When you replicate in the foreground, you have to wait until Notes finishes replicating to do other work. Upon finishing replication, Notes displays replication information in the Replication Statistics dialog box. To replicate a database in the foreground 1. Click the database you want to replicate. 2. Choose File - Replication - Replicate. 3. Select "Replicate with options." 4. Click OK. 5. (Optional) Select a different server to replicate with. 6. Do one or both of the following: 7. l Select "Send documents to server." l Select "Receive documents from server." If you select "Receive documents from server," specify whether you want to receive full documents, document summaries and the first 40KB of rich text only, or document summaries only. Note Summaries include basic document information such as author and subject. 8. Click OK. Tip To do other work while you replicate, you can replicate databases in the background with the Replicator.. The Replicator also provides additional ways to replicate, for example, you can replicate multiple databases at one time. Replication Statistics Notes displays the Replication Statistics dialog box when it completes foreground replication. You can review the following: l "Additions" reports the number of new documents sent to the original database and the number received by the local replica. l "Deletions" reports the number of documents deleted from the original database and the number deleted from the local replica. l "Updates" reports the number of documents changed in the original database and the number changed in the local replica. 377 Lotus Notes Help © Copyright 1999 Lotus Development Corporation l "Databases replicated" reports the number of databases replicated. l "Databases initialized" reports the number of databases initialized. l "Mail messages transferred" reports the number of mail messages sent from your local MAIL.BOX database to your mail server (if you replicated your mail). l "Replication exception conditions logged" reports the number of possible error conditions that occurred during replication. Notes displays information about these conditions in your local Notes Log database (LOG.NSF). To close the dialog box, click OK. 378 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Replicating databases in the background You can replicate local databases in the background with the Replicator. When you replicate in the background, you can do other work while Notes replicates. You can: l Replicate your mail l Replicate a single database l Replicate multiple databases l Replicate with a selected server l Replicate high priority databases l Replicate databases on a schedule To replicate your mail in the background When you replicate your mail database in the background, you can send and receive mail or send mail only. 1. Click the Replicator icon 2. Select an option: . l Actions - Send and Receive Mail. l Actions - Send Outgoing Mail. To stop replication, click Stop. Note Notes sends outgoing mail from your local MAIL.BOX database to the server and deletes the mail from MAIL.BOX. Tip When you replicate to a server, select "Use replication history" when prompted. If you don't, Notes won't check to see if a copy of a message already exists on the server. Your replica on the server may therefore display duplicate mail messages. To replicate a single database 1. Click the Replicator icon . 2. Click the database entry you want to replicate. 3. Choose Actions - Replicate Selected Database. You can also right-click the database entry and select "Replicate Selected Database." Tip To stop replication, click Stop. To replicate multiple databases in the background 1. Click the Replicator icon . 2. In the left column, select the database entries you want to replicate. Note Make sure you remove the check marks from the entries you don't want to replicate. 3. Choose Actions - Start. Tip To stop replicating the current database entry and go on to the next one, click Next. To stop replication altogether, click Stop. 379 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To replicate with a selected server in the background You can replicate one or more databases with a selected server in the background. 1. Click the Replicator icon 2. In the left column, select the database entries you want to replicate. . Note Make sure you remove the check marks from the entries you don't want to replicate. 3. Choose Actions - Replicate with Server. 4. Select the server. 5. Click OK. Tip To stop replicating the current database entry and go on to the next one, click Next. To stop replication altogether, click Stop. To replicate high priority databases in the background You can replicate high priority databases in the background. High-priority database entries on the Replicator page display an exclamation point. To specify a database's replication priority, click the database entry, click the right mouse button, and choose Replication Settings. Then click Other and specify the priority. Or, click the right mouse button and select "High Priority" to switch high priority on and off. 1. Click the Replicator icon . 2. Choose Actions - Replicate High Priority Databases. Tip To stop replicating the current database entry and go on to the next one, click Next. To stop replication altogether, click Stop. To schedule background replication You can replicate databases in the background automatically according to a schedule you specify. When you enable scheduled replication, Replicator performs replication schedule for the current location. (You can specify different replication schedules for different locations.) 1. If necessary, specify a replication schedule for the location for the current location. 2. Click the Replicator icon. 3. In the left column, select the database entries you want to replicate on schedule. Note Make sure you remove the check marks from the entries you don't want to replicate. 4. In the left column, select the "Start replication at" entry. Tip To stop replicating the current database entry and go on to the next one, click Next. To stop replication altogether, click Stop. 380 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Displaying and clearing replication information You can use the Database Properties box to get replication information. You can: l Display a database's replica ID l Display a database's replication history l Clear a database's replication history Note To view a list of all replicas of a database, right -click the database's bookmark and select Open Replica. Notes displays a list of replicas with a check mark beside the currently selected replica. Double click a replica to open it. To display a database's replication history You can display when and with which server a database has replicated. 1. Click the database. 2. Choose File - Replication - History. 3. Select one of the following: 4. l Date shows the information by date. l Server name shows the information by server. Click Done when you are through reviewing the history. Note You can see a database's replication history when you are in the Replicator by right-clicking the database entry and selecting Replication History. Tips l To display more information about an entry, select it and click Zoom. l To copy the entire replication history to the Clipboard, click Copy. To clear replication history for a database You may want to clear a database's replication history if you think the database doesn't contain all the documents it should or if the database's replication history is out of sync with other replicas. You must have manager access to a database to clear its replication history. You can clear individual entries within a database's replication history or clear the entire replication history. 1. Click the database. 2. Choose File - Replication - History. 3. Do one of the following: l To clear one entry, select it, click Zoom, and click Remove. l To clear the entire replication history, click Clear. 4. Click Yes to delete the selected entries. 5. Click Done when you are through clearing entries. Note When you clear the history, Notes no longer has a record of when replication occurred last, so, at the next replication, Notes replicates all documents after the database's cutoff date (rather than replicating only what has changed since the last replication). The cutoff date is specified in the "Only replicate incoming documents saved or modified after" box on the Other panel of the Replication Settings dialog box. If no cutoff date is specified, Notes replicates all documents. This takes extra time, so make sure you clear the history only if you need to. 381 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Adding and removing replicas from your workspace You can add or remove replicas (copies) of a database from your workspace. You can also find all the servers which have a replica of a database. To remove a replica from your workspace 1. Select a server from the list. 2. Click Remove. To add a replica to your workspace 1. In the Add server list, select a server which contains a replica of the database. 2. Click Add. Note This is a list of all the servers currently on your workspace. You cannot add a server from here unless it contains a replica of the database. To find servers that contain a replica You can have Notes find all the servers in your Domain which contain a replica of the database by clicking Discover. This may be a long process. 382 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To disable replication for a database You can disable replication for a database temporarily. 1. Click the database. 2. Choose File - Replication - Settings. 3. Click Other. 4. Select "Temporarily disable replication." 5. Click OK. Tip This is useful if you want to prevent a database from being updated, or if you want to check to see if a database is corrupted before replicating with a server. Disabling replication suspends both cluster replication and scheduled replication for cluster servers. 383 Lotus Notes Help © Copyright 1999 Lotus Development Corporation The Notes Replicator The Replicator lets you manage replication of your local databases in one place. With the Replicator, you can replicate multiple databases with one or more servers with a single command, and Notes replicates in the background so you can do other work while Notes replicates. When you use Notes away from the office, you can have Replicator call each server you want to replicate with automatically. If you're using a passthru server or a remote LAN server, you can have Replicator make a single call and replicate all of your local databases at one time, even if they're on different servers. The Replicator also lets you customize replication depending on where you're working. For example, you could set up a local database to receive full documents when you replicate at the office (on a network) and receive shortened documents when you replicate away from the office (using a modem). The Replicator also provides additional ways to replicate; for example, you can assign high priority to selected databases and replicate only those databases. Replicator entries You can click this Replicator icon to open it from your desktop The Replicator displays: 384 . Lotus Notes Help © Copyright 1999 Lotus Development Corporation The Replicator automatically contains the following items: l Database - The Replicator contains a database entry for each local replica you have. l Start replication at - You can use this entry to specify a replication schedule and enable scheduled replication. This entry is always first and cannot be deleted. l Database templates - You can use this entry to refresh the designs of template-based databases. This entry cannot be deleted. l Send outgoing mail - This entry displays when you choose a remote location, such as home or travel. You can use this entry to send all pending messages from your local MAIL.BOX database. This entry cannot be deleted. l Local free time info - This entry displays when you choose a remote location, such as home or travel. You can check the schedules of selected individuals from the busy time database. Click the arrow and, from the list boxes, choose the names and length of time you want to check, as well as how often you want to refresh the information. You can also create the following types of entries for mobile locations (such as Home and Travel): l Call - You can use a call entry to connect to a server. l Hangup - You can use a hangup entry to end a connection with a server. Most types of entries on the Replicator contain a button which you can use to specify replication options. For example, you can use the arrow button on a database entry (or right mouse click the entry and select options) to specify the direction you want to replicate in and the server you want to replicate with. When you replicate, the status bar at the bottom of the Replicator displays current replication information, such as call attempt information, the database currently being replicated, and the number of updates that have been replicated. After replication, the Replicator displays replication statistics in each entry box, for example, the replicated server or the date and time of replication. Note You can double-click an entry to open the database, or right mouse click the entry to access replication options and settings. Replicator and locations Notes lets you set up a different Replicator page for each of your locations. This way, you don't have to change replication settings every time you work at a different location. For example: l You could set up a database entry at your Office location so that it sends and receives documents when you're at the office and you could deselect the same database entry at your Travel location so that it never replicates when you're on the road. l You could replicate all of your local databases on a schedule at your Office location and replicate only your mail on an as-needed basis at your Home location. l You could arrange database entries in one order at your Travel location and arrange them in a different order at your Home location so that you replicate in a different order at each location. 385 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Scheduling replication A replication schedule lets you replicate local databases on a regular basis automatically. You specify replication schedules in locationdocuments in your Personal Address Book. This way, you can set up different replication schedules for different places that you work. For example, you could set up a replication schedule for your Office location only, or specify different replication schedules for your Office and Home locations. Note Domino administrators can also specify replication schedules for server-to-server replication. For more information, see Domino 5 Administration Help. When you start Notes, Notes checks to see if replication is scheduled for the current location. If it is, Notes replicates in the background based on that schedule. For example, suppose you have scheduled replication for 8 AM to 6 PM Monday through Friday with a 360-minute repeat interval. If you start Notes at 9 AM on Tuesday, Notes immediately replicates, and replicates again 360 minutes later. If Notes fails to perform a scheduled replication. Notes tries to replicate again each minute until the attempt is successful. If your local databases contain time-sensitive information, it may be useful to do the following: l Schedule replication shortly before you normally start using Notes and shortly before you normally finish using Notes at a particular location. This way, you can get the most up-to-date information from servers at the beginning of the day and provide information you've updated to servers at the end of the day. l If you replicate over a phone line, schedule replication during the middle of the night when telephone calls are cheapest and servers are not as busy. Examples: Setting up Replicator The following three examples show different ways to set up the Replicator workspace page. For each, suppose you are Pat Wilkins, your mail database and database templates are on the server Apollo, the Marketing Documents database is on the server Artemis, and the Sales Discussion database is on the server Athena. Example 1 The following example shows how you could set up the Replicator at a network location to replicate selected databases. 386 Lotus Notes Help © Copyright 1999 Lotus Development Corporation When you click Start, Replicator skips the "Send outgoing mail" entry and your mail database entry because they are not checked. When Replicator reaches the "Database templates" entry, it connects to Apollo over the network and receives database template changes from the server. When Replicator reaches the Sales Discussion entry, it connects to Athena and receives documents from the server. Example 2 The following example shows how you could set up the Replicator page at a mobile location when a passthru server (or remote LAN server) is available. Suppose your administrator has set up the passthru server Zeus to provide access to the servers Apollo and Artemis. When you click Start, Replicator calls Zeus. When Replicator reaches the "Send outgoing mail" entry, it connects to Apollo through Zeus and sends your outgoing mail. When Replicator reaches your mail database entry, it stays connected to Apollo and receives mail from your database on the server. When Replicator reaches the Marketing Documents database entry, it connects to Artemis through Zeus and sends and receives documents from Marketing Documents on the server. When Replicator reaches the hangup entry, it ends the connection to Zeus. 387 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Example 3 The following example shows how you could set up the Replicator page at a network location to perform scheduled replication. When the "Start replication at" entry is checked, Replicator replicates the Marketing Documents and Sales Discussion databases according to the schedule you specify. 388 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Customizing database entries You can do the following to set up the Replicator. l Move a database entry You can arrange entries on the Replicator page so that they are replicated in the order you want. l Create a call entry You can create a call entry on the Replicator page that automatically connects to servers when you replicate over a modem. l Create a hang-up entry You can create a hang-up entry on the Replicator page that automatically disconnects from a server when you replicate over a modem. l Delete an entry Once you create your entries, you can then set replication options, such as a replication schedule, which server to call, and the direction to replicate in. To move a Replicator entry You can arrange database entries on the Replicator page so that they are replicated in the order you want. 1. Click and hold the mouse over the entry you want to move. 2. Drag the entry to its new position. Note You cannot move the "Start Replication at" entry; it is always first. Creating a call entry You can create call entries on the Replicator Page that automatically connect to servers when you replicate over a modem. When you create a call entry, keep the following in mind: l If you have set up a server connection for a passthru server (or a remote LAN server), it's a good idea to create a single call entry for this server. This way, Replicator can make one call and replicate with multiple servers. For more information about passthru or remote LAN servers, see your Notes administrator. l You can replicate over a modem without call entries. In this case, when Replicator reaches a database entry, it automatically tries to call the server the database last replicated with. l When Replicator calls a server, it stays connected to the server until it reaches another call entry or a hangup entry. You don't have to create a hangup entry for each call entry, just the last one. If you create two or more call entries next to each other, Replicator tries each call in turn. When Replicator connects to a server, it skips to the first entry that is not a call entry. 389 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To create a call entry 1. If necessary, switch to a location where you use a modem to connect to Domino servers (such as Home or Travel). 2. Click the Replicator icon 3. Click where you want the call entry. . Note Notes adds the call entry immediately above the entry you click. 4. Choose Create - Call Entry. Note Notes creates the entry for your home server by default. 5. (Optional) To specify a different server, do the following: l Double-click the phone button on the call entry. l Select the server you want to call and click OK. Note Notes displays the servers for which you have already specified phone numbers. To add a server to the list or specify a different phone number, choose File - Mobile - Server Phone Numbers. To create a hangup entry You can create a hangup entry on the Replicator page that automatically disconnects from a server when you replicate over a modem. Note You need only one hangup entry, even if you have more than one call entry. (When Replicator reaches a new call entry, it automatically hangs up the current call.) 1. Switch to a location where you use a modem to connect to Domino servers (such as Home or Travel). 2. Click the Replicator icon 3. Click where you want the hangup entry. . Note Notes adds the hangup entry immediately above the entry you click. 4. Choose Create - Hangup Entry. 5. (Optional) To make the hangup entry the last entry, click and hold the mouse over the hangup entry and drag it to the last position. To delete an entry You can delete database entries, call entries, and hangup entries from the Replicator Page. Note When you delete a database entry from the Replicator Page, it is deleted at all locations. If you don't want to replicate a database at a certain location, you can deselect the database entry for that location instead of deleting the entry. 1. If necessary, click the Replicator icon 2. Click the entry you want to delete. 3. Press DEL. 4. Select Yes. . 390 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Setting options on the Replicator Database entries on the Replicator contain buttons that you can click to specify a replication schedule for a location, which server to call, or the direction to replicate in. To specify additional replication settings for a database entry, click the entry, click the right mouse button, and choose Replication Settings. To specify a replication schedule for a location 1. Click the clock button on the "Start replication at" entry. 2. Under Replication, in the Schedule field, select Enabled. 3. In the "Replicate daily between" field, specify start and end times that define the period of the day during which you want replication to occur. 4. In the "Repeat every" field, specify the number of minutes you want to elapse between replication sessions. 5. In the "Days of week" field, specify the days on which you want replication to occur. 6. Choose File - Save to save the location document. To specify the server to call For a call entry on the Replicator Page, you can specify a different server to call. 1. Click the phone button on the call entry. 2. Select the server you want to call. Notes displays the servers for which you have already specified phone numbers. To add a server to the list or specify a different phone number, choose File - Mobile - Server Phone Numbers. 3. Click OK. To point a replica to a new server When you replicate to a database and that database has moved to a different server, you need to point the replica to the new server. 1. Locate the replica's bookmark. 2. Right-click on the bookmark, then select Open Replica - Manage List. 3. Type the name of the new server to which you want to replicate at the bottom and click Add. 4. The next time Notes replicates, it tries the old server first, then the new server you just added. 391 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To specify the direction to replicate in For a database entry on the Replicator Page, you can specify the server to replicate with and whether to send and/or receive documents from a server. 1. Click the arrow button on the database entry. The direction of the arrow indicates the direction the database currently replicates in. 2. 3. (Optional) Under "Replicate with server," select one of the following: l "Any available, try last successful first," starting with the last server you replicated with. l To try replicating with any server, starting with the original server you replicated with, select "Any available, try Name first," where Name is the original server's name. l To try replicating with only the original server you replicated with, select the server's name. Select one or both of the following: l "Send documents to server." l "Receive documents from server." Then specify whether you want to receive full documents, document summaries and the first 40KB of rich text only, or document summaries only (author and subject). Note Summaries include basic document information such as author and subject. 4. Click OK. Note If you disable replication for a database, the button on the database entry displays a strike-through icon instead of an arrow icon. You can click it to re-enable replication for the database. 392 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Replication and save conflicts A replication conflict occurs when two or more users edit the same document in different replicas between replications. A save conflict occurs when two or more users edit the same document in a database on a server at the same time. Notes labels documents as replication or save conflicts in the left margin of a view. How Notes treats replication conflicts At the next replication after two or more users edit and save the same document, Notes designates the most frequently edited and saved document as the main document. (If each has been edited and saved the same number of times, Notes designates the most recently saved document as the main document.) Notes displays the other(s) as responses to the main document with a diamond symbol in the left margin. If one user edits and saves a document in a replica and another user then deletes it, the deletion takes precedence. If, however, a document is edited and saved more than once, or if the document is edited and saved after the deletion, the edited document takes precedence. Note A database designer can specify that Notes merge conflicting edits into a single document whenever possible. In this case, if two users edit different fields in the same document, Notes saves the edits to each field in a single document. However, if two users edit the same field in the same document, Notes saves one document as a main document and the other as a response as described above. How Notes treats save conflicts When more than one user opens the same document to edit at the same time, Notes designates the document that has been saved first as the main document. When another user tries to save the same document, Notes prompts the user to save it as a Save Conflict document. If the user does, Notes displays it as a response to the main document with a diamond symbol in the left margin. To save information from a response in the main document and delete the response 1. Open the response document that contains information you want to save. 2. Select the information you want to copy and choose Edit - Copy. 3. Open the main document in Edit mode. 4. Place the cursor where you want the information and choose Edit - Paste. 5. Choose File - Save to save the main document. 6. Highlight to the response document. 7. Choose Edit - Clear or press DELETE. 8. Press F9 to refresh the view and delete the response document. To delete the main document and make a response the main document 1. Open the response you want to make the main document in Edit mode. 2. Choose File - Save to save the response. 3. If there are other response documents, do the following: l Select the other response documents and choose Edit - Cut. l Highlight to the document you saved in Step 2. l Choose Edit - Paste. 393 Lotus Notes Help © Copyright 1999 Lotus Development Corporation 4. Highlight to the original document. 5. Choose Edit - Clear or press DELETE. 6. Press F9 to refresh the view and delete the old main document. 394 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To replicate 1. Select "Replicate with options." 2. Click OK. 3. (Optional) Select a different server to replicate with. 4. Do one or both of the following: 5. l Select "Send documents to server." l Select "Receive documents from server." (Optional) If you select "Receive documents from server," specify whether you want to receive full documents, document summaries and the first 40KB of rich text only, or document summaries only. Note Summaries include basic document information such as author and subject. 6. Click OK. 7. To do other work while you replicate, you can replicate databases in the background with the Replicator.. The Replicator also provides additional ways to replicate, for example, you can replicate multiple databases at one time. 395 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Replication Settings Replication Settings Click To change Use these settings to Space Savers Replica size. Remove documents by age, or receive summaries in place of whole documents. Select a subset of documents by folder or by formula. Send Which documents you send to other replicas. Choose not to send deletions, title and catalog changes, and/or security changes. Other Enabling, priority, or dates. Choose to disable replication or change the priority of your scheduled replication. Limit incoming documents by date saved or modified. If you publish a database on CD-ROM, you can choose a publishing date. Advanced Server, document, or incoming database settings. Specify replication settings for specific servers, select a subset of documents by folder or formula, or choose incoming database properties to replicate. Tip You can use the Replicator to replicate only high priority databases. High-priority database entries on the Replicator page display an exclamation point. Note When you have already made a replica of a database and then you change the replication settings, it affects all the documents in that replica database. For example, if you make a full replica of your mail file locally, you get all the documents in your mail file that are kept on the server. If you then set the replication settings to now only replicate documents in your Inbox, for example, you may think that from now on you will only replicate documents for your Inbox. What happens is that the next time replication takes place, Notes removes all the documents from your local mail database except the ones in the Inbox. So the replication settings don't just affect what documents are received or sent, it affects all the documents in the database. For more information about replication settings, contact your Domino administrator. 396 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Replication History 1. 2. Select one of the following: l Date shows the information by date. l Server name shows the information by server. Click Done when you are through reviewing the history. Tips l To display more information about an entry, select it and click Zoom. l To copy the entire replication history to the Clipboard, click Copy. l To clear the history, see To clear replication history for a database 397 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Find Replica Choose a server where you want Notes to look for a replica to add to your bookmarks. 398 Lotus Notes Help © Copyright 1999 Lotus Development Corporation New Replica 1. 2. 3. Fill in the fields in the New Replica dialog: l For Server, select Local. l Enter a file name for the replica. l For Create, click Immediately. (Optional) Do one or both of the following: l To encrypt the replica so that it can be opened only with your user ID, click Encryption, select "Locally encrypt this database," and click OK. l To create an index so you can perform full text searches on the replica, select "Create full text index for searching." Click OK. Note Notes adds a bookmark entry and a database entry to the Replicator for each local replica you create. You can use the Replicator page to update your replicas. For more information, see Creating local replicas. 399 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Browsing the Web Using Notes You can use Notes for browsing the Web, accessing Internet Mail, Internet news groups, and Internet directories. See any of these topics: l Setting up your Internet connection l Opening Web pages with Notes l Saving Web pages for easy access l Opening Web pages while disconnected l Tracking changes to Web pages l Exchanging sensitive information over the Web l Customizing your Web settings l Web browsing troubleshooting 400 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Setting up your Internet connection You can browse the Web using Notes. Notes can be set up retrieve Web pages directly, or to use an InterNotes server to retrieve Web pages. Web pages retrieved by Notes are stored locally, and can only be viewed by you. Web pages retrieved by an InterNotes server are stored on that server and can be viewed by any user who has access to that server. To set up your Internet connection to retrieve pages with Notes 1. Make sure you are running TCP/IP by choosing File - Preferences - User Preferences - Ports. If you don't see a TCP/IP connection there, choose the Windows Start button in the lower left of your screen, then choose Settings - Control Panel - Network to make sure TCP/IP is enabled. 2. Choose File - Mobile - Edit Current Location to open your Location document. 3. If you connect to the Internet through a proxy server, click the Basics section in your Location document and enter the name or IP address of the proxy server in the Proxy field. Ask your Domino administrator if you are unsure about what kind of Internet connection you have. 4. Click the Internet Browser tab. 5. In the "Internet browser" field, select Notes as your browser. 6. In the "Retrieve/open pages" field, select "from Notes workstation." 7. Click "Save and Close." Note When you install Notes for the first time and you have Internet Explorer on your system, the Notes Install program imports the existing Internet Explorer proxy settings into the Notes Location document. If you make changes to proxy settings in Internet Explorer, the change does not take effect in Notes. To set up your Internet connection to retrieve pages with an InterNotes server 1. Choose File - Mobile - Edit Current Location to open your Location document. 2. Click the Internet Browser tab. 3. In the "Internet browser" field, select Notes as your browser. 4. In the "Retrieve/open pages" field, select "from InterNotes server." 5. Click the Servers tab. 6. In the "InterNotes server" field, specify an InterNotes server. Ask your Domino administrator if you are unsure about what InterNotes server to use. 7. Click "Save and Close." 401 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Opening Web pages with Notes 1. Click the Open URL icon (the globe in the upper right corner of your screen) to open the entry field. 2. Enter a URL in the Address box, or choose a URL from the list. Notes l You don't need to enter the protocol prefix (http://, for example) of a URL; to open a World Wide Web page you can start with the www. You can also press CTRL+L to open the Address box. l Choose View - Show - HTML source to see the HTML source of a Web page you are currently viewing. To have Notes make Web addresses into links You can set up Notes to create hotspots (links to the Web) from URL addresses that appear in the rich-text fields of Notes documents. That way, when you click a URL hotspot, Notes opens the URL with the browser specified in your Location document. 1. Choose File - Preferences - User preferences - Basics. 2. Under Additional options, select "Make URLs into hotspots." Note URLs must include the protocol prefix (http://, for example), and when you type one into a document, you must close and reopen the document for the URL to become a hotspot. 402 Lotus Notes Help © Copyright 1999 Lotus Development Corporation URLs supported in Notes Many Web pages contain URLs that you can click to jump to other Web pages. URLs that appear on Web pages can be graphic hotspots or blue underlined text. Note When using Notes with Internet Explorer, you modify the style of URLs in Actions - Internet Properties box. Notes supports the following URLs: l HTTP -- Hypertext Transfer Protocol is a protocol used on the Web to transfer information between Web browsers and servers. An example of an HTTP URL is http://www.ibm.com/. l HTTPS -- HTTPS is a security-enhanced version of Hypertext Transfer Protocol used on Internet servers that use Secure Sockets Layer (SSL). An example of an HTTPS URL is https://www.chase.net. l FTP -- File Transfer Protocol (FTP) is a common way to download files on the Internet. Many Internet servers provide access to their files through FTP. As you browse the Web, you may encounter an FTP URL on a Web page. When you click that URL, the Web Navigator displays an FTP directory. Navigate through the directory and download files to the Web Navigator database by clicking the files you want. Once a file is in the database, you can save it or copy it anywhere. You can open a specific FTP page by entering its URL in the Open URL dialog box. An example of an FTP URL is ftp://ftp.cert.org/. l Gopher -- Gopher is a popular interface to information on the Internet. As you see Gopher URLs on Web pages, you can click them to display the menu structure of a Gopher page. You can open a specific Gopher page by entering its URL in the Open URL dialog box. An example of a Gopher URL is gopher://dewey.lib.ncsu.edu/11/library/reference/guides. l Mailto -- A mailto URL is a link that opens into an e-mail system (typically, Notes mail) to allow the user to send e-mail to the person specified in the link; for example, mailto:[email protected]. When you click a mailto URL, Notes opens a memo and automatically enters the recipient's address in the To: field. You can then send mail to the name specified in the mailto URL. l News -- Network News Transfer Protocol (NNTP) is used to read Usenet discussion groups. An example of a news URL is News:alt.test. This opens your Internet News (NNTP) account and the newsgroup alt.test. (If you have more than one NNTP account in the Accounts view of your address book, Notes automatically opens the first one alphabetically.) 403 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Opening Web pages while disconnected Notes automatically stores a copy of any Web page you visit. As you browse the Web, you build up a list of these stored pages. Notes checks this list first whenever you try to open a Web page. If Notes finds the page you are looking for, it opens that stored copy. If Notes doesn't find the page, it retrieves the page from the Web. This is advantageous because first, even when you are disconnected from the Web, you can still browse your stored Web pages, and second, it makes browsing quicker when you are connected. To browse while disconnected 1. Choose File - Mobile - Edit Current Location to open your Location document. 2. Click the Internet Browser tab. 3. In the "Retrieve/open pages" field, select "No retrievals." 4. Click "Save and Close." Notes l With this setting, Notes only retrieves pages stored in either the Personal Web Navigator or Server Web Navigator database. It does not retrieve pages from the Web. You cannot browse new or updated pages until you re-connect and change this setting. l If you want to browse pages stored in the Server Web Navigator database, make sure you have a local replica of the database, and replicate just before you disconnect so the pages are up-to-date. To store linked pages for browsing while disconnected You can store all the Web pages linked to a single page (without visiting each one) by running an agent called Web Ahead. Web Ahead retrieves and stores not only the page you specify, but the pages that are linked to that page. In the example below, the Web Ahead agent retrieves and stores one level down - so not only is www.Lotus.com stored, but all sixteen linked pages are also stored. Note The Web ahead agent is only available when you are using Notes, or Notes with Internet Explorer, as your browser. 404 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Enabling the Web Ahead agent 1. Choose File - Preferences - User Preferences. 2. Under Startup Options, select "Enable scheduled local agents." 3. Open any Web page and choose Actions - Internet Options. 4. Click the Web Ahead tab, enter the number of levels of pages you want to save. For example, entering 2 would mean the agent would save pages two levels down: the page itself (page A), any page connected by a URL (page B), and any page connected to that page by a URL (page C). 5. Click "Save and Close." Note You need only enable Web Ahead once for all future use. To run the Web Ahead agent on a Web page 1. Open the Web page. 2. Choose Actions - Move to Folder. 3. Select WebBot - Web Ahead folder. 4. Click OK. Note The Web Ahead agent runs automatically every half hour. Once it runs successfully on a page you have placed in the Web Ahead folder, Notes removes the page from that folder. To view or delete pages in the Web Ahead folder, see the topic Retrieving and storing Web pages. 405 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Saving Web pages for easy access One way of saving a Web page is to make it a bookmark. To bookmark a Web page You can bookmark any Web page you open, placing it in an existing folder, or creating a new folder. 1. Open the Web page. 2. Choose Create - Bookmark. 3. Select a folder in the dialog box, or click "New Folder" and name the folder. 4. Click OK. To forward a Web page When you forward a Web page to someone, Notes forwards only the body of the Web page. To ensure the recipient can access all features of the page, forward the URL (bookmark) instead of the page. 1. Open the Web page. 2. Choose Actions - Forward. 3. Choose one of the following, then click OK: l To forward the URL, select "Forward bookmark to page." l To forward the page, select "Forward copy of page." 4. Enter the names of the recipients in the To field, and enter any other comments you want to send to the recipients. 5. Click Send. Note If you are using Notes with Internet Explorer, and you forward a copy of the page to someone using just Notes, the contents of the page are converted from HTML to rich-text, and therefore might look slightly different. Also, when using Notes with Internet Explorer you can forward URLs using the FILE protocol, something you cannot do in Notes. 406 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Connecting to the Internet through a proxy server You can set up Notes to connect to the Internet through either an HTTP or a SOCKS proxy server, instead of connecting directly to the Internet through an Internet Service Provider (ISP). If you don't specify a proxy server, you can only access the Internet if you have a direct Internet connection. Ask your Domino administrator if you have a proxy server and what its name or IP address is, and then specify the following proxy settings. 1. Choose File - Mobile - Edit Current Location to open your Location document. 2. Click the Basics tab, and in the Proxy field enter the name or IP address of the proxy and the port; for example, proxy.company.com:8080 or 222.333.44.555:8080. 3. (Optional) Click the button next to the Proxy field to enter the following proxy settings: (For more information on each proxy setting, click the Help button located in the upper right corner of the dialog box. ) 4. l HTTP -- Enter the name or IP address of the proxy and the port to access HTTP pages. Select "Use same proxy for Internet protocols" if you want Notes to use the same HTTP proxy for FTP, Gopher, and SSL Security. (See the following table for how this field works in conjunction with other proxy fields.) l FTP -- Enter the name or IP address of the proxy and the port to access FTP pages. l Gopher -- Enter the name or IP address of the proxy and the port to access Gopher pages. l SSL Security -- Enter the name or IP address of the proxy and the port to access pages on Internet servers using SSL. (See the following table for how this field works in conjunction with other proxy fields.) l SOCKS -- Enter the name or IP address of the proxy and the port. (See the following table for how this field works in conjunction with other proxy fields.) l HTTP Tunnel -- This field is used for all Notes-to-Notes communication over the Internet; for example, if you want to connect to a Domino server over the Internet. (See the following table for how this field works in conjunction with other proxy fields.) l "No proxy for these hosts or domains" -- You can bypass the proxy to access certain domains on the Internet (or to access your internal intranet domain). Enter the names of the hosts and domains you want to access without going through the proxy. (You cannot use the IP address in this field; you must use the name.) Separate multiple entries with commas or carriage returns. You can use wildcard (*) characters; for example, *.lotus.com or www.*.com. Click "Save and Close." Which proxy Notes uses The following table shows which proxy Notes uses if you enter values in both fields. If you enter values for both of these fields: Notes uses this proxy: HTTP Tunnel HTTP Tunnel SOCKS SSL Security SSL Security SOCKS HTTP SOCKS SOCKS 407 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Select a MIME character set You can select a MIME (Multi-purpose Internet Mail Extension) character set that supports a langauge that you specify. Computers use the MIME protocol to exchange different kinds of data files on the Internet: audio, video, images, application programs, and other kinds, as well as the ASCII. 408 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Tracking changes to Web pages You can run a background agent called Page Minder that closely watches a particular Web page and notifies you when the contents of that page change. To enable the Page Minder 1. Choose File - Preferences - User Preferences. 2. Under Startup Options, select "Enable scheduled local agents." 3. Open any Web page and choose Actions - Internet Options. 4. Click the Page Minder tab. 5. Click "Enable Page Minder" next to the agent. 6. In the "Page Minder agent preferences" section, fill out these fields: 7. l Search for updates every -- Choose how often you want the agent to check to see if the page contents have changed. You can choose Hour, 4 Hours, Day, or Week. l When updates are found -- Specify how you want to be alerted that the page changed. Choose "Send me a summary" to send a message notifying you that the page has changed. Choose "Send me the actual page" to send the newly updated Web page. l Send to -- Specify the name of the person to alert when the page content changes. For help on searching for names, see the topic To pick people. Click "Save and Close." Note You need only enable Page Minder once for all future use. To run the Page Minder agent on a Web page 1. Open the Web page. 2. Choose Actions - Copy to Folder. 3. Select WebBot - Page Minder folder. 4. Click OK. To stop reminders You can stop the Page Minder agent from reminding you about a particular Web page by deleting that page from the Personal Web Navigator or Server Web Navigator database. 1. Choose File - Database - Open. 2. Select your Local server (it's the default). 3. Select the "Personal Web Navigator" or "Server Web Navigator." 4. Click Open. 5. In the Navigation pane, choose WebBots - Page Minder. 6. Select the Web page. 7. Click Delete. 409 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Exchanging sensitive information over the Web With Notes as your browser, you can exchange sensitive information, such as credit card data, with Web sites on servers that use Secure Sockets Layer (SSL). SSL protects the connection between Notes and these Web servers. You can recognize SSL-protected Web sites because they use the https:// protocol in their URL. You need an Internet cross certificate to exchange information securely with a Web site that uses SSL. When you access a Web site that uses SSL, the site presents its certificate and you are prompted to create a cross certificate. Once you create the cross certificate, the connection is secure. Any data you exchange with the server is encrypted, so it can only be decrypted by the rightful receiver. You can see the list of stored cross certificates in your Personal Address Book by clicking the Settings icon, then the Certificates view. Note To view the list of certificates when using Notes with Internet Explorer, choose Actions - Internet Properties, then click the Security tab. You must enable SSL certificates in both the Personal Address Book (Notes) and the Internet Properties box (Internet Explorer). To access an SSL Web site without an Internet cross certificate You can set the Notes browser to accept any SSL certificate it comes across, meaning it won't have to issue a cross certificate in order to exchange data. The identity of the server is not confirmed, but the connection is still secure. 1. Choose File - Mobile - Edit Current Location to open your Location document. 2. Click the Advanced tab, and then click the SSL tab. 3. Choose Yes in the "Accept SSL Site Certificates" field. 410 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Customizing your Web settings Once you have set up your Internet connection, you can customize your settings to control how Notes works with the Web. These settings are located in both your Location document, and in your Internet Options document. While you can change you Location document any time, you can only make edits in your Internet Options document while you are browsing the Web. After you change settings, you may need to refresh your view to put them into effect. To refresh your view, click the refresh button in the upper right corner of your Notes window. Note If you use the InterNotes server, your Domino administrator manages your Internet settings. See any of these topics: l Modifying the appearance of Web pages l Displaying Web pages containing images l Retrieving and storing Web pages l Deleting stored Web pages l Enabling Java applets l Changing basic settings in User Preferences 411 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Modifying the appearance of Web pages Using Notes as your browser, you can change visual attributes on Web pages that you retrieve. 1. While viewing a Web page, choose Actions - Internet Options. 2. Click the Presentation tab and select either "Save as Rich Text and HTML" or "Save as Rich Text only." 3. Specify font and size settings: 4. l Anchors -- Specifies the way you want the URLs on Web pages to appear. The default is Underline/Blue. l Body text -- Specifies the font and size of the text not defined within the rest of the fields in this section. The default is Times 10. l Fixed -- Specifies the font for text within the <CODE>, <SAMPLE>, <KBD>, and <TT> tags. The default is Courier. l Plain -- Specifies the font for text within the <PLAINTEXT>, <PRE>, and <EXAMPLE> tags. The default is Courier. l Address -- Specifies the font for text within the <ADDRESS> tag. The default is Times. l Listing -- Specifies the font for text within the <LISTING> tag. The default is Courier. Click "Save and Close." Note If you are using Notes with Internet Explorer, choose Actions - Internet Properties to change your font and size settings, and visual attributes. 412 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Displaying Web pages containing images Notes supports popular image formats that you see on Web pages, including GIF and JPEG. By default, Notes displays images after the text of a Web page loads, so that pages load quickly. However, you can change this settings to: l Display images while the text loads l Display images only via a mouse click To display images while text loads 1. Choose Database - Properties. 2. In the Basics tab deselect "Display images after loading." To display images via mouse click You can also choose how Notes loads images by changing settings in your Location document. 1. Choose File - Mobile - Edit Current Location to open your Location document. 2. Click the Advanced tab, then the Basics tab. 3. In the "Load images" field, choose Always to display images automatically, or choose "On request" to display images one-by-one as you click them. 4. Click "Save and Close." Note To display images via mouse click when using Notes with Internet Explorer, choose Actions - Internet Properties and deselect "Show pictures." 413 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Retrieving and storing Web pages Notes stores any Web page it you have it retrieve. If you are using Notes to retrieve Web pages directly, the pages are stored in the Personal Web Navigator database (PERWEB.NSF). If you are using an InterNotes server to retrieve Web pages, the pages are stored on that server, and are accessible from the Server Web Navigator database (WEB.NSF). Since an InterNotes server is shared by a number of users, it contains pages they have visited as well. See any of these topics: l To specify how often stored Web pages should be updated l To control log messages Note If you are using Notes with Internet Explorer and select "Manually store pages for disconnected use" under the Size options tab in the Internet Options document, Notes does not automatically store Web pages. To store a page in the Personal Web Navigator database, open the page, then choose Actions - Keep page. Also, with this setting, the Update cache field also has no effect. To specify how often stored Web pages should be updated 1. Choose File - Mobile - Edit Current Location to open your Location document. 2. Click the Advanced tab, and then the Web Retriever tab. 3. In the "Update cache" field, select Never (the default) to never update stored Web pages; "Once per session" to update stored Web pages once per Notes session; or "Every time" to update stored Web pages each time you open one. 4. Click "Save and Close." Tip You might want to make sure time-critical information, such as stock prices, is reloaded each time you open a stored Web page, so you have the latest information. To control log messages This setting controls the log messages sent to your LOG.NSF, and also the log messages sent to your ALOG.NSF created by Page Minder and Web Ahead. 1. Choose File - Mobile - Edit Current Location to open your Location document. 2. Click the Advanced tab, then the Web Retriever tab. 3. In the "Retriever log level" field, select None to send no messages; Terse to send minimal messages; and Verbose to send all messages to your LOG.NSF. The default is None. 4. Click "Save and Close." To control how Notes retrieves pages You can set how many parts of a Web page Notes retrieves at the same time. For example, you can set Notes to retrieve text, images, and video all at once, instead of one at a time. Choose File - Mobile - Edit Current Location, then click Advanced - Web Retriever. Select a number in the "Concurrent Retrievers" field. The default number of retrievals is 4. Caution The more retrievals you have working at once, the more computer memory you use. This could significantly slow down the time it takes to download pages. 414 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Deleting stored Web pages You can automatically delete stored Web pages if they are not visited within a certain amount of days. You can also manually delete stored Web pages from the Personal Web Navigator database or Server Web Navigator database. See any of these topics: l To automatically delete stored Web pages l To manually delete stored Web pages To automatically delete stored Web pages You can set up a Housekeeping agent to automatically delete stored Web pages. It runs daily at 1 AM. 1. While viewing a Web page, choose Actions - Internet Options. 2. Click the Size options tab and choose one of the following options: l "Reduce full pages to links if not read within" -- Notes deletes the contents of the Web page, but saves the URL so you can open it on the Web. l "Remove pages from database if not read in" -- Notes deletes the entire Web page. l Disable -- Disables the agent that automatically deletes stored Web pages. 3. (Optional) If you choose to reduce full pages to links or remove pages entirely from the database, select the number of days that a Web page should be in the database before Notes deletes it. 4. (Optional) If you want Notes to warn you with a message box when the database exceeds a certain size, check "Warn me when the database exceeds" and specify a size in megabytes. 5. Click "Enable Housekeeping." 6. In the "Choose Server To Run On" dialog box, choose Local and click OK. (This dialog box only appears if you have not yet enabled the agent in this database.) To manually delete stored Web pages You can manually delete Web pages from either the Personal Web Navigator database or Server Web Navigator database where they are stored. 1. Choose File - Database - Open. 2. Select your Local server (it's the default). 3. Select "Personal Web Navigator" or "Server Web Navigator." 4. Click Open. 5. Do one of the following: 6. l To delete documents based on document size, select Other - House Cleaning in the navigation pane. Notes displays a list of documents, sorted in ascending order by document size. Click a column heading to sort in another order. l To delete documents based on file size, select Other - File Archive in the navigation pane. Notes displays a list of files, sorted in alphabetical order by file size. Click a column heading to sort in another order. Select the documents and click Delete on the action bar. Notes removes the document as well as any files associated with that document, such as graphic files. 415 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Enabling Java applets Notes provides support for running Java applets. You can control the level of access that servers running Java applets have to your system by specifying the level of access on a server-by-server basis. This level of access control works well for a corporate intranet where you want to allow open access to internal servers while limiting access to external servers. Notes l Java applet security settings in the Execution Control List (File - Preferences - User Preferences - Basics Security Options) do not apply when you are using Notes with Internet Explorer. l The defaults set in the "Java applet security" section allow all servers to run Java applets in Notes. However, regardless of what settings you choose in the "Java applet security" section, Notes does not permit any server access to any of your system resources (files, environment variables, password files, and so on). To enable Java applets to run in Notes 1. Choose File - Preferences - User Preferences. 2. Click Basics, then under Additional Options select "Enable Java applets." Note If you are using Notes with Internet Explorer and select Enable Java applets in User Preferences, Java applets are also enabled in Internet Explorer. 3. If your Internet connection is through a proxy server, choose File - Mobile - Edit Current Location. Click the Basics tab and enter the proxy name in the Proxy field so applets can run on your workstation. 4. (Optional) To provide greater control on a server-by-server basis, click the Advanced tab, and then click the Java Applet Security tab; complete the following fields: l Trusted hosts -- Enter the IP address or domain name of hosts (servers) that you trust for loading Java applets on your workstation; for example, www.ibm.com. You can specify wildcards; for example, 123.45.678.* or *.ibm.com. (Note that in cases where host names map to multiple IP addresses or vice versa, a host you think is trusted may not be recognized as trusted.) Caution If you leave this field blank, the network access you specify in the "Network access for untrusted hosts" is in effect for all hosts. l Network access for trusted hosts -- This field determines what level of network access the hosts you entered in the Trusted hosts field have. "Disable Java" means the trusted host cannot run applets on your system. "No access allowed" means the trusted host can run an applet on your system, but cannot make network HTTP connections on any host. "Allow access to any originating host" means that the applet can make network HTTP connections on the host where the applet was retrieved. "Allow access to any trusted host" means that the applet can make network HTTP connections only on trusted hosts. "Allow access to any host" means the applet can make network HTTP connections on any host. The default is "Allow access to any trusted host." 416 Lotus Notes Help © Copyright 1999 Lotus Development Corporation l Network access for untrusted hosts -- This field determines what level of access the hosts you did not specify in the "Trusted hosts" field have on your computer. "Disable Java" means untrusted hosts cannot run applets on your system. "No access allowed" means untrusted hosts can run applets, but cannot make network HTTP connections on any host. "Allow access to any originating host" means that the applet can make network HTTP connections only on the host where the applet was retrieved. The default is "Allow access only to originating host." l Trust HTTP Proxy -- Use this field only if you have specified that Java applets should run through a proxy (by entering a proxy in the HTTP proxy in the Proxy field in the Basics section of your Location document). Choose Yes in this field if you cannot run an applet because your local machine is not able to resolve the host name, and you want to trust your proxy to perform the resolution for you. The default is No. 5. (Optional) Choose File - Tools - Show Java Debug Console to troubleshoot any problems. 6. Click "Save and Close." 417 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Notes Preferences You can customize Notes so that it runs and displays just the way you want it to. Most of the Notes preferences can be accessed from File - Preferences - User Preferences. Notes also includes a little application called Notes Minder that notifies you when you have mail, even when Notes is not running. You can also set up your Notes to use SmartIcons. Click this topic Basic settings To see how to l l l l l l l l l l l l l l l l l l l l l l l l l Mail and News settings l l l l l l l l l l Port settings l l l l l l Change icon and bookmark color and size Check subscriptions at startup Find unread documents Turn on scheduled agents Choose your location Change the default fonts Change the local database folder Lock user ID when inactive Change how you empty trash Add words to your dictionary Mark documents already read Make Internet URLs into clickable hotspots Close windows with right double-click Enable Java applets and JavaScript Enable Java access from JavaScript Enable plugins in Notes Enable ActiveX in Notes Browser Retain View column sorting Accept Cookies Make Notes my default Web browser Turn on MS Office 97 SendTo to Notes Use the Web palette Show extended accelerators Turn on Unicode display Changing time and daylight savings time Use another mail program Use another editor program Use a different Personal Address Book Specify how you format multilingual Internet mail Specify how you format Internet mail messages Specify how you format Internet news messages Change how often Notes checks for new mail Change how you save your sent mail Use digital signatures and encryption for security Specify how you want to be notified when you get mail Configure ports Delete a port Reorder a port Trace a port connection Enable or disable a port Encrypt data through a port 418 Lotus Notes Help Click this topic Security settings © Copyright 1999 Lotus Development Corporation To see how to l l l l l l l l l International settings l l l l l l l l l l User ID Passwords Changing your User Name Certificates to access servers Public, private, and encryption keys Creating, mailing, or copying your public key for recertification Encrypting document fields Restricting access to documents and local databases Restricting execution access Change regional settings Add an alternate name Change the content language Change how Notes translates characters Choose a sorting language Choose a spelling dictionary in another language Change the day the week starts on Change the day the calendar view starts on Change the day the small calendar view starts on Change the unit of measure (inches or centimeters) 419 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Changing preferences Click on any setting: 420 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Basic settings Click any of these topics. Display options l Change the icons color scheme l Change the Bookmark icon size l Change the default fonts l Add words to your dictionary Startup options l Check for subscriptions l Choose your location l Find unread documents l Turn on scheduled agents l Change the local database folder l Change how you empty trash Security options l Lock user ID when inactive Additional options l Mark documents already read l Make Internet URLs into clickable hotspots l Close windows with right double-click l Enable Java applets and JavaScript l Enable plugins in Notes l Enable ActiveX in Notes Browser l Retain View column sorting l Accept Cookies l Make Notes my default Web browser l Turn on MS Office 97 SendTo to Notes l Use the Web palette l Show extended accelerators l Turn on Unicode display l Set a time zone and daylight-saving time 421 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To set a bookmark as your home page Once you have bookmarked a database, document, or a web page, you can set that bookmark to open every time you start Notes. In previous versions of Notes, you could choose a startup database. In the Notes Release 5, you select a bookmark as your home page, and that database, document, or Web page will open as your default view when you start Notes. You can redo this as aften as you like. 1. Right-click on any bookmark. 2. Select the option, "Set Bookmark as Home Page." 3. In the "Set Home Page" dialog box, click OK. Note If the desired database does not have a bookmark, drag the open database's task button to the bookmark bar. To undo setting a bookmark as your home page You can reset the default Welcome Page to act as your Home Page. 1. Open your Favorite Bookmarks folder on the bookmark bar. 2. Right click on the Welcome bookmark. 3. Select the option "Set Bookmark as Home Page." 4. In the "Set Home Page" dialog box, click OK. Tip If the Welcome Page bookmark is not in your Favorite Bookmarks folder, choose File - Database - Open and click Browse. Then select BOOKMARK.NSF in your Data directory and click Select. Click Open and drag the Welcome task button to your Favorite Bookmarks folder. 422 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To change the icon color scheme 1. Choose File - Preferences - User Preferences. 2. Click Basics. 3. Under Display Options, choose a color option (full, system, gray, or pale). 423 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To change the Bookmark icon size 1. Choose File - Preferences - User Preferences. 2. Click Basics. 3. Under Display Options, choose a size (small, medium, or large). 424 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To check for subscriptions at startup 1. Choose File - Preferences - User Preferences. 2. Click Basics and select "Check Subscriptions." This command checks for new subscription results. See Database subscriptions for more information. To disable subscriptions If you are not using subscriptions, disable them to free up resources and improve the performance of Notes. 1. Choose File - Preferences - User Preferences. 2. Click Basics. 3. Deselect "Check Subscriptions" under "Startup Options." Note If you have an old headline.nsf, you can fix it in these ways: l Delete headline.nsf and it will be recreated with the new template information. l Change the archiving on headlines.nsf to purge every 2 days instead of 365. l Disable the New Mail subscription in the headline.nsf database. l Manually purge the subscription results by right-clicking New Mail results on the Database Subscription outline and pick remove in the popup. 425 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To find unread documents at startup You can setup Notes to automatically scan your selected start-up database for any unread documents and display those documents to you at startup. 1. Choose File - Preferences - User Preferences. 2. In Startup options, select the check box, "Scan for unread" and click OK. Tips l To scan unread documents at any time, select Edit - Unread Marks - Scan Unread. l You can also scan unread mail by clicking the icon in the lower right of your screen and choosing scan unread mail. 426 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To turn on scheduled agents 1. Choose File - Preferences - User Preferences. 2. Select the check box, "Enable scheduled local agents" and click OK. Note You can run scheduled agents when you start Notes. This way, you can have Notes automatically perform tasks you have scheduled, such as sending mail and moving documents into folders. 427 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To choose your location at startup You can have Notes ask for your current location each time you start Notes. This is useful if you use Notes at more than one location, for example, at home, on the road, or in the office. 1. Choose File - Preferences - User Preferences. 2. Select the check box "Prompt for location" and click OK. 428 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To change display fonts Notes lets you change how serif, sans serif, and monospaced fonts look in your Notes. For example, Notes uses Helv (Helvetica) for a sans serif font by default. You can change from Helvetica to another sans serif font, for example. 1. Choose File - Preferences - User Preferences. 2. Click Basics. 3. Under Display Options, click "Default Fonts." 4. In the "Default Fonts" box, choose the default fonts you prefer, and then click OK. 5. Restart Notes to display the changed fonts. Note To restore the Notes default font settings, click Default in the "Default Fonts" box, and then click OK. 429 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To change your Notes data directory or data folder 1. Choose File - Preferences - User Preferences. 2. Enter the path to your new Notes data directory in the "Local database folder" box. (On the Macintosh, click Browse under "Notes data folder," select your new Data folder, and click Choose <Folder name>.) Notes l Your Notes data directory or Data folder on the Macintosh should contain local databases, local database templates, your Bookmark.nsf file, and Country Language Services (.CLS) files, which contain information Notes uses to sort documents and import files. l Your NOTES.INI file is stored in your Notes program directory, unless you have a shared installation, then it is stored in the Windows directory. Macintosh users The Notes data directory is the data folder on the Macintosh. l l Your NOTES.INI information is stored in your Notes Preferences file, which is located in the Preferences folder in your System Folder. 430 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To lock your user ID when Notes is inactive 1. Choose File - Preferences - User Preferences. 2. In the text space "Lock ID after", enter the number of minutes that must pass before Notes locks itself. Note If the space is left blank Notes will never lock, regardless the amount of inactivity. 431 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To change how you empty the trash folder 1. Choose File - Preferences - User Preferences 2. Click the down arrow next to "Empty Trash Folder." 3. Choose one of these options: Click this To make Notes do this Prompt me during database close Notes asks you whether you want to clear the mail in the trash folder each time you close your mail database. Always during database close Notes automatically clears the mail in the trash folder each time you close your mail database. Manually Notes cancels automatic clearing of the trash folder. Tip To empty the trash folder anytime, select the trash folder, then choose Actions - Empty Trash. 432 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To add words to your dictionary It's often helpful to add words to you personal dictionary. These are words that you use commonly and are not found in a standard dictionary. 1. Choose File - Preferences - User Preferences. 2. Click "User Dictionary..." 3. Enter the word in the text box (below the larger list box) and click Add. Notes l To delete a word, select the word from the list and click Delete. l The user dictionary (USER.DIC) is located in your Notes data directory (or Data folder on the Macintosh). l To change the spelling of a word, select the word from the list, enter a new spelling in the text box, and click Update. l The Notes spell checker looks for misspelled words using two dictionaries, the main dictionary and the customizable user dictionary. The main dictionary is comprehensive, but does not contain proper names or many specialized words. If you use words like this often, you can add them to your user dictionary so Notes will recognize them. l In addition to misspellings, the spell checker looks for repeated words, such as "that that." The spell checker does not check single-character words (such as "a"), text that does not contain letters (such as 75% or 23), or words that contain more than 64 characters. l The main dictionary within North America is American English (US.DIC). If your version of Notes includes more than one language dictionary (for example, if you're using Notes outside North America), you can choose a different dictionary. Language dictionaries have the extension .DIC and are located in your Notes program directory. The user dictionary (USER.DIC) is located in your Notes data directory. 433 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To mark documents as already read when you preview them 1. Choose File - Preferences - User Preferences. 2. Under Additional options, select "Mark documents read when opened in preview pane." 434 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To turn Web links into hotspots You can have Notes change uniform resource locators (URLs), or World Wide Web page addresses, into hotspots. If you have access to either the Personal or Server Web Navigator database, you can then click the hotspots to open Web pages inside the database. 1. Choose File - Preferences - User Preferences. 2. Under Additional options, select "Make Internet URLs (http://...) into Hotspots." To open pages using the Server Web Navigator database 1. Choose File - Mobile - Edit Current Location. 2. Under "Retrieve/open pages," select "from InterNotes server." 3. Under "InterNotes server," specify the InterNotes server name. TM 435 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To close windows with the right mouse button If you're using Windows, you can choose whether double-clicking the right mouse button closes the current Notes window. 1. Choose File - Preferences - User Preferences. 2. Under Additional options, select or deselect "Right double-click closes window." Tip You can click the right mouse button to display a menu related to what you're doing in Notes. (On the Macintosh, you can display this menu by pressing OPTION and clicking the mouse.) 436 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To open a document that has Java applets or JavaScript Notes provides support for running Java applets and JavaScript through the Web Navigator on Windows. 1. Choose File - Preferences - User Preferences and go to the Additional options section. 2. Select "Enable Java applets and JavaScript." Notes l If you are using the Notes Web Navigator with Internet Explorer, the change you make to enable Java applets is synchronized with the Internet Explorer software. The change takes effect if you use Internet Explorer separately from Notes. l If your Internet connection is through a proxy server, you need to enter the proxy name in the Web proxy field in your Location document so that applets can run on your workstation. Change the Java applet security settings if needed. l View the Java console (Choose File - Tools - Show Java Debug Console) to troubleshoot any problems. You cannot specify the level of access if you are using the Notes Web Navigator with Internet Explorer. The defaults set in the Java applet security section allow all hosts to run Java applets on your system. However, regardless of what settings you choose in the Java applet security section, Notes does not permit any host access to any of your system resources (files, environment variables, password files, and so on). l You can also select "Enable Java access from JavaScript." 437 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To enable Notes plugins A plugin is a helper application that runs within Notes. Helper applications are those programs called upon by the browser to display those content types that it cannot handle internally. 1. Choose File - Preferences - User Preferences. 2. Under Additional options, select "Enable Plugins in Notes browser." 438 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To enable ActiveX in the Notes browser This setting allows the Notes browser to recognize HTML Object tag references for downloading and installing ActiveX controls. 1. Choose File - Preferences - User Preferences. 2. Under Additional options, select "Enable ActiveX in Notes Browser." 439 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To retain View column sorting Notes lets you save your particular database column sorts. This is particularly helpful if you always want to view your new mail at the top, rather than the bottom. 1. Choose File - Preferences - User Preferences. 2. Click Basics 3. Under Additional Options, select "Retain View column sorting." 440 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To accept Internet cookies Cookies are often used to store URL login data and to let a web site know that you have been to that web site before. 1. Choose File - Preferences - User Preferences. 2. Under Additional options, select "Accept Cookies." 441 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To make Notes your Internet browser 1. Choose File - Preferences - User Preferences. 2. Under Additional options, select "Make Notes my default web browser." 3. Choose File - Preferences - Location Preferences. 4. Select the Internet Browser tab. 5. Choose "Notes" from the list of Internet browser options at the down arrow. 6. Restart Notes. 442 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To turn on MS Office 97 SendTo to Notes When enabled, this option causes all mail "Send To" commands in Microsoft Office 97 applications to start Notes mail and send the file as an attachment in a mail memo. 1. Choose File - Preferences - User Preferences. 2. Under Additional options, select "Enable MS Office 97 SendTo to Notes" 3. Close Notes and restart your system. 443 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To use the Web palette The color palette is the range of colors available to use within a program. The web palette is 256 colors that most computers can display. 1. Choose File - Preferences - User Preferences. 2. Under Additional options, select "Use Web Palette." 444 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To show extended accelerators You can use keyboard accelerators (Windows ALT+keys) to access on-screen elements such as the window tabs and action bars. By default, extended accelerators are enabled. 1. Choose File - Preferences - User Preferences. 2. Under Additional options, select "Show Extended Accelerators." 445 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To turn on Unicode display 1. Choose File - Preferences - User Preferences. 2. Under Additional options, select "Enable Unicode display". Notes l When you enable Unicode display, Notes will use Unicode fonts and Unicode representations when displaying text. If you don't turn on this option, Notes will use native-language fonts and representations. If you have Unicode fonts on your machine, or even if you don't know that you have Unicode fonts, you should check this option. The reason this option is even here is that for some languages the Unicode fonts that are available are busted so you need to turn them off. l If you get mail in Unicode format and aren't using Unicode fonts, Notes automatically converts the mail to display with the fonts that you have. 446 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To change how you save your sent mail 1. Choose File - Preferences - User Preferences. 2. Click the Mail And News icon. 3. In the "Save sent mail" drop-down list, select an option. Notes l When you choose "Always keep a copy", Notes saves the messages you send in the Sent view. l When you choose "Always prompt", Notes will ask you if you want to save each message when you send it. If you select "Yes" when Notes asks if you want to save a message, Notes saves the message in the Sent view. l You can also save a message in a folder when you send it. Instead of clicking "Send", click "Send and File" when you send it. Notes displays the "Select a folder" box. Select the folder in which you want to save the message. Click Add. If you need to create a new folder for the message, click "Create New Folder." Notes sends the message and places a copy in the folder you selected. 447 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To use digital signatures and encryption for security 1. Choose File - Preferences - User Preferences. 2. Click the Mail And News Icon. 3. Select one or more security options: "Sign sent mail," "Encrypt sent mail," or "Encrypt saved mail." Notes l Choose "Sign sent mail" to include a digital signature in your messages. This signature assures the recipients that you are the person who created the message. l To encrypt mail, Notes creates a unique public and private key for each user. If someone sends you encrypted mail, Notes uses your public key to encrypt the message, making it unreadable to any user except you. When it delivers the message to your mail database, Notes uses your private key to decrypt (decode) the message for you. l Choose "Encrypt sent mail" to automatically encrypt all messages that you send. l Chose "Encrypt saved mail" to encrypt drafts of messages and messages that you save. Only messages saved after this option is chosen are encrypted. To encrypt previously-saved messages, you must open and re-save the messages. Encrypting saved mail prevents unauthorized access to messages by administrators or people with unauthorized access to the mail server. Tip If you want to digitally sign or encrypt individual messages before you send them, click the Delivery Options button, then select the Sign and Encrypt check boxes. 448 Lotus Notes Help © Copyright 1999 Lotus Development Corporation International settings See any of these topics: l Change regional settings l Specify an alternate name langauge l Specify a content language l Change how Notes translates characters l Use a different sorting language l Choose a spelling dictionary in another language l Change the day the week starts on l Change the day the calendar view starts on l Change the unit of measurement 449 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To choose a regional setting for Notes 1. Choose File - Preferences - User Preferences. 2. Click International. 3. Under "Regional Settings" click the down-arrow to select a region or country language. Note The "Reset All Options Below" button will restore the values for the regioanl profile to the default. 450 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To choose an alternate name language 1. Choose File - Preferences - User Preferences. 2. Click International. 3. Click the "Change" button for "Alternate name language". 4. Select an alternate name language from the left column, then click the right arrow to move the language over to the right column. An alternate name is helpful when you want to use your native language and character set for display and name lookup purposes. For example, you can type in a name in a native language and character set when sending mail or choose to display all documents in a database in a native language and character set. Choosing an alternate name language will also let you view alternate names. For example, if you select Japanese, Spanish, and Chinese (Simplified) from the alternate name list, you then will be able to see alternate names in those languages. Notes l Before you can use an alternate for your name, your administrator must assign two names to you, a primary name and alternate name. The primary name is internationally recognizable; the alternate name is recognizable in your own native language. l Your primary name and alternate name must be added to your user ID. l You can have only one alternate name. 451 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To choose a different content language 1. Choose File - Preferences - User Preferences. 2. Click International. 3. Click the "Change" button for "Content language." 4. Select a language from the left column, then click the right arrow to move the language over to the right column. Notes l By choosing a content language, you can take advantage of other languages served up by a Domino or HTTP server. l If a Domino database supports multi-lingual databases, you add the supported content language using this option. l When you change the language under "Regional Settings", Notes changes the language for "Content Language." 452 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To change how Notes translates characters When you import or export, you can specify the character translation file Notes uses to translate characters, such as international currency symbols. 1. Choose File - Preferences - User Preferences. 2. Click International. 3. Click Import/Export Character Set. 4. Select a character set. 453 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To sort in a different language 1. Choose File - Preferences - User Preferences. 2. Click International. 3. Click the "Change" button for "Sorting." 4. Select "Display all languages" to see a list of languages (optional). 5. Select the sorting language. 454 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To choose a spelling dictionary in another language 1. Choose File - Preferences - User Preferences. 2. Click International. 3. Click the "Change" button for "Spelling dictionary". 4. Select the language you want. Notes l If you have additional dictionaries installed (DIC files), you may choose a different dictionary. l The default dictionary within North America is American English (US.DIC). l Language dictionary files have the extension .DIC and are located in your Notes data directory). 455 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To change the day that the week starts on 1. Choose File - Preferences - User Preferences. 2. Select International. 3. Select a day of the week under "Week starts on." Note The default start of the week is Sunday, but some countries begin the week on a day other than Sunday. Notes will use this day to set up your free time schedule. 456 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To change the day the calendar view starts on 1. Choose File - Preferences - User Preferences. 2. Select International. 3. Select a day of the week under "Calendar view starts on." Note Changing the day of the week is useful when your work week begins on a certain day. Notes will use this day to set up your calendar view accordingly. 457 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To change the unit of measurement 1. Choose File - Preferences - User Preferences. 2. Click International. 3. Under "Units of measure", select inches (imperial) or centimeters (metric) Note This feature is helpful when you are setting margins or tabs. 458 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Setting a time zone and daylight-saving time Notes time zone and daylight-saving time settings are now synchronized with those of the operating system. When you start Notes, the operating system time zone and daylight saving time settings are updated to match those of your Notes current location. Time zone, daylight saving time, and Greenwich Mean Time (GMT) must be set correctly on your operating system for Notes to display the correct time. If, for example, your operating system is set to "daylight-saving time off", and you have manually changed your clock to account for daylight-saving time, running Notes will cause daylight-saving time to be turned on in the operating system, and the operating system clock will be off by one hour. To set the time and date in Windows, choose Start --> Settings --> Control Panel --> Date/Time. When you edit your location record, the list of time zones to pick from matches those of your operating system. The daylight savings start and end dates also match the operating system. If you change to a location with a different time zone, that time zone's daylight saving time start and end dates will take affect. In addition, if you change the operating system time zone or daylight saving time setting in the control panel while Notes is running, the current location's time zone and daylight-saving time will be updated to match the operating system. 459 Lotus Notes Help © Copyright 1999 Lotus Development Corporation CEC advanced option CEC (Chinese Error Correction) functions similarly to the English spell checker with additional features for custom Chinese. In addition to looking for misspelled words, the CEC can assign a new word to the misspelled words that spell checker found. l Click Positive to add the word in the Edit phrase field to your user dictionary (Notes recognizes the word the next time it checks spelling). l Click Negative after you change the spelling by entering a different spelling in the Replace with field. (Notes recognizes the word the next time it checks spelling and adds the word into the candidate list.) l Click Delete Positive after you select the word in the Positive phrase field that you want to remove from the user dictionary. l Click Delete Negative after you select the word in the Negative phrase field that you want to remove from user dictionary. 460 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Mail and news settings See any of these topics: l Use another mail program l Change the document memo editor that you use for mail l Use a different Personal Address Book l Specify how you format multilingual Internet mail l Send your Internet mail in HTML, plain text, or both formats l Send your Internet news messages in HTML, plain text, or both formats l Change how often Notes checks for new mail l Change how you save your sent mail l Use digital signatures and encryption for security l Change the letterhead in your messages l Create stationery l Adding signatures to mail 461 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Internet news format l Choose "HTML Only" when you know that the recipients of your newsgroup post have a newsgroup program that support MIME (Multipurpose Internet Mail Extensions). HTML (Hypertext Markup Language) formatting allows you to add structure and rich text emphasis to standard message text. HTML is the standard for formatting text on the Internet. l Choose "Plain Text Only" when you know that the recipients of your newsgroup post do not have a newsgroup program that supports MIME. l Choose both HTML and Plain text to support both forms. Tips l To avoid being prompted every time you post a newsgroup message, go to File - Preferences - User Preferences and click Mail and News. Using the Internet news format option, select the common format you always want to use. 462 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To use another mail program 1. In Notes, choose File - Preferences - User Preferences. 2. Click the Mail and News icon. 3. In the Mail program drop-down list, select None. Note When you select None, Notes assumes that you have enabled another mail program to send and receive email. 463 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To use a different document editor 1. Choose File - Preferences - User Preferences. 2. Click the Mail and News icon. 3. In the "Alternate memo editor" field, choose the word processor you want, or choose None to use the regular Notes editor. 4. In your Inbox, create a memo by choosing Create - n Memo, where n is the name of the word processor you chose. Note If you set up Notes to use a word processor that is not available on your computer, Notes uses the regular Notes editor instead. 464 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To use a different Personal Address Book 1. Choose File - Preferences - User Preferences. 2. Click the Mail And News Icon. 3. In the "Local address books" text box, type or browse for the name of each Address Book you want to use. Notes l Separate the names of each Address Book with commas. (If an Address Book is not in your Notes data directory, be sure to enter a path to the Address Book.) l When Notes looks up the names of people and groups to whom you address mail, it looks in the Personal Address book named NAMES.NSF, unless you specify a different Address Book. You can specify more than one Address Book for name lookups. However, Notes uses the first Address Book you list when it looks for Location documents when you start Notes. 465 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To specify how you format multilingual internet mail 1. Choose File - Preferences - User Preferences. 2. Click the Mail And News Icon. 3. Under "Multilingual internet mail", choose an option. Unicode is the preferred method of sending messages in foreign languages, using the Unicode character set. Notes can represent languages in several different ways -- Unicode or the some other character set. You can specify if you want outgoing mail to be sent with Unicode representation for characters, or the best match that Notes can think of for a particular language. If you think the recipient of your message has a mail client capable of reading Unicode, send it Unicode. If you don't think your recipient has one, you should use Best Match. If you want to get asked whenever you send mail, pick an option with a "prompt" attached to it. So, if you send a mail message that cannot be represented by a single character set (other than Unicode), for example, your message contains both French and Japanese, then the multilingual settings are consulted. Note that "English" is special because English uses US-ASCII which is a subset of all internet character sets, so if your message is both Japanese and English, then a Japanese character set will be used and the multilingual setting will NOT be consulted. 466 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To send your Internet mail in plain text or HTML or both 1. Choose File - Preferences - User Preferences. 2. Click the Mail And News Icon. 3. Under "Internet message format", choose an option. Plain text Choose plain text when you want recipients with internet style addresses to receive plain text. This is the safest option to make when you are unsure if your recipient's mail program can read HTML formatted messages or Rich Text Format messages. HTML format When you want recipients with internet style addresses to receive HTML formatted text and graphics. Note that Notes Rich Text would need to be converted to MIME when sent over SMTP and this conversion causes a loss of fidelity if your default mail form is set to Rich Text Format. Recipients will receive HTML email if they can read it. If their e-mail program does not support MIME, then they will not be able to read your message. HTML and Plain text When some recipients of your mail have e-mail programs that support MIME, they will receive HTML formatted mail. If some recipients have e-mail programs that don't support MIME, they will receive plain text. The format you choose also depends on whether your recipients have Notes addresses or Internet mail addresses. See Using MIME or Rich Text Format in the mail form. Choose "Prompt when sending" to have Notes prompt you to specify a format each time you send an Internet mail message. Note If you send an HTML formatted message (MIME) and if recipients e-mail programs can support MIME, then message is delivered as such. Otherwise, recipient receives a plain text message. 467 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Internet mail format l Choose "HTML Only" when you know that the recipients of your e-mail message have am e-mail program that support MIME (Multipurpose Internet Mail Extensions). HTML (Hypertext Markup Language) formatting allows you to add structure and rich text emphasis to standard message text. HTML is the standard for formatting text on the Internet. l Choose "Plain Text Only" when you know that the recipients of your e-mail message do not have an e-mail program that supports MIME. l Choose both HTML and Plain text to support both forms. Tips l To avoid being prompted every time you send an e-mail, go to File - Preferences - User Preferences and click Mail and News. Using the Internet mail format option, select the common format you always want to use. 468 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Port settings The Notes Client works best when it is connected to a server from which it can receive mail and to which it can send outgoing mail. When you first install Notes, you run the client configuration wizard to select a local area network connection, a dial-up connection, and so on. If you want to specify an additional connection after you have run the configuration wizard, you may need to add a port. When you add a port, Notes enables it by default and lets you specify the locations (office, home, and so on) at which you want to use the port. You can specify particular driver options at the time you add a port, and even give the port a familiar name. You need to configure a port for TCP/IP if you need an internet connection. If you have trouble reaching a server, you can trace a network connection in Notes. Notes l To run a Notes as a POP3, IMAP, LDAP, NNTP, or SMTP Internet client, you must have the TCP/IP port enabled through Notes. l You need to enable TCP/IP at the operating system level for the TCP/IP port in Notes to work. In Windows, click Start - Settings - Control Panel - Network, then add TCP/IP if necessary. See any of these topics: l Configure ports l Delete a port l Reorder a port l Trace a port connection l Enable or disable a port l Encrypt data through a port 469 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To configure a port 1. Choose File - Preferences - User Preferences. 2. Click Ports. 3. Click New. 4. Enter a name for the port. 5. Select a driver for the port. 6. Select the locations at which you want to use the port. 7. Select any port options. Notes l Before you add a network port, make sure the appropriate network software is installed. l Before you add a modem port, make sure a modem is installed and you know the number of the physical port that the modem is using. To determine the physical port number that your modem is using, in Windows, select Start - Settings - Control Panel - Modems. l For information on the port options you can specify for your network driver, see your network administrator. l To rename a port using a familiar name, click Rename and type a new name. l <Index "Modem settings" #>The ports Notes displays in the Communication Ports box depend on the operating system you're using. Notes displays network ports such as LAN0 (NetBIOS support), SPX (NWSPX support), TCP or MacTCP® (TCP/IP support), VINES®, and AppleTalk. Notes displays modem ports such as COM1 through COM5, Serial1 through Serial5, and Modem (all XPC support). (Usually, a mouse is connected to COM1 or Serial1 and a modem is connected to COM2 or Serial2.) 470 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To delete a port 1. Choose File - Preferences - User Preferences. 2. Click Ports. 3. Select the port you want to delete. 4. Click Delete. Note For information on deleting server ports, see your Domino Administrator. 471 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To reorder a port You can tell Notes which ports to try first when you try to connect to a server. 1. Choose File - Preferences - User Preferences. 2. Click Ports. 3. Select the port you want to reorder. 4. Click the up or down Reorder arrow one or more times. Note Notes tries enabled ports in the order in which they appear in the Communications Ports box. However, Notes skips enabled ports that are not in use at the current location. 472 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To trace a connection You can control the level of information displayed in the Trace Information box. To view the new options: 1. Click File - Preferences - User Preferences. 2. Click the Ports button. 3. Click the Trace Connection button. 4. Click the Trace options list and select an option. Notes l Choose the trace option: Normal trace information to display the full trace information (including searches through Connections documents). l Choose the trace option: Include drive information to display all the information and information from network drivers. l To check the status of a port, choose File - Preferences - User Preferences, click Ports, then select a port. Click "Show Status." 473 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To enable or disable a port 1. Choose File - Preferences - User Preferences. 2. Click Ports. 3. Select the port you want to enable or disable. 4. Select or deselect "Port Enabled." Notes l Notes displays a check mark next to enabled ports. l You can enable or disable a port for your workstation. l Before you enable a network port, make sure the appropriate network software is installed. Before you enable a modem port, make sure a modem is installed and you know the physical port it is connected to. Tip After you enable a port, you can specify whether to use the port at specific locations. After you disable a port, you cannot use the port at any locations. 474 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To encrypt data sent through a port 1. Choose File - Preferences - User Preferences. 2. Click Ports. 3. Select the port you want to secure. 4. Select "Encrypt network data." Note Data transmissions will be more secure, but note that transmission speed may slow down. 475 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Security settings Notes protects your Notes workspace so only you, and the people you designate, can access your files. See any of these topics: l User ID l Passwords l Changing your User Name l Certificates to access servers l Encryption and keys l Creating, mailing, or copying your public key for recertification l Encrypting document fields l Restricting access to documents and local databases l Restricting execution access l Troubleshooting 476 Lotus Notes Help © Copyright 1999 Lotus Development Corporation User ID Your User ID is a file that identifies you. It is created by your Domino administrator and has to be given to you either on a floppy disk, or it has to be retrieved from a server during Notes installation. All User IDs contain the following: l Name of the ID owner. l Notes license number and ID type (North America if users only in North America access your databases/documents; International if users world wide access your databases/documents). l Certificates, which verify your identity. l Keys that encrypt and decrypt data. The only way to access Domino servers, sign mail messages, or decrypt documents is with your User ID. Once you have your User ID, you can access the Domino severs in your organization. Your User ID expires on a date that your Domino administrator specifies. For more information concerning your User ID expiration, contact your Domino administrator. Note If you cannot gain access to a Domino server, see your Domino administrator. Your administrator may be restricting access to certain Domino servers. See any of these topics: l Storing your User ID l Locking your User ID l Switching User IDs l Viewing details about your User ID l Recovering your User ID Storing your User ID Store your User ID on a floppy disk, your hard drive, or on a file server. You can change the location of your User ID at anytime. The best option is to keep a copy of your User ID on your hard drive, and a copy on a floppy disk to store in a safe place. By doing this, you always have a backup of your User ID on a floppy. When you want to access another computer with Notes on it, insert the floppy disk into the disk drive. Whenever you merge new information into your User ID, like a password change for example, make sure to update your floppy that you keep as a backup. Locking your User ID It is a good idea to lock your User ID when you are away from your workstation, so unauthorized people cannot access your data. In order to lock your ID, you need to set a password. When you lock your User ID, the only way to unlock it is with your password. To lock your User ID, choose File - Tools - Lock ID, or press F5. The status bar says "Private User Information Cleared" when locked. To unlock your User ID, simply open a database or document; you are prompted to enter your password. Note You can set Notes to automatically lock your ID after a certain amount of inactivity. Choose File - Preferences - User Preferences, and click Basics to set the automatic lock for your ID. Switching User IDs If you share a workstation with several users, you may need to switch to your User ID file to access your mail server and designated Domino servers. You must have your ID loaded onto the hard drive of that computer, or have a floppy disk that contains your ID before you can switch. To switch User IDs when you share a computer, choose File - Tools - Switch ID; select the filename for your User ID. 477 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Viewing details about your User ID Notes keeps all of the information about your User ID, that you can view and modify, in one centralized place. Choose File - Tools - User ID to access your User ID information. The following table describes what information is found by clicking each icon. User ID icon User ID Information Basics Basic information, including the names Notes recognizes you as, the location of your User ID on the computer, the type of User ID you have, and the type of security your ID has. You can also set or clear your password here. Your ID may have an Alternate Name which is simply a way of recognizing your name in a different language on the Domino network. Certificates Information about the certificates attached to your User ID, and your public keys. You can also request certificates and cross certificates here. Encryption Displays the encryption keys you have created and stored in your User ID. You can also mail, import, or export your encryption keys here. 478 Lotus Notes Help © Copyright 1999 Lotus Development Corporation User ID icon User ID Information More Options You can change your user name, change your public key, create a safe copy of your User ID, merge safe copies into your User ID, and import and export Internet certificates here. Recovering your User ID If you lose your ID file, damage it, or forget your password, you can recover your User ID as long as your Domino administrator(s) set up recovery information for you. The new recovery information is either sent to you via mail message, or is placed in a public database. To update existing recovery information and create a backup User ID 1. Open the document that contains the recovery information. 2. Choose Actions - Accept Recovery Information. 3. In the "Backup ID File" dialog, click Send to send an initial backup ID to the recovery database. Note An encrypted backup copy of a User ID file cannot be used with Notes unless it was recovered by you or your Domino administrator(s). When do I need to make a backup copy of my ID? After you have accepted the recovery information, Notes automatically prompts you with the "Backup ID File" dialog, to backup a copy of your User ID, when you do one of the following: l Request or receive a new name. l Create, import, or accept a new named encryption key. l Create a new public key. Note The "Backup ID File" dialog may not appear immediately after doing one of the above actions. To recover your User ID file 1. Choose File - Tools - Recover ID. 2. Specify the ID file to recover. 3. Contact the first Domino administrator listed in the dialog box and request the first password. 4. Enter the password given to you by your Domino administrator(s). (The password is not the administrator's Notes password. The recovery password is randomly generated and unique to each recoverable ID file and administrator.) 5. Repeat Steps 3 and 4, going through your list of administrators, until the ID file is unlocked. 6. Enter a new password when you are prompted. Caution If you do not enter a new password, you will need to recover your ID again. 7. Replace all backups of your User ID file, and copies of your User ID file that you are using, with the newly recovered User ID file. Note If you do not have access to your User ID file, contact your Domino administrator, who can provide an encrypted backup of it for you, and then continue with the steps above. 479 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To merge information into your User ID file 1. Open the mail memo containing the attached certificate. 2. Choose Actions - Accept Certificate. 3. Click Accept. To merge information from a floppy disk 1. Insert the floppy disk with your User ID into your disk drive. 2. Choose File - Tools - User ID. 3. Click "More Options." 4. Click "Merge A Copy." 5. Select the User ID you want to merge from the list. 6. Click Open. Note Merging is simply adding new information to your User ID. Whenever you merge new information into your User ID, make sure to update the floppy you keep as a backup. 480 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Passwords Passwords prevent others from using your User ID to access shared databases. After you set a password, Notes prompts you to enter it when you try to access Domino servers. For security reasons, when you enter your password in the text box, it appears as a series of Xs. Passwords can consist of any combination of keyboard characters, and are accepted according to the quality of protection they can give. Notes may not accept your first password. When this happens, type a new password that is either longer, contains more varied kinds of characters, or contains fewer words and names. Note Passwords are case-sensitive. For example, Notes interprets "MickeyMouse" and "mickeymouse" as different passwords. See any of these topics: l To set or change your password l To clear your password l Recovering your password l To use your password with Notes add-in programs To set or change your password 1. Choose File - Tools - User ID. 2. Enter your password in the text box; click OK. 3. Click "Set Password" to set or change your password. 4. Enter your password in the text box; click OK. 5. Enter your new password in the "Set Password" box; click OK. 6. Confirm your password by typing it again, exactly as you did the first time; click OK. Note Since your password is on your User ID, when you change your password, don't forget to update your backup User IDs that you may have on floppy disks, or in other files. To clear your password 1. Choose File - Tools - User ID. 2. Click "Clear Password." 3. Enter your password in the text box; click OK. Note If your Domino administrator required a password to be used when your ID was created, you won't be able to clear it. Recovering your password If you forget your password, you can recover your ID file. See Recovering your User ID. To use your password with Notes add-in programs You may have applications that are linked to Notes, which means every time you have to access one of these applications, you have to enter your Notes password. You can set Notes to remember your password in other applications. 1. Choose File - Tools - User ID. 2. Click Basics. 3. Select "Don't prompt for a password from other Notes-based programs." 481 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Macintosh users If you selected the Single Password Logon option when installing Notes on Windows NT, don't change your Notes password unless you also intend to change your Windows NT password, or decide to use different passwords for Notes and Windows NT. When the Single Password Logon option is selected, Notes displays a message asking you to synchronize the passwords if either of them change. 482 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Changing your User Name You can change your Notes User Name at any time, although it is discouraged because you won't be able to use Notes until you get your new name from your Domino administrator. Changing your User Name removes all the certificates from your User ID. After you change your User Name, you need to acquire new certificates before you can use any shared databases. If you want to change your User Name, contact your Domino administrator. The next time you connect to your home server, you get a prompt asking you to accept the changes that have occurred. When you accept it, your administrator changes your name and puts it in the Domino Directory. Your ID automatically gets updated the next time you connect to your home server. You can change your User Name via the User ID dialog as well. To change or request your User Name using Notes mail 1. Choose File - Tools - User ID. 2. Click "More Options." 3. Click "Request New Name." 4. Type your new name in the "Change User Name" dialog box; click OK. 5. Enter the name of the Domino administrator in the To box (click Address to choose from your Personal Address Book). 6. Click Send. 7. Your ID gets updated the next time you connect to your home server. If your Domino administrator does not put your User Name in the Domino Directory, then merge your new User Name into your User ID file after you receive it back. To change your User Name using a safe copy on a floppy disk 1. Make a back-up copy of your User ID file on a floppy disk to store in a secure place. 2. Insert a floppy disk into your disk drive. 3. Choose File - Tools - User ID. 4. Click "More Options." 5. Click "Change Name." 6. Type your new name in the "Change User Name" dialog box; click OK. 7. Click "Create Safe Copy." 8. Change the directory to the floppy disk drive. 9. Enter a file name in the File Name box (Macintosh users: Save As box). 10. Click Save. 11. Deliver the floppy disk to your Domino administrator. 12. Your ID gets updated the next time you connect to your home server. If your Domino administrator does not put your User Name in the Domino Directory, then merge your new User Name into your User ID file after you receive it back. Note A safe copy contains enough information for changing your User Name or recertifying your ID, but not enough information so it can be used by a malicious user. 483 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Certificates to access servers See any of these topics: l What are certificates? l About Notes certificates l About Internet certificates l Where can I view my certificates? l How do I request certificates? l What are cross certificates? l Deleting certificates What are certificates? A certificate is an electronic stamp, like a stamp on a passport, which verifies to the server that you are who you say you are. Specifically, certificates verify the identity of users and servers. You can have Notes certificates and Internet certificates (which are also known as X.509 Version 3 certificates). Note You may see Internet certificates being referred to as X.509 certificates. About Notes certificates When you first receive your User ID, your User ID contains a public and private key pair, and Notes certificates that verify your identity to your organization's servers. Notes certificates are strictly used for the ability to sign and encrypt messages between Notes users, and for gaining access to Domino servers. About Internet certificates Your Domino administrator may decide to add an Internet certificate to your User ID. You can also request one using the Notes Browser. You need Internet certificates to sign and encrypt information using Internet standard formats, specifically for Secure Socket Layer (SSL) client authentication and S/MIME messaging. You do not need to use the same Internet certificate for encryption and signatures. For more information on using dual Internet certificates see Using dual Internet certificates for S/MIME and signatures. SSL is comparable to Notes encrypted connections between clients and servers. It can protect the connection between Notes clients and Domino servers, between Notes clients and non-Domino servers, or between non-Notes clients and Domino servers. S/MIME is comparable to Notes encrypted mail. It can protect mail between Notes and other S/MIME capable mail programs. If you are using Notes, and you are sending mail to another Notes mail user, the recipient can specify whether to use MIME or Notes format for incoming mail in his or her person record in the Domino Directory. Data is encrypted with the certificate of the person or server to whom you are sending the data, so it can only be decrypted by the rightful receiver. Where can I view my certificates? Your User ID holds all of your certificates. To view your certificates, choose File - Tools - User ID and click the Certificates button. By selecting each certificate, Notes tells you if that specific certificate is a Notes certificate or an Internet certificate. Cross certificates can be viewed in your Personal Address Book in the Certificates view. How do I request certificates? Generally, your Domino administrator creates certificates and puts them in your User ID, without your intervention. However, you can request certificates via the User ID dialog. You can request and receive an Internet certificate from a source other than your Domino administrator, which is useful for use with S/MIME. You have to request Internet certificates using the Notes Browser, and you need to know the certifier's URL. You can also import and export Internet certificates that are in compliance with PKCS #12. 484 Lotus Notes Help © Copyright 1999 Lotus Development Corporation For security reasons, certificates are given an expiration date, so if they are not renewed by the expiration date, they become invalid. You get a prompt when your certificates are about to expire, so you can renew them through your Domino administrator. Renewing certificates simply updates the date of expiration. When Internet certificates are about to expire, you need to renew them by the same path you took to request them originally. To find out when your certificates expire, choose File - Tools - User ID; click Certificates; select each certificate to see details. What are cross certificates? To securely communicate, the server on both ends must trust each others certificates or certifiers; cross certificates act as that link of trust. If you get an error that says the server's Address Book does not contain any cross certificates capable of authenticating you, it means that the server does not trust your certifier. You can solve this problem by getting a new certificate, or the server can obtain a cross certificate to trust your certifier. Only the server's Domino administrator can create or obtain cross certificates. If you are using a Notes connection, and try to connect to a server whose certifier you don't trust, a dialog box invites you to create a cross certificate. You can also request a cross certificate via the User ID dialog. If you are using an SSL connection, and try to connect to a server whose certifier you don't trust, you cannot connect securely because you don't have a cross certificate. In this case, you must choose File - Tools - Add Internet Cross Certificate and enter the name of the server you want to connect to. For more information about the Internet cross certificate dialog, refer to adding an Internet cross certificate . If you want to accept certificates from an unknown certifying authority, go into your current location document in your Personal Address Book. Select Advanced, then select SSL; choose Yes in the "Accept SSL site certificates" field. If you receive signed mail from either a Notes or S/MIME user, and you don't have a cross certificate, you are invited to create a cross certificate. You can view your cross certificates in your Personal Address Book. 485 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Requesting certificates See any of these topics: l To request Notes certificates l To request Notes certificates using a safe copy on a floppy disk l To request Internet certificates To request Notes certificates 1. Choose File - Tools - User ID. 2. Click Certificates. 3. Click "Request Certificate." 4. Enter the name of the Domino administrator(s) in the To box (click Address to choose from your Personal Address Book). 5. Click Send. 6. Your ID gets updated the next time you connect to your home server. If your Domino administrator does not put your new certificate in the Domino Directory, then merge your new certificate into your User ID file after you receive it back. To request Notes certificates using a safe copy on a floppy disk 1. Insert a floppy disk into your disk drive. 2. Choose File - Tools - User ID. 3. Click "More Options." 4. Click "Create Safe Copy." 5. Change the directory to the floppy disk drive. 6. Enter a file name in the File Name box (Macintosh users: Save As box). 7. Click Save. 8. Deliver the floppy disk to your Domino administrator. 9. Your ID gets updated the next time you connect to your home server. If your administrator did not put your new certificate in the Domino Directory, then merge your new certificate into your User ID file after you receive it back. Note A safe copy contains enough information for changing your User Name or recertifying your ID, but not enough information so it can be used by a malicious user. To request Internet certificates 1. Open the certificate authority URL using the Notes Browser. 2. Request a client certificate according to the certificate authority's instructions. 3. When asked if you want to issue a cross certificate to the certificate authority, click Yes. Your Internet certificate is placed in your User ID. A copy of the authority's certificate and cross certificate is placed in your Personal Address Book. Note If you take your User ID to another workstation, and you want to use the Internet certificate, you may be prompted to create a cross certificate if you do not have access to your Personal Address Book. 486 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Requesting certificates or cross certificates See any of these topics: l Requesting certificates l Requesting cross certificates 487 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Requesting cross certificates or merging information See any of these topics: l Requesting cross certificates l Merging information into your User ID file 488 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Restricting access to documents and document fields See any of these topics: l Restricting access to documents and local databases l Encrypting document fields 489 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Cross certifying hierarchical IDs on demand If you are not cross-certified, and you attempt to open a signed mail message from a user in another organization, you are prompted with this message: "Your local Name and Address Book does not contain a cross-certificate for the organization named below. You therefore can't be sure that documents signed by its members are authentic or that you are actually communicating with its servers unless you can verify that the key below is correct. "Would you like to suppress this warning in the future by creating a cross-certificate for this organization?" Following the message is the name of the organization and its public key, as well as three buttons. Do one of the following: l Choose Yes to automatically cross-certify the root certifier of the user or server ID and put the cross-certificate in your Personal Address Book. Note that you can only access a server if that server has cross-certified you or your organization or if the server allows anonymous access. Note To avoid the possibility of cross-certifying an impostor, call someone trustworthy from the named organization and find out the organization public key. (Users in an organization can find out the organization's public key by clicking the Certificates icon in their User ID dialog). l Choose No to prevent creation of a cross-certificate. You then see a message offering you unauthenticated access to the server or the ability to read the signed message without verifying the signature. The warning message appears each time you connect to a server in that organization or read a signed message from a user in that organization. l Choose Advanced Options to create a cross-certificate for the server/sender of the mail or any of its ancestors. Click here for details on the "Issue Cross Certificate" dialog . 490 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Requesting cross certificates When you receive a cross certificate, it is placed in your Personal Address Book. If you use your User ID on a different computer, and you don't have access to your Personal Address Book, you may have to get another cross certificate when you try to access some servers. See any of these topics: l To request cross certificates l To request cross certificates using a safe copy on a floppy disk l To add an Internet cross certificate l To create cross certificates from a person record in the Domino Directory l "Issue Cross Certificate" dialog To request cross certificates 1. Choose File - Tools - User ID. 2. Click Certificates. 3. Click "Request Cross Certificate." 4. Select the file name of the User ID you need cross-certified; click Open. 5. Enter the name of the Domino administrator(s) in the To box (click Address to choose from your Personal Address Book). 6. Click Send. To request cross certificates using a safe copy on a floppy disk 1. Insert a floppy disk into your disk drive. 2. Choose File - Tools - User ID. 3. Click "More Options." 4. Click "Create Safe Copy." 5. Change the directory to the floppy disk drive. 6. Enter a file name in the File Name box (Macintosh users: Save As box). 7. Click Save. 8. Deliver the floppy disk to your Domino administrator. Note A safe copy contains enough information for changing your User Name or recertifying your ID, but not enough information so it can be used by a malicious user. To add an Internet cross certificate 1. Choose File - Tools - Add Internet Cross Certificate. 2. Enter the Internet address of the server where the certificate is stored name in the "Server name" box. 3. Choose the type of port to use to connect to the server in the Protocol box. The server must be listening on the port indicated. Once you obtain the cross certificate, it can be used for SSL communications using any protocol. 4. Click Connect (the "Issue Cross Certificate" dialog appears). Note If the "Issue Cross Certificate" dialog does not appear, then a cross certificate has not been created. Check that the server is listening on the port indicated and that your current location proxy settings are correct. 491 Lotus Notes Help © Copyright 1999 Lotus Development Corporation 5. Choose the certificate of the server, and click "Cross Certify." 6. Once you obtain a certificate for a particular server, you do not have to obtain another one until it expires. If you are having trouble getting a certificate, you should check your proxy settings in the Location document of your Personal Address Book. To create cross certificates from a person record in the Domino Directory There may be someone from another organization who has a Person record in the Domino Directory. If you want to create a link of trust for that person to access to a particular server in your organization, you can create a cross certificate for him or her. That person needs to give you a certificate to cross certify. You can only do this if you have Author access to that person's Person record in the Domino Directory. 1. In the Domino Directory, open the Person record of the person whom you are cross certifying. 2. Choose Actions - Create Cross Certificate. 3. Select the certificate to cross certify. 4. Complete the fields in the "Issue Cross Certificate" dialog , then click "Cross Certify." The "Issue Cross Certificate" dialog The "Issue Cross Certificate" box contains the following information: Field What the field means Certifier The Certifier ID that is cross certifying the certificate. By default, the certfier is your ID. If you have access, you can choose another ID above you in your organization. Server The Registration server that holds the cross certificate that is created. By default, it is stored locally in your Personal Address Book. If you have access, you can choose another server for the cross certificate to reside on. Subject name The certificate that is being cross certified. Subject alternate name list Alternate names attached to the ID, if any. Fingerprint A unique identifier which can be used to validate that the cross certificate is being created for a legitimate authority. Expiration date The date that the cross certificate expires. 492 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Importing and exporting Internet certificates You can import Internet certificates into your Notes User ID. You can also export Internet certificates from your Notes User ID. Importing Internet certificates allows you to use them for SSL client authentication, and for encrypted and signed S/MIME messages. For example, if you are using a Netscape browser that is compliant with Public Key Cryptographic Standard #12 (PKCS #12), and have Internet certificates and keys (in compliance with PKCS #12) accessible from your local machine, you can import them into your Notes User ID file. On the same note, if you have Internet certificates and keys (in compliance with PKCS #12) in your Notes User ID file, you can export them to a file on your local machine and then import them to use with a Netscape browser. See any of these topics: l To import Internet certificates into your User ID file l To export Internet certificates from your User ID file To import Internet certificates into your User ID file 1. Choose File - Tools - User ID. 2. Enter your Notes password. 3. Click "More Options" and click "Import Internet Certificates." 4. Select the file that contains the certificates in the "Specify PKCS12 File Containing the Internet Certificates" dialog box and then click Open. 5. If the file is password protected, enter the password when prompted. 6. (optional) Select each certificate and click Details to view the following: l Issuer Name: the Certificate Authority that issued the certificate. l Subject: who the certificate belongs to. l Fingerprint: the unique identifier for the certificate. l Effective date: when the certificate was created. l Expiration date: when the certificate expires l Whether or not there is a private key which corresponds to the certificate. 7. Click "Accept All" in the "Accept Internet Certificates" dialog box to accept the certificates and any private keys in the file. 8. Enter your Notes password. Note To check that your certificates were imported into your ID file, choose File - Tools - User ID and click Certificates. You cannot import invalid certificates, or incomplete certificate chains. To export Internet certificates from your User ID file 1. Choose File - Tools - User ID. 2. Enter your Notes password. 3. Click "More Options" and click "Export Internet Certificates." 4. Select an eligible certificate to be exported from your User ID file in the "Export Internet Certificates" dialog box. To see more information about the certificate and certificate chain, click the Details button. 5. (optional) Customize the "friendly name" in the "Suggested friendly name" field. Friendly names allow you to distinguish between certificates. For example, if you export a certificate, and later import it into your Netscape browser, Netscape will identify the certificate with the friendly name that you supplied when you exported the certificate. 493 Lotus Notes Help © Copyright 1999 Lotus Development Corporation 6. Select whether you would like to export the private key along with the Internet certificate. If you do not see an option to export a private key, it means the User ID file does not contain the private key attached to the certificate. 7. Click Export. 8. Enter a password for the export file, and confirm the password in the "Password for Export File Containing Internet Certificates" dialog box. Then click OK. Click "No Password" if you do not want to specify a password for the export file. 9. Specify a (*.p12) name for the export file, and a file location in the "Specify Export File for the Internet Certificates" dialog box. Click OK. Notes l You can only export one Internet certificate at a time. The selected Internet certificate is exported along with its certificate chain. l The Internet certificate you are exporting is a saved copy. 494 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Using dual Internet certificates for S/MIME and signatures You do not have to use the same Internet certificate for both encryption and signatures. If you added multiple Internet certificates to your Notes ID file, you can specify one Internet certificate to use for encryption and another Internet certificate to use for signatures. For example, if a third-party Certificate Authority (CA) issues an Internet certificate to use for encrypted mail messages and issues a different Internet certificate to use for signed mail messages, you can add both of these certificates to your Notes ID and you can use one certificate for encryption and the other for signatures. See any of these topics: l Adding multiple Internet certificates to the Notes ID l To specify a default Internet certificate to use for encryption or signatures l Mailing users the Internet certificate for encryption l Cross-certify on demand Adding multiple Internet certificates to the Notes ID To add multiple Internet certificates to your Notes ID file, browse to the third-party CA's site and follow the procedure provided there. If you are adding an Internet certificate created by a Domino CA, see Domino 5 Administration Help. To specify a default Internet certificate to use for encryption or signatures 1. Choose File - Tools - User ID. 2. Enter your password. 3. Select Certificates. 4. Highlight the Internet certificate you want to use for electronic signatures. 5. Select "This is your default signing certificate" and click OK. Note If the Internet certificate you select is used for both signatures and encryption, then Notes uses this certificate as the default for signatures and encryption. Otherwise, Notes uses the Internet certificate you specify for signatures and the last Internet certificate added to the Notes ID file for encryption. The default signing certificate is also the certificate used for SSL client authentication. Mailing users the Internet certificate for encryption If you send a signed message, and you have two different certificates for signatures and encryption, Notes sends the recipient the default Internet certificates used for encryption and signatures. When the recipient chooses Tools - Add Sender to Address Book, Notes creates a Contact document and adds the Internet certificates for encryption and signatures to the Contact document. When you send an encrypted message, Notes extracts only the Internet certificate for encryption from the Contact document. Cross-certify on demand When a recipient receives a signed message, Notes checks the Personal Address Book for a cross-certificate that indicates that the signing certificate included with the message is trusted. If the cross-certificate is not present, Notes displays a dialog box that allows the recipient to cross-certify "on demand." You can create a cross-certificate to either the leaf certificate or to the CA. Creating a cross-certificate to a leaf certificate indicates trust for only the owner of the certificate, in this case the sender of the signed message. A cross-certificate to a CA indicates trust for all people who have a certificate issued by that CA. 495 Lotus Notes Help © Copyright 1999 Lotus Development Corporation When you cross-certify on demand, Notes creates a cross-certificate for the signing certificate, but does not create a cross-certificate for the encryption certificate. However, if the signing and encryption certificates are issued from the same CA and you create a cross-certificate for the CA, the cross-certificate created for the signing certificate can also be used to validate the encryption certificate. If the signing and encryption certificates are issued from different CAs, then you must create a cross-certificate for the CA that issued the encryption certificate before you can send an encrypted message. For information on creating cross-certificates, see your Domino administrator. 496 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Retrieving certificates from your home server To access Notes servers in other domains, to verify digital signatures, or to encrypt messages using S/MIME, you need to have cross certificates in your Address Book. You can simply copy all Internet certificates and Notes and Internet cross certificates from the Domino Directory on your home server that are listed in the Server/Certificates view. Notes copies Notes and Internet cross certificates only if the cross certificate was issued by a common ancestor (any certifier listed in the certificate chain). To retrieve certificates 1. Open your Personal Address book. 2. Choose Actions - Retrieve Certificates from Home Server. Note The progress of the certificates being copied over to your Address Book is displayed in the status bar. 497 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Deleting certificates You can delete flat certificates and Internet certificates from your User ID file. Note You cannot delete your Notes hierarchical certificates. To delete certificates from your User ID file 1. Choose File - Tools - User ID. 2. Click Certificates. 3. Select the certificate to delete. 4. Click Delete. 498 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Encryption and keys See any of these topics: l What is encryption? l What are public, private, and encryption keys? l Where are public, private, and encryption keys stored? l How are public, private, and encryption keys used? What is encryption? Encryption is a process in which a document, or part of a document, is scrambled and protected until it is opened by a person who has the correct decryption keys. You can encrypt: l Mail messages either outgoing or incoming, so unauthorized users cannot read the content. l Documents, fields, and databases, so that certain information is only readable by the intended recipients. l Network ports, so that you can protect data that is in transit between Notes and a Domino server, or between two Domino servers. l SSL transactions, so that you can protect data that is in transit between Notes or a Domino server and an Internet server. What are public, private, and encryption keys? Your User ID contains a public and private key pair, which are mathematically related, unique to your ID, and are used to encrypt and decrypt documents. Your public key acts like a passport, it tells the server who you are. You can also create encryption keys. These keys protect your data from unauthorized users. You can view which keys you have by choosing File - Tools - User ID. Click Certificates to see your certificates and corresponding public keys, and Encryption to see encryption keys, if you have created any. Where are public, private, and encryption keys stored? Your public and private keys are attached to your User ID file. Specifically, private keys are only stored in your User ID file, and public keys are stored in both your User ID file and the Domino Directory for other users to access. There are Domino public and private keys, and Internet public and private keys. The Domino keys are used to encrypt data between Notes users. The Internet keys are used to send and receive S/MIME mail messages and to encrypt SSL transactions between Notes and Internet servers. When your User ID is created, it automatically has Domino public and private keys attached to it. Either your Domino administrator can add Internet public and private keys during registration, or you can request them at a later time. Encryption keys are stored in your User ID file. How are public, private, and encryption keys used? Your public key is used to verify signatures, encrypt messages, or identify a verified user. It can be accessed by anyone who wants to send you encrypted mail, or authenticate you. If you lose your User ID, and you suspect that an unauthorized person is accessing your data, you should recertify your public key. Your mail messages are encrypted with your public key and decrypted with your private key. Your mail messages are signed with your private key and the signature is decrypted with your public key. Whatever is encrypted with your public key must be decrypted with your private key and vice versa. However, your private key is kept secret. Even though your public key can be accessed, your private key cannot. 499 Lotus Notes Help © Copyright 1999 Lotus Development Corporation You use an encryption key to encrypt document fields, which are designated areas in a document. You can recognize an encryptable field by its red brackets. Only the contents within those red brackets can be encrypted. All other data is open for viewing by anyone who accesses the document. Click here to learn how to encrypt document fields. 500 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To create a new public key 1. Choose File - Tools - User ID. 2. Click "More Options." 3. Click "New Public Key." 4. Click OK when Notes posts a time warning. 5. Enter the name of the Domino administrator(s) in the To box (click Address to choose from your Personal Address Book). 6. Click Send. 7. Merge your public key into your User ID file after you receive it back. Note To ensure that your public key gets all of the certificates you had certified previously, send your key to all of the administrators who issued you certificates. 501 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To mail your public key 1. Choose File - Tools - User ID. 2. Click More Options. 3. Click Mail Public Key. 4. Enter the name of the Domino administrator(s) in the To box (click Address to choose from your Personal Address Book). 5. Click Send. 502 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To copy your public key 1. Insert a floppy disk into your disk drive. 2. Choose File - Tools - User ID. 3. Click "More Options." 4. Click "Copy Public Key," to copy the key to your operating system's clipboard. 5. Click Done. 6. Display the contents of your clipboard. 7. Save the public key to a file on your floppy disk. 8. Deliver the floppy disk to your Domino administrator(s). 503 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Creating, mailing, or copying your public key for recertification There are two reasons to recertify your public key: you physically lost your User ID with the public key attached, or an unauthorized person has your public key and is accessing your information. When these things happen you can: l Create a new public key l Mail your public key to add to the Domino Directory (for Notes mail users) l Copy your public key to add to the Domino Directory (for non-Notes mail users). 504 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Encrypting document fields To encrypt a document field, you need to: 1. Create an encryption key. 2. Attach the encryption key to your document. 3. Mail your encryption key to people who need to read the encrypted fields. You can also do any of the following: l Accept and delete encryption keys l Export an encryption key l Import an encryption key To create an encryption key 1. Choose File - Tools - User ID. 2. Click Encryption. 3. Click New. 4. Type in a name for the new key in the "Encryption Key name" box. 5. Specify whether the key will be used in North America or an International location. 6. Click OK. To export an encryption key 1. Choose File - Tools - User ID. 2. Click Encryption. 3. Select key from "Encryption keys" box. 4. Click Export. 5. If you want to password protect the key, enter a password in the dialog box, or click "No Password." 6. If you want to specify a particular person who is allowed to use the key, click "Restrict Use" and enter the name of the person; click OK. 7. Specify a file to store the key. To import an encryption key 1. Choose File - Tools - User ID. 2. Click Encryption. 3. Click Import. 4. Select the file containing the encryption key; click Open. 5. Click Accept to accept the encryption key. To attach an encryption key to a document 1. Open a document. 2. Choose File - Document Properties. 3. Click the Security tab (fourth tab from left). 4. Choose either a Secret Encryption Key that you created, or choose the people who can use their public key to access the document (click the person icon next to the "Public Encryption key" box). 505 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To mail an encryption key 1. Choose File - Tools - User ID. 2. Click Encryption. 3. Select the encryption key to send. 4. Click Mail. 5. Enter the names of the people to receive the key in the To box (click Address to choose from your Personal Address Book). 6. In the CC box, enter the names of the people who need to know you sent a key, but aren't getting one themselves. 7. Click Send. 506 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Accepting and deleting encryption keys When someone sends you an encryption key, you need to accept the key in order to read the encrypted document it opens. Once you have the key, you can read the encrypted fields. You can also delete encryption keys. To accept an encryption key 1. Open the mail memo that has the encryption key attached. 2. Click "Accept Encryption." 3. Choose Accept. To delete an encryption key 1. Choose File - Tools - User ID. 2. Click Encryption. 3. Select the key to delete from the Encryption keys list; click Delete. 4. Click Yes to confirm the deletion. 507 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Restricting access to documents and local databases You should protect your documents and databases, so that only you and the people you designate can access your information. If you create a local database on your hard drive, you can encrypt it so only you and others who have the key can decrypt and modify it. See any of these topics: l To restrict access to your documents l To restrict access to local databases l Access Control List l Access levels To restrict access to your documents 1. Open the document to be restricted. 2. Choose File - Document Properties. 3. Click the Security tab (fourth tab from left). 4. Deselect "All readers and above." 5. Select the users, groups, servers, or access roles who need access to your document (click the person icon next to the list to choose from your Personal Address Book). 6. Save the document. To restrict access to local databases When you provide local security for a database, which you have Manager access to, Notes encrypts the database using the public key of a designated User ID. Only a user with the corresponding private key can then decrypt the database. 1. Choose File - Database - Properties. 2. Click the Basics tab (first tab from left). 3. Click "Encryption Settings." 4. Select "Locally encrypt this database using" to choose the encryption level. Note The text box below the Local encryption box describes what each encryption level is: 5. l Strong and Medium encryption provide the tightest security. However, documents take longer to open than with Simple encryption. l Simple encryption provides more limited security. The advantages are that documents open faster, and you can compress these databases using disk compression utilities. You cannot use disk compression utilities with databases that use Strong or Medium encryption. (Optional) To assign local security to someone other than yourself, click For; add the name(s) you want in the Names dialog box; click OK. Access Control List Every database includes an access control list (ACL) which Notes uses to determine the level of access users and servers have to a database. Levels assigned to users determine the tasks that users can perform on a database. Levels assigned to servers determine what information within the database the servers can replicate. Only someone with Manager access can create or modify the ACL. Once you create an ACL, you can create one or more roles to use to refine access to particular views, forms, sections, or fields of a database. 508 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To view the ACL for a database, select the database, choose File - Database - Access Control and select the people or servers on your list to view the access levels for each one. To add a person or server, click Add and enter the proper name. Note If you have Manager access to a local database, you can secure it to prevent unauthorized people from accessing the database from your workstation, or from a copy made through the operating system. Remember to give yourself Manager access to databases you create if you want to control them. Access levels There are seven levels of access that can be assigned in the ACL. Access Level Privileges When to assign this level Manager Can modify ACL settings, encrypt a database for local security, modify replication settings, and delete a database -- tasks permitted by no other access level. Managers can also perform all tasks allowed by other access levels. Notes requires each database to have at least one Manager. It's best to assign two people with Manager access to a database in case one manager is absent. Designer Can modify all database design elements (fields, forms, views, public agents, the database icon, Using This Database document and About This Database document), can modify replication formulas, and can create a full text index. Designers can also perform all tasks allowed by lower access levels. Assign to the original designer of a database or to a user responsible for updating the design after a database is in use. Editor Can create documents and edit all documents, including those created by others. Assign to a user responsible for maintaining all data in a database. Author Can create documents and edit documents they create. Assign when you want to allow users to contribute to a database but not edit documents created by others. When possible, use Author access rather than Editor access to reduce Replication or Save Conflicts. Reader Can read documents in a database but cannot create or edit documents. Assign to users who must be able to read the contents of a reference database such as a company policies database. Depositor Can create documents but can't see any documents in the database views, even the documents they create. Assign to allow users to contribute to a mail-in database or to a database used as a ballot box. No access Cannot access the database. Assign as the default access to prevent most users from accessing a confidential database. 509 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Restricting execution access You can protect your workstation by specifying different types of execution access for different people or organizational certifiers who run Notes scripts and formulas. For example, you may give all types of execution access to your Domino administrator, but allow no execution access to unsigned scripts or formulas. Note By default, protected operations for scripts, code, and formulas not specified in the ECL, whether signed or unsigned, cannot execute on your workstation without displaying the Execution Security Alert dialog box. However, scripts and formulas run from any database created with a template that ships with Notes, and are signed "Lotus Notes Template Development/Lotus Notes." This signature has complete execution access. Workstation security limits access to the following: l The file system l The current database l Environment variables l Non-Notes databases l External code l External programs and the ability to create or modify OLE objects l The Workstation Security ECL (if allowed by your Domino administrator) Workstation security also limits a user's ability to: l Send mail l Read databases other than the current one l Modify databases other than the current one l Export data Note You can also restrict access to signed Java applets and JavaScript applications. In the Execution Control List, select either "Java applet security" or "JavaScript security," and go through the list of access options you want to give to each signer. To restrict execution access 1. Choose File - Preferences - User Preferences. 2. Click Basics. 3. Click "Security Options." 4. (Optional) To add an item to the "When signed by" list, click Add; enter the name of the person or organizational certifier; for example, /Acme (click the person icon to choose a name from your Personal Address Book); click OK. 5. (Optional) To edit an item in the "When signed by" list, select the item, click Rename to edit the item or enter a new name, or click Remove to delete an item from the list; click OK. 6. Select the person or organizational certifier whose access you want to specify. 7. Enable the types of access you want this person or organizational certifier to have. 8. Click OK. Note A user who shares a computer with others can set up his or her own ECL. ECLs are unique to each person's User ID. 510 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Mail encryption failure The "Mail Encryption Failure" dialog appears when you want to encrypt an outgoing mail message and Notes can't find the public key for the mail recipient to encrypt the message. In order for you to encrypt outgoing messages, Notes needs the public key of the recipient. This ensures that only the rightful receiver can decrypt the message. There are two ways to get a recipient's public key in order to encrypt outgoing mail: l For mail sent within a Notes domain, if you have access, select the recipient's person record in the Domino Directory, then choose Actions - Copy to Personal Address Book. This puts a copy of the recipient's person record, with attached public key, into your Personal Address Book. Next time you send mail to that person, Notes can encrypt the message using the public key. l For mail sent over the Internet, you need to open a signed message from the recipient (a signed mail message always has a public key attached to it), then choose Actions - Mail Tools - Add Sender to Address Book. This puts the public key that was attached to the mail message into your Personal Address Book. Next time you send mail to that person, Notes can encrypt the message using the public key. Note You can tell Notes not to encrypt mail by de-selecting "Encrypt sent mail" in Mail Preferences, or Encrypt in "Delivery Options." When the "Mail Encryption Failure" dialog appears, you can still send the message, but the message cannot be encrypted. You have the option of selecting "Don't show signature or encryption failures again and continue sending," if encryption failure is not a concern. 511 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Execution security alert The Execution Security Alert dialog is a warning message. It is letting you know that someone has requested an action that he or she is not allowed to execute because of what you specified in your Execution Control List (located in User Preferences under Security Options). By default, protected operations for scripts, code, and formulas not specified in the ECL, whether signed or unsigned, cannot execute on your workstation. For example, if someone is trying to open a database that you denied access to, or is not listed in your ECL, this dialog pops up on your screen. The Execution Security Alert dialog contains the following information: l Action: the specific action someone requested to execute. l Signed By: the validated Notes signature of the person who requested the action. l Not allowed: the reason why he or she has been denied access to execute the action he or she requested. To close the dialog, select one of the following: l Abort: choose this option if you want to deny the person access to the action he or she is trying to execute (you are prompted with this dialog everytime the action is requested by the person). l Execute Once: choose this option if you want to allow the person access one time only to the action he or she is trying to excecute (you are prompted with this dialog everytime the action is requested by the person). l Trust Signer: choose this option if you want to modify your ECL to give the person complete execution access to the action he or she requested. For more information regarding the Execution Control List (ECL), refer to restricting execution access , or contact your Domino administrator. 512 Lotus Notes Help © Copyright 1999 Lotus Development Corporation SmartIcons SmartIcons® are buttons that perform simple actions like print, cut, copy, and paste. Notes has over 150 predefined SmartIcons and also includes more than a dozen custom SmartIcons to which you can assign your own macro. There are also several predefined SmartIcon sets for specific tasks, such as editing documents. SmartIcons work with all databases. SmartIcons allow you to organize commands in Notes the way you want to so you can find and use them quickly. You can customize SmartIcons. For example, you can add and remove buttons, create your own graphics for SmartIcons, and hide or display SmartIcons. SmartIcons are hidden by default, but you can easily turn them on. Choose File - Preferences - SmartIcon Settings, and select the Show Icon Bar. To see what a particular icon does, point to the icon with your mouse and Notes displays a pop-up description. See any of these topics: l To display or hide SmartIcons l To change the size of SmarIcons l To create a SmartIcons set l To display a different set l To add or rearrange icons in a set l To assign formulas to SmartIcons l To create a custom bitmap for a SmartIcon 513 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To display or hide SmartIcons 1. Choose File - Preferences - SmartIcon Settings. 2. Under Show, select or deselect "Icon bar." SmartIcons displayed: SmartIcons hidden: Notes l Context icons are SmartIcons that display depending on what you're doing in Notes. For example, Notes displays one set of context icons when you read a document and another set when you edit a document. You can hide or display these context icons by choosing File - Preferences - SmartIcon Settings, then under Show, select or deselect "Context icons." l You cannot change the icons that appear in context. To change the icons that display in every context, create a SmartIcons set. l You can also hide or display SmartIcon descriptions. When you hold the mouse over one of the SmartIcons, Notes displays a brief description of the icon. Choose File - Preferences - SmartIcon Settings, then under Show, select or deselect Descriptions. l You can move the SmartIcons bar around your screen. If you don't like it at the top, choose File - Preferences - SmartIcon Settings, then under Position, select a side of the screen where you'd like to display the SmartIcons. 514 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To change the size of SmartIcons If you're using Windows, you can increase or decrease the size of the SmartIcons bar on screen. 1. Choose File - Preferences - SmartIcon Settings. 2. Click "Icon Size." 3. Select a size and click OK. Note Some monitors don't display SmartIcons correctly. On these monitors, you can display SmartIcons properly by changing their size. 515 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To create a SmartIcons set You can create a new SmartIcons set by modifying an existing SmartIcons set. 1. Choose File - Preferences - SmartIcon Settings. 2. In the box above the second column of icons, select the SmartIcons set you want to modify. Try to select the SmartIcons set that is most similar to the set you want to create. 3. Add SmartIcons to the set or delete SmartIcons from the set until it contains the SmartIcons you want. 4. Click "Save Set." 5. Enter a name of up to 15 characters for the set. Notes l Notes adds the .SMI extension automatically to the name you give the set. l To create SmartIcons sets from scratch, create a blank SmartIcons set by removing all the SmartIcons from a set and save the set with an appropriate name, such as Blank. This way, you can start from the blank set when you want to create new sets. 516 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To display a different SmartIcons set 1. Choose File - Preferences - SmartIcon Settings. 2. In the box above the second column of icons, select the SmartIcons set you want to display. Note To delete a set, choose File - Preferences - SmartIcon Settings, then click Delete Set. Select the set you want to delete and click OK. 517 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To add or rearrange icons in a SmartIcons set 1. Choose File - Preferences - SmartIcon Settings. 2. To add an icon to a set, in the box above the second column of icons, select the SmartIcons set you want to modify. 3. Drag the icon you want to add from the Available icons column to the second column. Notes l When you drag an icon from the Available icons column, a copy of the icon remains in the Available icons column so you can add the icon to additional sets. l To rearrange the order of icons in a set, choose File - Preferences - SmartIcon Settings, then in the box above the second column of icons, select the SmartIcons set you want to modify. Drag each icon you want to move to a new location in the second column. 518 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To assign formulas to custom SmartIcons 1. Choose File - Preferences - SmartIcon Settings. 2. Click "Edit Icon." 3. Select an icon. 4. Enter a brief description of the icon. 5. Click Formula (or Assign Macro on the Macintosh). 6. Enter a formula for the icon and click OK. Notes l After you assign formulas to custom SmartIcons, you can add the new icon to a SmartIcons set. l To edit a formula for a SmartIcon, choose File - Preferences - SmartIcon Settings, then click Edit Icon and select the icon you want to change. Enter a different icon description. Click Formula (or Assign Macro on the Macintosh), and then enter a different formula for the icon. l For more information, see Formula Language if you have installed Domino Designer Help. Or, go to http://www.notes.net/doc to download or view Domino Designer Help. 519 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To create a bitmap for custom SmartIcons 1. Create a drawing that is no larger than 22 pixels by 22 pixels (icon size). 2. Save the drawing as a .BMP file and place the file in your \notes\data\w32 directory. 520 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Automating Tasks You can program Notes to automatically perform tasks using agents (also known as macros). You can create agents for repetitive tasks in your Domino databases, such as managing documents and sending memos. They can be as simple or complex as you need. You can create simple agents easily by picking actions from a dialog box, or you can create more complex agents by using Notes formulas, LotusScript or Java. This section covers only simple agents. What agents can do Agents can complete almost any action you can do manually in your databases. Use simple agents to automatically complete tasks such as: l Replying to mail l Forwarding mail l Sending documents l Copying documents from one database or folder to another l Deleting documents l Changing read status By using search options, you can also set up simple agents to work with selected documents in your database. How agents work Agents are stored in databases. When you run an agent, it only works on the documents stored in the same database. When you create an agent that only you can run, it's called a personal agent; when you create an agent that you and other users can run, it is called a shared agent. You can create a personal or shared agent in a local database. Your database manager determines whether you can create an agent in a shared database. When you create an agent, you can set options to specify: l When the agent should run. You can run the agent manually, automatically based on a schedule, or automatically based on an event such as when you receive new mail or when a document has been changed. l Which documents in the database the agent should run on. You can target all or any subset of documents in the database for the agent to run on. l What actions the agent should complete. You can choose actions from a list, use Notes formulas, or use programming scripts and languages. 521 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Access Control List privileges Your Access Control List (ACL) privileges define whether or not you can create agents, what they can change, and how they interact with other agents. Again, you can create and run any agent in any database on your local workstation, but the database manager must allow you access to create and run agents in databases located on Domino servers. If you try to run an agent that requires special privileges that you don't have, Domino simply won't run it. If you run an agent that, as part of its task, runs another agent that requires special privileges, Domino will run the first agent, but won't run the second agent. l To create an agent l When naming an agent l To edit, copy, delete or move an agent l Agent troubleshooting 522 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To create an agent You cannot create an agent when accessing a database through the Web - you must access the database using Notes. Also, you must enable scheduled agents to run locally by choosing File - Preferences - User Preferences, clicking Basics, then checking the box: If there is an existing agent that performs an action similar to one you want to create, you might want to copy the existing agent and change it slightly to suit your needs. 1. Open the database you want to create the agent in. 2. Choose Create - Agent. 3. In the Name field, enter a name for the agent. 4. Select "Shared Agent" if this agent is available to be used by other users. Once you save the agent, you cannot change this setting. 5. Select Options for the agent. 6. Select a schedule for the agent from the "When should this agent run?" list. For the "On Schedule Hourly," "On Schedule Daily," "On Schedule Weekly," "On Schedule Monthly," and "If Documents Have Been Created or Modified" options, click Schedule to set up the specific time to run the agent. 7. Select from the "Which document(s) should it act on?" list. To further specify the choice of documents, click "Add Search." 8. Select "Simple action(s)" from the "Run" list. 9. Click "Add Action" to specify one or more actions the agent performs. When specifying more than one action, select them in the same order you want them to run. 10. Press ESC. 523 Lotus Notes Help 11. © Copyright 1999 Lotus Development Corporation Click "Yes" to save the agent. Note If you plan to create more than two or three agents, see When naming an agent. Options You can choose one or more of the following Options for your agent. Option What it does Displays your search query in the search bar Outlines search matches in the documents Allows users who have public access to documents in that database to run the agent Displays comments when you view the agents list. 524 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Schedule You can specify the exact time and date an agent runs when you select "On Schedule Hourly," daily, weekly, monthly, or "If Documents Have Been Created or Modified" to activate the Schedule dialog. 1. Specify the times and dates. 2. Select the server you want to run the agent on. The list consists of all servers in the user's domain, and only one can be selected. Default is the server that contains the database in which the user is creating the agent. You can type an asterisk(*), which allows any server to run the agent, but this risks replication conflicts. If the same agent is run on the original database, and on a replica on another server, there may be conflicts when replication takes place. Choose one server and set the Replicator to pass along the changes the agent has made to replicas. 3. Select whether you want to control when the agent is enabled. The agent is disabled if the box is selected. You can enable it by selecting the check box next to the agent in the agent view (open the agent view by choosing View - Agents.) When you enable the agent you must choose which database the agent will run on. Add Search You can select which documents the agent acts on by clicking "Add Search." The conditions include the following: Condition Searches for documents Words and Phrases Containing any or all of the specified words. By Author Whose Authors field contains, or does not contain, a certain author (the form must have an Authors field). By Date Created or modified during a certain date range. By Field In which a specified field contains, or does not contain, specified words. By Form Based on your example. By Form Used Of a specified form. By Folder In a specified folder. Note For details on conditions, see the Conditions topic in the section Searching for Information. 525 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Add Action You can specify what action the agent performs by clicking "Add Action." The simple actions include the following: Action What it does Copy to Database Copies selected documents to the specified database Copy to Folder Copies selected documents to a folder Delete from Database Removes selected documents Mark Document Read Changes selected documents status to Read. This will not work on mail if the agent is scheduled to run "Before new mail has arrived." Mark Document Unread Changes selected documents status to Unread. Modify Field Changes the value of the specified field of the selected documents Modify Fields by Form Changes the fields in the form that define the selected documents Move to Folder Moves selected documents to a specified folder Remove from Folder Removes selected documents from a specified folder Reply to Sender Sends a specified reply to only the sender or everyone listed in the mail message Run Agent Runs another specified agent on selected documents Send Document Sends selected documents Send Mail Message Forwards the specified mail message to a specified list of people Send Newsletter Summary Sends a summary of selected documents to a specified list of people @Function Formula Specifies Notes @formulas for this agent to run on selected document. Creating agents using formulas, LotusScript, and Java For information about programming agents using options other than simple actions, see Designer 5 Help. 526 Lotus Notes Help © Copyright 1999 Lotus Development Corporation When naming an agent Keep these things in mind when assigning a name to an agent. Be aware of size limitations The full agent name, including all cascading names, cannot exceed 127 bytes (if you're using multibyte characters, 127 bytes is different from 127 characters). Each name cannot exceed 64 bytes (the backslash that separates cascading names counts as two bytes). Creating cascading agents If you're creating shared agents and don't want to overwhelm other users with long lists of agents in the Actions menu, or if you have related agents that can be grouped together, you can name agents so they cascade from the same submenu. Make the agent a cascading agent by typing the top level agent name, a backslash (\), and the cascading agent name. You can only create one level of cascading agents. For example, if your Service Request Tracking database has two kinds of service request agents, you can name them: Service Request Agents\Mail HW Requests Service Request Agents\Mail SW Requests When a user chooses Actions - Service Request Agents, a cascading menu shows the two types of agents. Note The combined number of forms, views, and agents that cascade from the top level cannot exceed 200; otherwise, the top-level menus do not display properly. This limit does not apply to the number of forms, views, and agents stored at the top level of each menu. Macintosh users Macintosh users see a dialog box containing a complete list. Try to begin each agent name with a different letter You can select any menu item quickly by typing its keyboard shortcut - usually the first letter of the item, which appears underlined in the menu. (The Macintosh doesn't use these.) When you create an agent, the agent's name is listed as an item in the Actions menu. If each agent begins with a different letter, the shortcut is easy to see on this list because it is the first letter of the agent's name. However, if two or more agent names begin with the same letter, the shortcut for the first name on the list will be its first letter. The shortcut for the second name on the list will be the first letter that has not already been used. As a result, the shortcut for the second agent on the list may be difficult to see and remember. For example: Create new folder Copy to Knowledge database You can rename your agents and omit the repeated letter, but in some cases a specific word is needed to make the names understandable. If you can't change the agent names, specify the keyboard shortcut by typing an underscore (_) before the letter that you want to use. Each shortcut must still be unique within the agent list. For example, to force the letter “p” for the Copy to Knowledge database agent, enter the name as: Co_py to Knowledge database 527 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Consider how the agents appear in the Actions menu The Agent menu sorts agent names in alphabetical order. If you want the agents to appear in a different order, for example, with the most frequently used agent appearing first, you can either number or letter them. Preceding agent names with numbers provides easy shortcuts for users, because they can type the number that appears in front of each name. However, because the number is part of the agent name it's read by Notes as text, not as a numerical value. As a result, numbering works for only 9 agents, because 10 will be read as a 1, followed by a 0, and would therefore be placed before 2 on the list. For example, if you number 10 agents, the first 3 agents would appear like this: 1Create new folder 10Delete read mail 2Copy to Knowledge database Keep the same agent names in different databases If you create multiple databases that contain the same information, use the same names for the agents. Standard names make it easier for users to recognize commonly used agents. 528 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To edit, copy, delete, or move an agent You can edit, copy, delete, and move agents within a database and from one database to another. However, you cannot modify and save an agent which is running. To view the agents list in any database do the following: 1. Open the database where the agent lives. 2. Choose View - Agents. To edit an agent 1. In the agents list, double-click the agent. 2. Change the name, when it should run, the documents it should act on, the actions, or all of these components. 3. Press ESC. 4. Click "Yes" to save the changes. To copy an agent 1. Select the agent from the agents list. 2. Choose Edit - Copy. 3. If you are copying the agent to another database, select that database and choose View - Agents. 4. Choose Edit - Paste. When you make one copy, Notes lists it as Copy of <agent-name>. If you make more than one copy, Notes lists it as Another Copy of <agent-name>. Note Double-click the copied agent to rename it and make changes. To delete an agent 1. Select the agent from the agents list. 2. Choose Edit - Cut. Once you choose Edit - Cut, you can replace the agent by choosing Edit - Paste. To move an agent from one database to another 1. Select the agent from the agents list. 2. Choose Edit - Cut. 3. Select the target database and choose View - Agents. 4. Choose Edit - Paste. Note Double-click the copied agent to rename it and make changes. 529 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Sample agent: Replying to mail You have created a database that collects employee responses to a survey about the company benefits package. You want to automatically send a "Thank You" reply to anyone who responds. 1. Select the database and choose Create - Agent. 2. Make these selections to create the agent: l Name: "Send Thank You" l When should this agent run: "If New Mail Has Arrived" 3. Run: Simple Action(s) 4. Add Action: 5. l Action: "Reply To Sender." l Click "Reply To Sender Only." l Body: "Thank you for taking the time to respond to our survey. We will distribute the results as soon as they are ready. l Click OK. Press ESC, then "Yes" in the dialog box to save the agent. 530 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Sample agent: Forwarding mail You want product schedules sent to you by your manager, Daniel Peterson, to be distributed to the rest of your team automatically. 1. Select your mail database and choose Create - Agent. 2. Make these selections to create the agent: 3. 4. l Name: "Forward Schedules" l When should this agent run: "On Schedule Daily" l Which document(s) should it act on: "All new and modified documents since last run" Click "Add Search": l Condition: "Words and Phrases" l Search For: Any of the words below l Text box: "schedule" Click "Add Search" again: l Condition: "By Author" l Search for documents whose Author: select "contains" l Text box: enter "Daniel Peterson" 5. Run: "Simple action(s)" 6. Click "Add Action": 7. l Action: "Send Mail Message" l To: Jennifer Lee, Wendy Quinn, Will Jones l Subject: Latest Product Schedule l Check "Include copy of document" Press ESC, then "Yes" in the dialog box to save the agent. 531 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Sample agent: Archiving mail You want to keep your Inbox on your mail server to a reasonable size, but save the memos locally for possible future reference. Your agent should copy all memos created before a certain date to your local mail database, then delete them from the mail server. 1. Select your mail database and choose Create - Agent. 2. Make these selections to create the agent: l Name: Save mail l When should this agent run: Manually From Actions Menu l Which document(s) should it act on: All documents in database 3. Click "Add Search." 4. Select Condition: By Date 5. Select Search for documents whose: "date created"; "is before"; (type)12/1/98. 6. Click OK. 7. Press ESC, then "Yes" in the dialog box to save the agent. 532 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Sample agent: Sending documents You want to send a weekly update report to the other people working on your project (there must be a SendTo field in any document(s) you want to send). 1. Select the database and choose Create - Agent. 2. Make these selections to create the agent: 3. l Name: "Weekly Report" l When should this agent run: "On Schedule Weekly" l Which document(s) should it act on: "All new and modified documents since last run" Click Add Search: l Condition: Words and Phrases l Text box: Weekly Report 4. Select Run: "Simple Actions." 5. Click Add Action: "Send Document." 6. Press ESC, then "Yes" in the dialog box to save the agent. Note l If the document also contains the CopyTo or BlindCopyTo fields, it is routed to those recipients at the same time. l If it contains the DeliveryPriority, DeliveryReport, or ReturnReceipt fields, they are used to determine the delivery priority, generate delivery reports, and send return receipts. If the document doesn't contain these fields, they default to normal priority, no delivery report, and no return receipt, respectively. 533 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Sample agent: Changing document status You, Daniel Peterson, have been working on draft documents in Notes and you want to keep their status as Unread so that you can track them easily until you have completed them. This agent changes the status of your draft documents to Unread at the end of each day. 1. Select the database and choose Create - Agents. 2. Make these selections to create the agent: 3. Name: "Draft documents - change status" 4. When should this agent run: "On Schedule Daily" 5. Click Schedule: enter 5:00 PM for "Starting at" 6. Which document(s) should it act on: "All new and modified documents since last run" 7. Click Add Search: l Condition: select "By Author" l Search for documents whose Author: select "contains" l Text box: enter "Daniel Peterson" 8. Select Run: "Simple action(s)." 9. Click Add Action: "Mark Document Unread." 10. Press ESC, then "Yes" in the dialog box to save the agent. 534 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Sample agent: Deleting documents You have been saving important messages for months in a folder titled "Saved." The folder has become too large, and you want to delete all messages which were created before August, 1998. 1. Select the database and choose Create - Agent. 2. Name: "Delete old mai.l" 3. When should this agent run: "Manually from the Actions menu." 4. Which document(s) should it act on: "All documents in view." 5. Click Add Search: "Choose By Date" l Choose "is before" l Type 8/1/98 6. Select Run: "Simple action(s)." 7. Click Add action: "Delete document." 8. Press ESC, then "Yes" in the dialog box to save the agent. 9. In mail database, open "Saved" folder. 10. To run the agent, choose Actions and select the agent. 535 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Sample agent: Copying documents You've been working on the Elephant research project in a folder called Work In Progress on the Projects database, and now you're finished. You want to share your work with your team by sending a copy to the database your team uses, called Elephant Project, and also keep a copy for yourself in a folder on the Projects database called Finished. You will only perform this action once. 1. Select the database and choose Create - Agent. 2. Make these selections to create the agent: 3. l Name: "Copy Elephant" l When should this agent run: "Manually from the Actions Menu" l Which document(s) should it act on: "Selected documents" Click "Add Search:" l Condition: "Words and Phrases" l Text box: "Elephant Project" 4. Select Run: "Simple action(s)." 5. Click "Add Action:" l Copy to Database: Choose Database "Elephant Project" l Copy to Folder: Choose folder "Finished" 6. Press ESC, then "Yes" in the dialog box to save the agent. 7. To run the agent, select the database, then choose Actions - Copy Elephant. 536 Lotus Notes Help © Copyright 1999 Lotus Development Corporation More Options dialog box This dialog box allows you to create detailed addresses by typing entries or writing formulas for the SendTo, CopyTo, BlindCopyTo, and Subject fields. 537 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Searching for Information Notes offers a comprehensive range of search features allowing you to find just about any information you need. You can search for information in documents, databases, file systems, address books or the Internet. The search icon The best way to start a search is by clicking either the search icon - the little magnifying glass in the upper right corner of Notes - or the little arrow next to it, which appears when you hold your mouse over the search icon without clicking. What you are currently viewing in Notes determines what happens when you click the search icon. For example, if you are reading or editing a document, clicking the search icon will open a dialog allowing you to search for text in that document. If you are looking at a view (a list of some or all of the documents in a database), clicking the search icon will open the search bar, allowing you to search all the documents in that view. Clicking the arrow next to the search icon opens the search menu. The first item is like the search icon - what it opens depends on where you are in Notes. From the search menu you can also do a "Domain Search," "Find People," or go directly to an Internet search engine like Yahoo® or Excite®. See any of these topics l Searching a view l Searching for text in a document l Searching a domain l Searching the Internet l Searching your Personal Address Book and other directories l Sample Search: Searching for words and phrases in documents l Sample search: Searching for documents using two conditions: by Author and by Date l Search tips l Search Troubleshooting 538 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Searching a view Once you have opened a Notes database and are in a view, Notes lets you to search the text and titles of all the documents in that view. If you want to search all the documents in the database, and don't have a view that contains all documents, you may have to either repeat your search in more than one view until you've searched everything, or you can create a view that contains all documents. Note Searching a Calendar view is unique. Click here for information on searching your calendar. Searching and full-text indexes Notes searches best on databases with a full-text index. When you create a full-text index, you are scooping up all the text in the database and making a list for Notes to search. This makes the process much faster. When the database is indexed, you also have access to features which allow you to refine or expand your search, and you can get results sorted by how close they are to what you're looking for. In short, indexing the database makes searching quicker and gives you more control. Without a full-text index, Notes must search a database sequentially -- word by word, document by document. This is slower, and the results are sorted by the order they appear in the view, rather than by how close they are to what you're looking for. Before you search To get the best results read the tips below before searching. l If the database is indexed, there are certain words and characters called operators which Notes reads as "instructions" rather than words. You may want to look at some operators before searching (see list of topic links below), but you can avoid most problems by putting your search text in quotes. l Clicking the search icon both opens and closes the search bar. The search bar stays open until you close it, even if you close and re-open the database. l You can also bring up the search bar in a view by clicking the little arrow next to the search icon, which brings up the search menu, then choosing "Search current view." You can also choose View - Search Bar. l You can also navigate to documents in a view by choosing Edit - Find or using the Starts With dialog. The Find dialog searches text displayed in the view; "Starts With" searches text in only a single column. Using the search bar is the best method, however. To do a simple search in a view: 1. Open the database. 2. Open the view you want to search. 3. Click the search icon to open the search bar. 4. In the search box, type the text you want to find. 5. Click Search. 539 Lotus Notes Help 6. © Copyright 1999 Lotus Development Corporation Close the search bar by clicking the close box. See any of these topics: l To see if a database has a full-text index l To create an index l To search for extended or foreign characters l To use operators to refine a search l To use conditions to refine a search l To use options to refine a search l To sort and view search results l To save search results l To save and re-use a search l Searching for information l Search tips 540 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To see if a database has a full-text index 1. Open the database. 2. Open the view you want to search. 3. Click the search icon to open the search bar. 4. Just to the right of the search box, Notes displays an indicator to show you whether the database is full-text indexed. 5. (Optional) If the database is not indexed, you can create an index. Note Full-text indexes have settings which give you options when you search. The person who builds the index chooses which settings to activate. If the database is already indexed, you can find out what the settings are by choosing File - Database - Properties, then clicking the magnifying glass ("full-text") tab. If not, see the topic "To create a full-text index." 541 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To create a full-text index You should first see whether the database is indexed. If is not, follow the procedures below. You can index any database if you have Designer access, which means you can index any local replica, or any database you create. Call your Domino administrator if you want to search a database which is not indexed, and you don't have designer access. Only your administrator can index a database on the Web. Indexing and size A full-text index can be about 20% the byte-size of the database (depending on how much text is in the database), so you may want to make sure you have the space before indexing a very large database. Also, Notes will only index a document of 6 megabytes in size, or less (this includes attachments). If you are having a problem indexing or know a document is larger than 6 megabytes, call your Domino administrator. To create an index 1. Open the database. 2. Make sure you have enough disk space. 3. Click the search icon to open the search bar. 4. In the lower right corner of the search bar, click More. 5. Click "Create index." 6. Select Options Option Allows you to search All documents, including attachments. You have the choice of searching just the raw (ASCII) text of attachments, or binary attachments. The first method is faster than the second, but less comprehensive. Note Attachments are actually located in the $FILE field in a document, though a picture of them appears in the BODY field. If you specifically search the BODY field for attachments, you won't find the information. All words in fields, including encrypted fields. Using proximity operators which allow you to search for words in the same sentence or paragraph. For words by exact case match. Choosing this means Notes searches for your words exactly as you type them. Example: if you type "Apple" in the search box, Notes will not find "apple." - Choosing this option means the index will be updated automatically if the database is on a server. This will not perform if the database is on your local drive. 542 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To change your options 1. Open the database. 2. In the menu, choose File - Database - Properties. 3. In the Database properties dialog, click the magnifying glass ("full-text") tab. 4. Click Delete Index. 5. In the box "Are you sure you want to delete the full-text index for this database?" click Yes. 6. Close the dialog box and re-open it. 7. Click the search tab. 8. Click "Create Index." 9. Change your options. 10. Click OK. To check the options settings on a database If you're working with an full-text indexed database, you can find out what settings the manager has activated on it. 1. Open the database. 2. Choose File - Database - Properties. 3. Click the magnifying glass ("full-text") tab. To update a full-text index 1. Open the database. 2. Click the search icon to open the search bar. 3. Click More. 4. Click "Update Index." 543 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To search for extended or foreign characters You can enter extended or foreign characters into the search box using the Windows code page if you are using a Windows 95, Windows 98 or Windows NT operating system. 1. In the lower left corner of Windows, click Start - Programs - Accessories - Character Map. 2. Click the character, then "Select," then "Copy." This copies the character to the clipboard. 3. In Notes, click in the search box, then choose Edit - Paste. Notes l Your Notes default sans serif font must support the character in order for you to see it in the search box. If you see a single dot when you paste, the character is still there, but the font doesn't allow you to see it. To change the default font choose File - Preferences - User Preferences. Then click "International," then "Default fonts." l When you click a character in the character map, its keystroke equivalent is displayed in the lower right corner. You can enter the character in the search box by clicking in the box, then pressing ALT+the number, using the numeric keypad on the right side of the keyboard (not the numbers at the top). l To enter the "euro" character, click in the search box, then press ALT+0128 on your numeric keypad. You must have the "euro" character installed on your system and the current default font must support it. 544 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To search your calendar The calendar view is unlike other views in the way search results are returned. Search results To see "Sort results by" options, click the More tab in the search bar. In a calendar view you have two options for sorting your results: Keep current order, and Show all documents. l If you use the first option, Notes returns results by showing you your calendar with all entries hidden except the results of your search. These are marked with a check, meaning they are selected. l If you select the second option, Notes returns results by showing your calendar with all entries visible, and with the results selected. If you do not see results in the current view, use the arrows in the lower right corner to scroll forward or back in order to find results. Or, to jump from result to result, use the "Navigate Next Selected" and "Navigate Previous Selected" smarticons. Note The status bar at the bottom of Notes displays the number of search results. 545 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To use operators to refine a search Search operators are words and characters which Notes reads as an instruction to search for combinations of words, fields, dates and numbers. It works the same way most Web search engines do (based on Boolean logic), with some very powerful enhancements. For example, you can not only search for two words which appear in the same document, but specify how close they should be to each other, what field they must be in, by their exact case, and that one should be judged as more important. Using wildcards you can also search on just a fragment of a word and Notes returns every word containing that fragment. When searching a view, operators can only be used in a full-text indexed database. When searching a domain, operators are only available when you're searching for Notes documents and other files. To use an operator in your search, type it into the search box. Operator/ expression Description and examples Does it work searching a view from Notes? Does it work searching a domain from Notes? Does it work searching a view or domain from the Web? field These mean 'search this field.' Notes then expects you to specify the field to search. There should be spaces between 'FIELD' and words surrounding it. Yes No Yes, in view searches only Yes Yes '&' doesn't work Yes Yes Yes FIELD [fieldname] (brackets) Example: 'FIELD author CONTAINS Simpson' finds documents whose author field contains the word Simpson. Note Attachments are located in the $FILE field, though they appear in the BODY field. 'FIELD $FILE CONTAINS your text' is the best way to search for text in attachments. and AND & or OR | ACCRUE , (comma) These find documents containing all the conditions or words linked by AND. Example: 'cat AND dog AND fish' finds documents containing all three of these words. These find documents containing either of the conditions or words and returns them ranked by number of appearances in the document. Example: 'cat OR dog OR fish' finds documents containing at least one of these words. Note ACCRUE works slightly better than OR when sorting results by relevance. 546 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Operator/ expression Description and examples Does it work searching a view from Notes? Does it work searching a domain from Notes? Does it work searching a view or domain from the Web? NOT These make the query negative. Yes Yes Yes Yes Yes Yes Yes Yes No not l ! l l l "" You can put NOT between words: 'cat AND NOT dog' finds documents containing the word cat, but not the word dog. You can put NOT before any field name: 'NOT[author] CONTAINS Simpson' finds documents whose author field does not contain the word Simpson. You can use NOT after CONTAINS, and before a word: '[author] CONTAINS NOT Simpson' finds documents whose author field does not contain the word Simpson. You cannot put NOT after =, <, >, <=, or >= and before a date or number: '[date1] = NOT 12/25/98' does not work. Placing quotes around operators (like AND, OR, CONTAINS etc.) allows Notes to read them as normal words. Example: "rock and roll" finds documents containing the phrase, intact. PARAGRAPH paragraph This finds documents in which the words surrounding PARAGRAPH are in the same paragraph, and ranks them by how close they are. Example: 'car PARAGRAPH wheels' finds documents in which 'car' and 'wheels' appear in the same paragraph and ranks them by how close the words are within the paragraph. 547 (The database's indexing option must be selected.) Lotus Notes Help © Copyright 1999 Lotus Development Corporation Operator/ expression Description and examples SENTENCE sentence ? Does it work searching a view from Notes? Does it work searching a domain from Notes? Does it work searching a view or domain from the Web? This finds documents in which the Yes words surrounding SENTENCE are in (The database's the same sentence, and ranks them by indexing option how close they are. must be selected.) Example: 'car SENTENCE wheels' finds documents in which 'car' and 'wheels' appear in the same sentence and ranks them by how close the words are within the sentence. Yes No This is a wildcard. It represents any single letter. It does not work with dates or numbers. Yes Yes Yes Yes Yes Yes Example: '?one' finds documents containing bone, cone, done, gone (and any other four-letter words that end with 'one') '???ck' finds documents containing stack, clock, stick, truck; rack, rick, rock * This is a wildcard. It represents any extension of letters. It does not work with dates or numbers. Example: '*one' finds documents containing bone, cone, clone, crone, done, drone, gone, telephone (and any other words of any length that end with 'one') Also, '*one*' finds documents containing bone, cone, clone, lonely, phoned, stoned, pardoned 548 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Operator/ expression Description and examples Does it work searching a view from Notes? Does it work searching a domain from Notes? Does it work searching a view or domain from the Web? TERMWEIGHT This gives importance, or "weight," to search words. You can use any value from 0 through 65537 to assign weight. Yes Yes No Yes No No Yes Yes No Yes Yes No termweight Example: 'TERMWEIGHT 25 photo or TERMWEIGHT 75 audio or TERMWEIGHT 50 video' finds documents containing at least one of the words. 'Audio' is most important, 'video' is next, and 'photo' is least important. Notes ranks results accordingly. You need an AND or OR between first TERMWEIGHT and subsequent ones. EXACTCASE exactcase This tells Notes to search for the exact case of the word following. Example: 'exactcase Apple' finds documents containing 'Apple,' but not 'APPLE' or 'apple.' CONTAINS contains = This is tells Notes that the field before it must contain the text after it. There should be spaces between 'CONTAINS' and words surrounding it. (The database's 'case sensitive' option must be set.) Example: '[author] CONTAINS Hendricks' finds documents whose author field contains the word Hendricks. = < > <= These help you search for numbers or dates in numeric or date fields only. Example: 'FIELD date1<12/25/98' finds documents whose 'date1' field contains any date before 12/25/98. >= 549 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Operator/ expression Description and examples Does it work searching a view from Notes? Does it work searching a domain from Notes? Does it work searching a view or domain from the Web? - (hyphen) This tells Notes to find the hyphenated word pair. Notes 4.6 returned instances of the two words seperated by a space or together without a space. Yes Yes Yes Example: 'full-text' finds documents containing "full-text." Notes 4.6 returns "fulltext" and "full text." To find these results in R5, activate Fuzzy search. 550 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To use conditions to refine a search A condition is a tool for helping you refine your search in a view (not available from the Web). It tells Notes that certain conditions must exist in a particular field in order for that document to be a match. Conditions can be used along with your search text, and appear as a "token" in the search box. The query below, for example, searches for documents containing the word "software" and whose "date created" field contains 12/15/98. To create a condition 1. Open the database. 2. Open the view you want to search. 3. Click the search icon to open the search bar. 4. Create a full-text index or ask your Domino administrator to create one. (The database must be indexed to use conditions.) 5. Click More. 6. Create a condition by clicking the appropriate button (see table below). 7. Click OK. 8. Click Search. Search condition Limits search to documents By Date That were created or modified according to a specific date or time period. By Author That were created or modified, or not created or modified, by the specified author(s). Steps 1. In "Search for documents whose," select whether to use the "date created" or "date modified." 2. From the list, select how to evaluate the date. 3. Depending on what you selected in the list, specify the date or number of days in the text box. 4. Click OK, then click Search. 1. In "Search for documents whose Author," select "contains" or "does not contain." 2. Either: Click the Author icon, to display the Names dialog box, and add one or more names (names must be separated by a comma.) l Type in Notes user names (names must be seperated by a comma.) 1. Click Ok, then click Search. l Note You can use the author's full name, first, or last name, but Notes finds documents created by all authors with that name. 551 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Search condition Limits search to documents Steps By Field That contain a specified value in a particular field. 1. In "Search for documents whose field," select the field. 2. From the list, select how to evaluate the field. 3. In the text box, specify the value. 4. Click Ok, then click Search. Note If you are searching for text in an attachment, selecting the 'BODY' field does not work. Although they appear to be in the body field, attachments are actually in a field called $FILE. Try using brackets around the field name and the expression CONTAINS: for example, '[$FILE] CONTAINS your text' By Form Multiple Words Fill Out Example Form That were created using one of the forms in the box. That contain or do not contain specified words or phrases. That contain a specified value in the form. 1. Select the form from the list. 2. Click Ok, then click Search. Note This is most useful in a "negative" search. For example, if you search your inbox for memos whose author field does not contain, say, "Burns," Notes returns any document in the database which doesn't have "Burns" in it - not only memos, but every other type of document. This is solved by specifying that you want to search only documents with a memo form. 1. In "Search for," select whether to search for any or all of the words or phrases listed. 2. In the text boxes, specify the words or phrases. 3. Click Ok, then click Search. 1. In "Form," select the form. 2. In the blank form, enter values in as many fields as you want to include in the search. 3. Click Ok, then click Search. Note To edit a condition in the search box, click the token twice to open the dialog box. To delete a condition, click the token once to select it, then press DELETE. 552 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To use options to refine a search You have two options when searching a view that you can turn on or off like switches. "Use word variants" tells Notes to find a word allowing for a certain amount of variation from the root word. "Fuzzy search" tells Notes to allow for some misspelling. 1. Open the database. 2. Open the view you want to search. 3. Click the search icon to open the search bar. 4. Create a full-text index or ask your Domino administrator to create one. (The database must be indexed to use options.) 5. Click More. 6. Check one or both options (see below.) 7. Enter your search query. 8. Click Search. Use Word Variants This option finds words with the base word + certain prefixes and suffixes. For example, a search for "swim" will also find "swims," "swimming," "swimmer," and even "swimmed." It will not find the variation "swam," however, because the base word has changed, or "swimmet," or "swimsed" because the suffixes are not acceptable with that word. Fuzzy search This option finds documents which have matches similar to your search. Sample query Finds user requirement user group requirement user has a requirement Califorrnia (incorrect spelling) California (correct spelling) communication communicate, communicating, communi-cation Palo Alto (correct spelling) Paloalto (incorrect spelling) 553 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To sort and view search results You can choose how your search results are sorted. Once the results list is returned, you can view each result using the preview pane to see where Notes found matches, then save the list in a folder. Tip The status bar at the bottom of Notes always displays the number of search results returned. Sorting results 1. Open the database. 2. Open the view you want to search. 3. Click the search icon to open the search bar. 4. Create a full-text index or ask your Domino administrator to create one. (The database must be indexed to sort results.) 5. Click More. 6. Select an option from "Sort results by." Option Returns results relevance According to number of matches per document, with the highest number at the top of the list. last modfied Placing those latest modified at the top of the list. first modified Placing those earliest modified at the top of the list. keep current order (sortable) In the order they were already sorted. (Only available if the database allows column sorting.) show all documents (sortable) All documents, marking the results as selected (checked). If the database is designed to allow it, you can sort results by clicking the little triangles in the bars at the top of columns. 7. To limit the number of results you see, click "Maximum results," and enter the maximum number of results you want Notes to show, then click OK. On the Web select from the "Limit results to" box. You won't need to do this unless you're getting too many results. 8. Click Search. Notes l If the database is indexed, by default Notes lists documents by relevance. If the database is not indexed, Notes lists results in the order in which they appeared in the view, and they will be selected. l When you search in a Calendar view, select either "keep current order (sortable), or "show all documents (sortable)." Notes makes the results easily recognizable by marking them with a check. Keep in mind that when a result is checked, pressing DELETE will mark it for deletion. 554 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Viewing results You can scroll through the list of search results using the up and down arrows on your keyboard. Within the document, Notes highlights matches with a green rectangle. To see matches, you can either open the preview pane to see the contents of a document without leaving the results, or you can simply open the document. If you use the preview pane, click once in the document to put focus there, then use the arrow buttons next to "Clear Results" to jump from match to match (not available on the Web). If you open the document directly from the results list, click once to focus in the document, then use CTRL+ to move forward a match, and CTRL- to move backward a match. Search will not highlight all matches. If you open a document and it doesn't show any matches, check for matches in the following areas: l In date or number fields. l In a hidden area of the document, for example a closed section. When there is a match in a hidden area, Notes displays the message "Some highlights are not visible with this form" in the status bar at the bottom of the Notes window. If you don't see this message, try clicking the status bar once to see its history. l In file attachments and in encrypted fields. If a match is in a file attachment, Notes highlights the title underneath the attachment's icon. Notes l If the document's text is the same color as the highlight rectangle you won't see the matched text. If you click in the document and use the arrows to set the focus on each match, the focused match will be purple and you will be able to see the text. l Some views are categorized, meaning the documents are arranged in a hierarchy underneath main headings: If the same document falls under, say, three different categories, it appears three times in the list of search results. For example, if "Lisa's document" (a single document) appears under three different categories, you will see three of "Lisa's document" in the list of results. The status bar will still say you are looking at only one document. 555 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To save search results 1. Create a new folder in the database. (You must have access privileges to create a personal folder. If you do not, you cannot save results.) 2. Choose Edit - Select all to select all of the results. 3. Drag the results to the folder icon. Note This saves your search results. Click here to see topic on saving your search query. 556 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To save and reuse a search You can save a search to use again later, even after you close and reopen the database. 1. Open the database. 2. Click the search icon to open the search bar. 3. Click More. 4. Create a search query using operators, conditions and options. (You don't have to click Search.) 5. Click "Save Search." 6. Name the Search you want to save in the field provided. 7. Check "Shared search" if you want to enable others to use this search. 8. Click OK. Note This saves your search query. Click here for the save your search results topic. To use a search you have saved 1. Open the database. 2. Click the search icon to open the search bar. 3. Click More. 4. Click "Load Search" to open a menu of previously saved searches. 5. Choose the name of the search. 6. Click Search to execute your search. To delete a search you have saved 1. Open the database. 2. Click the search icon to open the search bar. 3. Click More. 4. Click "Load Search" to open a menu of previously saved searches. 5. Choose "Delete Saved Search" from the menu. 6. Choose the name of the search from the list box. 7. Click Delete. 557 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Searching for text in a document If you have the document open in Read mode, you can only find text; if you have the document open in Edit mode, you can find and also replace text. To change from Read mode to Edit mode, click twice anywhere in the document or open the document and press CTRL+E. To search a document 1. Open the document. 2. Click the search icon to open the "Find Text in Document" dialog box. 3. In the "Find text" box, enter the text you want to find. 4. (Optional) Click options to refine your search. Search Option Searches for text Case sensitive That is capitalized exactly the way you type it in the "Find text" box. If you do not select "Case sensitive," Notes finds all occurrences of the text, regardless of capitalization. Accent sensitive That contains the accented characters you type in the "Find text" box. If you do not select "Accent sensitive," Notes finds all occurrences of the text, regardless of accents. (Not available from the Web) Match on entire word That has spaces around it. If you do not select "Whole Word," Notes finds the text, even if it is part of another word. For example, if you search for "log" without selecting "Match on entire word," Notes also finds "log" in "logical" and "catalogs." (Not available from the Web) Wrap around By cycling back to the top of the document once it has reached the end. If you do not select Wrap around, a dialog appears when the search has reached the end of the document saying the string has not been found. Find forwards From your current location in the document to the end. Find backwards From your current location in the document to the beginning. 5. (Optional) Enter text in the "Replace text" box. 6. Click Find Next. If Notes finds a match, it is highlighted in the document. Note You can also open the "Find text" dialog box by using the shortcut CTRL+F, by choosing Edit - Find, or by choosing Find text in the search menu. From the Web, the Find feature is available through your browser. Consult your Web browser's documentation on how to use their Find dialog. 558 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Searching a domain Domain Search is a powerful new Notes tool which allows you to search your entire organization for Notes documents, Domino databases, or other types of files. Domain search is similar to searching in a Notes view, but on a much larger scale. Your Domino administrator sets up Domain Search. The administrator or database manager determines what documents, databases and files are available for searching - in other words, what makes up the domain. They also determine what your link to the Domain Search interface (where you start a Domain Search) is called in the search menu. From a Web browser, you can search for Notes documents and other types of files. See any of these topics: l To do a simple Domain Search l To do a detailed Domain Search l Searching and browsing your catalog l To sort and view domain search results l Searching for information l Search tips 559 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To do a simple domain search You can search for Notes documents, Domino databases, and other types of files in the domain. To refine your search, see the topic on doing a detailed domain search. 1. Click the arrow to the right of the search icon. 2. Choose "Domain Search link" (a title created by your Domino administrator). 3. Select "documents" or "databases." l Selecting "documents" means you are searching the titles and content of all Notes documents. Notes returns a list of documents. l Selecting "databases" means you are only searching database titles. There are no advanced options and you cannot use operators. Notes returns a list of databases. (This is not available from a Web browser.) 4. (Optional) If you want your search to also include non-Notes documents, click More, then make sure "File system" is selected. 5. Type your query in the search box. 6. Select Terse or Detailed results and an option in Sorted by. 7. (Optional) Limit the total number of results and the number of results shown per current page by clicking More and entering number values in "Maximum results" and "Display results per page." (See topic on detailed Domain Search.) 8. Click Search. Note You can also search for databases by clicking the search icon arrow, then selecting Find Database. 560 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To do a detailed domain search You can get more specific in your search for documents by using the advanced options shown when you click More. Advanced options are not available when searching for Domino databases. For information on searching for databases, or on choosing how results are displayed, see the topic on doing a simple domain search. 1. Click the arrow to the right of the search icon. 2. Choose "Domain Search link" (a title created by your Domino administrator). 3. Select "documents." 4. (Optional) If you want your search to also include non-Notes documents, click More, then make sure "File system" is selected. 5. Type your query in the search box. 6. Select Terse or Detailed results and an option in "Sorted by". 7. Click More. 8. Choose conditions and options to specify the search. These become part of your query, along with the text you type. You can also type certain operators into the query. 9. Click Search. Condition or option Specifies the search by Text Limiting it to documents that contain or do not contain specified text. Follow these steps 1. Click "Text." 2. Select "and," "or," or "not." 3. Select "contains" or "does not contain." 4. Type text. Note To remove a condition click Author Limiting it to documents whose author field contains or does not contain a specified author or authors. 1. Click "Author." 2. Select "and," "or," or "not." 3. Select "contains" or "does not contain." 4. Type author name or click address books. to pick from Note To remove a condition click Title Limiting it to documents whose title field contains or does not contain specified text. 1. Click "Title." 2. Select "and," "or," or "not." 3. Select "contains" or "does not contain." 4. Type text. Note To remove a condition click 561 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Condition or option Specifies the search by Date created Limiting it to documents whose data created falls within a specified time period. Follow these steps 1. Click "Date created." 2. Select "and," "or," or "not." 3. Select "is on" or "is after." 4. Type date or click calendar icon and click date(s). Note To remove a condition click Date modified Limiting it to documents whose date modified falls within a specified time period. 1. Click "Date modified." 2. Select "and," "or," or "not." 3. Select "is on," or "is after." 4. Type date or click calendar icon and click date(s). Note To remove a condition click Word variants (English only) Finding words with the base word + certain prefixes and suffixes (click for details). Select the box. Fuzzy search Finding words with slightly different spellings and arrangement (click for details). Select the box. File system Finding files in file systems outside of Notes databases. Select the box. Notes databases Finding files in Notes databases Select the box. Limit to these categories Limiting it to databases containing similar information. Select catagories from the list. Select as many as you want. 562 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To sort and view domain search results Domain search results are returned in a list, which is actually a document that you can save or forward. Results are displayed one page at a time, so even if Notes returns a very long list, you can begin viewing the first ones without waiting for the rest. You can also set a Maximum number of results you want returned and a maximum number you want displayed, per page. To view a search result, double click on it. Sorting results You can choose have your Domain Search results sorted in several different ways. You can also choose whether to display only basic information or more detail: If you select Results are Displayed in a list including relevance, date last modified, and document title. Example: Displayed in a list, including relevance, date last modified, document title, author, a detailed summary of the content, and the URL. Sorted by number of matches. The more matches the result has, the higher on the list it is. For example, if you search for documents containing the word 'software,' a document containing three instances of 'software' will be higher in the results list than a document containing two. Sorted with the most recently modified first. Sorted with documents having the oldest modified date, first. Saving and forwarding results To save a page of results copy and paste it into a text editor, then save the file. Copying a results list means you are copying only the list itself. Links to the actual results, and "Previous" and "Next," do not work. Also, you can only copy one page at a time, so it's easiest if you increase the number of results show per page to hold as many results as you would like to save. That way, you don't have to copy and paste more than once. To forward results, choose Actions - Forward from the menu, then type or select an address and send the memo. Note If you don't have access to a document, database or file, it won't appear in the results. 563 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Searching and browsing your Catalog The catalog is a view containing all of the Domino databases in the domain. You can search the catalog by clicking the search icon arrow and selecting Find Database. Or, you can access the catalog by clicking "Browse Catalog": If you have access, you can open a database by selecting it and clicking Open, or add it to your menu by clicking Add icon. You can also find information on a database or any of its replicas by clicking the green arrow to its left then clicking the server name twice. 564 , Lotus Notes Help © Copyright 1999 Lotus Development Corporation Searching the Internet You can navigate to your favorite Internet search engine from Notes. 1. Click the arrow to the right of the search icon. 2. Choose an Internet search engine from the list. Once you are at the site, consult that company's documentation for help. Notes l You can also press CTRL+L, then type the search engine's address into the box in the upper right corner. To add a search site to your menu 1. Find the site using Notes (see steps above). Once open, It appears as a new task. 2. Open the "More Bookmarks" icon 3. Click the task and, while holding down the left mouse button, drag the task over the Internet search sites folder and release. , then the search folder, then the Internet folder: 565 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Searching your Personal Address Book and other directories You can search your Personal Address Book, Domino directories (Notes database directories on Domino servers), or Internet directories for people. Once you find the name you need, you can view detailed information and add it to your Personal Address Book. (This feature is not available when searching from the Web.) To add an Internet directory you must create an account for it in your Personal Address Book. To search your Personal Address Book and Domino directories 1. Click the arrow to the right of the search icon. 2. Choose Find People. 3. In the "Look in" box, select a directory under "Address Books." 4. In the box in the lower left, select the way you want the information listed. (See note below) 5. Enter your search query in the "Starts With" box. This way of browsing works exactly like "Starts With" in a view (also called quick search). 6. (Optional) Click "Details" to bring up information on the selection. 7. (Optional) Click "Add to Personal Name & Address Book." Note "List by name" is the default setting. This lists last name, followed by first name. "Corporate hierarchy" lists addresses by corporate structure (determined by the Domino administrator). "Categorized by language," intended for multi-lingual organizations, categorizes by language, and by the first letter of the last, or alternate name. People with names in several languages are listed under each language. 566 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To search other types of directories 1. Click the arrow to the right of the search icon. 2. Choose Find People. 3. In the "Look in" box, select a directory or group of directories under "Searchable." 4. Enter your search query. 5. (Optional) Refine your search by clicking "Detailed search." 6. l Select from the first two boxes, then type in the last box. The first box is a list of fields in each address book entry. So, if you were searching for documents Mary, in the first box you would select "first name," in the second box, "is," and in the third box type "Mary." Then click "Add condition." l (Optional) If you want to remove the last condition in the list, click Remove Condition. Click Search. 567 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Sample search for words and phrases in documents As an employee, you want to search the Human Resources Benefits database for information about retirement benefits. 1. Open the Human Resources Benefits database and select the view that lists all benefits. 2. Click the search icon. 3. Click More, then "Multiple Words." 4. Click Any. 5. Enter the following words in the first two text boxes. Retirement Pension 6. Click OK. 7. Click Search. 8. Notes returns documents containing the words "retirement," "pension," or both. 568 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Sample search for documents using two conditions: by Author and by Date As a newspaper reporter, you want to search the newspaper's archives for all articles you wrote or helped write in the past two months. 1. Open the Archives database and choose the view that lists all articles. 2. Click the search icon. 3. Click More. 4. Click "Author." 5. In "Search for documents whose author," select "contains." 6. In the text box, enter your first and last name. 7. Click OK. This will add a "token" in the search box. 8. Click "Date." 9. In the "Search for documents whose" box, select "date created." 10. In the next box, select "is between." 11. In the text box, enter the beginning and end dates for the past two months: 1/01/99 2/31/99 12. Click OK. 13. Click Search. Notes displays all articles you wrote between 1/01/99 and 2/31/99. 569 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Search tips Searching can be a bit of an art, and it may take more than one try to get the results you want. Because of the complexities of sifting through so much information for something very specific, you may not get what you're looking for on the first try, though it is there. It's possible that you entered a query Notes had trouble understanding, or the database might not be indexed. if Notes returned more documents than you want to read through, you may be able to use some options to narrow your search. Below are some tips for searching with Notes. If you've read this topic, done some searches, and are still frustrated, take a look at Search troubleshooting. Try starting with a simple search on one word Let's say you want to find documents about cats, with information on their relationship with dogs, their hunting mice and eating fish, and you're pretty sure there are documents out there. Try searching on just "cats" first. If there are too many returns, try adding "dog," "mice," and "fish," separated by the operator AND. This finds documents with all those words in it. Be specific Use words you think are only in the documents you want. Searching for "Siamese" gives you fewer results than "cats," and they'll be closer to what you want. Use quotes to search for an exact phrase "Cats are choosy eaters" finds that exact phrase. Also, putting single spaces between words returns the text in that exact order. Select "Use Word Variants" and "Fuzzy search" These are selections available when you open the "More" section of the search bar. They widen your search, making it more comprehensive. See the topic on search options. Once these are activated, you can try using base words, or parts of words - "pair" to find "pairing" or "pairs"; "ray" to find "gray," "stray," or "bray." Use different words with the same meaning Let's say you're looking for documents about cats. Try "cats OR felines OR kittens." The OR operator finds documents containing any of these. Keep an eye on the number of results you get back In the upper left corner of the search bar Notes shows the number of results. If you have too many or too few results, try reformulating your search. If there are too many results, try using AND. If there are too few results, try OR. cats OR dogs Returns documents with one or the other (returns more results) cats AND dogs Returns documents with both (returns fewer results) Use the "fill out example form" condition This is a very powerful way of doing a complicated search. You can specify to a high degree what documents you want returned. You don't need to fill in every field - blank fields match all documents. For best results, fill in only the one or two which are most specific to your search. Sorting results using view columns If you're used to sorting a view with the triangle icons at the top of each column, select either "show all documents," or "keep current order" as you r sorting option. 570 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To pick people The Names dialog box lets you pick names from your address books. While you're there, you can view their personal information, and add them to your Personal Address Book. Adding a person to your list 1. Select an address book from the box in the upper left corner. 2. Select an author from the list displayed in the left pane. 3. Click "Add" to add the author to your list. (Repeat until you have found all the authors.) 4. Click OK. Removing a person from your list 1. Select a name in the right pane and click "Remove." Click "Remove All" to remove the entire list. Viewing information on a person 1. Select an address book from the box in the upper left corner. 2. Select an author from the list displayed in the left pane. 3. Click "Open." Adding a name to your Personal Address Book 1. Select an address book, other than your Personal Address Book, from the box in the upper left corner. 2. Select an author from the list displayed in the left pane. 3. Click "Copy to Local Address Book." Adding a person to your list manually 1. Click "New" to type a name into your list. 571 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Accessibility Software accessibility means that a product has been designed for people who have physical challenges, such as restricted mobility or limited vision. Notes Release 5 is an accessible software product. These are the major accessibility features in Notes: l You can use accelerator and command keys to navigate through Notes. Accelerator keys are usually displayed as an underlined letter on the screen; for example, F is the accelerator for the File menu. In Windows, press the ALT key, then the accelerator key to trigger an action; for example, ALT+F shows the File menu. You can show additional accelerators for bookmarks and task buttons by pressing and holding down the ALT key. Command keys directly trigger an action, and usually make use of the CTRL (Windows) or COMMAND (Mac) keys. For example, to print, press CTRL+P (COMMAND+P on Mac). l Notes uses Microsoft Active Accessibility (MSAA). This means that people with limited vision can use screen-reader software, along with a digital speech synthesizer, to listen to what is displayed on the screen. l Notes supports your system's display settings, such as color scheme, font size, and high contrast display. Notes has many other features that you can customize to fit your individual needs. See any of these topics: l Settings you can customize in User Preferences l Settings you can customize in Location Preferences l Additional Notes settings l Where do I go for more information? Settings you can customize in User Preferences Choose File - Preferences - User Preferences to do the following: Change icon color or size You can choose an icon color or size that is easier to see. Choose Basics, and then under the "Display Options" section refer to "Icon color scheme" to change color; refer to "Bookmark icon size" to change icon size. Change default fonts You can select different fonts for clarity. Choose Basics, and then under the "Display Options" section click "Default Fonts" to set your default font. Select or deselect Extended Accelerators Extended accelerators offer keyboard methods for operating the bookmarks bar and task buttons. If you have extended accelerators enabled, press and hold down the ALT key to display additional accelerators for each Bookmark and task. Choose Basics and refer to "Additional Options." Select or deselect Textured Workspace or Right double-click closes window Textured workspace can be deselected to improve screen clarity or to improve access for screen readers. Right double-click offers an alternate way of closing windows in Notes. Choose Basics and refer to "Additional Options." Enable or disable Java applets, JavaScript, Java access from JavaScript, Plugins in Notes Browser, or ActiveX in Notes Browser Notes supports Java Applets, JavaScript, Plugins, and ActiveX technology. Currently, some of these technologies are not accessible. Depending on which access technology you are using, you may want to disable these features. Choose Basics and refer to "Additional Options." 572 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Set Audible or Visual notification for incoming mail When you receive a new mail message, Notes can notify you with either a sound or a visual cue. Choose "Mail and News," and then under the Recieving section select or deselect "Audible notification" or "Visual notification." Set your Internet Mail Format or Internet News Format You can select HTML or plain text format. Choose "Mail and News," and then under the Configuration section refer to "Internet mail format" or "Internet news format." Select a specific word processor Although the editing features in Notes are designed to be accessible, you can also use your own word processor to edit documents. Choose "Mail and News," and then under the Configuration section refer to "Alternate memo editor." Settings you can customize in Location Preferences Choose File - Preferences - Location Preferences to do the following: Choose whether or not Notes should load images If you are using a screen reader, it may help not to load images. You can turn them off to improve performance. Click the Advanced tab, and then the Basics tab. In the "Load images" field choose Always or "On request." Choose a browser other than Notes When using the World Wide Web, you can use Notes as your browser, or use another browser, such as a text-only browser, instead. You must already have your preferred browser installed on your system. Click the Internet Browser tab, and then select the browser in the "Internet browser" field. If you choose Other, then specify the browser path in the "Internet browser path" field. Additional Notes settings To set your Workspace as your home page For easier database navigation, you may prefer to set the Notes Workspace, rather than the Notes Welcome Page, to appear when you start Notes. Both the Workspace and the Welcome page are accessible through MSAA. In your bookmarks, open the folder called Databases. Locate and right-click the Workspace bookmark to activate the context-sensitive menu. Select "Set Bookmark as Home Page." To add large font settings to your NOTES.INI file NOTES.INI is a configuration file, located in your Notes directory, that stores information about your personal Notes installation. If you need to use larger fonts at all times, you can add the following setting to your NOTES.INI file: Display_font_adjustment=x Here, x is the number of points added to the default size, and is a number between 0 and 25. For example, if you want to increase the font size to 5, you would type: Display_font_adjustment=5 To enable keyboard navigation of the Bookmark bar If you have "Show extended accelerators" enabled in User Preferences, you can enable keyboard navigation along the Bookmark bar. Add the following setting to your NOTES.INI file: AllowBookmarkFocus=1 Restart Notes, and then press ALT+B to gain focus on the Bookmark bar. For navigation, use the up and down arrows, HOME, END, PAGE UP, and PAGE DOWN. To select a Bookmark icon, press ENTER. To remove focus on a Bookmark icon, press ESC. 573 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Where do I go for more information? For more information on accessibility, visit these Web sites: l The IBM Special Needs Web site at http://www.austin.ibm.com/sns l The W3 Web Accessibility Initiative (WAI) site at http://www.w3.org/WAI 574 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Most commonly used keyboard shortcuts The tables below are a guide to some commonly used keyboard shortcuts for Notes. For a more complete list of keyboard shortcuts, refer to Notes keyboard shortcuts. Note If you are using a screen reader, you may want to maximize your window so the following tables are completely expanded and accessible. Tip Another way to find commonly used keyboard shortcuts is to refer to the menus in Notes. Each menu item has the equivilent keyboard shortcut to the right of it, or a shortcut letter underlined. Accessing Notes features Shortcut Access bookmarks ALT+B, then number Access the action bar Click in pane, press ALT and hold, then number Access menu bar ALT or F10 Access the search menu ALT+S Access task buttons ALT+W, then number Access the Web CTRL+L, then type in Web address Open a Notes database CTRL+O Access an embedded element Spacebar Exit an embedded element ESC 575 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Navigating through Notes Shortcut Next field in a form TAB Next frame F6 Next task button CTRL+TAB Next unread document in a view TAB Next menu item arrow keys, or pressing the underlined letter in the menu word Previous field in a form SHIFT+TAB Previous frame SHIFT+F6 Previous task button CTRL+SHIFT+TAB Editing documents Shortcut Copy CTRL+C Create new mail memo CTRL+M Cut CTRL+X Indent text F8 Open properties box ALT+ENTER Outdent text SHIFT+F8 Paste CTRL+V Show ruler CTRL-R Select All CTRL-A Undo CTRL+Z 576 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Other basic tasks Shortcut Close current document or view ESC or CTRL+W Get Help on current feature F1 Lock Notes F5 Print CTRL+P Refresh a view F9 Save CTRL+S Stop an operation CTRL+Break Notes keyboard shortcuts See any of these topics: l Keyboard shortcuts for main functions l Keyboard shortcuts in a dialog or properties box l Keyboard shortcuts when reading a document l Keyboard shortcuts when editing a document l Keyboard shortcuts when in a view 577 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Keyboard shortcuts for main functions You can use function key combinations to perform the following main tasks. In Windows To do this Press Access the action bar ALT and hold, then number Access bookmarks ALT+B, then number Access the menu bar F10 or ALT and release Access task buttons ALT+W, then number Access the Web CTRL+L, then type in Web address Close a document or view CTRL+W or ESC Create a Notes database CTRL+N Create a mail memo CTRL+M Exit Notes ALT+F4 or CTRL+Q Get Help on current feature F1 Give focus to an embedded element Spacebar Remove focus within an embedded element ESC Navigate through an embedded element arrow keys Lock Notes F5 Maximize all open windows CTRL+F10 Minimize the active window and cascade other active windows CTRL+F9 Move from one entry to another in the Replicator up arrow or down arrow Move to the first entry in the Replicator HOME or PAGE UP Move to the last entry in the Replicator END or PAGE DOWN Move to the next pane F6 578 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To do this Press Move to the next task button CTRL+TAB or ALT+right arrow Move to the previous task button ALT+left arrow Navigate through framesets F6 Navigate between views arrow keys Open selected view ENTER Open a Notes database CTRL+O Open a properties dialog box ALT-ENTER Refresh views in current database SHIFT+CTRL+F9 Rebuild current document, view, workspace (Manager access) SHIFT+F9 Restore Notes to default minimized size ALT+F5 Send a mail memo ALT+3 Send a mail memo and open a new mail memo in edit mode SHIFT+CNTRL+ENTER Stop an operation in progress CTRL+BREAK Strike through highlighted text using Permanent Pen SHIFT+Backspace Update all fields in current document, view, or workspace F9 579 Lotus Notes Help © Copyright 1999 Lotus Development Corporation On the Macintosh To do this Press Access the Web COMMAND+L, then type in Web address Close a document or view COMMAND+W or ESC Create a Notes database COMMAND+N Create a new mail memo COMMAND+M Exit Notes COMMAND+Q Get Help on current feature HELP Lock Notes F5 Move to next task button COMMAND+TAB or COMMAND+right arrow Move to previous task button COMMAND+left arrow Move to the first entry in the Replicator HOME or PAGE UP Move to the last entry in the Replicator END or PAGE DOWN Move from one entry to another in the Replicator up arrow or down arrow Refresh views in current database SHIFT+COMMAND+F9 Rebuild current document, view, workspace SHIFT+F9 Send a mail memo and open a new mail memo in edit mode COMMAND+SHIFT+ENTER Stop an operation in progress COMMAND+period(.) Update all fields in current document, view, or workspace F9 580 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Keyboard shortcuts in a dialog box or properties box You can use keys to perform the following tasks in a dialog box or properties box. In Windows To do this Press Accept the default or selected selection(s) ENTER Cancel changes and close the dialog box ESC Go to the next option or set of options TAB Go to the previous option or set of options SHIFT+TAB Help F1 Move focus in and out of properties box without closing it. ALT+SHIFT+ENTER Move to previous properties box on list SHIFT+CTRL+page up Move to next properties box on list SHIFT+CTRL+page down Move to first properties box on list SHIFT+CTRL+End Move to last properties box on list SHIFT+CTRL+Home Navigate to next properties box tab CTRL+Page Up Navigate to first properties box tab CTRL+Home Navigate to last properties box tab CTRL+End Navigate to previous properties box tab CTRL+Page Down Open and close properties box ALT+ENTER Select next item in a list box or set of options Down arrow or right arrow Select previous item in a list box or set of options Up arrow or left arrow 581 Lotus Notes Help © Copyright 1999 Lotus Development Corporation On the Macintosh To do this Press Accept the default or selected selection(s) RETURN Cancel changes and close the dialog box ESC Go to the next option or set of options TAB Select next item in a list box or set of options Down arrow or right arrow Select previous item in a list box or set of options Up arrow or left arrow 582 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Keyboard shortcuts when reading a document You can use the following keyboard combinations while reading a document. In Windows To do this Press Activate a link to a document, view, or database Spacebar Close the active window ESC Edit the document CTRL+E Go to next document in the view ENTER Go to previous document in the view BACKSPACE Navigate to the next tab in a tab table CTRL+page up Navigate to the previous tab in a tab table CTRL+page down Print the selected document CTRL+P Navigate through an embedded outline Up and down arrow Expand a folder in an embedded outline + key Collapse a folder in an embedded outline - key Select an item in an embedded outline ENTER Navigate through an embedded date picker arrow keys Navigate to next month in an embedded date picker HOME Navigate to previous month in an embedded date picker END 583 Lotus Notes Help © Copyright 1999 Lotus Development Corporation On the Macintosh To do this Press Activate a link to a document, view, or database Spacebar Close the active window ESC Edit the document COMMAND+E Print COMMAND+P 584 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Keyboard shortcuts when editing a document You can use the following keyboard combinations while editing a document. In Windows To do this Press Bold selected text CTRL+B Change text properties to default (except for color) CTRL+T Close the document CTRL+W or ESC Close and save the current document without opening the dialog SHIFT+ESC Copy selected text or object CTRL+C Cut selected text or object CTRL+X Delete selected text or object DELETE Enlarge selected text to next available point size F2 Find and replace CTRL+F Find next and replace CTRL+G Format paragraphs (margins, tabs, etc.) CTRL+J Format text (font, size, color, etc.) CTRL+K Indent entire paragraph F8 (SHIFT+F8 to undo) Indent the first line in a paragraph F7 (SHIFT+F7 to undo) Insert page break CTRL+SHIFT+L Italicize selected text CTRL+I Jump to beginning of next word CTRL+right arrow Jump to beginning of current word CTRL+right arrow Outdent entire paragraph SHIFT+F8 585 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To do this Press Outdent first line in a paragraph SHIFT+F7 Paste CTRL+V Reduce selected text to next available point size SHIFT+F2 Save the current document CTRL+S Select contents of a document CTRL+A Select next character SHIFT+right arrow Select previous character SHIFT+left arrow Select text to end of current line SHIFT+END Select text to beginning of current line SHIFT+HOME Select text to end of current line, move focus to next SHIFT+down arrow Select text to beginning of current line, move focus to previous SHIFT+up arrow Undo last action CTRL+Z Underline selected text CTRL+U On the Mac To do this Press Bold selected text COMMAND+B Change text properties to default (except color) COMMAND+T Close the document COMMAND+W or ESC Copy selected text or object COMMAND+C or F3 Cut selected text or object COMMAND+X or F2 Delete selected text or object DELETE Find and replace COMMAND+F Find next and replace COMMAND+G Format paragraphs (margins, tabs, etc.) COMMAND+J Format text (font, size, color, etc.) COMMAND+K Indent entire paragraph F8 (SHIFT+F8 to undo) Indent the first line in a paragraph F7 (SHIFT+F7 to undo) Insert page break COMMAND+SHIFT+L Italicize selected text COMMAND+I 586 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To do this Press Italicize selected text COMMAND+I Jump to beginning of next word CTRL+right arrow Jump to beginning of current word CTRL+right arrow Outdent entire paragraph SHIFT+F8 Outdent first line in a paragraph SHIFT+F7 To do this Press Paste COMMAND+V or F4 Save the current document COMMAND+S Select contents of a document COMMAND+A Select next character SHIFT+right arrow Select previous character SHIFT+left arrow Select text to end of current line SHIFT+END Select text to beginning of current line SHIFT+HOME Select text to end of current line, move focus to next SHIFT+down arrow Select text to beginning of current line, move focus to previous SHIFT+up arrow Undo last action COMMAND+Z or F1 Underline selected text COMMAND+U 587 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Keyboard shortcuts when in a view You can use the following keyboard combinations in a view. In Windows To do this Press Access the Web CTRL+L, then type in Web address Close the current database CTRL+W or ESC Copy selected documents CTRL+C Cut selected documents CTRL+X Delete document DELETE Expand a collapsed view + Expand a collapsed view with sub-sections * Collapse an expanded view - Find text CTRL+G Go to next selected document F3 Go to next unread document F4 Go to previous selected document SHIFT+F3 Go to previous unread document SHIFT+F4 Jump to next search match in the preview pane CTRL+down arrow Jump to previous search match in the preview pane CTRL+up arrow Move to the far right of a view END Move to the far left of a view HOME Move to the bottom of a view CTRL+END Move to the top of a view CTRL+HOME Navigate through an embedded view arrow keys 588 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To do this Press Navigate to next unread in an embedded view TAB Open the selected document or view ENTER Navigate between views arrow keys Paste documents CTRL+V Print CTRL+P Rebuild the current view SHIFT+F9 Select or deselect the selected document Spacebar Select an item in an embedded view ENTER Select all documents CTRL+A Toggle between the read and unread mark of a message INSERT Update all fields F9 Refresh existing views in current database SHIFT+CTRL+F9 On the Mac To do this Press Access the Web COMMAND+L, then type in Web address Close the current database COMMAND+W or ESC Copy selected documents COMMAND+C Cut selected documents COMMAND+X Delete document DELETE Find text COMMAND+G Go to next unread document TAB Go to previous unread document SHIFT+TAB Open the selected document RETURN 589 Lotus Notes Help © Copyright 1999 Lotus Development Corporation To do this Press Paste documents COMMAND+V Print COMMAND+P Rebuild the current view SHIFT+F9 Select or deselect the selected document Spacebar Select all documents COMMAND+A Update all fields F9 Refresh existing views in current database SHIFT+COMMAND+F9 590 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Troubleshooting See any one of the following categories: l Mail and Address Book l Calendar and To Do l Documents l Databases l Printing l Views, Panes, and Folders l Security l Connections and Replication l Search l Notes as your browser l Automation and Agents l Sharing information with other applications 591 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Calendar and To Do troubleshooting See any of these questions: l How do I import information from other calendar programs? l How can I tell if an alarm goes off when Notes isn't running? l How do I change meeting information? l Why can't I create a new room or resource to reserve? l Why can't I open someone else's calendar? l How do I print just one line per calendar entry? l What calendar features can I use with a different browser? l Why doesn't my to do entry display on each date between the start and end dates on the calendar? l How do I assign a time to a to do entry? How do I import information from other calendar programs? For information about importing information from other calendar programs to your mail file, see your Domino administrator. How can I tell if an alarm goes off when Notes isn't running? You can turn Notes Minder on and display alarms while Notes isn't running. For information, see To display alarms when Notes isn't running . How do I change meeting information? If you send invitations to a meeting and then need to change the date, time, or location of the meeting, see To reschedule, cancel, or confirm a meeting. If you need to cancel individual invitations, see To remove people from a meeting invitation. If you need to add someone to the invitees list, open the invitation, add the person's name to the Meeting Invitations & Reservations page and click Save and Send Invitations. If you need to edit other meeting details (such as the subject), open the invitation, make your changes, and click Save and Send Invitations to send updated invitations. Why can't I create a new room or resource to reserve? Rooms and resources are stored individually in your organization's address book. To add a room or resource, see your Domino administrator. Why can't I open someone else's calendar? To open someone else's calendar you must have "Read public documents" access or at least Reader access to the person's mail file. Others can give you "Read public documents" access to their calendars by delegating access to you; for information, see Delegating Calendar and To Do access. How do I print just one line per calendar entry? Open the calendar, choose File - Print, select the style you want, and click Customize. Then select "Print first line only" and click OK. What calendar features can I use with a different browser? If you use another browser to work with your mail file, see Using a browser to access your mail for information on the calendar features you can use. 592 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Why doesn't my to do entry display on each date between the start and end dates on the calendar? Notes displays entries that are overdue or current on the current date and entries that occur in the future on the entry's start date on the calendar. How do I assign a time to a to do entry? To do entries contain only date fields. To assign a time, enter the time as part of the title or type it in the space below the Basics and Options pages. 593 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Mail and Address Book troubleshooting See any of these questions: l Why can't I find the Tools action button on my screen? l Why can't I add a signature to my mail message? l Why can't I find the spell checker? l Why can't I import contacts from my Exchange address book to my Domino address book? Why can't I find the Tools action button on my screen? Two things influence the display of the Tools button. First, make sure your Domino administrator has upgraded your mail server to Release 5.0. Without Release 5.0 mail server support, you cannot use the Notes 5 mail template that contains these features. Second, make sure your administrator has upgraded the design of your mail file to the Release 5.0 template. The Tools button, part of the Release 5.0 mail template, helps you change mail preferences, specify out-of-office settings, insert signatures, and so on. If your administrator has already updated your mail template to Release 5.0, you still may not see the Tools button on the right side of the screen if your bookmark page is pinned open and your resolution is set to 800x600 or less. Click the white arrow on the right side to scroll the Tools button so that you can see it. Below is what the Notes 5 mail template looks like: Below are the arrows you may see on your screen that scroll to your Tools button: Why can't I add a signature to my mail message? To create a signature to add to the bottom of your outgoing mail messages, choose Tools - Preferences - Signature. Create a signature and select "Automatically append a signature to the bottom of my outgoing mail messages." If you cannot find the Tools button on your screen, refer to Why can't I find the Tools action button on my screen. Why can't I find the spell checker? To check spelling when editing a document, choose Edit - Check Spelling. To have Notes automatically check spelling before you send a mail message, choose Tools - Preferences - Basics and select "Automatically check mail messages for misspellings before sending." If you cannot find the Tools button on your screen, refer to Why can't I find the Tools action button on my screen. Why can't I import contacts from my Exchange address book to my Domino address book? Your administrator is the only person who can import contacts from your Exchange address book to your Domino address book. Contact your administrator for help. 594 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Database troubleshooting See any of these questions: l Why can't I find some of the Designer features from Notes Release 4.6 in Notes Release 5? l Why can't I save my settings to be the default in a database? l Why can't I change the default actions that come with Notes? l Why can't I create a full text index on a server database? l Why can't I create, delete, or change full text index options? l Why can't users find documents that match a search even though the documents exist? l Why are some commands gray? l What was that last status bar message? l Why can't I cancel my design changes in this InfoBox? l Why can't I change the name of this database? l Why can't I create a shared field? l Why can't I open this database? l Why can't I compact this database? l Why can't I delete this database? Why can't I find some of the Designer features from Notes Release 4.6 in Notes Release 5? Notes Release 5 consists of a Notes Client release, a Notes Designer release, and a Domino Administrator release. The Notes Designer and Domino Administrator releases include the Notes Client as part of the product. However, the Notes Client is a stand-alone product. If you are only using the Notes Client, you will not have the Designer features that are found in the Notes Designer release. Why can't I save my settings to be the default in a database? You can save the settings you choose in a database, so it looks the same every time you open it. 1. Choose File - Database - Properties. 2. Click the Launch tab. 3. Choose "Restore as last viewed by user" in the "When opened in the Notes client" list. Why can't I change the default actions that come with Notes? Although you can change the display for default form and view actions, you cannot change the commands they perform. Instead, you can create a new action and give it the same or different properties as the default actions. Why can't I create a full text index on a server database? To create a full text index on a server database, you must have Manager or Designer access to the database. If the server or workstation runs out of disk space during index creation, the index is unusable. If this happens, delete the index, add disk space, and then create the index again. 595 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Why can't I create, delete, or change full text index options? To create, delete, or change full text index options on a server database, you must have Manager or Designer access to the database. If you want to choose different options for a full text index after you have created the index, you should delete the index and then create a new one selecting the new options. For example, if you initially created an index with "Case Sensitive Index" selected, but you no longer want the index to be case sensitive, delete the original index and create a new one that is not case sensitive. Why can't users find documents that match a search even though the documents exist? The view indexes or the full-text indexes may be out of date. Refresh the view or update the full text index. Remind users that Notes can find only the documents visible in the current view; users should make sure the database is open to the view they want to search. If searches still are not successful, delete the index and then recreate it. Doing this often corrects faulty indexing behavior. Why are some commands gray? Commands are gray when they are not available. To use the commands that create views, forms, fields, and shared agents, you must have Designer or Manager access. What was that last status bar message? You can click the status bar to see the expanded text of recent messages. Why can't I cancel my design changes in this InfoBox? Changes to InfoBox settings are made as soon as you click somewhere else in the InfoBox. There is no Cancel button because the InfoBox is designed to let you try out changes and see the results right away without having to click OK or Done. Why can't I change the name of this database? To change the name of a shared database, you must have at least Designer access. Why can't I create a shared field? To create a shared field, you must have Designer or Manager access. Why can't I open this database? To open a database, you must have at least No Access with the "Read Public Documents" option enabled. If you get a message about insufficient access, contact the database manager. If you get a message about the file not existing, the database has been moved, deleted, or renamed. Contact the server administrator if the database is located on a server. Why can't I compact this database? need more than twice the size of the database available in storage space on your hard drive to compact the database. Notes makes an extra copy of the database while compacting it, and only removes the original after the compacted version is complete. Try removing some other files from your hard drive to make room. Why can't I delete this database? You must have Manager access to delete a database. 596 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Documents troubleshooting See any of these questions: Document features: l Why can't I get a doclink to work? l Why can't I see the pop-up text I created? l Why can't I use a link? l Why can't I launch an attachment or embedded object? l Why can't I expand a section? Editing and formatting documents: l Why can't I change the font size in Notes? l Why can't I create a document? l Why can't I delete a document? l Why can't I delete a document from a category without deleting it from the database? l Why can't I edit a document? l Why can't I use permanent pen? l Why can't I disable permanent after I set a new permanent pen font? l Why can't I disable permanent pen after I use a carriage return? l Why can't I align text copied from the clipboard? l Why can't I copy information from the current database to another database? l Why can't I hide the header and footer on the first page of a document? l Why can't I use a paragraph style in another document or database? l Why can't I create an object? l Why can't I keep my database design changes? Tables: l Why can't I change the width of a column in a table? l Why can't I display the contents of a rich-text field in a column? Forms: l Why can't I create a form? l Why can't I create a subform? Why can't I get a doclink to work? If you receive a doclink in a mail message or see one in a document, click it once. If the doclink doesn't go anywhere or you see the "Choose a server" message, it means that Notes cannot locate the document. This can happen for several reasons. The server the doclink is on is not responding. You may not have access to the server the document resides on. Or the document doesn't exist anymore. Contact the person who created the doclink for more help. Why can't I see the pop-up text I created? To display pop-up text, you must be in Read mode. To test a pop-up hotspot after you create it, first change the document from Edit mode to Read mode by pressing CTRL+E. 597 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Why can't I use a link? To use a link, you must have access to the database the link leads to. The database must also be on a Domino server on your network. Why can't I launch an attachment or embedded object? To launch an attachment or embedded object, you must have the application that was used to create the file either on your local hard drive or on a server that you are connected to. Why can't I expand a section? You may be trying to expand an access-controlled section, which means the designer has restricted the viewing of a portion of the document. Contact the database manager if you need to be included in the list of authorized readers or editors for the section. Why can't I change the font size in Notes? To change the font size in documents, refer to Selecting fonts. If you want to change the font size of the entire display in Notes, you can do one of the following: l Add large font settings to your NOTES.INI file l Change the size of your display fonts in Windows. Changing your Windows display fonts affects all programs on your computer. Refer to Windows Help for more information. Why can't I create a document? If you can't create a document, choose File - Database - Access Control to see the Access Control List for the database the document is in. To create a document, you must have Depositor access or greater. In addition to having one of these access levels, you must also have the option "Create documents" selected. See Access levels. Why can't I delete a document? If you can't delete a document, choose File - Database - Access Control to see the access control list for the database the document is in. To delete your own documents, you must have at least Author access. To delete others' documents, you must have at least Editor access. In addition to having one of these access levels, you must also have the option "Delete documents" selected. See Access levels. Why can't I delete a document from a category without deleting it from the database? To delete a document from a category without deleting it from the database, choose Actions - Categorize and deselect the selected document from the category. Do not use the Delete key or the Delete command to remove a document from a category. If you remove a document from all categories, the document appears at the bottom of the list of categories under the heading "(Not Categorized)." Why can't I edit a document? If you can't edit a document, the document may contain encrypted fields or an access-controlled section to protect areas of the document. Furthermore, to make changes to your own documents, you must have at least Author access, and there has to be an Authors names field in the document form. To make changes to others' documents, you must have at least Editor access. See Access levels. Contact the database designer if you need to be included in the list of authorized editors for a document. Why can't I use permanent pen? To use permanent pen, the document must be in Edit mode and your cursor must be in a rich-text field. Why can't I disable permanent pen after I set a new permanent pen font? Even though "Use Permanent Pen" in the Text menu is deselected, Notes can remember the permanent pen font that you just set. To change back to normal text, choose Text - Normal Text. 598 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Why can't I disable permanent pen after I use a carriage return? Even though "Use Permanent Pen" in the Text menu is deselected, Notes can remember the font after a carriage return. To change back to normal text, choose Text - Normal Text. Why can't I align text copied from the clipboard? The following reasons may prevent you from aligning text from the clipboard: l The text may actually be a Bitmap image of text, rather than true text. l The text may contain leading spaces. l The text may contain tabs or indents. (You can see the tabs and indents for a piece of text by choosing View Ruler while the cursor is in the text.) Why can't I copy information from the current database to another database? The following reasons may prevent you from copying information from one database to another: l You may not have high enough access in the database in which you're trying to copy information to. You must have at least Editor access in the target database. See Access levels. l If you're trying to copy information using selective replication, you may not have selective replication set up properly. See Replication. l The server you are replicating or copying information to may be out of disk space. Why can't I hide the header and footer on the first page of a document? If the database designer set up headers and footers on a form, you won't be able to change them for a document created with that form. If the designer did not set up headers and footers, you can prevent Notes from printing a header and footer on the first page. Choose File - Document Properties, click the Printer tab (fourth tab from left) and deselect "Print header and footer on first page." Why can't I use a paragraph style in another document or database? When you create a paragraph style, you can make the style available to all documents in the database or to the document you created the style in. You can't share a paragraph style with another database. Why can't I create an object? To create an object, the document must be in Edit mode and your cursor must be in a rich-text field. Why can't I keep my database design changes? If the database is governed by a design template, any changes you make are written over by the master design when all databases are synchronized with the template. If you have Designer or Manager access to the database, you can prevent a design template from making changes. To prevent a whole database from being governed by the design template, deselect "Inherit design from design template" in Database Properties. To prevent individual components from being governed, select the component in the navigation pane, choose Design - Design Properties, and select "Do not allow design refresh/replace to modify." Why can't I change the width of a column in a table? To change the width of a column, you must be in Edit mode. 599 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Why can't I display the contents of a rich-text field in a column? Columns can only display text, calculation results, or predefined icons. However, you can write a formula for the column that uses @TEXT to convert values from a rich-text field to simple text. For more information, see Formula Language if you have installed Domino 5 Designer Help. Or, go to http://www.notes.net/doc to download or view Domino 5 Designer Help. Why can't I create a form? To create a form, you must have Domino 5 Designer, and you must have Designer or Manager access in the access control list. See Access levels. Why can't I create a subform? To create a subform you must have Domino 5 Designer, and you must have Designer or Manager access in the access control list. See Access levels. 600 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Print troubleshooting Often, when you can't print, the problem lies with the printer installation or the operating system. Some possible solutions follow, but you may also need to consult your printer or operating system documentation. Why can't I find my printer on the list? Notes displays a list of the printers you specified when you set up Notes on your workstation, or that you installed using the Windows or OS/2 Control Panel. Select a printer from the list. If you don't see a printer you want in the list, you must install the printer using your operating system. Why can't I print? To print from Notes, choose File - Print; Notes displays the name of the selected printer. To select a different printer, click Printer to display a list of the printers you specified when you set up Notes on your workstation, or that you installed using the Windows or OS/2 Control Panel. Select a printer from the list. (If you don't see a printer you want in the list, you must install the printer using your operating system.) If you still have difficulty printing, your network could be down, the printer could be out of paper or toner, the printer could be jammed, or the printer driver you installed may not be the correct one for the selected printer. 601 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Security troubleshooting See any of these questions: l Why can't I change the access levels in the Access Control List? l Why can't I change the access level options? l Why can't I see changes to a document that someone recently modified? l Why can't I change my User ID if I forget my password? l Why can't I get certain information about a database? l Why can't I edit a document? l Why can't I use the Internet certificate I requested? Why can't I change the access levels in the Access Control List? Only the database manager can change access levels. Why can't I change the access level options? Only the database manager can change access level options. Why can't I see changes to a document that someone recently modified? You can't see changes to a document until the database replicates. Domino servers are often scheduled to route mail more frequently than they replicate databases. Replication delays are also related to the number of intermediate servers through which replication occurs for the updates to reach their destinations. Why can't I change my User ID if I forget my password? You can change your User ID only if you use your password. Your password prevents other users from using your User ID; if you could change your User ID without knowing the password, so could someone else. If you forget your password, you can recover your ID. Why can't I get certain information about a database? The database design can be viewed only in the Designer Client. If you have the Designer Client installed, select the database and choose View - Design. If you still can't see the database design elements, they have most likely been hidden by the database designer. If you need to access the database's design elements, contact the database manager. To find the database manager: 1. Choose File - Database - Access Control. 2. In the People, Servers, and Groups field select Managers. The names in the list are the managers of the database. Why can't I edit a document? If you can't edit a document, the document may contain encrypted fields or an access-controlled section to protect areas of the document. Furthermore, to make changes to your own documents, you must have at least Author access, and there has to be an Authors names field in the document form. To make changes to others' documents, you must have at least Editor access. See Access levels. 602 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Why can't I use the Internet certificate I requested? There are a couple of things you need to make sure you do when you request an Internet certificate: l You must use the Notes Browser to request Internet certificates. l You must create an Internet cross certificate after you accept the Internet certificate. 603 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Connections and Replication troubleshooting See any of these questions: l Why can't I access a server on the network? l Why can't I connect to a server at the office from a remote location? l Why can't I have more than one phone number for a server? l Why are all the servers I try to call busy or causing my call timer to expire? l Why can't I hold a connection after dialing in? l Why can't I initialize the modem? l Why can't I locate my modem in the list? l Why can't I see any servers when I call? l Why can't I see a specific server in the list of servers? l Why can't I see all the databases on the server I'm connected to? l Why can't I replicate? l Why can't I limit the documents I receive when I replicate? l Why can't I change which documents are replicated to my local drive? Why can't I access a server on the network? When you choose File - Database - Open, the server list displays only the names of servers for which you have database icons in your folders. If the server you want to access is not in the list, click Other to access servers other than the ones for which you have database icons. If you still can't see the server name, you may be using the wrong protocol, or you may not have access rights to the server. Check with the server administrator. Why can't I connect to a server at the office from a remote location? To connect to a server at the office from a remote location, you must first set up your remote client or laptop for mobile Notes. The server to which you want to connect must also have a modem, or you must be able to connect to it through another dial-in server. If you use the Connection Configuration Wizard to set up Notes for remote use, make sure you supply the correct server name or IP address when prompted. If you don't have this information, contact your Internet service provider, Domino administrator, remote dial-up provider. You can also create a server or connection document in your Personal Address Book. Make sure you specify the correct passthru server for a dial-in connection. Once your remote is set up correctly, you must make sure the correct location is chosen and that you have the supplied the correct phone number for the server for either the wizard or the connection document. Why can't I have more than one phone number for a server? To specify more than one phone number for a server in a server connection document in your Personal Address Book, enter each phone number separated by a semicolon. This way, each time you call the server, Notes lets you select the number to dial. Why are all the servers I try to call busy or causing my call timer to expire? If you create your own server connection document, check your dialing prefix in your current location document. For example, if the service on the phone line you're using has been changed to remove call waiting, you shouldn't be using a prefix to bypass call waiting. 604 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Why can't I hold a connection after dialing in? If you have call waiting and someone calls the line you're using, call waiting can automatically disconnect you from a server. To disable call waiting before you make a call, you can dial *70 in many areas of the United States. Also, Notes will hang up if it remains idle for a certain amount of time. If you want to change how long your client remains connected to a Domino or Internet server when data is not being transmitted, enter a different number of minutes in the "Hangup if idle" box. In addition, random interference on the phone lines can also interrupt a connection. Try dialing again. Why can't I initialize the modem? If you are unable to initialize the modem, the communication port or the modem may be set up incorrectly. To reset the communication port and the modem, choose File - Tools - User Preferences, click Ports, and select the options you need. Note If your exact modem is not listed in the dialog box, select the closest match. If no modem listed is close but your modem is 100% Hayes-compatible, select Auto Configure. This tells Notes to issue a command to the modem to find out the modem's type and select the appropriate Hayes command file. If no modem listed is close and your modem is not 100% Hayes-compatible, you may need to edit an existing modem command file or create a new one. For information about your modem, see your modem documentation. For information about editing modem command files, contact your Domino administrator. Why can't I locate my modem in the list? If your exact modem is not listed, select the closest match. If no modem listed is close but your modem is 100% Hayes-compatible, select Auto Configure. This tells Notes to issue a command to the modem to find out the modem's type and select the appropriate Hayes command file. If no modem listed is close and your modem is not 100% Hayes-compatible, you may need to edit an existing modem command file or create a new one. For information about your modem, see your modem documentation. For information about editing modem command files, see Domino Administration Help or your Domino administrator. Why can't I see any servers when I call? In order to call a server over a phone line, you must enable a modem port on your workstation. Once a modem port is enabled, and you have at least one dial-up location document in your Personal Address Book, you must choose a remote location switch to a mobile location before you place the call. Why can't I see a specific server in the list of servers? When you choose File - Database - Open, the dialog box lists the names of all the servers for which you have database icons in your folders. If the server you want to access is not in the list, click Other to access servers other than the ones for which you have database icons. If you still can't see the server name, you may be using the wrong protocol, or you do not have access rights to the server. Why can't I see all the databases on the server I'm connected to? When you choose File - Open - Database, the databases you are looking for may be located in a subdirectory; double-click the subdirectory name to see databases within it. The database manager may have specified that the database not be displayed in the "Open Database" dialog box. If you need access to a database that you don't see listed, see your Domino administrator. 605 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Why can't I replicate? Following are several common reasons that replications fails: l No changes have been made recently. Replication only occurs when there are changes to replicate. l The database is not scheduled to replicate. See the topic on scheduling replication. l Replication is temporarily disabled. To enable replication, choose File - Replication - Settings, click Other, and deselect "Temporarily disable replication." l The replica IDs are not the same. (Databases with different replica IDs cannot replicate.) Examine the replica ID for each database and make sure they match. If the replica IDs don't match, create a new replica and then clear the replication history on any other replicas to ensure that the next replication is a full replication. l The access control list on one of the replicas may have changed since the replicas were created so that you no longer have the same access level to both replicas. l The destination server is out of hard disk space. Why can't I limit the documents I receive when I replicate? To limit the documents you receive when you replicate, click the replica, choose File - Replication - Settings, click the Space Savers icon, and select the options you want. Why can't I change which documents are replicated to my local drive? To change which documents are replicated to your local drive, click the replica, choose File - Replication - Settings, click the Space Savers icon, and select the options you want. 606 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Web browsing troubleshooting See any of these questions: l Why must I supply a user name and password when I try to open a URL? l Why am I getting "Service Access Denied" when I try to open certain Web pages? l What does "Error 401" mean? l What does "Error 403" mean? l What does "404 Object Not Found" mean? l What does "Error 500" mean? l What does "Service temporarily overloaded 502" mean? l What does "Gateway timed out 503" mean? l Why don't URLs on Web pages appear as blue, underlined links? l Why don't URLs appear as hotspots? l When I fill out an HTML form on the Web, why don't I get copies of my form data back? l Why aren't Java applets running in Notes? Why must I supply a user name and password when I try to open a URL? Some proxy servers need a user name and password before they allow you to access the Internet. Ask your Domino administrator if your proxy server requires this authentication. If you try to open a Web page and Notes displays the Proxy authentication dialog box, enter the user name and password the server gives you. You only need to enter the user name and password once per Notes session. Note You cannot go through an authenticated proxy server to access Web pages from Internet servers that use SSL security protocol. Why am I getting "Service Access Denied" when I try to open certain Web pages? If you try to open a Web page and get the "Service Access Denied" error, your Domino administrator has turned off access to one of the Internet services: HTTP, HTTPS, Finger, FTP, or Gopher. This means you won't be able to access any Web pages using that service (protocol). Check with your Domino administrator for more information. What does "Error 401" mean? If you get "Error 401" when you try to open a page, it means that the Internet server could not get the proper user name and password (the user name and password they gave you, not your Notes user name and password). You may have mistyped the user name or password or they may no longer be valid with the Internet server. What does "Error 403" mean? If you get "Error 403" when you try to open a page, it means that you're requesting access to a page for which you don't have access rights. There is nothing you can do to retrieve this Web page. What does "404 Object Not Found" mean? If you get "404 Object Not Found" when you try to open a page, it means either that the document doesn't exist any more, or you entered the URL incorrectly. Try entering the URL again carefully. If you were right the first time, try shortening the URL by removing portions starting from the right. Remove everything back to each slash until it opens the page. What does "Error 500" mean? If you get "Error 500" when you try to open a page, it means that the Internet server was unable to send the page back because of an error on the Internet server. You can either try to reload the page immediately or try again later. 607 Lotus Notes Help © Copyright 1999 Lotus Development Corporation What does "Service temporarily overloaded 502" mean? If you get "Service temporarily overloaded 502" when you try to open a page, it means that Internet server cannot send the page because too many people are trying to access the Internet server at once. Try to access the page again later. What does "Gateway timed out 503" mean? If you get "Gateway timed out 503" when you try to open a page, it means the Internet server cannot send the page because network traffic has caused the connection to the Internet server to close. Try to access the page again later. Why don't URLs on Web pages appear as blue, underlined links? If the URLs on pages in the database are not appearing as blue, underlined links, it's probably because of one of the following reasons: l Notes doesn't resolve URLs that point to somewhere within the same Web page. l Notes supports HTTP, HTTPS, FTP, Gopher, Finger, and Mailto URLs. If it encounters a URL link other than these types, the text won't be blue, underlined, or a link. l Your Domino administrator might have changed how URLs should appear. Call your Domino administrator to find out. Why don't URLs appear as hotspots? URL hotspots are not created automatically. The "Make Internet URLs into Hotspots" user preference must be checked (choose File - Preferences - User Preferences to see the preference). Also, the green underlines do not appear when a Notes document is in Edit mode, or if the URL text is in a text field instead of a rich-text field. When I fill out an HTML form on the Web, why don't I get copies of my form data back? If you want to keep a copy of the form that you filled out, do the following before you submit the form. Choose Actions - Forward, then select "Forward a copy of the page," and send it to yourself. Why aren't Java applets running in Notes? You can open a console window to view the status of the Java applet running on your system. Typically, you would open the Java console window to troubleshoot a Java applet that you can't run. To open the console, choose File Tools - Show Java Debug Console. If Notes can't run a Java applet, check to make sure you have: l Enabled the Java applet user preference by choosing File - Preferences - User Preferences and checking the "Enable Java applets" option in "Additional options." l Specified a proxy (if you connect to the Internet through a proxy) in the Proxy field in the Basics tab in your Location document. l Set up your Java applet security to allow applets to run in Notes. l Installed the Java support files when you installed Notes. 608 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Search troubleshooting Also see the topic Search tips. See any of these questions: l Why can't I see any options? It says "Starts With," or "Find text." l Why is Notes searching so slowly? l How do I stop it! l How do I close the search bar? l Why didn't Notes find the document I just added? l I want all of the search options. What happens when I index? l Why didn't it find the document(s) I searched for? l Why am I getting the error "Text not found" when I know the text is there? l Why can't I update my Inbox when the search bar is open? l Why do I get an error telling me to re-index my local or replica database? l Why can't I see matches in my results documents? Why can't I see any options? It says "Starts With," or "Find text." You are not looking at the search bar, which is the best method for searching a view. The "Starts With" dialog opens if you are in a view and just start typing. This can be useful when you're looking at a Categorized view and want to find a specific category. But to find text in a document, open the document and use Find/Replace from the Edit menu. Why is Notes searching so slowly? Your database is probably not indexed. Look for the words "Not-Indexed" and a red circle at the top of the search bar. If the database is indexed, your database is probably just very large. It can take awhile to search on a very big database, and if it's on a server, the server itself may be overloaded. Try to be patient, or call your Domino administrator. How do I stop it! Click the stop sign in the upper right corner of Notes , or press CTRL+BREAK. What happened to Quick search? What happened to Quick search? Quick search has been re-named "Starts with." How do I close the search bar? Click the close box , or click the search icon . Why didn't Notes find the document I just added? Two things must happen for Notes to find a document in a view: the view must be refreshed, and the index must be updated. The view gets refreshed if you close and re-open it, or if you press F9. See the indexing help topic for simple instructions for updating the index. 609 Lotus Notes Help © Copyright 1999 Lotus Development Corporation The database isn't indexed and I don't have access rights. Can I still search? Yes, but you cannot use search options, conditions or operators. Also, searching is slower in a non-indexed database. You may want to use Find/Replace from the Edit menu (the same dialog searches for text in documents) to do a quick search on just the document titles. I want all of the search options. What happens when I index? Notes creates a directory and set of files in either your Notes data directory, or the appropriate directory of your server. Why didn't it find the document(s) I searched for? l In a Domain search, you need access to read a document, database, or file to get it as a result. l Some fields are computed for "display only," which means that what you see on your screen isn't stored in the form itself. Instead, it is calculated when you open the document. For this reason, Notes can't index these values and a search does not find them. To see a list of the "real" fields in a particular document, open Document Properties and click the Fields tab . If you search on a "display only" field you get an error. If you search for the word FIELD without enclosing it in double quotes, you get the following error: l Attachments are located in the $FILE field, although they appear to be in the BODY field in a document. If you are searching for a text in an attachment, just entering it in the search box should work. However, if you are specifying a field (by using the FIELD operator or creating a condition), you must specify the $FILE field. l When you enter a word in a keyword field, sometimes Notes stores a synonym for the word you entered rather than the word itself. Synonyms are words that database developers use to make a database easier to manage. When a database uses synonyms, Notes may not find the word for which you are searching, even though you can see the word in the document. To avoid this problem, use the Form search condition to set up your search. l You searched for document with an attachment (say, an Ami Pro file with a .sam format) which, in its content, contains the word you are querying, but it was not returned. When you create a full-text index for a database you must select "Index attached files" to allow Notes to search on attached files. l When you search in a database that is full-text indexed, be sure that the full-text index is up-to-date. Otherwise, the search results may not be accurate. To update the full-text index, click More, then "Update Index" if you have Designer access. If you do not, call your Domino administrator. 610 Lotus Notes Help l © Copyright 1999 Lotus Development Corporation Depending on how the database manager created the full-text index, the index may or may not include the text in file attachments and in encrypted fields. To find out if an full-text index includes this information 1. Open the database. 2. Choose File - Database - Properties. 3. Click the "Full-text" tab. l Notes will not index a document over 6 megabytes in size. l You cannot search in a Time field. Why am I getting the error "Document not found" when I know the document is there? Try choosing File - Database - Properties, then the full-text tab . Delete, then re-create the index. Be patient while Notes re-indexes. Close and re-open the database. If the problem continues, call your Domino administrator. Why can't I update my Inbox when the search bar is open? In order to update the view, the focus must be there instead of the search bar. Take the focus out of the search bar by clicking once in the view. Then hit F9 to update. Why do I get an error telling me to re-index my local or replica database? When upgrading to Notes Release 5, you have to re-index your replicas and local databases. When upgrading to Notes 5.0, a Domino server searches out databases indexed according to Notes 4.6 and automatically upgrades them to 5.0. If you try to search during this upgrade you will get an error message. Why can't I see matches in my results documents? Notes highlights matches with a green rectangle. If the document's text is the same color as the rectangle you won't be able to read the text. If you click in the document while the Document preview pane is open, then use the arrows next to "Clear Results," you can navigate from match to match. When you focus on a match it's highlighted purple and you can then see the text. If you have the document open, use the keyboard commands Ctrl + "+" and Ctrl + "-" to navigate to Search highlights. 611 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Sharing information troubleshooting Why can't I see changes made to the embedded object? The object cannot be acted on by both the original application and Notes at the same time. Updates are passed to the Notes document when the object in the original application is closed, or when the Notes document itself is closed. How do I print an attached file? See the topic Printing file attachments. 612 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Views, panes, and folder troubleshooting See any of these questions: l What's the difference between a view and a folder? l Why can't I create a view or folder that others can use? l Why can't I create a view or folder? l Why can't I share a personal view or folder? l Why can't I sort the documents differently in the view? l Why can't users categorize documents in this view? l Why can't I create a navigator? l Why can't I change which documents are displayed in this view? l Why can't I see any folders? l Why can't I change how documents are displayed in a folder? l Why can't I add a bitmap to this navigator? l Why can't I use the same subcategory under two different categories? l Why can't I make changes to views, forms, and navigators? l Why can't I see a response document? What's the difference between a view and a folder? The designer of a view determines which documents are selected to appear in the view by writing a selection formula to select all, or a subset of, the documents in a database. A folder works in most ways like a view, except that you don't use a selection formula to determine what documents appear in a folder. Instead, users drag documents into a folder to make them appear. Why can't I create a view or folder that others can use? To create a shared view or folder, you must have at least Editor access. If you have Editor access, the database designer must explicitly give you the option "Create shared folders/views." Why can't I create a view or folder? You can only create personal folders on your local workstation (not on a server) unless the database manager explicitly gives you the option "Create personal folders/views." Why can't I share a personal view or folder? You must have Editor access or greater and the "Create shared folders/views" option enabled to create a shared view or folder. The designation of "personal" or "shared" can only be set when the view or folder is created: a personal view or folder can't be shared later. To distribute a personal view or folder, create a new view or folder and designate it as "shared." Why can't I sort the documents differently in the view? Unless the database designer designated several columns in the view as sorting columns, the view is sorted in only one way. If you think being able to sort documents in different ways would help you use the database, contact the database manager to request a design change. 613 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Why can't users categorize documents in this view? In order for users to be able to categorize documents in a view, you have must a field named "Categories." Why can't I create a navigator? To create a navigator, you must have Designer or Manager access. Why can't I change which documents are displayed in this view? You can show a subset of the documents displayed in a shared view, but you cannot change the criteria for collecting documents to be displayed unless you have Designer or Manager access. However, you can create a personal folder on your local hard drive to display any documents to which you have access. Why can't I see any folders? If you see a navigator instead of a list of folders and views, the database designer has created a navigator that starts automatically when users open the database. Select View - Show - Folders to close the navigator. Only individuals with Designer or Manager access can automatically create or change shared folders and views. An Editor may create or change shared folders only if the database designer explicitly gives the Editor access to the option "Create shared folders/views." However, personal folders and views can be created and changed by anyone with Reader access or higher, provided that the database manager explicitly gives the user the option "Create personal folders/views." Why can't I change how documents are displayed in a folder? A folder display is based on a view display. To change the display of a personal folder (or a shared folder if you have Designer or Manager access), choose View - Design, click Folders, and open the folder you want to change. You can add or change columns, or change the display, as you would for a view. Why can't I add a bitmap to this navigator? You can add a bitmap only by first copying it to the Clipboard. Why can't I use the same subcategory under two different categories? You can repeat a subcategory under two different categories, but you must enter both categorizations at once. For example, if you categorize a document under Apples\Fruit and later categorize the document under Oranges\Fruit The document disappears from under Apples\Fruit To use both categorizations, enter them in the Categorize dialog box at once, separated by a comma: Apples\Fruit, Oranges\Fruit Why can't I make changes to views, forms, and navigators? To make changes to shared views, forms, and navigators, you must have Designer or Manager access. 614 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Why can't I see a response document? You may not be able to see a response document for one of the following reasons: The responses are collapsed under the main document The database designer may have specified that the view opens with all responses collapsed under the main documents, or you may have collapsed all or part of the view. When responses are collapsed under a main document, you see a small triangle pointing toward the topic. Click the triangle to display the responses to a particular document, or choose View - Expand All to display all responses. Tip Some databases are designed to show a plus symbol (+), or some other icon, next to documents that have responses. The view doesn't display responses The database designer has designed the view to not display response documents in the view. You might try another view to see if response documents are shown there. If you think it would be useful for you and others to see response documents in a particular view, contact the database designer. The view uses a formula to select which responses to display The database designer has used a formula to display only some of the responses in the view. You might try another view to see if all response documents are shown there. The responses are visible, but you don't recognize them It may be difficult to distinguish which documents are responses if you are using a "flat" view or if the responses are not shown in a hierarchy. A flat view or folder doesn't distinguish between main and response documents by indenting them; in a non-hierarchical view, responses are not shown under the documents to which they refer, but appear under a "?" category. There are no responses You will not be able to see response documents if there are none. 615 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Automation and Agent troubleshooting See any of these questions: l Why can't I create or run an agent in this database? l Why isn't the agent running when it's supposed to? l Why isn't the agent doing what it's supposed to? l Why is my agent sending mail to an administrator? l Why can't I record user activity? Why can't I create or run an agent in this database? You tried to create or run an agent in a database but couldn't for one of the following reasons: l You have insufficient privileges for creating the agent on the database. To check your privileges 1. Choose File - Database - Access Control. 2. Select your name from the list of people with access. If the "Create personal agent" box is not checked, and you don't have at least Reader access, then you cannot create a personal agent in this database. You need Author access or higher to make changes to your own documents. You need Editor access or higher to make changes to other people's documents. You need Designer access or higher to create a shared agent. Also, a Domino administrator may restrict the use of LotusScript agents on servers, or the server that the database is on may have restricted access. Call your Notes administrator to change your access level. l The administrator has disabled you from running agents on the server where this database is stored. Check with your Notes administrator to make sure the server settings are correct. l You cannot create agents as a Web client, you must access Notes directly from your workstation. Why isn't the agent running when it's supposed to? Check the schedule you have set the agent for. 1. Choose View - Agents. 2. In the list, Double-click the agent. 3. Click Schedule. 4. Make changes if necessary. 5. Click OK. 6. Press ESC, then Yes to save changes. Why isn't the agent doing what it's supposed to? When you create an agent and select its actions, you must select the actions in the order you want them to run. Check the sequence and make sure it is correct. If you run an agent that, as part of its task, runs another agent that requires special privileges, Domino will run the first agent, but won't run the second agent. 616 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Why is my agent sending mail to an administrator? If you have created an agent with the simple action "Send Document," Notes sends the document to whoever is in the document's SendTo field. If there is no SendTo field, Notes sends the document to whatever name is in the $UpdatedBy field (usually an administrator). If the document also contains the CopyTo or BlindCopyTo fields, it is routed to those recipients at the same time. To see the names in the $UpdatedBy, CopyTo and BlindCopyTo fields: 1. Open the database where you created the agent. 2. Choose View - agents. 3. Choose Edit - Properties 4. Click the properties box. 5. In the left pane select the field. At the bottom of the right pane is the name of the administrator. Why can't I record user activity? To record user activity: 1. Choose File - Database - Properties. 2. Click the information tab 3. Click "User Activity." 4. Check "Record User." 5. Click OK. . 617 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Glossary -AAbout This Database document The About document contains information supplied by the database designer, and is often a description of the database purpose and contents. To open this document, choose Help - About This Database. accelerator key A key used in conjunction with the ALT key to trigger an action. For example, ALT+F shows the File menu. In Notes menus, accelerator keys are underlined. See Extended Accelerator keys. access control A security feature that determines the tasks that each user, server, or group of users or servers in a Lotus Notes database can perform. Some can do all tasks while others may be limited to specific tasks. access-controlled section A defined area on a form that allows only certain users to edit the fields in the section. Besides fields, it can include objects, layout regions, and text. ACL (access control list) A list of database users (individual users, Lotus Domino servers, and groups of users and/or servers) created and updated by the database manager. The ACL specifies which users can access the database and what tasks they can perform. ACL Monitor A document created in the Statistics & Events database that causes the Event task on a server to monitor a specific database for ACL changes. Adjacent Domain document This document defines the name, location, and access to adjacent (connected) and non-adjacent (unconnected) Domino domains and non-Domino domains. It is in the Public Address Book. Administration Process A server task (adminp) that automates many administrative tasks. You initiate the tasks, and the Administration Process completes them for you. Some of the tasks the Administration Process can automate are: recertifying Notes IDs, renaming and deleting references to Notes users and groups, creating replicas of databases, and moving databases. agent A program that performs a series of automated tasks according to a set schedule or at the request of a user. An agent consists of three components: the trigger (when it acts), the search (what documents it acts on), and the action (what it does). Also called a macro. Agent Builder Where users create these types of agents: simple action, formula, LotusScript, or Java. An agent automates a task and can be run by a user or according to a set schedule. 618 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Agent Manager The background server program that manages and runs agents on a server. An agent performs a series of automated tasks according to a set schedule or at the request of a user. The Agent Manager runs by default on a server. You set guidelines for the Agent Manager in the Server document in the Domino Directory. alarm For end-users: Reminds you of an entry on your Calendar. When an alarm goes off, Notes shows a description of the Calendar entry associated with the alarm. For administrators: A document generated in the Statistics database indicating that a server statistic has exceeded a specified threshold. For example, an alarm can notify you if disk space on server drive C drops below 10%. You create Statistics Monitor documents to configure alarm reporting. alias An additional name for a form, view, or keyword. alternate mail A mail system other than Notes mail. anonymous access Lets users and servers access a server without authentication. This level of access is useful for providing the general public access to servers and databases for which they are not certified. It is typically used for granting access to the servers and databases on a Web site. API (application programming interface) A set of functions that gives programmers access to another application's internal features from within their own application. Notes and Domino offer several APIs that give developers access to Notes and Domino features and functionality, enabling them to create powerful and customized client and server applications. application proxy A firewall configuration that examines where a packet is going and the type of information it contains, checks whether your network allows delivery to that destination, and controls the information flow between internal and external clients and servers. attach To store a file with a Lotus Notes document or form. The file, or attachment, is stored with the document or form in the database until you delete one of them. If you mail the document, the attachment is mailed with it. attachment A file attached to a Lotus Notes document or form or to a Web page document. An attachment remains with the document until you delete the attachment or the document. authentication A security mechanism that verifies the identities of clients and/or servers. There are three types of authentication in Notes and Domino -- Notes/Domino, SSL, and name-and-password authentication. l Notes/Domino Verifies that the user or Domino server trying to access a particular Domino server has a trusted certificate in common with it. Authentication occurs in both directions: the server authenticates the user, then the user authenticates the server. 619 Lotus Notes Help l © Copyright 1999 Lotus Development Corporation SSL authentication Used by Internet protocols over SSL. During SSL authentication, the server exchanges the server certificate with the client and, optionally, the client exchanges the client certificate with the server. This exchange determines whether the client and server have a certificate in common and verifies the identities of the server, and optionally, the client. l Name-and-password authentication Used by Internet protocols over TCP/IP and SSL. During name-and-password authentication, a text password is sent by the client to the server. The server verifies the identity of the client by making sure the password provided matches the password stored in the Domino Directory for that person. Name-and-password authentication does not use certificates. Author access An access level that allows users to create and read documents and edit the ones they created and saved. Servers with Author access can replicate new documents and can usually delete documents marked for deletion. Access levels can be further refined using roles and access restrictions. Authors field A field that lists the names of people who have Author access. This field does not override the access control list. Use this field to control edit access on a document-by-document basis. autolaunch When a user creates or opens a document for reading or editing, an embedded object automatically opens in its native format. The user can change the embedded object and add a new object directly in the application that created the object. The Notes document automatically displays the changes. autoregistration A process by which external databases may be automatically added when the database type and path are supplied during connection. -Bbilling A feature that enables a Domino server to track specific Domino activities for a chargeback of server processing time. The billing server task collects this information and records the data. binary tree server topology Connects servers in a pyramid fashion: the top server connects to two servers below it, each of which connects to two servers below it, and so on. Information travels down the pyramid and then back up. bookmark A customizable, graphical link to databases, views, documents, Web pages, and newsgroups. Bookmarks replace the Release 4 database icons. bookmark folder A folder in the Bookmark Bar containing bookmarks. broadcast meeting Invitees are notified about a meeting but do not need to respond to the invitation. This option is useful when individual response will not affect the occurrence of the meeting. 620 Lotus Notes Help © Copyright 1999 Lotus Development Corporation button bar In the Notes client, the bar that displays actions as buttons. Actions let users click to accomplish tasks, from mimicking the Notes menus to tasks defined by formulas or a LotusScript program. -CCA (Certificate Authority) The link that allows a server and client to communicate. A CA vouches for the identity of a server and client by issuing certificates stamped with the CA's digital signature and including the CA's trusted root certification. The digital signature assures the client and server that both the client certificate and the server certificate can be trusted. If the client and server can identify the digital signature on the certificate, then a secure SSL session can be established. Otherwise, the client and server cannot authenticate each other, and the session cannot be established. Clients and servers identify digital signatures by comparing them against the trusted root certificate. A CA can be a third-party, commercial certifier, such as VeriSign, or a certifier that you establish at your organization using Notes and Domino. Third-party and Domino CAs create both server and client certificates. Calendar A view in your Notes mail database that you can use to manage your time and schedule meetings. You can add appointments, meetings, reminders, events, and anniversaries to the Calendar view. You can also display tasks in the Calendar view. Calendar profile A document that lets you customize your calendar and indicate the times that you are available for meetings. Notes saves this information in a database on your mail server; you define who can look up the information. canonical format A format for storing hierarchical names that displays the hierarchical attribute of each component of the name. For example, the canonical format for the name Reuben D. Smith/Ottawa/Acme/CA is: CN=Reuben D. Smith/OU=Ottawa/O=Acme/C=CA where: CN is the common name OU is the organizational unit O is the organization C is the country code category A word, phrase, or number used to group documents in a view. certificate A certificate is a unique electronic stamp that identifies a user or server. Domino uses two types of certificates: Notes certificates and Internet certificates. A Notes certificate is stored in a Notes or Domino ID file that associates a name with a public key. Certificates permit users and servers to access specific Lotus Domino servers. An ID may have many certificates. An Internet client certificate lets a user access a server using SSL client authentication or send an S/MIME message. The client certificate is stored in either the Notes ID file if you are using a Notes client or in a file stored on the user's hard drive. An Internet server certificate lets users access a server using SSL server authentication. The server certificate is stored in a key ring file on the server's hard drive. Internet certificates contain a public key, a name, an expiration date, and a digital signature. 621 Lotus Notes Help © Copyright 1999 Lotus Development Corporation certification Process that creates special signed messages called certificates, which state that a particular public key is associated with a particular user or server name. Domino automatically issues Notes certificates for users and servers when you register them. Certificate Authority certificate A binary file stored on the CA server's hard drive that contains a public key, a name, and a digital signature. The CA certificate identifies the Domino or third-party CA. certifier ID A file that generates an electronic "stamp" which indicates a trust relationship. It is analogous to the device used to stamp passports -- it verifies that a person is trusted by that stamping authority. CGI Abbreviation for Common Gateway Interface (CGI). CGI is a standard that connects external programs with information servers such as Web servers or HTTP servers. CGI scripts are a common way of customizing information presentation and retrieval on the Web; they can run within databases and on a Domino server. chain server topology Connects servers one-to-one, end-to-end. Information travels along the chain and then back. child document A document that inherits values from another document (the parent document). client certificate An electronic stamp that contains a public key, a name, an expiration date, and a digital signature. The client certificate uniquely identifies the user and is used when accessing a server using SSL and sending encrypted and signed S/MIME messages. The client certificate is stored in the Notes ID file if you are using a Notes client or on the user's hard drive. CLS files Country Language Services (CLS) files convert characters such as foreign currency symbols and accented letters to other characters when importing or exporting files. CLS files also control the order in which characters are sorted. cluster A group of a maximum of six Domino servers that provide: failover protection so that requests to a server that is down are redirected to another server in the cluster, workload balancing so that heavily used servers pass requests on to other servers in the cluster, and immediate replication within the cluster for real-time data access. collapse An action that hides documents under categories or hides response documents under main documents in a view. @command A special @function that performs an immediate action in the user interface. command key A key that directly triggers an action and usually makes use of the CTRL (Windows) or COMMAND (Macintosh) keys. For example, to print press CTRL+P (COMMAND+P on Macintosh). compact To compress a database, in order to reclaim space freed by the deletion of documents and attachments. 622 Lotus Notes Help © Copyright 1999 Lotus Development Corporation computed field On a form, a field whose value is determined by a formula that you write. Connection document In the Domino Directory, a Connection document enables communication between two servers and specifies how and when the information exchange occurs. In the Personal Address Book, it describes how a client accesses a certain server. create access list A list that restricts a form, so that only specified users can create documents using the form. criteria Data you specify so that your application can select records during a query. You can use matching criteria, in which records must match the criteria you set, or formula criteria, which use logical formulas and @functions to test records. cross-certificate Domino uses two types of cross-certificates: Notes and Internet. Notes cross-certificates allow users in different hierarchically-certified organizations to access servers and to receive signed mail messages. Internet cross-certificates allow Notes users to secure S/MIME messages and verify the identity of a server using SSL. Cross-certificates are stored in the Domino Directory or Personal Address Book. -Ddata directory Directory that contains local databases, local database templates, country language services (CLS) files, desktop.dsk files, and if you're using OS/2 or UNIX, your NOTES.INI file. data type The type of information that one field in a database can store, for example, text, rich text, numbers, keywords, and time. database A collection of documents and their forms, views, and folders, stored under one name. Notes databases can be part of a Web site or part of a Notes application. database cache A section of memory on a Domino server where databases are stored for quick access. You can display cache statistics, change the number of databases that a server can hold in its cache, close all databases in the cache, and disable the cache. Database Catalog A database containing information about databases stored on a single Domino server, a group of servers, or all the servers in a domain. Database Catalogs are commonly used to let users add the databases in them to the users' desktops. 623 Lotus Notes Help © Copyright 1999 Lotus Development Corporation database library A database that provides information about databases including descriptions, replica IDs, and manager names. Database libraries can be local and describe databases on a workstation or can be on a server and describe shared databases. Database libraries are commonly used to let users add the databases in them to the users' desktops. Related databases can be grouped together for easier access. database manager A person with Manager access to a database whose responsibilities include setting up and maintaining access to the database and monitoring database replication, usage, and size. database replica A special copy of a database that, because it shares a replica ID with the original database, can exchange information with it through replication. DDE (Dynamic Data Exchange) DDE is a method for displaying data created with other Windows and Presentation Manager applications, such as graphics or spreadsheet ranges, within Notes documents. DDE objects can be reactivated and updated to reflect the current state of changing data. default value formula The formula that lets you set an initial value for an editable field. default view The view displayed the first time you open a database. Depositor access An access level where users can create documents but can't read any of the documents in the database. design pane The workspace area that displays design options, as well as areas to enter design information. design template A database design that lets you share design elements among databases and store design elements with a template. You can enable the template so that when it changes, the change automatically occurs in all databases created with that template. designer The person who creates and develops a database or an application, pilot tests it, refines it as necessary, and delivers it to the database manager. Designer access An access level where users can compose, read, and edit any documents, plus modify the database icon, About and Using documents, and all design elements. Servers can replicate all of the above and, if they have delete access, deletions. desktop.dsk File that contains information about your workspace. detach To make a local copy of a file that is attached to a Lotus Notes document. 624 Lotus Notes Help © Copyright 1999 Lotus Development Corporation dial-up A connection type, usually a port, that is not on a local area network and must be accessed by modem and telephone lines. dialog box A box that appears when an application needs additional information to complete a task. A dialog box can contain check boxes, command buttons, option buttons, list boxes, information boxes, scroll buttons, drop-down boxes, and text boxes. digital speech synthesizer A device used with screen readers to portray what is on screen through voice. DIIOP (Domino Internet Inter-ORB Protocol) A server task that runs on the server and works with the Domino Object Request Broker to allow communication between Java applets created with the Notes Java classes and the Domino server. Browser users and Domino servers use IIOP to communicate and to exchange object data. Directory Assistance A feature that allows you to extend client authentication, name lookups, and LDAP searches to secondary Domino directories and to LDAP directories. You use the Directory Assistance database to set up directory assistance. Directory Assistance database A database used by directory assistance that serves as a directory of secondary Domino directories and of LDAP directories. Directory Catalog A database that contains Person, Group, Mail-In Database, and Scheduling Resource entries from one or more Domino Directories. Servers use Directory Catalogs for quick name lookups, and Notes users use a Mobile Directory Catalog to easily address mail to people throughout an organization, even when disconnected from the network. DNS (Domain Name System) An Internet service that translates domain names into IP addresses. document A Lotus Notes database entry that users create by using a form on the Create menu. Documents consist of fields, text, numbers, graphics, and so on. Information may be entered by a user, automatically calculated by formulas, imported from other applications, or linked to another application and dynamically updated. domain A Domino domain is a collection of Domino servers and users that share a common Domino Directory. The primary function is mail routing. Users' domains are determined by the location of their server-based mail files. For a Domino server to communicate with a server in a different domain, you create a Domain document in the Domino Directory to define the name, location, and access to adjacent and non-adjacent Domino domains and non-Domino domains. Other domains are: l Foreign domain A Domino domain and an external mail system such as SMTP or cc:Mail. It specifies which outbound addresses are Internet addresses and where the Notes Mail Router sends those messages. 625 Lotus Notes Help l © Copyright 1999 Lotus Development Corporation Global domain A group of Domino domains, such as Sales1, Sales2, and Marketing, under a single Internet domain, such as acme.com. All outbound SMTP mail, whether it originates from the Sales1 or Marketing domains, has the return address acme.com. Domino Directory A directory of users, servers, groups, and other entities, for example printers. It is a tool that administrators use to manage the Domino system, for example, to connect servers for replication or mail routing, to schedule server tasks, and so on. In previous releases the Domino Directory was called the Public Address Book. Domino server A computer that runs the Lotus Domino server program and stores Notes databases. -EECL (Execution Control List) An ECL is a feature accessed through the User Preferences dialog box that enhances security of your workstation data. The ECL lets you control which formulas and scripts created by another user can run on your workstation. Edit mode The state in which you can create or modify a document. editable field On a form, a field whose value is determined by a formula that you write to supply a default value, edit the user's entry, and validate the entry to make sure it meets specific requirements. Editor access An access level that allows users to create, read, and edit any documents. Servers can replicate new documents, change existing documents, and, if they have delete access, make deletions. electronic signature A stamp added to mail messages, fields, or sections that verifies that the person who originated the message is the author and that no one has tampered with the data. encryption key Security feature that ensures that only the intended recipient can read encrypted text. Every Lotus Notes user ID contains two, a public key for sending and encrypting, and a private key for receiving and decrypting. Users may also have a public and private key for S/MIME encryption and signatures. event In LotusScript, an action or occurrence to which an application responds. That action can be a user-generated one, such as a mouse click; a system-generated one, such as the elapsing of a set amount of time on the computer's clock; or an application-generated one, such as the saving of a document via the product's autosave feature. Each LotusObject can respond to a predefined set of events, those defined for the class that the object is an instance of. Events are the primary way to initiate the execution of scripts: when a script is attached to an object event, it is executed when the event occurs. In the Calendar, an entry with a duration of at least one day. For example, an all-day meeting or a vacation. 626 Lotus Notes Help © Copyright 1999 Lotus Development Corporation event script A script attached to a particular event. For example, in LotusScript, Initialize, Queryopen, and Postopen. When the event occurs, the script runs. export Save a Lotus Notes document or view in a non-Notes format. extended accelerator key Additional accelerator keys, used for bookmarks and task buttons. To view the extended accelerator keys, press and hold down the ALT key. extranet An intranet with extended access, generally behind a firewall. For example, a company may give the public access to certain parts of its intranet and restrict access to others. This can be done by using firewall programs or routers, via a proxy, or by specialized software. -Ffailover A cluster's ability to redirect requests from one server to another. Failover occurs when a user tries to access a database on an unavailable server or one in heavy use, and the user instead connects to a replica of the database on another (available) server in the cluster. Failover is transparent to the user. field On a form, a named area containing a single type of information. The field's data type determines the contents -text, rich text (including styled text, graphics, and multimedia), numbers, or time-date. firewall A firewall is a system that is designed to control access to applications on a network. Typically, a firewall controls unauthorized access to a private network from the public Internet. folder pane The workspace area that shows the folders and views available in the opened database. form Forms control how you edit, display, and print documents. A form can contain fields, static text, graphics, and special objects. A database can have any number of forms. formula An expression that has program-like attributes; for example, you can assign values to variables and use a limited control logic. Formulas are best used for working within the object that the user is currently processing. The formula language interface to Notes and Domino is through calls to @functions. You can write formulas that return a value to a field, determine selection criteria for a view, create specific fields in a form, determine the documents a replica receives, help users fill out a document, increase database performance, and create buttons or hotspots. FTP (File Transfer Protocol) A protocol used to transfer files from one computer to another. FTP also refers to the actual application used to move files using the FTP protocol. 627 Lotus Notes Help © Copyright 1999 Lotus Development Corporation full-text index A collection of files that indexes the text in a database to allow Notes to process users' search queries. full-text search Search option that lets you search a database for words and phrases, as well as perform more complex searches using wildcards and logical operators. @function A built-in formula that performs a specialized calculation automatically. -Ggroup A named list of users and/or servers. It can be used in Domino Directories, Personal Address books, access control lists, and so on. groupware Applications that enhance communication, collaboration, and coordination among groups of people. -Hhierarchical naming A system of naming associated with Notes IDs that reflects the relationship of names to the certifiers in an organization. Hierarchical naming helps distinguish users with the same common name for added security and allows for decentralized management of certification. The format of a hierarchical name is: common name/organizational unit/organization/country code For example, Sarah Forbes/ Toronto/Acme/CA hierarchical view A view that distinguishes between main documents and response documents. Each main document has its response documents indented under it. hop An intermediate stop on the path along which mail is routed when the sender's server and recipient's server are not directly connected. hotspot Text or a picture in a rich text field that a user can click to perform an action, run a formula or script, or follow a link. HTTP (Hypertext Transfer Protocol) An Internet protocol used to transfer files from one computer to another. 628 Lotus Notes Help © Copyright 1999 Lotus Development Corporation hub-spoke server topology Establishes one central server as the hub and other servers as the spokes. The spokes update the hub server by replication and mail routing, and the hub in turn updates each spoke. Hub servers replicate with each other or with master hub servers in organizations with more than one hub. hunt group A group of servers that are assigned one phone number. Clients dial the one phone number and connect to any available server. Hunt groups balance the load on servers. -IICAP (Internet Calendar Access Protocol) Network protocol that lets a client access, manipulate, and store Calendar information on a server. ICAP can be used either as a set of capability extensions to IMAP4 to create a server that supports both messaging and Calendar functions, or as a stand-alone protocol for a server dedicated only to the Calendar. IIOP (Internet Inter-ORB Protocol) An Internet protocol that implements CORBA solutions over the Web. IIOP lets browsers and servers exchange complex objects, unlike HTTP, which only supports transmission of text. IIS (Internet Information Server) Microsoft Internet Information Server is a Web server that lets you browse HTML and Active Server pages. Domino includes an IIS product extension that lets you browse Domino databases using IIS. IMAP (Internet Message Access Protocol) Mail protocol that allows clients running it to retrieve mail from a host mail server also running the protocol. IMAP is similar to POP3 but has additional features. For example, it supports three modes of mailbox access. You can enable IMAP on a Domino server. input-translation formula In an editable field, the formula that converts or translates entered information into a specified value or format. input-validation formula In an editable field, the formula that verifies that the entered information meets the specified criteria. intranet A computer network with restricted access. Companies use intranets to share information internally. Increasingly, intranets are built as private Internets: a TCP/IP network based on Web standards like HTML, SMTP, or POP3. The difference is access -- anyone can access the Internet with the appropriate software, but only employees can access an intranet. See extranet. ISAPI (Internet server application programming interface) The Internet server application programming interface supported by IIS. Developers use this interface to create programs, called extensions, that extend the capabilities of IIS. 629 Lotus Notes Help © Copyright 1999 Lotus Development Corporation ISDN (integrated services digital network) An international communications standard for sending voice, video, and data over digital telephone lines. ISP (Internet Service Provider) A company that provides access to the Internet. -J-Kkey ring file A binary file that is protected by a password and stores one or more certificates on the server hard drives. Domino uses two types of key ring files: server and CA. You do not use a key ring file for client certificates. keyboard shortcut A key combination that can be pressed instead of using a command from a pull-down menu. CTRL+letter and SHIFT+letter are the most common keyboard shortcuts. Some products let users define their own keyboard shortcuts; these shortcuts may be single keys or key combinations. keywords field A multiple-choice field that lets users make selections by clicking, rather than typing, an entry. Keywords fields can display in several formats, including a drop-down list box, a check box, and a radio button. -Llayout region On a form or subform, a fixed-length design area in which related elements can be dragged and moved easily and can be displayed in ways not possible on regular forms and subforms. LDAP (Lightweight Directory Access Protocol) A set of protocols for accessing information directories. LDAP is based on the X.500 protocol, but supports TCP/IP, which is necessary for Internet access. Because it's a simpler version of X.500, LDAP is sometimes called X.500-lite. You can enable LDAP on a Domino server to allow LDAP clients to access information in the Domino Directory, for example, e-mail addresses. LDAP directory A hierarchical directory of names that can reflect an organization's structure or geography and that is accessed via the LDAP protocol. Running LDAP on a Domino server enables the Domino Directory to serve as an LDAP directory. Two popular public LDAP directories are Bigfoot and Four11. letterhead The particular way that your name, the date, and the time appear at the top of the mail messages you create. You can choose from several letterhead styles. library A database containing lists of other databases. 630 Lotus Notes Help © Copyright 1999 Lotus Development Corporation license Determines which databases, templates, and functions users have access to and the extent to which they can perform design and administrative tasks. LICS (Lotus International Character Set) A character set supported by Notes. link An icon that gives you direct access from one Lotus Notes document, view, or database (the source object) to any other document, view, or database (the target object). Notes opens the target object without closing the source object you branched from. LMBCS (Lotus Multibyte Character Set) The format in which Notes stores all internal text, except file attachments and objects. As a result, any user can edit, forward, and mail documents and work with databases in any language. All text leaving the system -- that is, displayed, printed, and exported -- is translated from LMBCS to the appropriate character set. LMBCS supports Western and Eastern European, North American, and Asian languages. LN:DO Lotus Notes:Data Object is an LSX-compliant module that allows the use of LotusScript scripts for external data access applications. local database A Lotus Notes database stored on your computer's hard disk drive, on a disk, or on a networked file server. Location document A document in your Personal Address Book that contains communication and other location-specific settings you use when you work with Notes in a specific place. You can create as many Location documents as you need. LotusObject Any object that is an instance of a Lotus-product class. LotusObjects can be manipulated using LotusScript. LotusObjects share a common design. Many are implemented either the same way across products, or almost the same way, with slight variations from product to product. LotusScript A version of Basic that offers not only standard capabilities of structured programming languages, but a powerful set of language extensions that enable object-oriented development within and across products. Its interface to Notes is through predefined object classes. LS:DO The ODBCConnection, ODBCQuery, and ODBCResultSet classes, collectively called the LotusScript Data Object (LS:DO), provide properties and methods for accessing and updating tables in external databases through the ODBC (Open Database Connectivity) Version 2.0 standard. -Mmacro A program that performs a series of automated tasks on behalf of the user. A macro consists of three components: the trigger (when it acts), the search (what documents it acts on), and the action (what it does). Also called an agent. 631 Lotus Notes Help © Copyright 1999 Lotus Development Corporation Manager access An access level that allows users to compose, read, and edit any documents; modify the access control list, database icon, About and Using documents, and all design elements; define replication settings; and delete the database. Servers can replicate all of the above and, if they have delete access, deletions. MIME (Multipurpose Internet Mail Extensions) Software that allows you to attach non-text files to Internet mail messages. Non-text files include graphics, spreadsheets, formatted word-processor documents, and sound files. MSAA (Microsoft Active Accessibility) An enabling technology, used to make software more accessible for people who use devices such as screen readers. It helps to distinguish user interface elements, items in documents, and the organization of documents. MTA (message transfer agent) A program that translates messages between mail formats. Also called a gateway. -NName & Address Book Now called the Domino Directory or Personal Address Book. named element A specific design element in a database, for example a view or folder. named style A collection of styles that you can apply to other data in a file. Styles stored in a named style can include number format, typeface, type size, underlining, bold, italics, lines, colors, and alignment. navigation pane The pane that either displays icons for all views, folders, and agents in a database, or displays the current navigator. navigation buttons Browser-like buttons in Notes used to navigate among open pages of databases or Web pages. Button functions include back, forward, stop, refresh, search, and go. navigator A Notes page that you can design to include rich text and picture hotspots in any arrangement. Hotspots in a navigator can perform actions, run formulas or scripts, or link to documents, views, or databases. negotiated session key Encryption key that is created at the beginning of the SSL handshake, which determines the key used when encrypting information over an SSL connection. The negotiated session key changes each time a new session is initiated. newsgroup An online discussion group that users with newsreaders can participate in. A Domino NNTP server can store USENET newsgroups, public newsgroups distributed on the Internet, and private newsgroups. 632 Lotus Notes Help © Copyright 1999 Lotus Development Corporation newsfeed The periodic transfer of newly posted newsgroup articles from one NNTP server to another using the NNTP protocol. If you enable the NNTP protocol on a Domino server, you can set up a newsfeed to transfer both USENET and private newsgroup articles. newsreader A client application that runs the NNTP protocol and is used to select, view, create, sort, and print USENET and private newsgroup articles. NNTP (Network News Transfer Protocol) Protocol that supports reading newsgroups, posting new articles, and transferring articles between news servers. When enabled on a Domino server, allows NNTP clients to access newsgroups on the server and allows the Domino server to exchange news with other NNTP servers. No Access An access level where users have no access to a database; they cannot even add the database icon to their workspaces. Notes client Client software that allows you to access Notes databases on a Domino server, send mail, browse the Web. Notes mail database A Lotus Notes database in which you send and receive mail. Your mail database is stored on your home server. Notes RPC (Notes remote procedure call) This is the architectural layer of Notes used for all Notes-to-Notes communication. You can set up either the HTTP or the SOCKS proxy to work with RPC. Notes/FX Notes/FX (Field Exchange) is a technology that lets desktop applications and Notes share data fields. NOTES.INI A settings file that includes installation choices, server console commands, and setup selections. NotesNIC The administrator of the NET domain, a way to communicate with other Notes organizations on the Internet. NSF The file extension for a Notes database file (.NSF). A database file contains the data for an application. Its structure is composed of forms, fields, folders, views, and other presentation features, such as a navigator and a database icon. NTF The file extension for a Notes template file (.NTF). A template file contains the structure for the database -- that is, forms, folders, and views -- but does not contain documents. Domino Designer comes with a collection of templates that you can use to create system and application databases. 633 Lotus Notes Help © Copyright 1999 Lotus Development Corporation -OODBC (Open Database Connectivity) A standard developed by Microsoft for accessing external data. ODBC has four components: the ODBC-enabled application, the ODBC Driver Manager, ODBC drivers, and data sources. Lotus Notes is an ODBC-enabled application. ODS (On Disk Structure) The format in which a Notes database is physically stored on disk. Also called a database format. In Release 5, the ODS version of a database is listed on the Info tab of the Database Properties box. outgoing mail database A file (MAIL.BOX) that temporarily stores outgoing mail that users create when not connected to a mail server. -Ppane An area of a workspace that shows a specific part of an opened database; for example, available folders and views, the current view, or the contents of the highlighted document. parent document A document whose values are inherited by another document (the child document). partitioned server A feature that lets you run a maximum of six Domino servers on a single computer. With partitioned servers, you can increase the number of servers in your organization without additional investment in hardware. passthru server An intermediary server that lets a client access a target server to which the client is not connected. A mobile user can access multiple servers through a single phone connection; a LAN client can connect to servers running network protocols different from its own. peer-peer server topology Connects every server in your organization to every other server. For organizations with only a few servers, this allows for rapid updates. permanent pen An editing feature that allows users to edit documents in a second font. Personal Address Book A database that contains the names and addresses of users and user groups that you enter yourself. Personal Web Navigator A feature that retrieves, displays, searches for, and stores Web pages in a local Personal Web Navigator database. Because this database is stored locally, you are the only person who can access the Web pages stored in it. PKCS (Public Key Cryptography Standards) Industry-standard format for certificate requests. You see this acronym in both the Domino Certificate Authority and Server Certificate Administration applications. It means that if the CA server understands how to read PKCS format, it will understand your certificate request. This is important when you submit server certificate requests to an external CA, as the external CA must understand PKCS format. 634 Lotus Notes Help © Copyright 1999 Lotus Development Corporation POP3 (Post Office Protocol Version 3) A mail protocol that allows clients running it to retrieve mail from a host mail server also running the protocol. You can enable POP3 on a Domino server. preview pane The preview pane lets you read the content of the document that is selected in the view pane. If Notes is set to preview document links, you can also view documents linked to the selected document. private folder A folder that users design and save for their own use with a database. private key A secret encryption key that is stored in a Notes ID file and that is used to sign and decrypt messages and to authenticate as the owner of the key. For SSL-encrypted transactions, public and private keys are a unique pair of mathematically related keys used to initiate the transaction that are stored in the Notes ID file, Internet client hard disk drive, or server key ring file. private view A view that users design and save for their own use with a database. proxy server A server that intercepts all requests made to another server and determines if it can fulfill the requests itself. If not, the proxy server forwards the request to the other server. public key An encryption key associated with a Notes ID that is used to verify an electronic signature, encrypt a message, or identify an authenticating user. A public key is part of each user ID and a copy of the key is stored in the Domino Directory. Certificates on IDs ensure that public keys are valid. For SSL-encrypted transactions, public and private keys are a unique pair of mathematically related keys used to initiate the transaction that are stored in the Domino Directory. -Q-Rread access list A list that restricts a form so that only specified users can read documents created from the form. Use the Reader field to control access on a document-by-document basis. read-only mode A document state that allows a user to read but not modify a document. To modify a document, a user must have Editor access (or higher) to the database or be the document's author. Reader access An access level where users can only read documents. Readers field A list of names (user names, group names, and access roles) that indicates who can read a given document. This field does not override the access control list. 635 Lotus Notes Help © Copyright 1999 Lotus Development Corporation referral An LDAP directory URL returned to an LDAP client. The Domino LDAP server can return a referral if an LDAP client query is not successful in a Domino Directory and an entry in the Master Address Book suggests that the query may be successful in another LDAP directory. replica A special copy of a database that, because it shares a replica ID with the original database, can exchange information with it through replication. replica ID A unique number that identifies a database and all its replicas. replicate Update database replicas that are on different servers or on your workstation and a server. You can replicate the entire database so that over time all database replicas are essentially identical, or select specific items or areas to replicate. replication The process of exchanging modifications between replicas. Through replication, Notes makes all of the replicas essentially identical over time. replication conflict A condition that occurs when two or more users edit the same document in different replicas of a database between replications. Replication Monitor A document created in the Statistics & Events database that causes the Event task on a server to monitor a specific database to make sure it is replicating. Replicator The part of the workspace where Notes displays all replica databases and lets you manage the replication process. Also the name of the server task that replicates databases between servers. response document A document created using a Response form, a typical component of a discussion database. In a view, response documents are usually indented underneath the document to which they respond. 636 Lotus Notes Help © Copyright 1999 Lotus Development Corporation ring server topology Connects servers one-to-one in a circle with the ends connected. It is similar to chain server topology, which connects servers one-to-one but with the ends unconnected. role Database-specific groups created to simplify the maintenance of restricted fields, forms, and views. You can apply a role to Authors fields, Readers fields, and read and create access lists in forms and views. -SSASL (Simple Authentication and Security Layer) Internet protocol that allows LDAP clients to authenticate with an LDAP server and provides security for the data transmitted with this protocol. save conflict A save conflict occurs when two or more users edit the same document in a database on a server at the same time. The document saved first becomes the main document; subsequent users are prompted to save their changes as responses titled "[Replication or Save Conflict]." screen reader A device that reads what is displayed on the computer screen. See digital speech synthesizer. section A defined area on a form that can include fields, objects, layout regions, and text. You can set section properties to expand automatically at certain points. server certificate An electronic stamp stored in the server's key ring file that contains a public key, a name, an expiration date, and a digital signature. The server certificate uniquely identifies the server. server command Command that lets you perform a task, such as shutting down or restarting a server. You can enter commands manually at the console or remote console or use a Program document in the Domino Directory to run commands automatically. server connection A document in the Domino Directory or your Personal Address Book that defines a connection to a server. There are four types of server connection documents: dialup, network, passthru, and remote LAN. server program A program that automates an administration task, such as compacting all databases on a server. You can schedule server programs to run at particular time, or you can run them as the need arises. server task A program provided with the Domino server that runs only when specifically loaded. Server tasks serve various purposes; the Administration Process, HHTP Server, and Reporter are just a few examples of server tasks. shared field A field that is used in more than one form. For example, many forms have a creation date field, so you can define the field once and reuse it. 637 Lotus Notes Help © Copyright 1999 Lotus Development Corporation shared mail A feature that stores messages addressed to more than one user on a mail server in a central database, called the shared mail database. Message headers are stored in user mail files. When users double-click the headers, links to the corresponding content in the shared mail database are activated. This is a space-saving feature. Shared mail is also known as the Single Copy Object Store (SCOS). shared view A view that is public to more than one user. sibling document In a view or folder, a document at the same level as another document. sign To attach a unique electronic signature, derived from the sender's user ID, to a document or field when a document is mailed. Signing mail ensures that if an unauthorized user creates a new copy of a user's ID, the unauthorized user cannot forge signatures with it. In addition, the signature verifies that no one has tampered with the data while the message was in transit. single copy object store (SCOS) The feature that allows mail addressed to multiple users to be stored in a central database, called the shared mail database. site certificate A certificate obtained for an individual site. A site certificate is different from a trusted root certificate in that a site certificate lets you access only a specific site. A trusted root certificate lets you access any servers with certificates issued from that trusted root Certificate Authority. SLIP/PPP A dial-up version of TCP/IP. S/MIME (Secure/MIME) A secure version of the MIME protocol that allows users to send encrypted and electronically signed mail messages, even if users have different mail programs. SMTP (Simple Mail Transfer Protocol) The Internet's standard host-to-host mail transport protocol. It traditionally operates over TCP, using port 25. SMTP does not provide any mailbox facility, nor any special features beyond basic mail transport. SOCKS (SOCK-et-S) A mechanism by which a secure proxy data channel can be established between two computers. It is generally used as a firewall. SSL (Secure Sockets Layer) A security protocol for the Internet and intranets that provides communications privacy and authentication for Domino server tasks that operate over TCP. stacked icon A Notes database icon that represents a database and all of its associated replicas that are currently added to the workspace. 638 Lotus Notes Help © Copyright 1999 Lotus Development Corporation static text Text that remains constant on every document created with a particular form, as opposed to fields in which you type or in which Notes calculates information. stub A replica or database copy that has not yet been filled with documents. The database is no longer a stub once the first replication takes place. subform A form-building shortcut that lets you store regularly used fields, sections, actions, and other form elements together. You can place subforms on a form either permanently, or as computed subforms that display on documents as dictated by a formula. -TTCP/IP (Transmission Control Protocol/Internet Protocol) Network protocols that define the Internet. Originally designed for UNIX, TCP/IP software is now available for every major computer operating system. template A design that you can use as a starting point for a new database. If it is a design template, it will update database design elements created from the template. temporary field A field used during calculations. It is not stored. trusted root A Certificate Authority's certificate merged into the Domino Directory, client's browser, or the server's key ring file, which allows clients and servers to communicate with any client or server that has that Certificate Authority's certificate marked as trusted. -UURL (uniform resource locator) The Internet address for a document, file, or other resource. It describes the protocol required to access the resource, the host where it can be found, and a path to the resource on that host. user ID A file assigned to every user and server that uniquely identifies them to Lotus Notes and Domino. Using This Database document A document that explains how the database works. Specifically, it provides users with instructions on using various forms, views, and navigators in the database. 639 Lotus Notes Help © Copyright 1999 Lotus Development Corporation -V-WWelcome page The customizable default opening screen in the Notes client that includes major tasks such as sending mail, creating appointments, and making a to do list. The page also contains a search bar, information on what's new in Notes, and a tour of Notes. window tab A button that represents an open window in Notes. Window tabs are convenient for switching back and forth between windows. -X-Y-Z- 640
