IntroductionWelcome| 00:04 | Hi, I am Jess Stratton and welcome
to Up and Running with Lotus Notes.
| | 00:09 | In this course, I am going to show you how
to fully navigate your Lotus Notes client,
| | 00:13 | mail file, calendar, contacts and To Do.
| | 00:19 | Then we will look at all the different
widgets you can add to your sidebar and how to use
| | 00:24 | the Sametime Instant Messaging application
that comes with your Lotus Notes client.
| | 00:28 | Finally, we will explore printing from
Lotus Notes, getting help with applications and
| | 00:34 | how to work offline and use local replicas.
| | 00:37 | We will cover all of these tools and
techniques plus many more to help you immediately get
| | 00:41 | started using Lotus Notes.
| | 00:43 | Let's begin.
| | 00:44 |
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1. Getting StartedStarting Lotus Notes| 00:00 | The good news is that your company would never
ever give you a notes client that hasn't already
| | 00:05 | been set up, and tell you to fend for yourself.
| | 00:08 | However, we all know that it always helps
to see the startup, so that's where we're going to
| | 00:12 | start, right from the beginning.
| | 00:14 | The Lotus Notes client can be found either on
the Desktop or by clicking Start > Lotus Notes 8.5.
| | 00:22 | Once the Password dialog box comes up there is
three pieces of information that need to be started:
| | 00:28 | your username, your password
and what location you are at.
| | 00:32 | Usually the username and the location are
going to be the same, but sometimes your company
| | 00:36 | we'll want you to use a different location
when you're working in the office and when
| | 00:40 | you're working at home, or from a VPN location, but
they'll tell you which one you are supposed to use.
| | 00:45 | I'm going to put in my password.
| | 00:48 | Now don't be alarmed when you see lots
of characters appearing on the screen.
| | 00:52 | It's a lot more than actual
password that you're typing.
| | 00:55 | This is a security method by IBM to prevent things
like keylogger programs from getting your password.
| | 01:02 | We click the Login button and we
are ready to go in Lotus Notes.
| | 01:08 |
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| Exploring the Lotus Notes interface| 00:00 | Congratulations on getting
started with Lotus Notes.
| | 00:04 | The Notes client definitely
contains some unique names and concepts.
| | 00:07 | Because of that, we're going to go over the
user interface and some terminology, so that
| | 00:12 | even if you find yourself needing to use the
Help file you can still get a head start knowing
| | 00:16 | how to look things up.
| | 00:18 | The Notes client is a means to access various
applications, which used to be called databases.
| | 00:24 | Things like your inbox, calendar, contacts
and even some production applications that
| | 00:30 | are unique to your company, these
are all considered applications.
| | 00:34 | Let's start right at the top.
| | 00:36 | We've got your File, Edit, View menu that's
similar to other applications you may have used.
| | 00:42 | Right below that is the Open list; this
acts as a launcher for all your applications.
| | 00:48 | Immediately to the right of
that is the tabbed interface.
| | 00:53 | This is a list of all the open applications
that you currently have. You can click on
| | 00:58 | the tabs to access each one.
| | 01:01 | Continuing all the way over to the right-
hand side, we've got what's called the sidebar,
| | 01:07 | this is a feature of Lotus Notes that lets
you access frequently used information so
| | 01:12 | that you can find it quickly.
| | 01:14 | For example, your Sametime contact list for
instant messaging, your Day-At-A-Glance for
| | 01:19 | your calendar, and other things like RSS Feeds
and frequently accessed views in Lotus Notes.
| | 01:27 | We've also got the Workspace. This is similar
to the Open list, in that, it's a launcher for all
| | 01:32 | your applications.
| | 01:34 | It's just a different way of looking at it.
| | 01:37 | Now one thing I do want to point out is this
little triangle on the left-hand application here.
| | 01:42 | I'm looking at two different
versions of my mail file here.
| | 01:45 | I'm looking at what's called the Local replica,
and I can also switch to the server version.
| | 01:51 | It's going to tell me right
here which one I'm looking at.
| | 01:54 | Now replicas, this is a unique
piece of terminology to Lotus Notes.
| | 01:57 | A replica is a local version of the same
type of application that's on the server.
| | 02:03 | They sync in a special way so that
you can use this for offline use.
| | 02:08 | Now let's actually go into my mail file.
| | 02:11 | On the left-hand side here we've got the
Folder pane, I can click this plus sign to expand
| | 02:17 | on my folders and I can go back to the Inbox.
| | 02:20 | Now in the middle, this is called a
view and this is unique to any database.
| | 02:26 | Every database contains views, and all you're
doing when you change a view is changing the
| | 02:32 | way you're looking at the data.
| | 02:34 | Up here I've got my Action bar.
| | 02:37 | Now you'll notice the little triangle here,
whenever you see that you can click on it
| | 02:42 | to get a dropdown menu.
| | 02:45 | Now there's one more thing I want to show
you that's definitely unique to Lotus Notes.
| | 02:50 | I'm going to go into one of my production
databases, that's unique to my company.
| | 02:55 | In here I can change to a view.
| | 02:58 | Now one thing in Lotus Notes, no matter
what view you're always on, it will always tell
| | 03:02 | you at the top of the screen.
| | 03:04 | For example, right now I'm in the Product
Inquiries application and the view I'm looking
| | 03:09 | at is called Dispatches by Client.
| | 03:12 | On the left-hand side here
there are more triangles.
| | 03:15 | When you're looking at that in a view it's called
a twisty and that's actually the technical term for that.
| | 03:21 | You can click on this twisty
and expand it to get more data.
| | 03:25 | So always be on the lookout for those.
| | 03:27 | So now you should be completely familiar with
the terms and the unique interface of Lotus Notes.
| | 03:34 |
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| Touring the workspace| 00:00 | Your company will most likely either favor
setting up your notes client with either the
| | 00:04 | Bookmark bar or the Workspace,
and you can use either one.
| | 00:08 | Now when we talk about the workspace it all
starts with Workspace pages, which is a tabbed
| | 00:14 | interface to hold all your applications.
| | 00:17 | You can add pages, remove
pages or change existing pages.
| | 00:23 | To change them, you're allowed to
change the name and the color.
| | 00:27 | And you do that by double-
clicking right on the tab itself.
| | 00:32 | So here I have the option to change the page
name and the color. I'm going to change this
| | 00:36 | to Personal and I'll change the
color something a little bit brighter.
| | 00:43 | Now we can add a page by right-clicking anywhere
on a blank space in the workspace and clicking
| | 00:49 | Create Workspace Page.
| | 00:52 | It's going to give us the new page to which
we can double-click right on that tab heading
| | 00:56 | again and change the name of it.
| | 00:59 | This one I'm going to call Address Books,
and I can change the color if I want.
| | 01:05 | If I go back to my original tab that has all
my applications, I can actually take any of
| | 01:12 | these applications, hold the mouse button
down, and drag it right over to the title of the
| | 01:18 | one we want a move it to, let go of the mouse,
| | 01:22 | and now we've moved it right into that tab.
| | 01:25 | I'm going to take my company directory and
move it in there also, because it's also an address book.
| | 01:30 | And then I'm going to take another one by
double-click right on this blue one up here;
| | 01:34 | I'm going to call it Products.
| | 01:39 | And I'm going to move my company Product
Inquiry application right over to that tab.
| | 01:44 | So now that I've got my applications exactly
where I want them, and nice and organized, I can
| | 01:51 | actually change the way they
look on the Workspace page.
| | 01:54 | For example, I can take them, hold the
mouse button down and drag them anywhere I want
| | 02:00 | on the Workspace page itself.
| | 02:03 | I can also change the way
the server headings look.
| | 02:06 | Right now it's telling me where the
application is located, it's going to tell me what the
| | 02:11 | title is at the application, this is Jess
Stratton, because this is my mail file.
| | 02:16 | This says Domain Catalog, because it's a
catalog of all the applications on the server.
| | 02:21 | These two files are located on the server,
because it's telling me right underneath it.
| | 02:26 | This application right here, it says it's
on local, because it's actually locally on
| | 02:31 | my computer and on my computer only.
| | 02:35 | Some applications you'll notice, have a little
icon on the top right of them with a dropdown
| | 02:40 | arrow this means that there is
multiple replicas of this application.
| | 02:46 | Now if you'll remember, a replica means there
is a local copy on your computer and another
| | 02:52 | copy on the server.
| | 02:54 | And they both contain the same documents
and they can be synced, so you'll always have
| | 02:58 | an offline version if you ever need that data.
| | 03:02 | Right now, I can toggle back and
forth which one I'm going to access.
| | 03:08 | Now let's suppose, you don't want these
right on top of each other, you'd can rather have
| | 03:12 | them side-by-side.
| | 03:13 | Well we can do that by right-clicking on
the Workspace; and unchecking this button
| | 03:18 | that says Stack Replica Icons.
| | 03:22 | Now it's going to take my replicas and put
them next to each other, not on top of each
| | 03:27 | other, and I can move them around if I want to.
| | 03:31 | Let's also suppose that you want to know how many
unread documents you have in every application;
| | 03:37 | you can change that too.
| | 03:39 | If we right-click on the Workspace page
again, and choose Show Unread, it will now tell us
| | 03:45 | how many unread documents
we have in that application.
| | 03:49 | The last option we have to change the way
this looks is we can have it tell us what
| | 03:54 | server it's on or not, it's our choice.
| | 03:57 | If I right-click and choose Show
Server Names they'll be removed.
| | 04:03 | Now I don't recommend this because it's always
nice to know what server version of a replica
| | 04:08 | you're going to, but that option is
there just in case you need it.
| | 04:13 | So I'm a visual person, so the workspace
helps me quickly locate my most used applications.
| | 04:19 | As these change, so does
the way my workspace looks.
| | 04:23 | So you'll find that it's an ever-evolving
interface similar to your Windows desktop.
| | 04:28 |
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| Exploring the bookmark bar| 00:00 | The bookmark bar can be highly customized
and added to. It can help make you really productive.
| | 00:06 | So let's dive in with all the ways
that you can make it work for you.
| | 00:10 | Let's start by going
over what we can add to it.
| | 00:13 | If I click right on the Open list, I can
click it again and it will go away, I can click
| | 00:18 | it again and it will come back.
| | 00:21 | Let's make it really useful by adding
applications that we use frequently directly to it.
| | 00:27 | Now I've already got my
Product Inquiries application on.
| | 00:31 | I'm going to take my left mouse button and
drag the tab title all the way over to the
| | 00:36 | Open list and let go of the mouse button.
| | 00:39 | Now that's all it takes for my
application to be in there whenever I need it.
| | 00:45 | The really neat thing is that we can
also add Windows applications to this.
| | 00:50 | For example, let's take something that we
use frequently, and have to minimize Notes,
| | 00:55 | go to the Desktop, open up our application, be
done with it and go back into Lotus Notes.
| | 01:00 | Wouldn't it be much easier if we could
access it right from the client? Well now we can.
| | 01:06 | I'm going to take my left mouse button and
drag the Calculator all the way down to the
| | 01:12 | Lotus Notes icon on the Start menu.
| | 01:15 | It'll pop right back up again and I'm still
holding down my mouse button and I'm going
| | 01:19 | to drag it over to the Open menu and let go.
| | 01:23 | Now my Calculator is in my Open list, and I
can use it whenever I need it right from Lotus Notes.
| | 01:33 | Now we can also create new folders by right-
clicking my Favorite Bookmarks folder and choosing
| | 01:39 | New Folder. I'm going to name this folder
Products, because I'm going to have this folder
| | 01:45 | work with all my products.
| | 01:49 | If I go back to my Open list, here's my new
folder and I can start adding things to it.
| | 01:54 | For example, I have my Product Inquiries
application, I'm going to take that and put it in my Products
| | 02:00 | folder by simply holding down the mouse button
again and dragging it and releasing it right
| | 02:05 | over the Products folder.
| | 02:07 | Now let's say at any given time we don't
want to see this application in here anymore.
| | 02:12 | I can simply right-click on any application
and choose Remove, it's going confirm that
| | 02:19 | I want to remove it and
it's gone from the list.
| | 02:23 | So it's important to remember that we're
not actually deleting the application from
| | 02:27 | the server or my computer, we're only removing
it from this Open list, at any time I can come
| | 02:32 | back to the database, drag it back
over, and bring it right back again.
| | 02:37 | So now we know we can add to it, let's go over
how to change the way that the Open list looks visually.
| | 02:44 | If these icons look a little small to you,
you can make them a little easier to read
| | 02:48 | by changing the size of them.
| | 02:50 | If I right-click on the Open list I can select
Use Large Icons, and now when I go back, they're
| | 02:57 | nice and pretty and large
and I can see them easily.
| | 03:00 | Now the last thing we can do is change the
Open list to always be available whenever
| | 03:05 | we need it by docking it to the
left-hand side of the screen.
| | 03:09 | If I right-click on the Open list, I can choose
Dock the Open List and it's going to appear on the side.
| | 03:16 | Now any time I need it, it's there.
| | 03:19 | If I'm done with it, I can simply right-
click on any gray area underneath the Open list,
| | 03:26 | and unchecked Dock the Open List.
| | 03:29 | And it goes right back up to
the open screen where it was.
| | 03:32 | So if this reminds you a little bit of your
Windows Start menu, just remember, it can be
| | 03:37 | used and customized just as much.
| | 03:41 |
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2. Reading and Organizing MailReading mail| 00:01 | With so many people emailing us for all sorts of
reasons, there's nothing basic about reading email today.
| | 00:06 | With Lotus Notes, we've got some great
options for customizing the way our inbox looks.
| | 00:12 | Right now, we're looking at our
basic inbox, with no Preview pane;
| | 00:16 | meaning, to access any of these messages,
we have to double-click on them, and that
| | 00:21 | will bring up the contents of the email.
| | 00:23 | I can close the X, and it will bring me back
to my inbox, and we can move on to the next email.
| | 00:30 | However, if we want the Preview pane, on the
right-hand side of the screen where it says
| | 00:34 | Show, we've got some options.
| | 00:37 | We can preview the messages on the bottom
of the screen, or we can preview them on
| | 00:43 | the side of the screen. It's
up to us which one we want.
| | 00:47 | Now at the border, where the Preview pane
meets the inbox, if I hover my mouse right
| | 00:52 | in the middle, it says Drag to resize.
| | 00:55 | And I can hold down the left mouse button,
and move it from left to right, and get it
| | 01:00 | to a position that I like it best to
be able to read my email messages.
| | 01:05 | For the rest of the exercise though, we
are going to turn the Preview pane off.
| | 01:10 | Something else that we can do
is view conversation threads.
| | 01:14 | If you'll notice, there's a very long conversation
going on between me and Zoe Taylor about
| | 01:19 | a new product inquiry.
| | 01:20 | Now I can keep all these in my inbox if I
need to, or I can view them in a conversation
| | 01:27 | thread, and only have the last email
visible, while they're all still there.
| | 01:32 | If I go back up to my Show menu, and click
Conversations, it collapses the entire conversation
| | 01:41 | into one nice thread.
| | 01:43 | So if I can expand the twisty, I can see the
whole conversation, double-click on an email,
| | 01:49 | and just see what she wrote for the last one.
| | 01:52 | If I'm done, I can collapse the email, go
back up to my Show menu, and click back on
| | 01:59 | Individual Messages, instead of Conversations.
| | 02:03 | And now, it brings them all back
as individual messages in my inbox.
| | 02:08 | Something else that I can do, if I want to
come in, in the morning and quickly scan
| | 02:12 | all my unread emails, I can
only show unread messages.
| | 02:18 | If I click back on Show, and select Unread
Only, it's going to hide all the email that
| | 02:25 | I've already read, and only show me the unread
ones, which are designated by being in bold font.
| | 02:31 | As I read them all, and close out of
the email, it disappears from the view.
| | 02:37 | So you may notice that after a while your
inbox is going be empty. But don't panic.
| | 02:42 | It just means that you've
read all your messages.
| | 02:45 | So if I click back on Show, and uncheck
Unread Only, it will bring everything back again,
| | 02:53 | just the way they were.
| | 02:54 | Lastly, we can change the
sort options in our inbox.
| | 02:59 | If I come to all these column headers,
there are little triangles beside them all.
| | 03:03 | That means that I can change the
sort order of that particular column.
| | 03:07 | I can sort by Who, Subject, Date, because
sometimes we want our new messages to appear
| | 03:15 | at the top of the screen, and sometimes we
want the new ones to appear at the bottom.
| | 03:19 | We can sort by Size, so that we can
see all our large messages at the top.
| | 03:24 | We can sort by which messages have
attachments designated by the Paperclip Icon, and I can
| | 03:30 | even sort by the Response Icons of the emails.
| | 03:34 | The little green arrows mean that it's been
replied to, and the little blue arrow next
| | 03:38 | to the green one, means that
it's been forwarded to as well.
| | 03:42 | But any time I can hover the mouse over these
icons and they'll tell me what they mean.
| | 03:47 | So play around with all these options, and
soon you'll figure out which ones work best
| | 03:51 | for you to get the inbox
just the way you like it.
| | 03:54 |
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| Using mail rules to create filters| 00:00 | A mail rule is an automated process that
performs an action that you specify on a mail message
| | 00:06 | if it meets certain
criteria that you also specify.
| | 00:10 | For example, you might want to move all messages
from a coworker into a certain folder, or change
| | 00:16 | the priority of messages sent
from your supervisor to high.
| | 00:20 | So we are going to go over how to do that.
| | 00:22 | We start by going in your inbox and going
all the way down the Folder pane to the Tools
| | 00:27 | menu, if you expand that you'll
see a little button that says Rules.
| | 00:32 | If we click on that, it's going to give us an
empty rule view because we don't have anything
| | 00:36 | in there right now.
| | 00:38 | So let's click on New Rule.
| | 00:40 | We are going to make three rules.
| | 00:42 | Now the first one, let's suppose we have a
certain junk email that we just can't get rid of.
| | 00:48 | There is one email message that keeps coming
in with the subject line about lowest prices,
| | 00:54 | and sometimes they use all sorts of variations like,
we have the lowest prices and the lowest prices anywhere.
| | 01:01 | In this case, we are going to
search on just lowest prices.
| | 01:06 | So we are going to create a condition
based on the subject line of the email.
| | 01:11 | Now that subject line is going to contain,
I don't want to use is because is, is going
| | 01:16 | to search for an exact phrase, whereas in
this case, we are only searching on a couple of words;
| | 01:23 | lowest prices, and then I am
going to click the Add.
| | 01:27 | Now we have to specify the action.
| | 01:30 | If I click down here on this little triangle,
the action I want is to delete, don't accept message.
| | 01:37 | As you can see, you've got a
lot of choices in here.
| | 01:40 | I am going to click Add Action,
and now I'm going to click OK.
| | 01:47 | So here is our first rule.
| | 01:49 | When the subject line contains lowest
prices then don't accept the message.
| | 01:54 | So now we won't get that spam message anymore.
| | 01:58 | So now let's create a new rule. When our supervisor
sends me an email, I want to change that priority to high.
| | 02:05 | So in this case, we are going to be searching
for the condition of sender, and I also know
| | 02:11 | the exact name of who I'm looking for,
so I am going to change this to is.
| | 02:16 | So when our supervisor--I click Add, sends
me an email, the action that I am going to
| | 02:23 | specify is to change the importance to High.
I am going to click Add Action, but I'm not
| | 02:31 | done yet because I have two supervisors.
| | 02:34 | So I am going to create a condition.
| | 02:37 | Up here at the top I am going to select OR,
because if that sender also is, Jason Williams,
| | 02:47 | I also want it to change the importance to High.
| | 02:50 | I don't need to add another action because
its going be processing the same action.
| | 02:56 | I click OK and here is my new rule.
| | 02:59 | The last rule that we are going to create
to show how to do, is how to move a message to a folder.
| | 03:04 | Now I tend to get a lot of emails from Zoe
Taylor so I am going to give her, her own
| | 03:09 | folder so that any email messages that come
in from her will be filtered into a folder.
| | 03:15 | If I click on New Rule, I am going to create
a condition that's also based on the sender.
| | 03:21 | I can use is because I know
exactly who I'm talking about.
| | 03:26 | I am going to specify the
actions to move to the folder.
| | 03:29 | I am going to click the Select
button so I can choose the folder.
| | 03:33 | But the folder I want
doesn't exist yet, that's fine.
| | 03:36 | We can create it.
| | 03:38 | Down here at the bottom of the screen,
I am going to click Create New Folder.
| | 03:42 | In the Folder name I can type Zoe.
| | 03:46 | The location can be right
in the root of the folders.
| | 03:50 | I click OK, and I can click OK again, and now
I have to remember to add my action because
| | 03:57 | it populated the word Zoe
into this move to folder rule.
| | 04:02 | If I click OK, here is my new rule.
| | 04:05 | When sender is Zoe Taylor,
then move to the folder Zoe.
| | 04:09 | And as you can see on the left-hand side
of the screen, it created my folder for me.
| | 04:13 | So this is where I am going to go to look
for it, and I will know when Zoe sent me an
| | 04:17 | email because the folder name will become
bold-faced when there's new, unread mail in there.
| | 04:23 | Now there is something
else I want to you about.
| | 04:26 | Let's suppose that Erin Jackson has sent me an
email where our subject contains our lowest prices.
| | 04:33 | Well I don't want to not to accept
the message, it needs to come through.
| | 04:37 | So I need to make sure this rule comes first.
| | 04:40 | So I am going to reorder it by clicking up
here, if I hover my mouse over this button
| | 04:44 | I can see that it says Move Up.
| | 04:46 | I am going to click on it.
| | 04:48 | But there is one more thing I need to do, I
am going to go back into my rule and edit
| | 04:52 | it by clicking this Edit button when that
rule is highlighted, and there is one more
| | 04:56 | action than I need to add because you
can add multiple actions to a single rule.
| | 05:01 | I am going to tell it to stop processing
all the rest of the rules, and stop processing
| | 05:08 | further rules, now I don't have to worry.
| | 05:12 | I can actually also move my spam message all
the way down, instead of up, depending on how
| | 05:17 | many rules you have, whichever
one is going to be shorter.
| | 05:20 | The last thing that you need to know how to
do to these rules is turn them on and off
| | 05:25 | when you need them.
| | 05:26 | These little green arrows mean that the
rule is enabled and it's going to be currently
| | 05:29 | working and running and
active on your mail file.
| | 05:33 | If you decided any time that you don't
want it anymore, you can simply disable it.
| | 05:37 | This means that you don't have to
delete it, which is almost preferable.
| | 05:40 | So if you ever want to turn it on again,
you can without having to re-create it.
| | 05:45 | For example, if I'm all done with this, if
I've decided that I want to continue to have
| | 05:50 | messages from Zoe back in my inbox instead
of automatically processed to a folder, I can
| | 05:56 | simply highlight the
rule and click on Disable.
| | 05:59 | Now it's not going to process that anymore.
| | 06:02 | If I did decide that I really wanted to delete it
and didn't want to have it anymore, I can always
| | 06:07 | do that by clicking on this little orange X.
It's going to ask me if I want to permanently
| | 06:12 | remove it, I say Yes and now it's gone.
| | 06:16 | And that is how you filter
rules with Lotus Notes.
| | 06:20 |
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| Searching mail| 00:00 | There's several different ways
to search mail in Lotus Notes.
| | 00:03 | We are going to go over a few different
methods and you'll also learn which ones are methods
| | 00:07 | that aren't unique to the mail file.
| | 00:10 | That means that you can use this technique
on any Notes application you are in, which
| | 00:13 | is an extremely powerful skill to have.
| | 00:16 | We are going to start off with the
ones that are unique to mail only.
| | 00:19 | In this scenario, Zoe Taylor sent me an
email not too long ago about a big new customer
| | 00:25 | that we have, and I can't for the life of
me remember what that customer's name is.
| | 00:31 | So I need to search for the email
because I can't find it in my inbox.
| | 00:35 | The first method to search our inbox is
to use the search bar in the top right.
| | 00:40 | So I can simply put in the word new customer
because I remember that that was in her subject line.
| | 00:46 | If I hit Enter, it's going to open up
a new window with a Search dialog.
| | 00:51 | So it brought up a few things, but sure
enough, here's an email that says New customer for
| | 00:56 | Two Trees Olive Oil.
| | 00:57 | If I open it up, it's going to take me to
that email and now I can see that the new
| | 01:02 | customer, Super Foods Market, has a name.
| | 01:08 | It will also tell me in the search
results what folder that email is in.
| | 01:12 | So if I want to go look for it
again, I can be sure to find it.
| | 01:16 | The next method of searching is
something called Collaboration History.
| | 01:21 | This is something neat that I can do in a
mail file because I know that Zoe has sent
| | 01:24 | me that email within the past two weeks or so.
| | 01:28 | I can right-click on Zoe's name in the inbox,
find her name in the top of the dialog box
| | 01:35 | that comes up, and go all the way to the right
in the bottom and find Collaboration History.
| | 01:41 | Clicking on this option is going to pop-up a
dialog box with all the correspondence that
| | 01:45 | I've had with Zoe for the past two weeks.
| | 01:49 | So we have had some male conversations go
back and forth and we also have a meeting,
| | 01:53 | so one of those types is Calendar Entries.
| | 01:56 | But sure enough, here's her email again;
| | 01:59 | New customer for Two Trees Olive Oil, and I
can double-click on it right from the dialog
| | 02:04 | box and open it up.
| | 02:06 | The last method of searching is
by using the All Documents view.
| | 02:11 | Searching in the All Documents view is useful
when you have no idea what folder a certain
| | 02:16 | email that you looking for is in.
| | 02:19 | the All Documents is on the left-hand side
under the inbox, and it does indeed contain
| | 02:24 | all your documents that's in your mail file.
| | 02:27 | That's not just email messages.
| | 02:29 | It also includes all your
calendar appointments and to-dos.
| | 02:33 | In this case we are looking for an email.
| | 02:36 | So I am going to sort by the Who because I
know that Zoe was the one that sent me the email.
| | 02:41 | So the neat thing about this is we can do
what's called a Quick Search and this is one
| | 02:48 | of the techniques that's
not unique to the mail file.
| | 02:51 | You can actually do this on any sorted
column on any view in any Notes application.
| | 02:57 | I can simply start typing, as long as I'm
in a view that has a sorted column and I've
| | 03:03 | got at least one selected document
in the view, I can start typing.
| | 03:08 | That's it; I don't have to do anything else.
| | 03:10 | I don't have to open any dialog boxes.
| | 03:13 | As soon as I start typing, the dialog
box is going to open automatically.
| | 03:17 | I can hit Search, and it's going to take me
to the first occurrence of that phrase in
| | 03:23 | the first sorted column.
| | 03:24 | In this case, it took me to the first occurrence
of the word Zoe, and sure enough, if I scroll
| | 03:30 | down I can see the New customer for Two
Trees Olive Oil email that I was looking for.
| | 03:36 | And in the All Documents, just like the
Search history, it's going to tell me what folder
| | 03:41 | the email that I was looking for is in.
| | 03:44 | Now let's say that I knew that the subject
line of that email was called new customer,
| | 03:49 | but I didn't know who sent it.
| | 03:51 | That's okay, I can simply change the sorted
column to be by Subject instead of by Who,
| | 03:58 | and in this case, I can start
typing again, new customer.
| | 04:04 | It's going to take me to the first
occurrence of that happening because I knew that the
| | 04:09 | first subject line was new customer.
| | 04:11 | I can type as little or as much as I want
and it will take me to the first occurrence
| | 04:16 | of those particular characters.
| | 04:19 | And again, you can do this in any application.
| | 04:22 | The next method that we can
use is called Search This View.
| | 04:27 | Let's say that I knew it was in the view
somewhere but I didn't know if it particularly started
| | 04:33 | with those characters.
| | 04:34 | In this case, a Quick Search isn't going to
help me if I don't know that it starts with
| | 04:37 | those characters.
| | 04:39 | So if I click on View all the way at the top,
and Search This View, it's going to pop-up
| | 04:45 | a new dialog box and I can simply type new
customer, hit Search, and now I can see 13
| | 04:53 | results found in All Documents matched
your search, and sure enough, here's my email.
| | 05:00 | I can do this in any view.
| | 05:03 | I am going to go all the way over to the Zoe
folder and as you can see it keeps that search
| | 05:09 | bar up and it keeps my search in
there, and it highlighted my results.
| | 05:15 | So as you can see, Quick Searches are very
powerful, as is knowing how to use what columns
| | 05:21 | are sorted in any view, because remember, if
any view is sortable, you can perform a
| | 05:26 | quick search on it.
| | 05:28 | So I encourage you to take these skills and
practice them on other applications in your
| | 05:32 | Notes client and you'll see how easy it is
to find the data that you're looking for.
| | 05:37 |
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| Organizing mail| 00:00 | This is the how to become an email
ninja portion of the lesson.
| | 00:04 | In which we are going to learn all sorts of
neat ways that you can organize your inbox.
| | 00:09 | The first thing that we can do, is we can
actually identify senders quickly by changing the color
| | 00:14 | of them in the inbox.
| | 00:16 | In this case, we are going to take
an Internet address like paypal.com
| | 00:20 | and flag it with a different color because
I want to quickly identify when they send me email.
| | 00:26 | I am going to go up to my Action bar at More,
and click on Preferences to get into my mail preferences.
| | 00:32 | Then I am going to go to the Sender Colors tab.
| | 00:35 | In the Sender names, now I
am going to put paypal.com,
| | 00:38 | and now I can change the
background to anything I want.
| | 00:43 | I will make the background blue
and I will leave the text black.
| | 00:46 | If I click OK, the change happens instantly
and now I can quickly see an email that's
| | 00:53 | been flagged by them.
| | 00:54 | I can also do it by name.
| | 00:56 | It doesn't have to be an Internet address.
| | 00:59 | Now let's take all emails from Zoe
Taylor and make them a different color.
| | 01:02 | I am going to go back to my Action bar and
go to Preferences, I am going to go back to
| | 01:09 | the Sender Colors tab and now I
am going to write Zoe Taylor.
| | 01:13 | I will change to a lighter background for
Zoe and this time I will change the Text to a dark blue.
| | 01:20 | If I click OK, now let's change all emails
by Zoe and put them in the inbox in a way
| | 01:27 | that I can quickly see them.
| | 01:28 | There are a lot of emails from Zoe in there
and I don't want to exactly need them all
| | 01:33 | right now, but I do want to keep them.
| | 01:35 | So I think I will organize them into a different
folder. I have already got a folder called Zoe.
| | 01:41 | So if I want to move them, I don't have to
move them one at a time, I can actually place
| | 01:46 | check marks on the left-hand side next to
each of those documents, select one of them,
| | 01:52 | click the mouse button, and drag it all the
way over to the Zoe folder and let go of the mouse.
| | 01:58 | And now it's taken them and
moved them in the Zoe folder.
| | 02:02 | Let's suppose I don't want all of them in
there, that's fine, and any time I can drag
| | 02:07 | one of them and bring it back
anywhere I want, such as the inbox.
| | 02:14 | Now it's still in the inbox.
| | 02:16 | At any time, if I want to create a new folder,
I can go up to my Action bar in the Folder
| | 02:22 | icon and click Create Folder.
| | 02:26 | I can call it anything I want.
| | 02:29 | Click OK and here is my folder, it puts it
in the Folder page instantly, and now I can
| | 02:35 | click on any email, drag it over,
and drop it in and there it is.
| | 02:41 | I can also mark messages as read and unread.
| | 02:44 | For example, now I've taken this message by
Paypal and I put it in a folder but I don't
| | 02:49 | want to forget it's there.
| | 02:51 | So sometimes you can use read and unread marks
as means to organize, though not all the time.
| | 02:56 | In this case, I can actually use the
Insert key and toggle that as being unread.
| | 03:02 | So now all of a sudden, in my Paypal folder,
it's going to flag it as being unread by putting
| | 03:07 | a 1 beside it because there's
one unread message in that folder.
| | 03:12 | At any time, if I decide I want it read again,
I can either double-click to open it, which
| | 03:17 | will automatically flag it as being read, or
I can simply toggle the Insert key again and
| | 03:22 | it will mark it as being read.
| | 03:25 | Something else I can do to emails is I can
actually set a follow-up flag on these emails.
| | 03:31 | I can put them in my Follow Up view, which
is called the mini view, and it's down in the
| | 03:35 | bottom left-hand of the screen and it will
tell me when any of these emails have been
| | 03:40 | flagged for follow-up, which is a reminder
to myself that there is an action or I need
| | 03:45 | to follow-up on that email in some way.
| | 03:48 | Now I can select that email and go back to
my Action bar under the Follow Up flag and
| | 03:54 | say Add or Edit Flag.
| | 03:58 | I am going to flag it with Normal priority,
and for a Follow Up action, I can write down
| | 04:05 | what I need to do and I can
tell it when I want to follow up.
| | 04:09 | In this case, I am going to follow-up
tomorrow morning at 9 o'clock in the morning.
| | 04:17 | I can set an alarm on this if I want to, and
that will pop-up a dialog box reminding me about this.
| | 04:23 | If I click OK, it will then show up in my
Follow Up view so I can quickly see what emails
| | 04:29 | I need to perform follow-ups on.
| | 04:32 | If at anytime I actually take care of the
Follow Up action, I can simply remove the
| | 04:37 | flag by clicking Remove Flag and
it will remove it from the view.
| | 04:42 | It does not delete the email in anyway, it
simply deletes the flag that's on that email.
| | 04:47 | Now there is actually something I can do
that's even quicker than setting a Follow Up flag
| | 04:52 | and that's called setting a Quick Flag.
| | 04:55 | If I right-click on this
email, I can add Quick Flag,
| | 05:01 | and that puts a very quick flag on that email.
| | 05:04 | Now I can change the behavior of
the Quick Flag in Mail Preferences.
| | 05:08 | If I go up to More in my Action bar and go
to Preferences like we did the last time, and
| | 05:14 | except this time instead of going to the Sender
Colors tab, I am going to go to the Follow Up tab.
| | 05:21 | This time when I set a Quick Flag I
want the Priority to change to High.
| | 05:26 | I also automatically want to set a follow-up
flag for one day at 9 o'clock the next morning,
| | 05:34 | and I want to set an alarm to go off five
minutes before that Follow Up date and time.
| | 05:39 | If I click OK, it will change those settings.
| | 05:42 | So now if I go back to my inbox and if I want
to set a Quick Flag on any email, I can simply
| | 05:50 | right-click now and say Quick Flag and it's
going to remind me here that I can use a Quick
| | 05:56 | Flag to flag a document without using the
Follow Up dialog box, and it set my flag.
| | 06:04 | So as you can see, you've got a lot
of options to make this work for you.
| | 06:08 | It's worth the few minutes to go through your
existing mail and see how it can be organized
| | 06:12 | to make you as efficient as possible.
| | 06:15 |
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| Finding messages with large attachments| 00:00 | Your company may have a mail quota in place;
this is a maximum size limit that your mail file can be.
| | 00:07 | If you find yourself hitting that quota
frequently, in most cases it's probably not the actual
| | 00:12 | mail taking up space but rather the
file attachments in the emails themselves.
| | 00:17 | The neat thing is, it's possible to delete
those attachments or at least save them to
| | 00:21 | your computer while still
keeping the email in your mail file.
| | 00:25 | I'd like to clean up the Sent folder first
because that's a sneaky way that your mail
| | 00:29 | quota can sneak up on you.
| | 00:31 | For every email that you send out, it's also
saving a copy in your Sent folder, and every
| | 00:36 | time you send an attachment out
it's adding up against your quota.
| | 00:40 | And I'd like to clean the Sent folder out
because considering I'm the one that sent
| | 00:44 | it, I probably can trust that I still have
a copy of that in my computer somewhere.
| | 00:50 | So I can check the status of my quota at any
time by clicking on this little bar in my mail file.
| | 00:56 | If I don't see that in my mail file then
that means that I don't have a quota at all and
| | 01:00 | I don't need to worry about it, but in this
case I can see that it's coming up quickly
| | 01:04 | and I'm actually getting pop-up warning
messages so I better do something about this.
| | 01:10 | What I'd like to do is go into the Sent folder
and sort by Size, and this is going to allow
| | 01:15 | me a very quickly identify which of these
mail messages is taking up a lot of space.
| | 01:20 | If I go to the Size column and click, it then
sorts by size and I can now see that I have
| | 01:27 | a really big 38 MB file right
here at the top of the list.
| | 01:31 | Considering in my Sent folder, since I'm the
one that sent it out, I know I still have
| | 01:36 | that attachment on my computer.
| | 01:37 | So I can go ahead and
delete it from this email.
| | 01:40 | I do still want to keep a copy of the email
just for my records to show that I did send it out.
| | 01:46 | That's why I'm not simply deleting the
entire email although it's certainly an option.
| | 01:51 | I'm going to double-click and open the email
and now there's no Edit button on here but
| | 01:56 | I can actually double-click very quickly in
the body of the email and it's going to open
| | 02:01 | up the email in what's called Edit Mode.
| | 02:04 | Now this technique will actually work for
any document in Lotus Notes to get into Edit Mode quickly.
| | 02:10 | So here's my attachment and I'm going to
click on it once to highlight it, and now I can
| | 02:15 | click on the Delete key, and it's reminding
me that it can't be undone, and do I really
| | 02:20 | want to delete it? Yes, I know I do.
| | 02:23 | And now it's gone.
| | 02:25 | So now, I'm going to hit the Escape key, which
is another shortcut in Lotus Notes, to actually
| | 02:31 | save and close a document, because as you can
see, there is no Save button here only Send.
| | 02:38 | And I don't want to resend this
to Zoe, I've already sent it.
| | 02:41 | I just want to save it.
| | 02:43 | So I'm going to hit the Escape key
and now it's asking what I want to do.
| | 02:47 | In this case I want to Save Only.
| | 02:51 | So now as you can see, the email is much
smaller and now it's been sent to the bottom of my
| | 02:56 | mail file at a much respectable 1K, instead
of the 38 MB that we started with because
| | 03:02 | the attachment is not in there.
| | 03:04 | But now, in case I still need to know that
I sent a copy of this to Zoe on April 23rd,
| | 03:09 | it's still in my Sent folder to
let me know that I've done it.
| | 03:13 | So don't worry if you don't see
an immediate file size reduction.
| | 03:16 | As you can see, my quota is
still showing that it's pretty big.
| | 03:20 | So depending on how your administrator has set
up the server itself it may take an overnight
| | 03:25 | or even up to an entire week to reflect the
changes, but it will reflect it and things
| | 03:30 | will get back to normal.
| | 03:32 |
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| Archiving mail| 00:00 | If you're constantly hitting your mail quota,
if you have thousands of emails in your inbox,
| | 00:05 | or if your company has a policy about it,
| | 00:08 | you may need to start
archiving your mail file locally.
| | 00:11 | This means that your Lotus Notes client can
automatically take your old email and put
| | 00:16 | it into a new mail file copy
that's only on your local computer.
| | 00:20 | Before we can start
archiving we need to set it up first.
| | 00:25 | So we are going to click on
Actions > Archive > Settings.
| | 00:30 | It comes with the some
standard archive criteria,
| | 00:33 | so we are going to go in and see
just what it's going to archive.
| | 00:37 | I am going to select Default for
Last Modified and choose Edit.
| | 00:41 | I will then want to click on Selection Criteria
to see what it's actually going to be archiving.
| | 00:47 | In this case, it defaults to archiving all
documents not modified in more than 365 days.
| | 00:55 | This means that any mail that we haven't touched
in a year is going to be move to our Archive folder.
| | 01:01 | I can change this--I am going to change this
to archive anything that hasn't been touched in 6 months.
| | 01:07 | I can also select a particular folder that I
want to archive, but in this case, I am going
| | 01:12 | to leave it to archiving
anything from any folder.
| | 01:16 | When I am satisfied with
my choices, I can click OK.
| | 01:20 | Here is where I can see where the
archive documents are actually going to go.
| | 01:25 | Here I can see that they're going to go into
a folder on my local computer called archive
| | 01:30 | and then an application called a_jstrat.nsf.
| | 01:35 | This is the file name.
| | 01:37 | It's important that I know where this location
is because my archive is only on my local computer.
| | 01:44 | If I ever get a new computer or if
something happens to my computer,
| | 01:48 | I am going to need to make sure that I either
have a backup of this, or I take it with me
| | 01:52 | to my new computer.
| | 01:54 | After it's copied the documents to this application,
it's then going to remove the archived documents
| | 01:59 | from the application.
| | 02:01 | Once I'm happy with these
settings I can click the OK button.
| | 02:05 | The last step is that I need to
actually enable this criteria.
| | 02:10 | So with the choice still highlighted, I
am going to choose the Enable button.
| | 02:15 | Lastly, I can set a schedule.
| | 02:17 | I am going to go down here to the Schedule
tab on the left-hand side and make sure that
| | 02:22 | Scheduled archiving is enabled.
| | 02:24 | I can place a check mark beside Scheduled
archiving and choose the times that it's going to run.
| | 02:29 | Now, scheduled archiving won't happen
unless my Lotus Notes client is running.
| | 02:33 | So it's important that I choose a time in
a day that my computer is actually on and
| | 02:38 | my Notes client is running.
| | 02:40 | I can also choose any location
that I want this to happen on.
| | 02:43 | In this case, I'm fine with it
happening it at any location.
| | 02:48 | Once I am satisfied with
these choices, I can click OK.
| | 02:52 | Scheduled archiving is set to begin.
| | 02:54 | To get to my archiving, I can find it on the
left-hand side of the pane in my mail file under Archive.
| | 03:01 | If I click the plus sign next to it, I can
see my criteria; it's a blue hot spot which
| | 03:07 | means that I can click on it.
| | 03:10 | Clicking on it is going to
open up my mail file application.
| | 03:13 | At this point, there is nothing in it because
I didn't have any mail in there that met the
| | 03:18 | selection criteria.
| | 03:21 | I can move anything into it at
any time by clicking and dragging.
| | 03:25 | I am going to take this email in my inbox,
click and drag over to my Archive and move it in.
| | 03:32 | At the bottom of my screen, it's telling me
that the archiving has been done, and one document
| | 03:37 | was archived, and one document
was deleted from my mail file.
| | 03:42 | It deleted it from my mail file
and moved it over to my archive.
| | 03:46 | So now this email is only on my local computer
and not on the server copy of my mail file anymore.
| | 03:54 | I can also trigger archiving to happen at
any time by going up to Actions, choosing
| | 04:00 | Archive > Archive Now.
| | 04:04 | So now, taking advantage of archiving will
help you keep your inbox clean and your network
| | 04:09 | administrators happy.
| | 04:11 |
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|
|
3. Sending Mail and Managing ContactsCreating a new message| 00:00 | Now we're going to go over the most basic
steps toward sending an email, but stick with
| | 00:04 | me even if you know how to do this.
| | 00:07 | You'll need to know how to pull the right
address from your local contacts versus the
| | 00:10 | company address book of all its employees.
| | 00:14 | We started the mail file; in the left-hand
side of the Action bar and click New to open up a new email.
| | 00:20 | Now in the To field, I could simply start typing
an email address, but I want to see what address
| | 00:26 | book it's going to pull from.
| | 00:27 | So in this case, I am going click on the To,
which is highlighted in blue so I know I can click on it.
| | 00:34 | It's going to pull up a
dialog box of my address books.
| | 00:38 | Now there's two different
address books I can pull from.
| | 00:41 | My own contacts, which is a personal address
book that's located on my computer or the company directory.
| | 00:49 | I can start by clicking on this down
arrow and going into my contacts.
| | 00:54 | So this brings up a separate list of all the
contacts that I have that are unique to me.
| | 00:58 | But in this case, I'm going to
pull from the company address book.
| | 01:02 | So I am going to click back
here and go to my directory.
| | 01:06 | Now you'll see all sorts of things in
here, like folders and conference rooms.
| | 01:12 | That's because this directory is going to
show you everything and not just all the people
| | 01:16 | at your company, but other
entries in the domino address book too.
| | 01:20 | If I click on the icon on here, I can actually
do a quick search and start typing if I know
| | 01:25 | exactly who I'm looking for, hit Search, and
it's going take me right to the person I want.
| | 01:32 | I can either double-click
this or click the To button.
| | 01:37 | Zoe Taylor is added to one of the
recipients of the email address.
| | 01:41 | The next people I want to send two is a group
called Boston Area Employees, because I think
| | 01:47 | that they might want this particular
attachment that I'm going to send them.
| | 01:51 | But before I do that, I want to make sure I
know who is in the group, so I know exactly
| | 01:55 | who I'm sending it to.
| | 01:57 | If I click once on the Group and click on
the Details button it's going to open up the
| | 02:02 | entry in the address book for that group.
| | 02:05 | I can now look and see what the description is,
it's all Employees who live in the Boston
| | 02:09 | area, and I can scroll down even
further and see the members of the group.
| | 02:14 | So now I know exactly who I'm sending it to.
| | 02:17 | In this case, this is who I want,
| | 02:20 | so I'm going to add them into the cc field,
meaning they're going to get a copy of this email also.
| | 02:25 | If I wanted I could put somebody else in
the bcc field; that's means there are going to
| | 02:31 | get a blind carbon copy of this.
| | 02:33 | There are going to get a copy of this email,
but everybody who's in the To and cc fields
| | 02:38 | will not know with that
person has been sent a copy.
| | 02:42 | So now I click OK, and all my To fields have
been populated so I am ready to keep going.
| | 02:47 | I am going to type a subject, and now I
can bring the cursor into the body field.
| | 02:55 | As you can see, there are some
things that are underlined in red.
| | 02:58 | That means they're spelled wrong and we
can fix them before we send the email out.
| | 03:02 | I can right-click on any word that's got a
red underline on it, and it's going to make
| | 03:07 | some suggestions for me.
| | 03:09 | In this case, I did want to word
customers so I am going to choose that.
| | 03:13 | If I right-click on whitepaper, in this
case I did not want the word wastepaper.
| | 03:18 | However, I think I'm going to be using the
word whitepaper a lot, because I am in marketing.
| | 03:22 | So I am going to come down
and say Add to Dictionary.
| | 03:26 | It's been successfully added to my own
personal user dictionary and it's not going to think
| | 03:30 | that word is misspelled ever again.
| | 03:33 | Now I am going to include an attachment.
| | 03:35 | In the Action pane I am going to look for
the paperclip icon and click on it, and it's
| | 03:40 | going to bring me into My
Documents where I can choose a file.
| | 03:43 | I am going to choose my whitepaper and
then click Create. It puts it in.
| | 03:48 | I don't think I'm quite
ready to send this email yet.
| | 03:51 | So I am going to save it as a draft.
| | 03:53 | In my Action pane I am
going to click Save as Draft.
| | 03:59 | When I'm ready to come back and look for that email,
I am going to go into the Draft section, and there it is.
| | 04:06 | Now I can come back in, double-
click on it to continue editing it.
| | 04:11 | Now I'm ready to send it.
| | 04:12 | I can simply hit the Send button and it's
on its way and that is how you send a basic
| | 04:19 | email in Lotus Notes.
| | 04:21 |
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| Replying to and forwarding a message| 00:00 | Lotus Notes comes with a few options
for replying to and forwarding an email.
| | 00:04 | We'll go over each one, and this way you'll
know which one to pick which suits your needs.
| | 00:10 | In this scenario, Jason Williams has sent
us an updated whitepaper, and he's asking
| | 00:14 | us to send it out to all the Boston employees.
| | 00:17 | The first thing that I want to do,
is send out a basic reply to him.
| | 00:21 | If I go to the top and click
Reply, I can simply start typing.
| | 00:26 | If you'll notice, it quotes the entire email.
| | 00:29 | However, it does strip out the attachment at
the bottom, and it's going to tell me that
| | 00:34 | it's stripped out the attachment.
| | 00:36 | This is to save unnecessary bandwidth when
email messages start flying back and forth.
| | 00:40 | We don't need the attachment to
go through and that's just fine.
| | 00:44 | I hit Send, and it's on its way.
| | 00:47 | I know I have replied to it because now
there's a message reply to icon, right in the inbox.
| | 00:53 | Now Jason sent this email to a few people.
| | 00:56 | If I want to reply to everybody, I can just
hit this button right next to it, Reply to All.
| | 01:03 | It sends reply to Jason and every single
other person that also got a copy of the email.
| | 01:10 | Let's suppose for some reason I needed to reply to him,
but I still wanted that attachment in the email. That's fine.
| | 01:17 | If I click the little twisty next to the Reply,
or the Reply All button, I get another option,
| | 01:23 | Reply to All with History & Attachments.
| | 01:27 | It's going to do the exact same thing, except
this time, it keeps the attachment in the email.
| | 01:35 | Jason has asked if I could send this new
version out to all the Boston employees.
| | 01:40 | I can do that forwarding the email.
| | 01:43 | Now unlike the Reply button, the default
action of the Forward button is to automatically
| | 01:49 | keep the attachment in the email because the
Lotus Notes client knows that if you are forwarding
| | 01:54 | something out, you probably
need everything to be intact.
| | 01:57 | I am going to click on the To button, because I
know I've got a group in my domino address
| | 02:01 | book with the Boston area
employees, and sure enough, there it is.
| | 02:06 | I click on the To, hit OK, and now we're just
about ready to forward it, but there's a few
| | 02:12 | things I want to change.
| | 02:14 | When you forward or reply in email, you can
actually change the content of that email,
| | 02:19 | and the subject line.
| | 02:21 | I am going to take out
this forward designation.
| | 02:24 | I'm also going to remove all
of his contact information.
| | 02:29 | It's important to remember that when you are
forwarding an email, the original sender's
| | 02:32 | contact information can be at the bottom of
the screen, and it's important to look for
| | 02:36 | it and see if you need to remove it first.
| | 02:38 | In this case, I can actually strip out everything
I don't need, and change some more text, and
| | 02:48 | now, I'm ready to send it.
| | 02:51 | If we look in the email on the right-hand
side, we can see that there's a message reply
| | 02:55 | to and forwarded icon.
| | 02:56 | So we know what action
we've taken with this email.
| | 02:59 | And that wraps up keeping up
with correspondence in Lotus Notes.
| | 03:03 |
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| Formatting messages| 00:00 | This is a beautifully
polished, finished looking email.
| | 00:03 | We're going to work backwards and
I'll show you how it was formatted.
| | 00:08 | We start by going into our mail file
and opening up a new email message.
| | 00:13 | If I put the cursor in the body of the email
now we are ready to start typing and formatting it.
| | 00:18 | You'll notice in your original email, that there
was an olive tree with some nice text to the right of it.
| | 00:24 | We do this through tables.
| | 00:26 | I am going to go Create at the top of the
page, Table, it defaults to certain options
| | 00:34 | here, but I know I only
want one row and two columns.
| | 00:38 | I click OK and it makes my table.
| | 00:41 | The first thing I need to do is
get that nice picture in there.
| | 00:44 | So I'm going to go back to my Create menu,
and this time I'm going to create a picture.
| | 00:49 | It opens up a Browse dialog so that I can
choose a file that's already on my computer.
| | 00:55 | I select the file and choose
Import and it puts into my table.
| | 01:00 | This table is still really wide.
| | 01:02 | I'm going to see if I can get that
cell to be the size of my picture.
| | 01:06 | If I right-click anywhere in the table, I
have an option to choose Table Properties.
| | 01:13 | You'll notice that there's a lot of options
for this table that you can play within here.
| | 01:17 | The one that I'm worried about right now though
is this Cell option where I get to choose the width.
| | 01:21 | I'm going to you choose this button Size to
fit, and now you'll notice right near the
| | 01:27 | picture cell has shrunk enough so
that it fits the picture nicely.
| | 01:31 | I can close out of this dialog box
and continue working on my table.
| | 01:34 | I'm going to click the mouse into
this cell now and start typing.
| | 01:39 | This text looks a little uninspired.
| | 01:41 | So I'm going to change it a bit.
| | 01:43 | I can click and drag and highlight the text,
and now if I go over to my toolbar I can change
| | 01:48 | all sorts of things like the font, the
size, and what attributes the font has.
| | 01:53 | I'm going to change the font first.
| | 01:57 | Then I think I'll change the
size so it's a little bit bigger.
| | 02:00 | I'm going to make it bold-faced, and now I'm
going to go over and actually change the color
| | 02:06 | of the text as well.
| | 02:09 | Lastly, I still think the borders of the
table are making it look a little distracting.
| | 02:14 | So I'm going to remove those entirely.
| | 02:16 | I can highlight the whole table, right-
click, and go back to Table Properties.
| | 02:22 | This time, I'm interested in the second tab.
| | 02:25 | This is what goes over the cell borders.
| | 02:27 | I could change the color of the borders if
I wanted to, but in this case I want to get
| | 02:31 | rid of them entirely.
| | 02:33 | So I'm going to come all the way down
to the bottom and choose Set All To 0.
| | 02:38 | I can close out of my Table Properties, click
the mouse somewhere else, and now that looks much better.
| | 02:44 | Now I can start typing the rest of
the text of the body of the email.
| | 02:48 | Now we've got our text written.
| | 02:50 | I can see that it still looks a little boring.
| | 02:52 | I'm going to I highlight some text and go
back up to my toolbar and italicize it.
| | 02:58 | The word immediately is a little bit important,
so I think I'm going make that bold-faced.
| | 03:05 | Now there's one thing I want to do, I can
make this look a little bit prettier if I
| | 03:09 | actually changed the background of my email,
and I can do that by right-clicking on any
| | 03:14 | white area in the body of my
email and going to Text Properties.
| | 03:20 | You'll see that you can change the text
similarly that you could with the toolbar.
| | 03:24 | However, I'm going to go to this twisty up
here, and instead go to my Document properties.
| | 03:31 | The third tab over contains the Background
properties where I can actually change the color.
| | 03:36 | I'm going to go down here
and pick a nice olive color.
| | 03:39 | I close out of the box, and now I have a much
nicer email that I can send out to everybody.
| | 03:45 | This email will get noticed.
| | 03:48 |
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| Adding a signature to your messages| 00:00 | A signature file is a standardized term for a
short, preformatted block of text with your contact info.
| | 00:07 | This block of text can automatically get
appended to the bottom of every email you create so
| | 00:12 | that you don't have to type it in every time.
| | 00:14 | In Lotus Notes, you can get to your
signature file by getting into your inbox, clicking
| | 00:19 | on More from the Action pane, choosing
Preferences, and finding the Signature tab.
| | 00:28 | The first thing that you need to do, is check
off the automatically append a signature to
| | 00:32 | the bottom of my outgoing
email messages option.
| | 00:34 | In this case, we're going to
choose a Rich Text type of signature.
| | 00:39 | Although, you can use an HTML file if you
already have one formatted, or a plain text.
| | 00:45 | Rich Text will give us more options
though like bold-facing and using tables.
| | 00:50 | To create the most basic of signature files,
all you need to do is come down here to this
| | 00:55 | block of text and start
typing your contact information.
| | 01:00 | When you're done, click OK, and now any time
you create a new message, your text will get
| | 01:08 | automatically appended to the bottom.
| | 01:10 | Now you can jazz up your
signature file just a little bit.
| | 01:14 | For example, in my Drafts, I've created a much
nicer one and you can use that if you want.
| | 01:21 | I'll show you how.
| | 01:22 | First, I am going to create a brand new message
by clicking on New, going to get rid of the existing
| | 01:29 | signature file I have in there.
| | 01:30 | I am going to start by creating a table by
going to Create at the top menu and choosing Table.
| | 01:37 | I want 1 row, and 2 columns,
and then I can click OK.
| | 01:43 | I am going to start by inserting a picture by
going back to the Create menu, and choosing Picture.
| | 01:48 | I am going to choose one that's already on
my computer, click OK, and it dumps into the Table.
| | 01:55 | Now this table is a little wide.
| | 01:56 | So I am going to right-click
and choose Table Properties.
| | 02:00 | There are all sorts of things I can change in
here, but I'm interested in the Cell properties.
| | 02:07 | Over here on the right there's a
little button that says Size to fit.
| | 02:10 | If you'll notice on the
left the cell is much smaller.
| | 02:16 | Now I can click in the right
column and continue typing.
| | 02:19 | I am going to make this font a little more
exciting by highlighting it and going up to my toolbar.
| | 02:25 | I am going to change the color of it.
| | 02:31 | Now I am going to hit the Enter key
and start typing my contact information.
| | 02:38 | I am going to change this text and unbold it.
| | 02:41 | I don't want to see the border of the table.
| | 02:43 | So I am going to highlight the entire table
again, right-click, and go back into Table Properties.
| | 02:50 | This time I am going to go over to the second
tab which contains the Cell Border properties.
| | 02:55 | I could change the color of them, but in
this case, I am going to go all the way down to
| | 02:58 | the bottom and set all the border sides
to 0 so that I don't see them at all.
| | 03:05 | I am going to take my nice signature file
and highlight the entire thing, and go up
| | 03:10 | to the top menu where it
says Edit, and Copy it.
| | 03:14 | I can then go back to my inbox tab, go to
More on the action bar, Preferences, and go
| | 03:21 | back into the Signature file area.
| | 03:24 | This time, I am going to remove what I have
in there and click on the little twisty next
| | 03:29 | to the T and choose Paste.
| | 03:32 | It's dumped in my nice signature file.
| | 03:35 | This is by far the easiest and quickest way
to get a nice-looking signature file in there.
| | 03:40 | If I click OK, and create a new email, my
nice signature file will be imported in there
| | 03:48 | every time I create an email.
| | 03:50 | So your company may have a standard issue
format they use, but if not, play around and
| | 03:55 | see what kind of signature
files you can come up with.
| | 03:58 |
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| Sending an out-of-office auto-reply| 00:01 | When you go on vacation, you probably change
your voice mail on your phone telling callers
| | 00:05 | the date you'll be
unavailable to return their calls.
| | 00:09 | You can actually do the same type of thing
with email and it's called the Out of Office Agent.
| | 00:14 | The Out of Office Agent will auto-respond to
anyone that emails you during the dates
| | 00:18 | you'll be away with a
message that you specify.
| | 00:22 | To set the Out of Office Agent we need to go
into our mail file and head to the Action bar.
| | 00:27 | We can choose More > Out
of Office underneath that.
| | 00:32 | There are a few things that we need
to know about the Out of Office Agent.
| | 00:36 | The first one is, that it's going to turn on
when we leave and it'll automatically turn
| | 00:41 | off when we return.
| | 00:43 | Secondly, it's going to send us an email of
all the people that were notified when we were gone.
| | 00:49 | And finally, it's important to note that even
if a certain person email us multiple times,
| | 00:56 | they'll still only get one
response, being notified that we're gone.
| | 01:01 | So let's set the Out of Office Agent.
| | 01:04 | The first thing we need to do is tell it
when we're leaving and we're returning.
| | 01:08 | If we're going to be gone for less than a
day, we can actually check off this little
| | 01:12 | box and specify the specific
hours that we will be gone.
| | 01:16 | In this case, I'm going to
be gone for a few days.
| | 01:19 | So I'm going to set those dates.
| | 01:22 | I'm also going to check this box to
say I'm unavailable for meetings.
| | 01:26 | If I was still available for meetings, I can
check this off, and when people try to schedule
| | 01:30 | me I'll still show up as being available.
| | 01:34 | We can scroll down to the bottom and here's
the standard default notification for the
| | 01:39 | Out of Office Agent.
| | 01:41 | The subject line is Jess Stratton is out of
the office, and the body is, I'm out of the
| | 01:47 | office until 05/02/2012.
| | 01:51 | We can keep that standard or we can
put additional body text if we want.
| | 01:56 | Next up, we can go to the Alternate Notification
tab. This tab is to let other people know a
| | 02:04 | different response that we specify.
| | 02:06 | For example, I'm going to click the blue
highlighted To button, go into my company directory, and
| | 02:12 | choose my supervisor.
| | 02:15 | I click on OK, and she gets appended
into this Alternate Notification.
| | 02:21 | Because I trust Erin, I'm going to give her a
special message telling her what my cellphone
| | 02:25 | number is while I am gone.
| | 02:28 | There's certain people that know I'm gone, or
I don't want to know I'm gone, and for them
| | 02:34 | I'm not even going to send them
an out-of-office auto response.
| | 02:38 | So I can click the blue Sent by
and choose people that I want.
| | 02:44 | I can also put Internet addresses in there, or
if I don't want to send a response to email
| | 02:51 | that comes in with a certain message in the
subject, I can put the phrase in there to.
| | 02:57 | It's important to note, that I don't need any
exclusions and I don't need any alternate notification.
| | 03:02 | The standard notification should be just fine.
| | 03:06 | Now when I'm all done filling these
in, the last step is very important.
| | 03:10 | You have to go up to the top of the
screen and click Enable and Close.
| | 03:14 | Otherwise, the Out of Office Agent won't be
enabled even when you say you're leaving.
| | 03:20 | A dialog message pops up telling us that
it's enabled, and now we are ready to go.
| | 03:27 | When we come back to the office, the agent
will automatically be disabled and there will
| | 03:31 | be an email waiting for us, telling us about
all the people that were notified when we're gone.
| | 03:36 | So as you can see setting the
Out of Office Agent is easy.
| | 03:39 | The hardest part will be
letting go of your mail file.
| | 03:43 |
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| Adding a contact| 00:00 | Most programs that do email also come
with an address book for your contacts,
| | 00:05 | and Lotus Notes is no different.
| | 00:07 | Everyone has so many phone numbers and email
addresses; thank goodness we don't have to
| | 00:11 | keep them all straight.
| | 00:12 | There are two ways to add a contact in Lotus
Notes, manually, and from an existing email.
| | 00:18 | To add a contact manually, we want to go
to our Open list and open our Contacts.
| | 00:25 | We can click on New on the
left side of the Action bar.
| | 00:29 | And it's going to pull up a
contact list in Edit mode.
| | 00:33 | We can type as much or as little as we want.
| | 00:36 | When we put in all the information, there are some
more things we can do at the bottom of the screen.
| | 00:42 | For example, we can add some comments if we
want, which is useful if we ever want to remember
| | 00:46 | anything about that contact.
| | 00:49 | I can actually also attach files
to this, by choosing File > Attach.
| | 00:58 | I can also assign them a Category.
| | 01:00 | This is just for my personal reference.
| | 01:03 | If I need to find somebody according to what
category they are, whether they'd be a customer,
| | 01:07 | or a personal contact, or a vendor.
| | 01:10 | These are some ones that I've already created.
| | 01:12 | I can also add a new one by writing anything
I want in the Add category section. I click
| | 01:19 | on OK, my category has been created, and I
can now use that for any contact going forward.
| | 01:25 | When I'm all done, I can click Save and
Close, and my contact has been created.
| | 01:31 | If I want to send an email to this person,
I can simply just start typing their name.
| | 01:36 | I click on a New email, in the To box now, I
can just start typing, and their email address
| | 01:42 | will come right up.
| | 01:44 | The second way to add a new
contact is right in the Inbox itself.
| | 01:50 | If there's somebody in my inbox that I want
to make a contact, I can right-click on their
| | 01:54 | name and choose Add Sender to Contacts.
| | 01:59 | This is actually a preferable way of doing
it, as the email address automatically gets
| | 02:03 | populated in, and I don't have
to worry about misspelling it.
| | 02:07 | I can populate the first name, the last name,
and anything else I want to in the screen.
| | 02:13 | When I'm done, I click OK, and the contact
was successfully added to my contact list.
| | 02:20 | If I want to see that contact, for example
if there's more information I want to add,
| | 02:24 | I can simply get to my contacts from the Open
list, find the new contact that was created, and Edit it.
| | 02:34 | Now I can go and add more
information like assigning them a Category.
| | 02:42 | I can click Save and Close when I'm done.
| | 02:45 | And my contact has been updated.
| | 02:47 | If I want to look at my categories, I can
choose By Category from the panes on the left.
| | 02:55 | Now I can just expand these
twisties, and see all my categories.
| | 03:00 | If I want to send an email to this new person,
I can always click on New in my inbox and
| | 03:06 | just start typing their name, and
it will automatically populate.
| | 03:10 | And that is how you add
contacts in Lotus Notes.
| | 03:14 |
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| Creating a group| 00:00 | Your contacts application also includes the
ability to create groups; that is a named
| | 00:05 | list that contains many email addresses.
| | 00:09 | When you address an email to the list,
everyone in the group gets the message.
| | 00:13 | There are two ways to
create a group in Lotus Notes.
| | 00:16 | The first is manually from your contact list,
and we get there by going to the Open list
| | 00:22 | and choosing your Contacts.
| | 00:25 | On the left-hand side of the screen, we're
going to change the view to the Groups view.
| | 00:30 | Don't worry about these two groups that are
already in here, those are added by default
| | 00:33 | when Lotus Notes first gets
installed on your computer.
| | 00:36 | To add a new group, from
the Action bar we click New.
| | 00:42 | The first thing we have to
do is give our group a name.
| | 00:45 | We can type a description in if we
want; it's just for our reference.
| | 00:49 | Now we have to add members to the group.
| | 00:52 | There are two ways to do that.
| | 00:53 | The first way is to click on the blue highlighted
word Members, and it's going to pop-up a dialog
| | 01:00 | box where we can choose people right
from our contacts or our company directory.
| | 01:05 | I can choose a twisty and change to my
company directory and then I can just start typing
| | 01:10 | if I know exactly who I want to add.
| | 01:12 | If I hit the Search bar, it's going to take
me right to her. I can then choose Add, OK,
| | 01:19 | and it populates it into the view.
| | 01:22 | To add more people, I can either separate
them with a comma or just hit the Enter key on my keyboard.
| | 01:28 | I can also just start typing if I know
their name; this is the second way to do it.
| | 01:34 | I can add as many people as I want,
I can also add email addresses.
| | 01:41 | When I'm all done I can hit Save and
Close and my group has been created.
| | 01:47 | To send an email to the group, I simply go
into my Inbox, click New, and start typing;
| | 01:55 | my group will come up.
| | 01:57 | Don't worry, if you can't remember the name
of the group, you can also click the blue
| | 02:00 | highlighted word To, and it's going
to pop-up that same dialog box again.
| | 02:05 | However this time, if we go to our local
contacts, we can scroll down and our group will be in
| | 02:11 | there, just like any other contact, in
which we can click on the To, click OK, and it
| | 02:17 | populates it into the Inbox.
| | 02:21 | The second way to create a group is
to add it directly from the Inbox.
| | 02:25 | I have an email here which has
multiple people in the address list.
| | 02:30 | I can add them all to a group at the same
time by going up to the Actions menu, way
| | 02:34 | at the top of the screen.
| | 02:36 | If I highlight the email in the view, I can go
up to Actions > More, and choose Add Recipients
| | 02:45 | to Contact Group.
| | 02:47 | This is a very quick way to add
everybody to one group at the same time.
| | 02:52 | The only thing I really need to change here
is the group name; I can also uncheck people as I want.
| | 02:59 | When I'm all done, I click
OK and it's created my group.
| | 03:03 | There are some things we can do
with groups once they're created.
| | 03:07 | For example, we can add people to the
group or we can remove people from the group.
| | 03:12 | We do that by going back into our
contacts list from the Open list.
| | 03:16 | If I click on the Groups list again,
I can see the group that I just made.
| | 03:22 | I can highlight that list in the view and
choose Edit, and now it puts it into a mode
| | 03:28 | where I can change
anything I want in this group.
| | 03:31 | For example, I can remove people by highlighting
their name and clicking Delete, or I can add
| | 03:38 | people by simply pressing the
Enter key and starting to type again.
| | 03:44 | Once I'm all done with my
changes, I can hit Save and Close.
| | 03:48 | Something else that I can do with the groups
is maybe there is a certain situation in which
| | 03:52 | you want to create a group simply for your
reference, but you don't want everybody else
| | 03:56 | to know who's in the group.
| | 03:58 | In that case, you can send an email to the
group and put them in the blind carbon copy field.
| | 04:04 | If I go back to my email and click on New
to create a new message, I can actually go
| | 04:10 | down here to the Bcc field and
put that same group name in.
| | 04:15 | This way, they're all going to get a copy of
this email, but they're not going to know
| | 04:19 | that other people are in that group as well.
| | 04:22 | So that's how you work
with groups in Lotus Notes.
| | 04:26 |
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| Using the Recent Contacts feature| 00:00 | You may notice when you start to type in the
address some suggestions will auto-populate for you.
| | 00:07 | These addresses are directly pulled from a
special view in your contacts list called Recent Contacts.
| | 00:13 | Addresses and Recent Contacts are
automatically added based on people who emailed you or you
| | 00:18 | emailed, who chatted with you by Instant
Messaging, or who you scheduled meetings with.
| | 00:24 | We can get to the special view to see
who's in it by going to our Contacts list.
| | 00:29 | On the left-hand side, there'll be Recent
Contacts and that brings up our special view.
| | 00:35 | Sometimes there may be an address in there
that you just don't want anymore and it keeps
| | 00:40 | populating no matter how many times you click
on it and click the Trash button to delete it.
| | 00:46 | Maybe it's outdated or maybe
it's just plain distracting.
| | 00:50 | So we can actually stop it from showing up
in that Typeahead list by clicking on it and
| | 00:56 | choosing Hide in Typeahead.
| | 00:59 | This will stop this email from pulling up
automatically every time you address an email
| | 01:03 | with the same words in it.
| | 01:06 | You can also change the behavior of Recent
Contacts, right from the Preferences in your Contacts list.
| | 01:12 | With Contacts open, if you click on More in
the Action bar and select Preferences, it's
| | 01:19 | going to pull up the
Contacts Preferences dialog list.
| | 01:22 | In the middle of the screen, there is a
special section called choose how names are added
| | 01:27 | to Recent Contacts.
| | 01:29 | You can choose not to use Recent Contacts
at all by selecting do not add any names, or
| | 01:35 | you can choose from any option such as the
default which is to add all names, only sender's
| | 01:40 | names from emails I receive, only the To
recipient names from emails I send and receive,
| | 01:47 | this will lead out anybody who's in a carbon
copy field, or only names from emails I send
| | 01:53 | not from any emails that I receive.
| | 01:56 | When you're all done choosing how you want it,
click the OK button and the behavior gets updated.
| | 02:03 | There's one more Typeahead
trick I want to show you.
| | 02:05 | I'm going to go to my Contacts for a second,
and show you that this particular contact
| | 02:11 | has multiple email addresses in his contacts.
| | 02:14 | He has got a business
address and home email address.
| | 02:19 | If I click New and if I want to type an
email address to that person, I can start typing
| | 02:24 | their name, and this time you'll notice, that
there's a little triangle appears in the Typeahead list.
| | 02:30 | Both of those email addresses come up and I
can choose which one I want to use for that
| | 02:34 | particular time I email them.
| | 02:37 | When it comes to Recent Contacts, you'll
find that the more you converse with people by
| | 02:41 | email the more useful Recent Contacts becomes,
especially when you need an email address
| | 02:46 | six months down the line.
| | 02:48 | Simply start typing and it should pop right up.
| | 02:51 |
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|
|
4. Calendar and To DoIntroducing the calendar| 00:00 | The Lotus Notes calendar has several
different ways to view your schedule, but let's start
| | 00:05 | with a brief tour of the interface.
| | 00:07 | To access your calendar from
the Open list choose Calendar.
| | 00:13 | Let's start from left to right and go over
what all these things are. On the left is
| | 00:18 | a date picker, in which you can quickly get
to a single day to look up your schedule at any time.
| | 00:24 | I can click on the month and it'll show me
a dropdown list of some other months that
| | 00:28 | I might want to go to instead.
| | 00:31 | I can also click the year; if I'm looking
for events from years past or going forward.
| | 00:37 | When I'm satisfied and have all the information
I need, I can simply click on Today and it'll
| | 00:43 | bring me back to today's date.
| | 00:45 | Continuing along, at the top
of the screen is an Action bar.
| | 00:50 | This is contextually related to whatever kind of
appointment I currently have selected from my calendar.
| | 00:57 | At the top right is the Search bar where I can
quickly search the calendar for anything I'm looking for.
| | 01:03 | Below that, similar to the mail file,
there's a Show menu with a black twisty that if I
| | 01:08 | click on it, it gives me different
options for viewing my calendar.
| | 01:12 | For example, I can preview it.
| | 01:17 | I can also show timeslots or a Summary view.
| | 01:21 | If I want to change the view and go back to
viewing the timeslots, I can simply click
| | 01:26 | on it again and change it.
| | 01:29 | Heading over to the bottom left, this is
called the mini view, similar to the mail file where
| | 01:35 | it defaults to the follow-up view.
| | 01:37 | In the calendar, it defaults to your To Do list,
but you can change that by clicking on the twisty.
| | 01:43 | Directly above that are the views, in which we
can change the way our calendar information is displayed.
| | 01:49 | For example, I can change to One Day view,
a Two Day view, a Work Week view, which
| | 01:57 | eliminates Saturday and Sunday, a complete
Week view, and finally a One Month view of my schedule.
| | 02:06 | I can view my Calendar Entries as a list,
which gives me just a straight up list of
| | 02:11 | all my entries without a
distracting background of a calendar.
| | 02:15 | And finally, I can add different calendars
if I wanted to, like a Google Calendar, or
| | 02:21 | another calendar of one of my coworkers.
| | 02:26 | Finally, I can look at what all these
appointments are based on the color of them.
| | 02:31 | For example, this entry right here
is an appointment because it's green.
| | 02:37 | This one is a reminder, which is orange and
this one is a meeting because it's blue.
| | 02:43 | I can change these colors in my calendar preferences,
and we'll learn how to do that at a later time.
| | 02:48 | And that is your tour of the calendar.
| | 02:52 |
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| Creating an appointment and a reminder| 00:00 | The calendar is at the heart of what
makes Lotus Notes such a powerful program.
| | 00:04 | We are going to dive right in and start making
appointments, reminders, and all-day events.
| | 00:10 | To create an appointment, we can get to our
calendar, by clicking Calendar from the Open list.
| | 00:17 | From the Action bar choose New.
| | 00:20 | Now the type of entry that we're
going to create is an Appointment.
| | 00:25 | If you will notice, a lot of the other
fields that we don't need, disappear.
| | 00:29 | On the right we have some
options for this appointment.
| | 00:32 | We can mark it private, if we want people
to know that we're busy, but we don't want
| | 00:36 | them to know what we're doing,
if they open our calendar.
| | 00:39 | We can select Notify Me if we want
to be reminded of this appointment.
| | 00:43 | I am going to select it, and choose the clock,
so that I can get the Alarm Notification dialog box.
| | 00:48 | In this case, I want the alarm to
go off 15 minutes before the event.
| | 00:54 | It's going to pop-up a message box, but I
can also check off this button if I want it
| | 00:58 | to play a sound, or send
me an email as reminder.
| | 01:03 | When I'm done, I can click OK.
| | 01:06 | The Mark Available button is so that I can
add this to my calendar, but still let people
| | 01:11 | know that I'm completely available when
they look up my schedule for meetings.
| | 01:15 | In this case, I am going to be gone, so I
don't want to mark myself as available.
| | 01:21 | I can type in the Subject for my appointment,
and then, I can click on the Calendar and
| | 01:25 | Clock icon to choose the start
and end times for my appointment.
| | 01:32 | In this case, this is a weekly appointment.
| | 01:35 | So I am going to click this blue Repeat
button, and select Weekly from the dropdown.
| | 01:42 | It's going to occur every Wednesday.
| | 01:45 | As you can see, I've got lots of
choices here for this repeating meeting.
| | 01:50 | It's going to continue for 6 weeks.
| | 01:53 | As you see, I can play around anywhere I see
that little black triangle and change the options.
| | 01:58 | I can also tell the meeting to stop at
a certain date, and not to go by weeks.
| | 02:05 | If I click OK, I'm all done
with the repeating options.
| | 02:09 | Next I can type a location.
| | 02:12 | This is just a reference for me.
| | 02:15 | I can come down here to the Description field
and start typing anything I want as a reminder to myself.
| | 02:22 | I can also click the paperclip icon, and attach
a file, such as directions, or notes that I'll
| | 02:28 | need for the appointment.
| | 02:30 | When I'm all done, I can click Save and
Close, and it gets added to my calendar.
| | 02:35 | If I want to create a reminder, I click the
New button again in my calendar, except this
| | 02:41 | time from the dropdown list, I
am going to choose Reminder.
| | 02:46 | The main differences here from an Appointment, is
that you'll notice, Mark Available is selected,
| | 02:51 | because this isn't actually something
that I'm doing, it's just a reminder.
| | 02:55 | I am going to choose the Alarm, and this
alarm is going to go off right before the event.
| | 03:04 | I can type my Subject, and I can tell
this event when I want to be reminded.
| | 03:09 | You'll see that it doesn't have an
end time, because it's just a reminder.
| | 03:14 | I can make it repeating if I
want to, but I don't have to.
| | 03:17 | And when I am all done,
I click Save and Close.
| | 03:20 | Finally, I can create an All Day Event.
| | 03:25 | An All Day Event is something
that doesn't have a time on it.
| | 03:30 | This is how you know that we're
selecting this from the entry.
| | 03:33 | For this event, I'm just letting myself know
that my supervisor is going to be on site all day long.
| | 03:40 | So I want to be sure to go and mark myself as
available, because this is just a reference for me.
| | 03:46 | When I'm all done, I hit Save and Close,
and it appears at the top of my calendar.
| | 03:52 | There's one other way that you can create a
reminder or an appointment into your calendar,
| | 03:57 | and that's directly from an email message.
| | 04:00 | If I go over to my mail file,
I can choose any email I want.
| | 04:05 | For example, here's an email in which somebody
is telling to send out a new version of this
| | 04:10 | to all our employees.
| | 04:11 | I can right-click on that email, and
select Copy Into New > Calendar Entry.
| | 04:18 | Here is where I choose the
type of the calendar entry.
| | 04:22 | In this case, I want a Reminder.
| | 04:26 | I can change the Subject of this reminder,
and I can say when I want to be reminded.
| | 04:34 | I can set an alarm.
| | 04:37 | Right when it happens, I can choose OK, and
you'll notice that the contents of that email
| | 04:44 | gets put in the Description field,
including all the attachments.
| | 04:48 | It retains all the information, so that this
information is at my fingertips, if I need
| | 04:53 | it for the reminder.
| | 04:55 | I can choose Save and Close, and when I go
back to my calendar now, I can see my reminder.
| | 05:03 | So that is how you create appointments, reminders,
and all-day events in your Lotus Notes calendar.
| | 05:08 |
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| Creating a meeting| 00:00 | Meetings are most likely going to
become an integral part of our workday.
| | 00:04 | At some point, it's going to be us that need
to call the meeting, so let's go over all
| | 00:08 | the steps to create a basic
meeting with Lotus Notes.
| | 00:12 | To start, we need to get into our calendar by
going to the Open list and choosing Calendar;
| | 00:17 | from there we can click
on New in the Action bar.
| | 00:22 | The Type automatically defaults to
Meeting, so now we can type our Subject.
| | 00:28 | Now we get to pick the start time
and the end time for the meeting.
| | 00:31 | We can click on the clock and use the slider
to pick a time, and the meeting defaults to
| | 00:38 | 1 hour; we can change the
end time if we want though.
| | 00:42 | Next we need to decide who is required to
come to our meeting. I'm going to click the
| | 00:47 | word Required in blue highlighted; that means
that I can click on it and it will bring up
| | 00:51 | the Address dialog.
| | 00:53 | I can click my mouse in there and start
typing the last name of the person I want.
| | 00:58 | Once I found them, I can select their name
and click the Require button. This will move
| | 01:03 | them over to the required list on the right;
this means they're required to come to my meeting.
| | 01:08 | I can also choose somebody else and select
them for the optional list; this means it
| | 01:13 | would be nice if they came to the meeting,
but they don't have to, and finally, I can
| | 01:18 | choose somebody as an FYI, meaning there're
going to get notified that this meeting happening,
| | 01:23 | but they don't have to attend.
| | 01:25 | When I'm all done, I can click OK, and their
names are populated into the right place.
| | 01:31 | I can also check this button; Do
not receive responses from invitees,
| | 01:35 | if I don't want to get any notification about
whether Zoe or Jason can or cannot attend the meeting.
| | 01:41 | I can also check this box, if I don't want
either one of them to be able to propose an
| | 01:46 | alternate time for the meeting.
| | 01:48 | Finally, I can choose some
rooms and resources for my meeting.
| | 01:52 | A room is a conference room that I want the
meeting to be at, and a resource is something
| | 01:57 | that I'm going to need in that
conference room, such as a laptop or a projector.
| | 02:03 | If I click on Rooms, it's going to populate
the Rooms and Resources dialog box, where
| | 02:08 | I can choose a conference
room that I know I want.
| | 02:12 | In this case, I'm going to choose a conference room
and I can read the capacity in the description of that room.
| | 02:18 | When I find one that I want, I
can choose Add and click OK.
| | 02:23 | I can also go to Resources and choose a
resource, such as a laptop or projector.
| | 02:32 | When I'm all done with my meeting, I can
click Save and Send Invitations and it's going to
| | 02:39 | tell me that the North East is my preferred
site for these resources. It's going to ask
| | 02:44 | me if I want to make this my preferred site
and if I'm always going to be using it to
| | 02:48 | do my resources. I can say Yes in this case,
because I don't plan on moving offices.
| | 02:55 | It's going to ask me the same
thing about the conference room.
| | 02:58 | It's going to ask me if I want to
add this to my preferred rooms list.
| | 03:01 | And I'm going to say, Automatically add
rooms without prompting in the future.
| | 03:05 | I'll probably be using
this conference room again.
| | 03:10 | The same thing with the projector, and now
my meeting is added to the calendar and the
| | 03:19 | final step is to see who is going to attend
my meeting; my meeting is on my calendar and
| | 03:24 | all attendees have been successfully invited.
| | 03:28 |
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| Using the Scheduler to find the right time for a meeting| 00:00 | The Scheduler is a component of Lotus Notes
that has one job; to keep track of when people
| | 00:05 | are busy and when they're free.
| | 00:07 | We're going to use the Scheduler to find out
when the best time is to hold a meeting for
| | 00:11 | all the people who need to attend, and when
the room we want to hold our meeting in is available.
| | 00:17 | So I've already started planning my meeting,
I put in the subject, I put in the date and
| | 00:21 | time that I want my meeting, and I specified
who's required to come to the meeting and
| | 00:27 | who is an optional meeting attendee.
| | 00:29 | The next thing I have to do is
find a room to hold my meeting.
| | 00:33 | I don't know what conference room I want. I
don't even know what conference room will
| | 00:37 | fit all the people that need to attend, so
I'm going to let the Scheduler find one for me.
| | 00:41 | If I click the button Find Rooms, it's going
to pop-up the Find Rooms dialog box. It knows
| | 00:49 | I have five attendees that need to be at the
meeting at this time, and if I click Search,
| | 00:54 | it's going to find a room for me.
| | 00:56 | In this case, it found Conference Room North,
which can comfortably seat 6 people. I'm going
| | 01:00 | to place a check mark, because I
want to use that room and click OK.
| | 01:05 | I can also find a resource
that's available at that time.
| | 01:10 | This time I need a laptop for my meeting, so
I'm going to choose a Laptop from my Category,
| | 01:15 | click OK, and search for one, and
it found the Conference Room Laptop.
| | 01:21 | So I'm going to place the check mark, so I
can reserve that resource, I click OK, and
| | 01:26 | it adds to the list.
| | 01:28 | I'm going to scroll all the way to the bottom
of my calendar appointment, where I can see
| | 01:32 | the Scheduler information.
| | 01:34 | I've added some rooms and resources, so
first thing I need to do is click on this little
| | 01:38 | arrow to make sure that everybody who is invited
to my appointment is in this list and accounted for.
| | 01:44 | On the left-hand side were all the
people that need to be at my meeting.
| | 01:48 | I am the chairperson so I'm at the top.
| | 01:51 | This is all the people that are required to
be there, there is one person that's optional,
| | 01:56 | and there are some scheduled
rooms and scheduled resources.
| | 02:00 | On the right-hand side, this is called the
slider; this is a diagram of when people are
| | 02:05 | free and when they're busy.
| | 02:07 | A red or pink mark means they're
either already scheduled or unavailable.
| | 02:13 | The white area means they're available, so I
need to find a time when everybody, including
| | 02:18 | the rooms and resources are available.
| | 02:21 | Now as you can see, the rooms and resources
I scheduled are available at that time, but
| | 02:27 | there are some people that are busy.
| | 02:28 | So this time is not going
to work for this meeting.
| | 02:31 | I can take this slider, hold
down the mouse button and drag it.
| | 02:37 | When it turns green that means
everybody who needs to come to my meeting can.
| | 02:42 | However, I don't really want a 10 o'clock
in the morning meeting, I would much rather
| | 02:47 | it was at 11, but if I move
the meeting over to 11 a.m.,
| | 02:51 | I can see that there is somebody that's
busy and if I see where it's already scheduled,
| | 02:56 | I can see that it's Erin Jackson.
| | 02:58 | However, she was one of my optional attendees.
| | 03:02 | If I uncheck her name from this list, it becomes
green now, because it knows that all the people
| | 03:08 | that are required to be at the
meeting, can attend the meeting.
| | 03:12 | Now there is one more way that I could have
found out if everybody can attend a meeting
| | 03:16 | at a certain time.
| | 03:17 | I can let the Scheduler do all the work for me.
| | 03:19 | I'm going to go back and check off Erin's
name again, because I need to see if she can
| | 03:24 | come to the meeting.
| | 03:26 | Right now we're looking
at this in Details view.
| | 03:29 | However, if I change to Summary view, the
Scheduler is going to do all the work for me and it's
| | 03:35 | going to suggests times when I can have the
meeting. It already did all the work, and told
| | 03:39 | me that the only time everybody
can meet is Friday from 10 to 11.
| | 03:44 | The three out of the three required people
can attend, one out of the one optional people
| | 03:49 | can attend, and all the rooms
and resources I need can attend.
| | 03:53 | This was the time I wanted and it's letting
me know that while three out of the three
| | 03:57 | required people can attend, the
optional person cannot make it.
| | 04:01 | So it's up to me to decide if I still want
to go ahead with the meeting at that time.
| | 04:06 | In this case I'm going to go ahead, so I
select the meeting and choose Use Selected Time.
| | 04:10 | If I scroll all the way up to the top of my
meeting I can see that the time has now been
| | 04:16 | updated with the time that I selected, and
the only thing that's left to do now is save
| | 04:21 | and send my invitations.
| | 04:22 | So it's easy to let the Scheduler do all
the logistics work for you when planning a
| | 04:26 | meeting, so don't forget to always lookout for
that little green bar when planning your meetings.
| | 04:32 |
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| Chairing a meeting| 00:00 | We've created a meeting and sent
out invitations to the attendees,
| | 00:04 | but how we know who has responded? How
do we know who is coming to our meeting?
| | 00:08 | As the meeting chair, we have some extra
buttons in our meeting on the calendar to allow us
| | 00:13 | to see the big picture.
| | 00:14 | I am going to start by going into
my meeting document in my calendar.
| | 00:18 | Now that I'm here, I can
change anything I want.
| | 00:21 | I can also invite additional people if I
want by adding them to the Required list.
| | 00:26 | But let's see who is actually
coming to the meeting for now.
| | 00:29 | I am going to go up top to the
Action bar and click View Invitee Status.
| | 00:36 | This gives me a great overview of
what's going on with my meeting.
| | 00:40 | I can see that one required person has
accepted, both the room and the laptop has accepted
| | 00:45 | my meeting, two people have not responded yet, and one
person who is optional for the meeting has Countered.
| | 00:52 | That means that they proposed
a new time for the meeting.
| | 00:55 | I most likely have a notification
about this in my inbox right now.
| | 01:00 | I am going to close out of this and
head to the Inbox to see what's there.
| | 01:07 | Sure enough here's my document, Erin has
countered; she'd like to meet at a new time.
| | 01:13 | She'd liked to meet Friday at 10
o'clock in the morning instead of 11 o'clock.
| | 01:18 | You can see the calendar appointment is
telling me the new time and the original time.
| | 01:23 | One thing I can do before I accept or decline
this offer is I can click Check Calendar right
| | 01:29 | from the calendar review board document to
see if I want to open this and accept it.
| | 01:34 | As you can see, I am wide open at that time.
| | 01:37 | So I am going to go ahead
and accept this counter.
| | 01:44 | It's asking me if I want to do the new time
and it's going to tell me that it's going
| | 01:48 | to send out all invitees informing them
that the meeting has been rescheduled.
| | 01:53 | It's also letting me know that any room or
resource reservations that I'd previously
| | 01:57 | made will also be rescheduled.
| | 02:00 | I can also include additional
comments, which I'm going to do.
| | 02:04 | If I click OK, it will pop-up a dialog
box where I can put in some more comments.
| | 02:10 | When I am all done, I can click OK and
everybody has been notified about the new time.
| | 02:18 | The conference rooms and the laptop have already
gotten back to me and said that they're willing
| | 02:23 | to go for the new times for the meeting.
| | 02:26 | Now there is another document in my inbox,
It's from Zoe and it says Update Requested.
| | 02:32 | I can see, if I open this
document, that Zoe is asking a question.
| | 02:37 | She is asking if she needs to
bring any documentation.
| | 02:40 | I can click this button Send Updated
Information, to let her know the answer to this.
| | 02:47 | I click OK and it will get sent.
| | 02:51 | If I go back to my calendar, I can see that
the time of my meeting has automatically been
| | 02:57 | changed to the proposed new time, and at any
time I can still click on View Invitee Status
| | 03:04 | and see what's happened.
| | 03:05 | As we can see, nobody has gotten
back to me yet about the new time.
| | 03:12 | The last thing I can do is send a
message to people who are going to my meeting.
| | 03:17 | If I come up here to Owner Actions on
the Action bar, I have some options here.
| | 03:22 | I can reschedule the meeting, cancel it outright,
confirm it with all the attendees, I can send
| | 03:29 | a message to everyone, or just those
who have responded, or those who haven't.
| | 03:35 | In this case, I am going to send out a
message to all invitees who have not responded.
| | 03:40 | The nice thing is I don't even need to keep
track of who hasn't responded, the Scheduler
| | 03:45 | will do that for me.
| | 03:47 | When I am all done, I hit
Send and it's ready to go.
| | 03:53 | So it's easy to keep up with the status of
your meeting invitations, so that when the
| | 03:56 | meeting time comes around, you'll be
right on top of who is actually coming to it.
| | 04:01 |
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| Responding to a meeting invitation| 00:00 | In addition to creating meetings, we'll most
likely be invited to meetings created by other people also.
| | 00:07 | Lotus Notes gives us options for accepting,
declining, and even proposing a new time for a meeting.
| | 00:13 | I've got two meeting invitations in my
inbox; let's see what we can do with them.
| | 00:18 | The first one, I can see the
date and time for the meeting.
| | 00:22 | I have some options; I can accept it right
away, or click Decline to decline it right away.
| | 00:29 | I can also click on the little triangle
next to Respond for some more options.
| | 00:33 | I can tentatively accept the meeting, this
means I can accept it and it'll be on my calendar,
| | 00:39 | but I'll still be showing as free time and
available if anybody else looks me out for a meeting.
| | 00:45 | I can also counter and
propose a new time for the meeting.
| | 00:48 | Finally, I can delegate, which means I can
actually invite somebody else on my behalf
| | 00:54 | to go into the meeting as a
substitution if I can't make it.
| | 00:58 | And then I can do all the same things, except
this time I can include some comments along with them.
| | 01:04 | But first, before I accept or decline this
meeting, I'm going to click Check Calendar
| | 01:09 | to see if I'm available.
| | 01:11 | And the black bar shows that I'm
wide open when she wants the meeting.
| | 01:15 | So I'm going to go ahead and click Accept.
| | 01:18 | In this case, the invitation is still in my
inbox, if I hit the Delete key I'm going to
| | 01:25 | get this pop-up asking me
what I want to do from it.
| | 01:29 | Calendar options should always be removed
instead of deleted, because if you delete
| | 01:33 | them then that may actually
delete the entire meeting notice.
| | 01:37 | Whereas if I click Remove; it
simply hides it from my calendar.
| | 01:41 | So if you're confused, always
choose Remove instead of Delete.
| | 01:45 | If I now go to my Calendar, I can see that the
meeting that I accepted is now on my calendar.
| | 01:53 | If I double-click to go into the meeting, I've
got some participant actions from the Action bar.
| | 01:59 | If I click on the twisty there are some
things I can do, something may have come up in the
| | 02:03 | mean time in between when the
meeting is and when I accepted it.
| | 02:07 | I may now have to decline it, or propose a
new time, and I can do those things right
| | 02:13 | from the meeting.
| | 02:13 | I'm going to go back to my Inbox however, and
let's look at that other meeting invitation.
| | 02:18 | I can see the time and the
date of that invitation.
| | 02:22 | If I click Check Calendar, I can see that
I'm wide open, but I'm going to see if he
| | 02:28 | can meet at a different time.
| | 02:32 | So I'm going to click Respond > Propose New
Time, and now I'm going to put in the time
| | 02:37 | and the date that I want the
new meeting time to be at.
| | 02:41 | We'll make it the very next day, and I'm
going to use the slider to change the time to 10
| | 02:46 | o'clock in the morning.
| | 02:48 | Now right from this dialog box, I can click
Check Schedules and it's going to open up
| | 02:53 | the Scheduler so that I can see if everybody's
available for the new time that I'm proposing.
| | 02:59 | Sure enough the slider is
green, so everybody's available.
| | 03:02 | So I'm going to go ahead with it and click OK.
| | 03:06 | If I click OK again, it's going to change this
meeting invitation to say Countered, and it's
| | 03:12 | going to send Jason Williams a new inbox
email asking if he wants to accept the new time
| | 03:18 | that I proposed for this meeting.
| | 03:20 | I can also setup an auto
process for these invitations.
| | 03:24 | For example, I might just want to know if
I'm available for a meeting, I can go ahead
| | 03:28 | and attend it, and if I'm not free for the
meeting I want to go ahead and decline it.
| | 03:34 | I'm going to go into my calendar preferences by
going to More on the Action bar and Preferences.
| | 03:40 | I'm going to go to the Calendar & To Do
tab and from there the Autoprocessing tab.
| | 03:46 | I'm going to check this box that says
Respond automatically to meeting invitations.
| | 03:52 | When I receive a meeting invitation from anyone,
I'm going to automatically accept if the time
| | 03:57 | is available and decline if time is not free.
| | 04:01 | I don't have to set this to anybody.
| | 04:03 | If there is only certain people that I want
to accept the meeting from, I can put them in there too.
| | 04:09 | I can set this up any way that I want it,
so that I will be as efficient as I can be.
| | 04:14 | When I'm done, I'll click OK.
| | 04:17 | So it's great that Lotus Notes gives us all
these options, so for any situation that comes
| | 04:21 | around we can respond accordingly.
| | 04:24 |
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| Adding a Google calendar to Lotus Notes| 00:00 | We all have some sort of calendar for managing
our personal life, just like we have one for our office.
| | 00:06 | So wouldn't it be great if we could safely
merge the two so we'd know if we had something
| | 00:11 | like a dentist appointment when someone was
trying to schedule a meeting with us? Well
| | 00:16 | now we can, especially if we use a calendar
that has something called an iCal feed or
| | 00:20 | a Google calendar.
| | 00:22 | On the left-hand side, under Show Calendars,
we're going to click on the blue hotspot that
| | 00:27 | says Add a Calendar.
| | 00:30 | We could add a Notes user's calendar here,
and in the user name simply type in the name
| | 00:35 | of the person who works at our office, that
way their calendar would just be over ours as an overlay.
| | 00:40 | But we're going to use a Google one instead.
| | 00:43 | So from the dropdown list, I'm
going to select a Google Calendar.
| | 00:48 | In the Label field, we're going to type
something for our reference so we know what it is.
| | 00:53 | Now we do need the username and
the password of our Google calendar.
| | 00:57 | In this case we need the entire username.
| | 01:02 | I can check view this calendar
when offline or on a mobile device.
| | 01:06 | If I need to use this calendar and see it
on my local replica or on my mobile phone.
| | 01:11 | Here is where I change
the colors of the calendar.
| | 01:15 | Now because this is a personal calendar and
I just need to look at my calendar quickly
| | 01:19 | and see if there's anything on it, I'm going
to make these colors vastly different from
| | 01:23 | my Lotus Notes calendar.
| | 01:25 | It's important that the two stay separate.
| | 01:28 | The last thing I need to pick is the color
for the entry in the calendar and then I can click OK.
| | 01:36 | It takes a few seconds to validate my username and
password, and now my Google Calendar appointments
| | 01:42 | are overlaid right on top
of my Lotus Notes ones.
| | 01:46 | The neat thing about this, is that I can
actually click on these appointments right from my
| | 01:50 | calendar and it will pop-up right on Gmail.
| | 01:53 | I can't double-click on these documents and
have them open up in Lotus Notes like my normal
| | 01:58 | Lotus Notes appointments.
| | 01:59 | The other thing that is important to note
is that I'm still going to show up as being
| | 02:03 | available for other
people's free time lookups.
| | 02:07 | These things are just for my eyes only, and so
I'm still going to show up as being available,
| | 02:12 | and it's up to me to look and see if I've
got something planned first when somebody's
| | 02:15 | scheduling a meeting with me.
| | 02:18 | If I ever decide that I don't want to see
these appointments anymore, but I don't actually
| | 02:22 | want to remove the account, at any time I
can go back to the Show Calendars view and
| | 02:27 | simply uncheck my Google calendar.
| | 02:31 | This hides the appointment, but
it doesn't delete the account.
| | 02:35 | So at any time, when I'm ready to have them
show up again, I can simply place the check mark again.
| | 02:41 | If I decide that I don't want it at all I can
actually go ahead and remove it by right-clicking
| | 02:46 | on it and selecting Remove.
| | 02:50 | It's going to verify that
I really want to do this.
| | 02:52 | I can click OK, and now my
Google calendar is gone.
| | 02:57 | So that is how you add a Google calendar
as an overlay to your Lotus Notes calendar.
| | 03:03 |
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| Setting calendar preferences| 00:00 | Most calendar meetings and appointment
creations will go smoothly, as they should.
| | 00:05 | However, there's a few settings we need to
make sure are in order, to get the most out
| | 00:09 | of the calendar experience.
| | 00:11 | We're going to our calendar preferences by
going into our calendar, clicking on More from
| | 00:17 | the Action bar and choosing Preferences.
| | 00:21 | Head over to the Calendar & To Do tab,
and we'll start at the Display tab.
| | 00:26 | Here is where I can choose the default
for new calendar entries that we make.
| | 00:30 | If you find yourself always making appointments,
or always making reminders, you can change
| | 00:35 | those to the default type. You can also
specify what the default duration you want it to be,
| | 00:41 | if you find yourself always making 15
minute appointments, you can go ahead and change
| | 00:46 | the default duration for 15 minutes.
| | 00:48 | If we go over to the Views tab, here is
where you change how the calendar view looks. For
| | 00:54 | example, you can change the timeslots to be
more into your start and end of your workday.
| | 01:00 | I can use the slider and change the start
time to whatever I want. I can also change the
| | 01:05 | days of my work week, and I can
change the duration of each timeslot.
| | 01:13 | If I go over to the Notices tab, there's one
important setting I want to point out to you;
| | 01:19 | by default this isn't checked, remove meeting
notices from my inbox after I process them,
| | 01:25 | is a great option to select.
| | 01:27 | This means that when you accept, or reject, or
proposed a new time to any calendar entry,
| | 01:33 | it's automatically going to remove
that invitation from your inbox.
| | 01:38 | This way you won't risk accidentally deleting
it from your calendar, if it's just not there.
| | 01:44 | Next I'm going to go to the Scheduling tab.
| | 01:47 | Here is where you specify the days and
times that you are available for meetings.
| | 01:51 | By default, Lotus has you
available from 9 to 5 p.m.,
| | 01:56 | with a one hour lunch break in between.
| | 01:58 | You can play around with any of these times
and days and it will decide when you're busy.
| | 02:05 | Next we are going to the Alarms
tab, this is a useful setting.
| | 02:09 | By default, the Alarms button is not going to
be enabled, but you can automatically enable
| | 02:15 | alarms for every appointment, reminder, all
day event, anniversary or to-do that you create.
| | 02:20 | In this case, I am automatically going to turn
on alarms for appointments, and reminders, and meetings.
| | 02:27 | I'm fine with a zero minutes in advance warning
for the reminder, and 15 minutes in advance
| | 02:32 | for appointments.
| | 02:34 | Next I'm going to go the Autoprocessing
tab. Here we can have Lotus Notes automatically
| | 02:39 | respond to meeting invitations that I want.
| | 02:42 | I can have it automatically accept a meeting
if I'm available, and automatically decline
| | 02:46 | a meeting if I'm not available.
| | 02:49 | For now though, I'm going to leave this unchecked,
because I want to be in control of what meetings
| | 02:53 | I accept and reject.
| | 02:55 | The last settings that I want to point out
to you is in the Colors tab. Here is where
| | 03:00 | you can choose the default colors for all
your appointment types, such as meetings,
| | 03:05 | appointments, reminders and all-day events.
| | 03:08 | You can change the background
and you can change the text.
| | 03:11 | If at any time you're not happy with your
color choices, you can simply click Restore
| | 03:16 | Default Colors and it will put
everything back the way it was.
| | 03:21 | Be encouraged to explore these settings and
take the time to make sure they're exactly
| | 03:24 | how you want them.
| | 03:26 |
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| Creating to-do items| 00:00 | Think of to-dos as that list of things we
have to do that we normally jot down on Post-it notes.
| | 00:06 | The great thing about to-dos in Lotus Notes
is that they are fully integrated into your
| | 00:09 | mail file and calendar, so no matter
what, you can't forget about your task.
| | 00:14 | To get into To Dos, from
the Open list choose To Do.
| | 00:21 | To create a new To Do, we
click on New from the Action bar.
| | 00:26 | I can type a Subject and set a due
date and a start date for this To Do.
| | 00:35 | I could repeat it if I want to, if I think
it's a task for that I am going to be doing frequently.
| | 00:40 | I can assign to it to somebody else,
but right now this is a task for me.
| | 00:45 | When I'm all done I hit Save and Close, and
my task shows up in the Incomplete view in
| | 00:50 | the To Do application.
| | 00:52 | I can also create a To Do right from my mail
file, I'm going to go into my mail file now,
| | 00:59 | and I can see an email in here that looks
like it has an action item associated with it.
| | 01:05 | This is a request to send out a new version
of a whitepaper to all the Boston employees.
| | 01:09 | I am going to create a task for this.
| | 01:12 | By right-clicking on the email
choosing Copy Into New > To Do.
| | 01:20 | It's going to copy all the fields over.
| | 01:22 | I can change the Subject and I can
set a due date and a start date to it.
| | 01:31 | You'll notice that everything moved over into
the Description field including the attachments.
| | 01:37 | I hit Save and Close and it's done.
| | 01:39 | I can actually see my To
Dos in the mail file also.
| | 01:43 | If I go down to the bottom left side of the
screen, I can actually change this Follow
| | 01:48 | Up mini view to show me To Dos instead by
clicking on the little triangle and selecting To Do.
| | 01:54 | I can also get to them right from here, by
double-clicking on the document, and it takes
| | 01:59 | me right to my To Do.
| | 02:01 | If I want to finish this To Do, all I have to
do is select Mark Complete from the Action bar.
| | 02:09 | I can also assign a To Do to somebody else.
| | 02:12 | I'm going to go back into my To Do
application and select New from the Action bar.
| | 02:19 | I can select a due date again and a start
date, except this time I am going to assign
| | 02:24 | it to somebody else.
| | 02:26 | I'm going to click the blue Required button
and this pulls up the Select Addresses dialog
| | 02:31 | box, that's similar when you're
creating a calendar meeting.
| | 02:35 | I am going to find this person's name and
click Required to put him in the Required
| | 02:41 | View and now I am going to click OK.
| | 02:44 | I can also click Attach
Paperclip and browse to find a file.
| | 02:49 | I click Create to put it in here, and now I
can tell him what I actually need him to do.
| | 02:56 | Once it's all done I can
click Save and Send Assignments.
| | 03:01 | Matthew Smith will get a copy of this in his
inbox and he can choose to accept or reject
| | 03:06 | it just like a calendar invitation.
| | 03:10 | I can go through all these views and
see what I have that's incomplete.
| | 03:14 | I can see that this one's
been assigned to somebody else.
| | 03:18 | And once I'm done with this
one I can check Mark Complete.
| | 03:23 | The last thing I can do with To Dos
is actually show them in my calendar.
| | 03:28 | I am going to open up my calendar, I am going
to go into my Calendar Preferences by choosing
| | 03:33 | More from the Action bar
and going into Preferences.
| | 03:38 | I am going to the Calendar &
To Do tab and the Views tab.
| | 03:43 | I'm going to make sure this is checked,
Display To Do Entries, and I am going to check this
| | 03:47 | other button that says, Display
overdue To Do items on the current day.
| | 03:53 | This means for every day that I have a To
Do task that is not complete, it's going to
| | 03:57 | continue to carry over one more day on my
calendar, so I'll always be sure to see it.
| | 04:03 | I click OK when I'm done and I can see my
To Dos appear at the top of the screen.
| | 04:09 | So now we've see how easy it is to set up To
Dos, the only thing left to do now is finish
| | 04:14 | them and mark them complete.
| | 04:16 |
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|
5. The SidebarWhat is the Lotus Notes sidebar?| 00:00 | The Lotus Notes sidebar is a conduit to
data we need to access quickly and frequently.
| | 00:06 | The items in the sidebar are called panels,
and they're designed to minimize and stack,
| | 00:11 | so we can put in as many as we need there.
| | 00:13 | There is three ways that we can look at the
sidebar, and we can adjust that by the button
| | 00:19 | right in the middle on the border.
| | 00:21 | It highlights when you hover the
mouse over it, there is three modes.
| | 00:25 | All the way open like it is now, if I
click once more, it minimizes the panels.
| | 00:31 | As you can see, there are very
small icons right at the top.
| | 00:35 | I can also collapse it completely by
clicking one more time and it goes away.
| | 00:41 | When I want to bring it back, I can simply
click on the button again and it comes right back out.
| | 00:47 | I can also hover my mouse right over the border,
and when the icon changes and I see the words
| | 00:54 | Drag to resize, I can hold the mouse button
down and slide the sidebar to the left or
| | 00:59 | the right, to make it as
wide or as narrow as I want it.
| | 01:04 | Right now, we are looking at
the Day-At-A-Glance panel.
| | 01:06 | This is our Lotus Notes calendar.
| | 01:09 | Some other panels that we
can get to are RSS Feeds.
| | 01:13 | We get to other panels by
clicking once on the title.
| | 01:18 | It collapses the panel we were
just on and expands the new one.
| | 01:22 | So we can add RSS Feeds and we can also look
at the Sametime Contacts for instant messaging.
| | 01:30 | Other things that we can add are Lotus Notes
views that we use frequently and we can even
| | 01:35 | add Google gadgets and widgets.
| | 01:38 | So I would play around with these and
investigate all the different things that you can add
| | 01:42 | to the Lotus Notes sidebar.
| | 01:45 |
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| Adding an application view| 00:00 | Depending on your day-to-day job operations,
you may find that there's one particular view
| | 00:05 | in one particular application you
find yourself opening all the time.
| | 00:10 | By adding this view to your sidebar, you can
essentially pin the view to your Notes client,
| | 00:15 | so it will be there in your eyesight
right when you need that information.
| | 00:18 | We're going to start by actually opening up
our application and getting to the view that
| | 00:24 | we want to add as a sidebar panel.
| | 00:26 | In my case, I have already got it on my
Bookmark bar, so I'm just going to open it right up.
| | 00:32 | Once you're in the view you want to add, it's
as simple as clicking on that toolbar button, Add as a panel.
| | 00:39 | Don't worry, if you don't see this button.
| | 00:40 | You can also get to it by going to the Tools
menu, clicking on Widgets, and going to Add
| | 00:47 | as a Panel from there.
| | 00:49 | Very quickly you can look and see
that your sidebar panel has been added.
| | 00:53 | I can scroll over if I need to see the
information, but it is right there where I want it, and
| | 00:59 | if I don't want to look at it, I can simply
click on another heading and it minimizes
| | 01:04 | that panel and brings the next one up.
| | 01:07 | If I decide I absolutely don't need this
anymore, I can click on the black triangle next to
| | 01:12 | the heading, and simply close it.
| | 01:17 | From there, if I ever want it back again, I can
go all the way down to My Widgets, right-click
| | 01:23 | on it, chose Open In > Panel.
| | 01:28 | It'll put it right back to where it was.
| | 01:30 | The best part about this is that you can
easily add and remove views according to whatever
| | 01:35 | project you're currently working on.
| | 01:37 | This way you'll always have the most
current information right when you need it.
| | 01:42 |
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| Adding a widget| 00:00 | Many of us already use Google gadgets
that we use on our Google homepage.
| | 00:05 | You can add your favorite and most useful
Google gadgets as sidebar widgets in your
| | 00:09 | Lotus Notes client.
| | 00:10 | You can also Add RSS Feeds, so that you
can stay up-to-date with information easily.
| | 00:16 | We're going to add a
Google gadget and an RSS Feed.
| | 00:19 | Let's start with the gadget.
| | 00:20 | We're going to start by going up to the
Tools button, down to Widgets, and select Getting
| | 00:27 | Started with Widgets.
| | 00:29 | It's going to ask us
what we want to configure.
| | 00:32 | We want to configure a Google Gadget.
| | 00:35 | I'm going to click Next, and I can either
browse the Google gadget directory, where I already
| | 00:41 | know what I want.
| | 00:42 | I've gone to web site and I've
copied the Google gadget URL to the clipboard.
| | 00:49 | I'm going to right-click and paste it in.
| | 00:52 | This is a clock and we're going to
have it appear right on our sidebar.
| | 00:57 | I click Next, and it's definitely telling me
that the Google Gadgets Terms of Service,
| | 01:02 | I need to click on it if I
want to see what they are.
| | 01:05 | I click Next again, and it's
going to ask me for a widget name.
| | 01:09 | I can keep the default or I can change it.
| | 01:12 | I can either just configure this widget, but I
want to display it as a panel, so I am going
| | 01:17 | to use that Radio button.
| | 01:19 | I can click Finish and my Google
gadget is now a sidebar panel.
| | 01:25 | Let's add an RSS Feed now.
| | 01:27 | I'm going to go to the Feeds panel.
| | 01:30 | I've already got one in there, but I am going
add another one from the web site that I visit often.
| | 01:36 | I've already got the web site up and
just look for the RSS Feed universal icon.
| | 01:41 | I am going to click on that icon and drag it
all the way down the taskbar into my Notes
| | 01:47 | client, while still dragging and holding
down the mouse button, I am going to let it go
| | 01:52 | in the Feed panel.
| | 01:55 | It's recognized the feed.
| | 01:57 | I can click on the feed
that I want and click OK.
| | 02:03 | It's now added the feed as a sidebar panel.
| | 02:05 | I can click on the plus sign to expand it.
| | 02:09 | I can click on the minus sign when I am done
and click on the plus sign to expand another RSS Feed.
| | 02:15 | I can go back and forth between any panel
I want by clicking on the panel header.
| | 02:22 | So as Google continuously updates their catalog,
and new web sites come out with feeds, don't
| | 02:27 | forget to check and see
what's new every once in a while.
| | 02:30 |
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| Using the Day-At-A-Glance feature| 00:00 | The Day-At-A-Glance sidebar widget comes by
default with Lotus Notes for a good reason.
| | 00:05 | As the sidebar is always
visible, it's incredibly useful.
| | 00:09 | Let's go over the different ways that you
can see information from the Day-At-A-Glance sidebar.
| | 00:14 | Right now, we are in
what's called Timeslot view.
| | 00:17 | I can see everything according to the
timeslots, just as they are on my Notes calendar.
| | 00:23 | If I want to change this, I can click the
black triangle on the sidebar title and change
| | 00:28 | it to what's called Summary view.
| | 00:32 | This gives me a much cleaner interface
of what's going on for my entire day.
| | 00:37 | Below that, I have a mini view in which I
can click on a day and it'll take me right to
| | 00:42 | it in my calendar.
| | 00:45 | To get back to today's date, I just click on
the word Today and it takes me right back.
| | 00:52 | Now they are some more neat things I can do
with the Day-At-A-Glance sidebar and I can
| | 00:55 | do that right from my mail file.
| | 01:00 | In my inbox, Zoe has sent me an email that
she wants to do a phone call today at 5 p.m.
| | 01:05 | to go over tomorrow's schedule.
| | 01:08 | I can actually take this email message and click and
drag right over and drop it in my Day-At-A-Glance.
| | 01:15 | It's going to create a
new calendar appointment.
| | 01:18 | I can then change the time, according to
what she wanted, and you'll notice that the body
| | 01:23 | of the email came over in the description.
| | 01:26 | If there were any attachments,
those would've come over too.
| | 01:29 | I can click Save and Close, and you'll notice
that now it shows up in my Day-At-A-Glance.
| | 01:35 | It's on my real calendar too.
| | 01:37 | I can delete appointments from
the Day-At-A-Glance screen also.
| | 01:41 | I can simply right-click on any
appointment and choose Delete.
| | 01:46 | It's going to ask me if I'm sure I want to
delete it, if I click OK and now it's gone.
| | 01:52 | I encourage you to play around with the
different ways that calendar can be displayed to find
| | 01:56 | the one that you like best.
| | 01:58 |
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6. Sametime Instant MessagingInitiating a Sametime chat| 00:00 | It's hard sometimes to wait around for a
response by email when you just have a quick question.
| | 00:06 | Fortunately, you can quickly open up a chat
window from just about anywhere in Lotus Notes
| | 00:10 | to initiate a Sametime
instant messaging chat with someone.
| | 00:14 | There are the few ways to do it, but I'm going
to show you right now how to do it from the sidebar.
| | 00:19 | I'm going to click on my Sametime Contacts
panel heading, which is going to open up Sametime
| | 00:24 | sidebar, because Zoe Taylor has a green light
next to her name, I know she's available, meaning
| | 00:30 | she's at her desk using her computer right now.
| | 00:33 | All I have to do to initiate a chat is double-
click on her name and a chat window is going to pop up.
| | 00:42 | Once I get a response I can
simply type anything I want.
| | 00:50 | I can also format the text that I put in.
| | 00:53 | For example, if I type something and highlight
the phrase, I can boldface it, italicize it,
| | 01:00 | underline it, and I can click
on any these toolbar items.
| | 01:03 | I can increase the font size so
it's larger, and I can make it smaller.
| | 01:08 | If I mess up and don't know how to get back
to a situation where she can actually read
| | 01:12 | the text, I can always click on this button
to reset everything to the standard font.
| | 01:18 | If I highlight it again I can get a lot
more options by clicking on the large T, which
| | 01:23 | is text properties; I can change the font, the
size, whether it's underlined, and the color all in one go.
| | 01:33 | Or I could also change the color
right from the toolbar itself.
| | 01:38 | I can change the color of the text.
| | 01:41 | I can change the background color of the text.
| | 01:45 | I can also insert an emoticon, which is a
face that's a symbol for any sort of emotion I can want.
| | 01:51 | I can just click on this emoticon and it
gets dumped right into the chat window.
| | 01:57 | I can also paste hyperlinks
directly into the chat window.
| | 02:01 | I've already gone to my browser and
copy the URL right to the clipboard.
| | 02:05 | I can then go to Edit > Paste,
and it gets put right in.
| | 02:10 | In this case, I'm pasting a
Google map of Santa Barbara for Zoe.
| | 02:15 | Zoe can click on the link right from the
chat window and it'll take her to the site.
| | 02:20 | The last thing I can do with this chat window
is I can adjust these sliders so that I can
| | 02:25 | see more or less of the
area in which I'm typing.
| | 02:28 | If I put my mouse right where it turns into
a vertical bar at the bottom, I can click
| | 02:33 | and drag to slide the window.
| | 02:38 | I can also do the same thing to Zoe's chat
window to give me more or less room to do my typing.
| | 02:44 | When I am all done with my chat, I can
simply close out of the X and I'm done.
| | 02:49 | Now you can initiate a chat
anywhere you see this green light.
| | 02:53 | The green light means the Zoe is online.
| | 02:55 | So all I have to do is right-click on her
name, find her name from the dropdown list,
| | 03:00 | and select Chat and it
will open up a chat window.
| | 03:05 | There's a few things I
will need to look out for though.
| | 03:08 | I know I can chat to Zoe
because she is online right now.
| | 03:12 | But some other things that you want to
look out are some other status messages.
| | 03:15 | For example, if Zoe is away, her chat
symbol is going to turn into an orange diamond.
| | 03:22 | This means that she's not at her computer.
| | 03:23 | If she is in a meeting, you'll a
calendar icon next to her name.
| | 03:28 | If Zoe's at her computer, but she doesn't
want to be bothered by a chat window opening
| | 03:33 | up, she will set it to Do Not Disturb,
which is a circle with a white line through it.
| | 03:38 | So just remember, there are all sorts of ways
that you can initiate a chat with Sametime
| | 03:43 | instant messaging right in your Lotus Notes
client, but always look for the green light.
| | 03:48 |
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| Adding a Sametime group to a sidebar| 00:00 | If your company is quite large it could be
tough to find one specific person you're trying to chat with.
| | 00:06 | If you have a select group of people you work
with that you chat with frequently, you can
| | 00:10 | add them as a group so that
you can find them quickly.
| | 00:13 | There are two ways that you can add a group.
| | 00:16 | You can add a group that already exists in
your company address book or you can create
| | 00:20 | your own group and add as
many people that you want to it.
| | 00:24 | Let's start by adding a group
from your company address book.
| | 00:27 | We're going to click the New
button in your Sametime sidebar panel.
| | 00:31 | If you don't see that button, click on the
two downward arrows to the right of the panel
| | 00:36 | find New and select New Sametime Group.
| | 00:40 | We have two options: we can add a new
personal group or search for a public group.
| | 00:45 | I'm going to select search for a public
group and now it's gives me a search window.
| | 00:51 | I can type as much or as little as I need
and click Search. It found the group I was looking for,
| | 00:57 | so I can select it and click OK.
| | 01:00 | It tells me that my group has been added and
now I can see it on the right-hand side in
| | 01:06 | my Sametime panel.
| | 01:08 | As you can see, there's only
one person online in the group.
| | 01:11 | So they're the only ones that
are going to show up in that list.
| | 01:14 | I can add my own personal group. I'm going
to click on the two downward triangles again,
| | 01:19 | select New and choose New Sametime Group.
| | 01:23 | This time I'm going to select add a new
personal group. I can give it a name of anything I want.
| | 01:31 | When I'm all done, I click OK, and it
tells me that my group has been added.
| | 01:38 | As of right now, because I only
created the group there is nobody in it.
| | 01:42 | So now I can start adding all my contacts.
| | 01:45 | I can right-click on the
group and choose Add Contact.
| | 01:50 | It brings up a dialog box in
which I can look up a name.
| | 01:53 | I can type in as much or as little as I know.
| | 01:56 | I can click Lookup, and it's
going to find whoever it needs to.
| | 02:01 | I select their name, choose Add, and
it tells me they've been added to my group.
| | 02:08 | The dialog box stays up,
so I can keep adding users.
| | 02:13 | I select their name, click Add,
and it adds the second user.
| | 02:19 | When I'm all done I can
just close out of the window.
| | 02:23 | Now I have my own personal group with two people
that I try to talk with frequently on same time.
| | 02:28 | They are not online, so they're showing is
0 out of 2 people are currently online in this group.
| | 02:35 | If it anytime I ever need to add more users I
can simply go back to this group, right-click,
| | 02:40 | and choose Add Contact again.
| | 02:43 | If I decide I don't want somebody in this
group, I can right-click on their name and
| | 02:48 | choose Remove from Sametime Contact List.
| | 02:52 | It's asking me if I'm sure I want to
remove this user and I say Remove Selected.
| | 02:59 | My group remains, but without that contact.
| | 03:02 | I can also collapse all these groups, because
sometimes that they're quite long, such as
| | 03:07 | this list which contains 20 people in it,
I'll have to scroll to see all my lists.
| | 03:12 | I can collapse the groups by clicking the
blank twisty to the left of their name.
| | 03:18 | This way when I want to access it, I can just
click on the twisty to expand the list.
| | 03:24 | So now when you need to chat with
people quickly, you can find them easily.
| | 03:29 |
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| Changing availability status| 00:00 | Sometimes you are still working at your
computer desk, but you don't want to be disturbed by
| | 00:04 | a Sametime instant messaging.
| | 00:07 | You can change your status while at your desk,
so others know when you are available to chat
| | 00:11 | and when you aren't.
| | 00:12 | To change or your chat or to see what your
current status is, open up the Sametime Contacts
| | 00:18 | sidebar panel and look at the very top left.
| | 00:21 | It's going to tell you
what your current status is.
| | 00:23 | Right now, I'm available.
| | 00:26 | So anywhere that I sent an email to anybody
people will see a green light next my name
| | 00:30 | and know that they can initiate a chat with me.
| | 00:33 | I can click on the dropdown next to
Available and change my status to any of these four
| | 00:37 | options; I am Away, In a
Meeting and Do Not Disturb.
| | 00:46 | This is what it will look like from
my sidebar panel for other users.
| | 00:49 | There are a few preferences that we can do.
| | 00:52 | For example, to have our status automatically
change when certain conditions are met. We
| | 00:57 | can find these preferences by going to the
Lotus Notes Client General Preferences which
| | 01:01 | is right at the top of the
screen under the File menu.
| | 01:05 | We go to File > Preferences and find the
Sametime options on the left-hand side.
| | 01:11 | The first thing I want to show
you is some Auto-Status Changes.
| | 01:15 | For example, when these certain conditions
are met, such as keyboard and mouse inactivity,
| | 01:21 | or meetings scheduled in my calendar, we can
have our Lotus Notes client automatically set to away.
| | 01:29 | And we can actually change that by scrolling
down and choosing what status we wanted to change to.
| | 01:34 | For example, you could
change it to Do not Disturb.
| | 01:38 | You can also set the time it
takes for these statuses to change.
| | 01:42 | For example, if your keyboard or mouse has
been inactive for 20 minutes, it will change,
| | 01:48 | but we can change that.
| | 01:49 | You can make it more or less.
| | 01:51 | Something else you can do, is expand
this tab and go into the Calendar Service.
| | 01:57 | Your Sametime client can actually check
you Lotus Notes calendar for meetings.
| | 02:01 | If it finds meetings, it will
automatically change your status to away.
| | 02:05 | The next thing I want to show you is all the
way down at the bottom under the Status Messages section.
| | 02:11 | Here is where you can change
custom text for all your statuses.
| | 02:16 | You can also specify your default login status,
meaning when you start Sametime or start Lotus
| | 02:22 | Notes, what do you want your status to be?
| | 02:26 | If I want to change this text, I
can simply change any status I want.
| | 02:33 | I can also check the button underneath each
status to be prompted to edit the message,
| | 02:37 | every time you change to that status.
| | 02:41 | When you are all done, click on
Apply and your changes are saved.
| | 02:44 | I encourage you to explore the rest of the
options you have for your Sametime client.
| | 02:49 | In fact, depending on the type of Sametime
client that your administrators have set up,
| | 02:54 | you may have more or less options than these.
| | 02:57 | When you're all done, click OK, and
you'll be brought back to the main screen.
| | 03:02 | So now you don't have to log out of Sametime
to work at your desk and not be disturbed.
| | 03:06 | You can easily change your status and
control it at a pretty granular level.
| | 03:11 |
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|
|
7. Lotus Notes ApplicationsOpening an application| 00:00 | You may be called on at any point in time
to open an application that's not on your
| | 00:05 | workspace or on your
Bookmark bar in the Open list.
| | 00:08 | There may be no link to click on from an
email either, so here's the big question, how do
| | 00:13 | you find that application?
| | 00:15 | There are two ways.
| | 00:16 | The first way is if you know what server the
application you're looking for is on, we can
| | 00:21 | browse to find it.
| | 00:22 | We are going to go to the File menu right at
the very top left of your Lotus Notes client
| | 00:26 | and choose File > Open > Lotus Notes Application.
| | 00:32 | If we were looking for an app on our local
computer, we could just click on it right
| | 00:36 | in the Open Application dialog box, but
in this case we need to go to a server.
| | 00:41 | So I am going to click the black
dropdown next to the Look in prompt.
| | 00:44 | I only have one server in this list.
| | 00:47 | In case you have multiple servers, you would
either have to know what server you're going
| | 00:51 | to by asking administrator, or by already
knowing ahead of time what server of the app you are
| | 00:57 | looking for is located on.
| | 00:59 | This brings up a list of all
the applications on that server.
| | 01:03 | It sorts it by application
first, subfolders after.
| | 01:09 | So if you know that the application you're
looking for is in a subfolder, you'll need
| | 01:13 | to scroll all the way to the
bottom of the list to find it.
| | 01:16 | In this case, I'm looking for the
Product Inquiries application, and here it is.
| | 01:21 | So I select it in the list, and I can either open
it right away or if I think it's an application
| | 01:27 | that I'm going to be using
frequently, I can choose to Bookmark it.
| | 01:31 | So I can click the Bookmark button and now
it's going to can ask me where I want to put
| | 01:35 | it on my Bookmark bar.
| | 01:37 | I can put in a Product
subfolder that I created earlier.
| | 01:41 | My Favorite Bookmarks or if I want it to
right in the root of the list, I can just click
| | 01:46 | on the Bookmark bar, I
click on OK, and it's done.
| | 01:51 | Now, I can open it normally.
| | 01:54 | I found my database and I'm ready to go.
| | 01:57 | But let's say, you needed to open up this
application and you didn't know what server
| | 02:01 | it was on, you can still find it
without having to ask somebody.
| | 02:04 | We are going to use the Catalog, which is an
application in itself that contains a list
| | 02:11 | of all the applications on multiple servers.
| | 02:14 | We can get to the catalog by doing it the same
method, File > Open > Lotus Notes Application.
| | 02:23 | In this case, you should be able to pick any
server in this list and get to the catalog.
| | 02:29 | I am going to choose Domain
Catalog from the list and click Open.
| | 02:34 | This has brought me to a
list of all the applications.
| | 02:38 | From here, because this list is sorted, that
means that I can do a quick search on it.
| | 02:43 | This means I can simply start
typing and a dialog box will pop-up.
| | 02:49 | I know the name of my
application starts with a word Product.
| | 02:52 | I can type in as much or
as little as I need to.
| | 02:55 | If I hit the Enter key, it's going to take
me to the first occurrence of those letters.
| | 03:01 | Sure enough, this is the
application I'm looking for.
| | 03:04 | I can expand the twisty and it's
telling me that it's on the NorthEast server.
| | 03:09 | However, I can open it right
from here by clicking Open.
| | 03:14 | I found my database.
| | 03:16 | So knowing how to find the application on
your own will always be to having a way to
| | 03:20 | ask somebody every time.
| | 03:23 |
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| Printing views and documents| 00:00 | There are three different items you'll most
likely want to print from in Lotus Notes,
| | 00:05 | the contents of actual documents themselves,
a list of documents in a view and calendar entries.
| | 00:11 | We are going to go over
how to print each of these.
| | 00:14 | First, we are going to start
by printing actual documents.
| | 00:17 | I am using the Resource
Reservations database as an example.
| | 00:22 | I've expanded a few of these reservations
in the view to show you what it looks like
| | 00:26 | if you are actually going to print a document.
| | 00:29 | I can double-click and go into a
document and simply choose File > Print.
| | 00:35 | I choose my printer that I want to use from
the dropdown list, and now I can just click OK to print.
| | 00:41 | If I want to see what it's going to
look like, I can hit the Preview button.
| | 00:46 | I can click the plus sign zoom in and
just click Done when I am finished.
| | 00:55 | Now I can actually print multiple documents
quite quickly by selecting them in the View,
| | 01:01 | then I can go to File > Print, and this time,
because I'm in a View I get some special options.
| | 01:09 | There is a whole section called, What to Print,
in which it's asking me what I actually want to print.
| | 01:15 | Because I have documents selected, it's going
to take a guess that I want to print the actual
| | 01:20 | selected documents.
| | 01:22 | If I preview that, I can verify
that I had made the right selection.
| | 01:26 | In this case, I can keep clicking Next Page
to show that it's actually printing out the
| | 01:33 | different selections that I've made.
| | 01:35 | When I'm ready, I can
click OK and that will print.
| | 01:39 | Now there is some more options, because I'm
in a View, if I did want to print out that
| | 01:44 | View, there are several
different ways I can have it show.
| | 01:47 | The first option is, as laid out on screen.
| | 01:51 | This is going to print every single thing
that I'm seeing on the screen including the
| | 01:55 | left side Navigation pane.
| | 02:00 | This is useful if I'm trying to show somebody
what my screen looks like or if I need support
| | 02:05 | on an application.
| | 02:08 | I can print out each frame individually if
I need to see the left side of the pane and
| | 02:15 | the right side of the pane in different goes.
| | 02:19 | However, I can also print out the selected
frame only, which is only going to print the
| | 02:25 | one that I would actually have the cursor in.
| | 02:27 | This is useful if I just need a quick
screen grab of the one view that I'm in.
| | 02:33 | As you can see, I had it exactly the way I
wanted it with the certain documents expanded
| | 02:39 | and certain documents collapsed, and it only
takes up one page because it's just what we
| | 02:44 | saw on the screen.
| | 02:46 | Let's suppose I want to
print out the entire view.
| | 02:50 | As you can see from the right scrollbar
all the way down, this view is pretty long.
| | 02:54 | So if I Preview this, it's going to take up a
lot of paper but it will print out the entire view.
| | 03:03 | So those are your options for printing out
selected documents and your view choices.
| | 03:09 | The last thing that you are going to want
to print is your calendar, and we also get
| | 03:13 | some special options from your calendar.
| | 03:17 | I'm in my calendar, and I'm going to print it
out, so I am going to go the same way File > Print.
| | 03:24 | However, because I'm in my calendar,
I get some unique options.
| | 03:29 | I can print the calendar and I can
choose the style, such as Daily Style.
| | 03:35 | If I click Preview, I can
see what I am going to get.
| | 03:39 | It's going to show me a daily schedule with
timeslots of my entire calendar and it will
| | 03:45 | keep my to-dos up at the top of the list.
| | 03:50 | I can choose Weekly Style or Work Week Style,
which eliminates Saturday and Sunday from the list.
| | 03:57 | I can also choose the starting and ending
range of that list, and the timeslots that
| | 04:05 | I want to see on the calendar.
| | 04:09 | As you can see, it will start when I tell it to
and it includes the date range that I wanted.
| | 04:15 | Now there's some even
more fine-tuning I can do.
| | 04:19 | If I click on the Calendar Style tab, I can
control what I see, including the three month
| | 04:26 | banner at the top. Now it's gone.
| | 04:32 | Finally, there's one last
option I can do in the Print dialog.
| | 04:38 | I can actually print my
calendar to a document.
| | 04:41 | This is not going to send it to a
printer, it's going to send it to my screen.
| | 04:45 | As you can see, the printer is grayed out
and so is the OK button, because the only
| | 04:50 | thing I can do is preview it.
| | 04:53 | But I can actually choose a different week.
This is useful.
| | 04:57 | If I'm going away and I need to send
somebody else my schedule because now that it's on
| | 05:02 | my screen I can forward it.
| | 05:10 | So as you can see, Lotus Notes is quite
flexible in giving you all the options you need to
| | 05:15 | print all your documents.
| | 05:17 |
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| Copying and forwarding data into an email| 00:00 | Sometimes, views in Lotus Notes are so powerful
that you don't even need to go into the actual documents.
| | 00:07 | All the info you need is
right there in the view.
| | 00:10 | And sometimes you need to share
that information with somebody else.
| | 00:13 | So rather then just directing them to the view,
or trying to tell them where the application
| | 00:18 | is, wouldn't it be great if you could just
send them the data directly? We can do that,
| | 00:23 | and I am going to show
you a few different ways.
| | 00:25 | The first way is, sending them an
actual link to the document itself.
| | 00:29 | We don't even need to go into the document.
| | 00:32 | I've selected it in the view.
| | 00:33 | In this case, I am going to send Zoe some
links to the resource reservations database,
| | 00:38 | because she needs to see some data.
| | 00:41 | I've selected a document in the View, and
now I'm going to go to Edit, at the top menu
| | 00:46 | at the top of the screen,
Copy As > Document Link.
| | 00:52 | It copies it to the clipboard, even
though I don't see anything on the screen.
| | 00:56 | I can then go to a new mail message,
| | 00:58 | in this case, I've got one that I've already
set up, go to the Edit menu and choose Paste.
| | 01:05 | I can tell by the icon that this is a
document link, but I can also tell Zoe, she can just
| | 01:11 | come and click right on this link, and
it'll take her directly to the document.
| | 01:17 | I could also send her to the information
she wants in a few more different ways.
| | 01:21 | If I go back to the Rooms and Resources database, I
can send her a link directly to this application.
| | 01:28 | If I go back to the Edit menu and choose
Copy As > Application Link, I can then paste it
| | 01:36 | in the message itself, and tell her that
she can get to the application this way.
| | 01:44 | If it's a big application, and there are lots
of views, I can specifically send her a link
| | 01:49 | to the actual view that I
want in the application itself.
| | 01:52 | For example, if I go back to my Rooms and
Resources database, I want to direct her to
| | 01:58 | the Reservation By Date view.
| | 02:01 | I am going to open the view I want to
get to, click Edit > Copy As > View Link.
| | 02:08 | I can then paste that into the email.
| | 02:12 | Once again it gets a different icon.
| | 02:16 | Finally, I have the option to just send her the
data without having to send any particular
| | 02:21 | links to the application itself.
| | 02:24 | I can go to my view, expand the documents
that I want and select them by placing check
| | 02:30 | marks next to them.
| | 02:31 | I can then choose Edit > Copy As > Table.
| | 02:36 | Now when I go into my mail message, I can
Paste, and I'll see the actual contents of the view itself.
| | 02:46 | The best part is, it contains doc links
directly to the documents themselves.
| | 02:50 | So that if Zoe needs more information, all
she has to do is click on the link, it will
| | 02:57 | take her right to that document.
| | 03:00 | So application links, doc links, view links,
and copying as table are fantastic ways to
| | 03:06 | quickly get the right
information emailed to the right person.
| | 03:11 |
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| Getting help with applications| 00:00 | We all get stuck sometimes using new pieces
of software. The Lotus Notes client comes
| | 00:06 | with a few key places to
look for help when you need it.
| | 00:09 | There are two types of documents that are
unique to Lotus Notes and are also unique
| | 00:14 | to the type of application you're in; they
are called About This Application and Using
| | 00:19 | This Application.
| | 00:20 | They are found in the Help menu up at the
top of the client. I'm in my mail file right
| | 00:25 | now, and if I choose Help > About This
Application, I'm going to get a new window that pops-up
| | 00:32 | that's tells me a little
bit about the mail database.
| | 00:35 | You may not have one of these for every
single application you use, especially if it's one
| | 00:39 | that has been customized for your
company, but it's always worth trying.
| | 00:44 | I can also go to Help > Using This Application.
| | 00:48 | This is going to be a little more in depth
and it's going to tell me some key factors
| | 00:52 | in the application I'm using,
| | 00:54 | for how to use it. When I'm done, I can simply
close out and I get brought back to the mail file.
| | 01:00 | I can also use something
called Contextual Help.
| | 01:04 | This is, if I need help in a certain
application I'm using, in a certain spot, I can press
| | 01:10 | F1 and a pop-up dialog will come up with
specific help according to the task I'm trying to do.
| | 01:17 | For example, if I'm trying to create a new
folder by clicking the dropdown in the Action
| | 01:22 | bar and choosing Create Folder.
| | 01:25 | If I get stuck, I can simply hit the F1 key
on my keyboard and it'll pop up a window with
| | 01:32 | specific help how to create or delete folders.
| | 01:36 | I can read it and then simply
close it out when I'm done.
| | 01:41 | The last place I can look for
help in the actual Help File itself.
| | 01:45 | And I can find that by choosing Help; it's
much easier if I go right to the Search bar,
| | 01:52 | I can then type what I'm trying to do.
| | 01:57 | I can select Go, and it'll take me to all
the local results, I can click on the one I
| | 02:03 | want and it opens up right in the side pane.
| | 02:06 | When I'm done reading the help that I
need, I can simply close out of it.
| | 02:11 | So don't forget to try that F1 trick, it will
actually work on most of your Windows applications as well.
| | 02:17 | Always hit F1 to see what help pops-up.
| | 02:20 |
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|
|
8. Working OfflineUnderstanding replication| 00:00 | Replication is a Lotus Notes term that keeps
your local versions of applications and mail
| | 00:05 | in sync with their counterparts on the server.
| | 00:09 | You may not have any local
applications or mail, and that's fine.
| | 00:12 | It's usually a company policy decision.
| | 00:15 | However, because you're accessing files directly
from your computer's hard drive locally, instead
| | 00:20 | of a network server, it's usually a little
bit faster to work on a local replica. Not
| | 00:25 | to mention, you can access it when you're offline,
or not connected to any Internet or network.
| | 00:31 | So let's find out if we have a
local replica of our mail file.
| | 00:34 | We are going to start by
going to the workspace.
| | 00:37 | I am going to go to the Open list,
choose Applications and select my Workspace.
| | 00:43 | My Workspace is a listing of all my database
icons and the names of the servers that they're on.
| | 00:49 | Here's my mail file, I can see
that it's on the NorthEast server.
| | 00:54 | Before I can access the menu to see if I have a
local replica, I need to enable Advanced Menus.
| | 01:00 | I am going to go up to the View menu, and
select Advanced Menus, or at least make sure
| | 01:05 | it has a check mark next to it.
| | 01:07 | I can right-click on my mail file,
select Replication > Find Replica.
| | 01:14 | I am going to choose Local as the
server, meaning my local computer.
| | 01:19 | I click on OK, and sure enough, if I have a
Local Replica, it's going to populate and
| | 01:25 | stack right on top of the NorthEast one.
| | 01:28 | I can toggle back and forth between each
replica, by choosing this top right gray arrow.
| | 01:34 | From here, it's going to tell
which one I'm currently working on.
| | 01:38 | Right now I'm on the Local version, but I
can select NorthEast, open it up, and now I'm
| | 01:44 | on my Server version.
| | 01:46 | The two replicas should stay in sync,
provided I have a schedule enabled, or I replicate
| | 01:51 | frequently, which we'll talk about later.
| | 01:54 | Let's look and see if I have a
local replica of my Domain Catalog.
| | 01:59 | I right-click on the application, choose Replication >
Find Replica, look for my Local server and click OK.
| | 02:08 | In this case, I don't have one.
| | 02:11 | Here's my Product Inquiries application.
| | 02:13 | According to this, I only have a local replica,
but let's find out if there's one of my home
| | 02:20 | server, which is NorthEast.
| | 02:21 | I'll right-click, select Replication > Find
Replica, and this time from the dropdown menu,
| | 02:29 | I am going to choose NorthEast.
| | 02:31 | If I click OK, all of a sudden, the
application has stacked on top of my local one.
| | 02:38 | This means there was indeed a replica of the
Product Inquiries application on the NorthEast server.
| | 02:45 | So knowing how all the pieces fit
together will make working offline easy.
| | 02:50 | You never know when you'll be on a business trip
and will need to continue working on the plane.
| | 02:54 | Now you know how to toggle back and forth
between a local replica and a server version.
| | 03:00 |
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| Creating applications for offline use| 00:00 | You may need to create a local replica of a
database, such as your mail file or Production
| | 00:06 | application, in case you're
traveling and need to work offline.
| | 00:09 | We're going to go over how to create
offline replicas of your applications.
| | 00:14 | It's important to note, that your company may
have a policy in place about creating offline
| | 00:18 | applications and putting
them locally on your computer.
| | 00:21 | So you'll need to check with your
Administrator before doing this.
| | 00:24 | I am going to start by opening my application,
choosing File > Application > Make Available Offline.
| | 00:33 | This brings up a dialog box in which it's going to
ask me when I want to create the local replica.
| | 00:39 | I can either create it now or at
the next scheduled replication.
| | 00:43 | In this case, I don't actually have replication
scheduled yet, so I am just going to go ahead
| | 00:48 | and create it now.
| | 00:49 | I can choose some options for this application,
such as, if I go to this Space Savers tab,
| | 00:56 | I can select a certain view
that I want to replicate.
| | 00:59 | I'm going to click Cancel though, because
this database isn't very large and I don't
| | 01:04 | have to worry about saving space.
| | 01:06 | I can see here that the source
application is only 3 MB, so it's pretty small.
| | 01:12 | You may want to use caution though, if
you're replicating a large database, such as one
| | 01:16 | that's a gig or more, or even a little bit
less than that, the first time you replicate,
| | 01:21 | it's got to bring all those
changes back down to your computer.
| | 01:25 | So it will take a while.
| | 01:26 | I'm going to go ahead and click OK and
it's going to start making my replication.
| | 01:31 | If I want to check the status, I can go to
the Open List and go to the Replication Tab.
| | 01:38 | Now I can see the replication was last run
at 1:25 PM today and it brought down all the
| | 01:44 | changes down to my local computer.
| | 01:46 | If I want to access the database, I can
access it from my Workspace or the Open list.
| | 01:53 | I can right-click on the application, chose
Open Replica and toggle back and forth between
| | 01:59 | server replica and the local replica.
| | 02:03 | I can also make changes on the local replica,
save those changes, and then send them back
| | 02:09 | up to the server.
| | 02:11 | To send them back up, I click on the Open
list and go back to my Replicator tab, highlight
| | 02:17 | the application and choose Start Now.
| | 02:21 | I can see that replication finished and it
sent my one change back up to the server.
| | 02:27 | So now I have my local
replica that I can work on offline.
| | 02:30 | I can send the changes back up to the server
and I can get the most recent version back
| | 02:35 | from the server, so no matter where I go, I
can work offline and always stay in sync.
| | 02:41 |
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| Setting a replication schedule| 00:00 | We can send the changes to a local application back up
to the server by manually triggering replication.
| | 00:07 | However, we can also tell Lotus Notes to
replicate on a schedule that we specify.
| | 00:12 | This way we can be sure we'll always have an
up-to-date version of our application without
| | 00:17 | actually having to remember to replicate.
| | 00:20 | To enable scheduled replication we need to click
on the Open list and go to Replication and Sync.
| | 00:27 | If we wanted to trigger a manual replication,
I know I can just click on the application
| | 00:31 | and choose Start Now.
| | 00:34 | But instead we're going to go
over to the Schedule button.
| | 00:37 | Now it's important to note that this schedule
is only going to be in effect for the current
| | 00:42 | location that we're currently in.
| | 00:44 | I can see what location I'm in by going to
the bottom right-hand side of my Notes client.
| | 00:49 | For example, right now I'm
in the Online location.
| | 00:52 | It's even going to tell me on the top
right that these options are for Online.
| | 00:57 | So if I frequently use another location, I'm
going to have to go in and set a schedule
| | 01:01 | for that location also.
| | 01:03 | If I click the Schedule button, the first
thing I need to do is set the schedule.
| | 01:09 | I can set two different schedules from my normal
priority databases and my high-priority applications.
| | 01:16 | I can choose the time range
that it's going to replicate.
| | 01:19 | It's important to note that no matter what I
put in this range it's only going to replicate
| | 01:23 | during those times that my
Notes client is actually open.
| | 01:27 | I can narrow this window or widen it if I want.
| | 01:30 | I'm going to use the
sliders and change the time.
| | 01:35 | I can also change the repeat interval.
| | 01:38 | Right now it's set to trigger
replication every 60 minutes.
| | 01:41 | I can make that smaller or longer.
| | 01:44 | I'm going to replicate every two hours.
| | 01:47 | Next, I need to choose the days of
the week that I'm going to replicate.
| | 01:51 | I'm going to make my high-
priority schedule a little different.
| | 01:55 | The hours are going to be the same; however,
I'm going to change the repeat interval.
| | 02:02 | So instead of every 60 minutes, it's
going to replicate every 20 minutes.
| | 02:09 | I'm going to set my days.
| | 02:10 | There are some other triggers I can do.
| | 02:12 | For example, I can have replication happen
every time I launch the Notes client or every
| | 02:17 | time I close the Notes client.
| | 02:19 | I can click OK when I'm done, and then I can
verify that I have scheduled replication enabled
| | 02:26 | by clicking back on the Schedule button.
| | 02:29 | Right now, I can check this button if I
want to disable scheduled replication.
| | 02:35 | Anytime I want to verify that my replication is
working as designed, I can select Open > Replication
| | 02:42 | and Sync, and check down at
the bottom of the screen.
| | 02:47 | It's going to tell me; number one, if
replication is in progress, but it's also going to tell
| | 02:51 | me the last time it ran and the
next time it's scheduled to run.
| | 02:56 | This way I can make sure
everything is going as planned.
| | 02:59 | So now I can always have an up-to-date version
and I won't have to remember to manually replicate
| | 03:04 | to make sure I stay in
sync with my applications.
| | 03:07 |
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ConclusionGoodbye| 00:00 | I hope you have found plenty of tips and
techniques to help you quickly start using Lotus Notes.
| | 00:05 | If you would like to check out more resources for
Lotus Notes, explore the Lotus Notes and Domino wiki.
| | 00:11 | You can also find me on Twitter
with the username of @NerdGirlJess.
| | 00:15 | That's for watching Up and
Running with Lotus Notes.
| | 00:18 |
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