Join Jess Stratton for an in-depth discussion in this video Reading mail, part of Up and Running with Lotus Notes.
With so many people emailing us for all sorts of reasons, there's nothing basic about reading email today. With Lotus Notes, we've got some great options for customizing the way our inbox looks. Right now, we're looking at our basic inbox, with no Preview pane; meaning, to access any of these messages, we have to double-click on them, and that will bring up the contents of the email. I can close the X, and it will bring me back to my inbox, and we can move on to the next email. However, if we want the Preview pane, on the right-hand side of the screen where it says Show, we've got some options.
We can preview the messages on the bottom of the screen, or we can preview them on the side of the screen. It's up to us which one we want. Now at the border, where the Preview pane meets the inbox, if I hover my mouse right in the middle, it says Drag to resize. And I can hold down the left mouse button, and move it from left to right, and get it to a position that I like it best to be able to read my email messages. For the rest of the exercise though, we are going to turn the Preview pane off.
Something else that we can do is view conversation threads. If you'll notice, there's a very long conversation going on between me and Zoe Taylor about a new product inquiry. Now I can keep all these in my inbox if I need to, or I can view them in a conversation thread, and only have the last email visible, while they're all still there. If I go back up to my Show menu, and click Conversations, it collapses the entire conversation into one nice thread.
So if I can expand the twisty, I can see the whole conversation, double-click on an email, and just see what she wrote for the last one. If I'm done, I can collapse the email, go back up to my Show menu, and click back on Individual Messages, instead of Conversations. And now, it brings them all back as individual messages in my inbox. Something else that I can do, if I want to come in, in the morning and quickly scan all my unread emails, I can only show unread messages.
If I click back on Show, and select Unread Only, it's going to hide all the email that I've already read, and only show me the unread ones, which are designated by being in bold font. As I read them all, and close out of the email, it disappears from the view. So you may notice that after a while your inbox is going be empty. But don't panic. It just means that you've read all your messages. So if I click back on Show, and uncheck Unread Only, it will bring everything back again, just the way they were.
Lastly, we can change the sort options in our inbox. If I come to all these column headers, there are little triangles beside them all. That means that I can change the sort order of that particular column. I can sort by Who, Subject, Date, because sometimes we want our new messages to appear at the top of the screen, and sometimes we want the new ones to appear at the bottom. We can sort by Size, so that we can see all our large messages at the top. We can sort by which messages have attachments designated by the Paperclip Icon, and I can even sort by the Response Icons of the emails.
The little green arrows mean that it's been replied to, and the little blue arrow next to the green one, means that it's been forwarded to as well. But any time I can hover the mouse over these icons and they'll tell me what they mean. So play around with all these options, and soon you'll figure out which ones work best for you to get the inbox just the way you like it.
- Reading mail
- Searching and organizing mail
- Formatting messages
- Setting up an out-of-office reply
- Adding contacts
- Creating meetings, appointments, and reminders
- Adding a Google calendar to Lotus
- Adding a widget to the sidebar
- Using Sametime chat
- Opening Lotus Notes applications
- Working offline