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Lotus Notes R7 Computing Resource Center

University of Nevada, Las Vegas


Table of Contents

Lotus Notes Basics

What is Notes used for? ................................................................................................................. 1


Moving Around in Notes ............................................................................................................... 1
Email ............................................................................................................................................ 2
Sending an Email ............................................................................................................... 2
Mail Notification................................................................................................................ 2
Window State……………………………………………………………………………..3
Autosave………………………………………………………………………………….3
Personal Address Book .................................................................................................................. 4
Add a Contact .................................................................................................................... 4
Create a Group ................................................................................................................... 4
Synchronize Address Books……………………………………………………………...5
Using Your Calendar .................................................................................................................. 6-7
Scheduling Meetings.......................................................................................................... 7
Creating a Calendar Entry.................................................................................................. 7
Using the Help Menu ..................................................................................................................... 8
Contents ............................................................................................................................. 8
Index .................................................................................................................................. 8
Search................................................................................................................................. 8
Basics
Lotus Notes R7

What is Lotus Notes used for?


• Sending and receiving information (email)
• Storing contact information (address book)
• Scheduling meetings and events (calendar)
• Organizing tasks and lists (to do list)
• Send an instant message
• Browsing the web

Moving around in Lotus Notes


After entering your Lotus Notes password, you will see the Welcome Page. You can cus-
tomize the page to your preference. The image below explains what you will see upon
starting the R7 client.

Window Tabs make it con- These Navigation Buttons are used to


The Menu Bar and the Tool- venient for you to switch from navigate among open pages of databases
bar lets you perform various one open document or data- or Web pages. Button functions include
actions within Notes. base to another. back, forward, stop, refresh, and search.

Browse the Inter-


net by typing in a
web address into Customize your Welcome
the Address Bar. Page by clicking here.

To learn more about Lotus


Notes R 7 interface, scroll
The Bookmark Bar contains all
through the Tip of the Day.
your created links that point to
Notes or Internet elements such
as e-mail, calendar, databases
and Web pages

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Basics
Lotus Notes R7

Email
To begin composing or viewing email, you will first need to access your Inbox. To do this,
click on the inbox icon on the Notes Bookmark Bar. You will now be at your Inbox.

**Note: Use the View Unread button to quickly scan all new mail.

Sending an Email
1. At your Inbox, click the New Memo button. This will open a new blank email.
2. At the To text field, type in the email address of the person to
whom you would like to send the email,
OR
Click the Address button and select the person from the UNLV
Address Book or from your Personal Address book.
3. In the Text Area type your message. When you are ready to
send your email, click the Send button.

Mail Notification
Notes gives you the capability of having the program notify you when you receive email. This notification will
consist of a message on the screen, a noise, or both. The fol-
lowing lists the steps to set mail notification.
1. From the Menu Bar, click File -> Preferences -> User
Preferences. This will open the User Preferences dialog
box.
2. Click the Mail button to expand the menu tree. General
should now be highlighted.
3. In the Receiving section of the dialog box, determine
how often you would like Notes to check for new mail.
Five to Fifteen minutes is a good increment. Be sure the
Check for new mail box is checked.
4. If you would like a dialog box to appear when you re-
ceive new mail, select Show a popup in the When New
Mail Arrives section of the dialog box.
And/Or
If you would like a sound to play when you receive new mail, select Play a Sound. Click the Browse but-
ton and select a sound from the list. Click OK.
5. Click OK at the User Preferences dialog box to exit.

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Basics
Lotus Notes R7

Window State
You may choose to open the same tab arrangement every time or open to the last arrangement prior to closing.
To set up a Specific Window State (each time you launch Notes, the same windows appears):
1. First, open and arrange the tabs that you desire to see when Notes is first opened (i.e. inbox and calendar).
2. Click File -> Save Window State.
To undo a Window State:
1. Click File -> Clear Saved Window State.

To save the CURRENT window state each time you exit:


1. Click File -> Preferences -> User Preferences.
2. Under the Basics panel, click Save window state on exit.

**You can easily close all open Notes Windows Tab at one time. Click File -> Close all Open Window Tabs

Autosave
Autosave helps to protect and recover your work in progress if there is a
computer failure.
1. Click File -> Preferences -> User Preferences.
2. Under Startup Options, select “AutoSave every 15 minutes”. You
can change the interval between saves to the number of minutes you
prefer.
3. Click OK.

**Once you have enabled Autosave, you may save at any time by clicking File -> Autosave -> Autosave
now.

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Lotus Notes R7

Personal Address Book


In Lotus Notes, there are two different Address Books. The UNLV Name and Address Book (NAB) is stored
on the Domino Servers. It consists of a listing of those on campus that have Lotus Notes mail and Pioneer
mail. The Personal Address Book is stored on your local workstation. It consists of contact entries you create.
Contact documents contain information for that entry, such as name, address, telephone number, and e-mail
address.

In order to access the personal address book, click on the Personal Address Book icon on the Notes Bookmark
bar.

Add a Contact
You can add a contact manually by following the steps below.
1. At your Personal Address Book, click on New button, select Contact
from the menu list. This will open a new blank form.
2. Enter the details and save the document. Notes requires a last name
and email address only for all contact entries. Remember to put in an
e-mail address! You can add additional information as needed.

OR

You can add a contact by choosing to add the sender of an e-mail directly
into your address book.
1. Select a message from your inbox.
2. Click on the Tools button.
3. Select Add Sender to Address Book from the drop-down list.
4. Click OK to exit.

Create a Group
In Notes, groups can be created in order to send the same message to multiple people at the same time. This
is a great tool if you consistently send email to everyone in your department, committee or other group.

1. In your Personal Address Book, click New and choose Group from the
drop-down list.
2. In the Group Name field, enter the group title.
3. In the Description box, enter a brief description for your record.
(Optional)
4. In the Members field, click on the drop-down arrow to the right.
5. The Select Names dialog box will appear. Choose the UNLV’s
Address Book.
6. Select the name you would like to include in the group. Click Add.
7. Repeat step 6 until you have added all of the people you would like
to include.
8. Click Ok.
9. Click Save and Close to exit.

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Lotus Notes R7

Synchronize Contacts
Sharing the contacts with your Client via the Web is easy.
1. In your Inbox view, click Actions -> Synchronize Address Book.
2. All personal contacts are now available online.

**Any time you make changes to your address book, you will need to per-
form the steps listed above. Note this option is not available while you
have the address book open.

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Lotus Notes R7

Using Your Calendar


To access your calendar, you will need to click the calendar icon on your Bookmark Bar.
There are five different calendar entries you may record in your calendar. Each has a unique purpose.

Entry Type Purpose


Appointment To schedule a period of time for yourself
Meeting To invite others to a meeting for a specific period of time
Anniversary To schedule an annual date, such as a birthday
Reminder To remind yourself of some task at a specific time
All Day Event To schedule an engagement that occurs over a period of days

Scheduling Meetings
1. Before creating your calendar entry, you will need to determine what type of entry you
will be creating. If you would like to create a meeting, click the Schedule a Meeting
button.
2. In the Subject box, enter the subject of your meeting.
3. In the Starts and Ends field, click From the calendar, click on the date of the meet-
ing.. Use the arrows on top of the calendar to navigate OR type in the date of the meeting.
4. Click and select the start and end time of your meeting. Drag the clock to the time you
want, or you may also type in the meeting time. When complete, click the check box in the bot-
tom left corner of the time list.
5. The Invitees fields allows you to select the users you would like to invite to your meeting.
Click to enter names by using the Select Addresses dialog box. At the
Look In drop down menu, choose the address book you would like to use
(the UNLV Address Book, your personal address book, etc).

• Required: These people receive a meeting invitation which includes response


options (Accept, Decline, Delegate, Propose new time, Tentatively Accept).
• Optional: These people are considered optional participants but do receive a
meeting invitation which includes the same response options that required par-
ticipants receive.
• FYI: These people receive an information-only notice of the meeting.

6. In the Where section, type in the location of the meeting, the name of the room you want the meet-
ing to take place, and the name of the resource that you want to reserve for the meeting.
7. Click on the Scheduler to see when the people, rooms, and resources are available for the meeting.
8. In the Description field, type in any details that you would like about the meeting. You may also
include attachments.
9. Click Save & Send Invitations. An email has been sent to the users you have selected and the
meeting has been placed in your calendar.

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Basics
Lotus Notes R7

Creating a Calendar Entry

Creating a calendar entry is similar to creating a meeting. The main difference is you will not be “inviting”
anyone to your event.
1. At your calendar, click New and select the type of entry you would like to make.
2. Now you should be in your calendar entry view. In the Subject box, enter the subject of
your calendar entry.

3. In the When section, select the calendar entry’s Starts/


Ends date and time.
4. In the Where section, enter the location of your meet-
ing.
5. In the Categorize section, select or type in a meeting
categorize. (Optional)
6. In the Description section, you can enter meeting infor-
mation (such as text or attachments) in the description
field located at the bottom of the form.
7. Now that you have entered all the calendar entry information, you have
several additional options to choose from.
• Select Pencil In if you would like the scheduled time to appear free
to the users who have included you in their group calendar.
• Select Mark Private if you do not want users who have access to
your calendar to see the details of the event.
• Select Notify Me if you would like to be notified of the event with
an audible and/or visual message. Click on the Alarm Clock to
open up the Alarm Notification Options dialog box.
♦ In the Alarm will go off box, select when the notification
will be displayed.
♦ If you would like a sound to play, click Play Sound, and
press the Drop down menu to select the sound from the list.
AND/OR
Select Send mail notification with subject, if you would like
an email sent to yourself and other meeting attendees. Se-
lect the Address Book button to select people from the Ad-
dress Book to whom you would like the email to be sent to.
♦ Click OK to exit.

8. Once you have made all of your selections, click the Save and Close button. The New
Calendar Entry window will close and the entry will appear in your calendar.

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Basics
Lotus Notes R7

Using the Help Menu


Notes provides a very useful Help system. When in need of help, there are three ways in
which you can look for the answer to your question.
Contents— Groups topics by category.
Index—Lists all topics alphabetically by keyword.
Search—Allows you to search for your own word or phrase.

Contents
1. Click Help -> Help Topics. This will open the Help Menu as seen at right.
2. Click the Contents button in the Notes Help Dialog box.
3. To select a topic, click on the green triangle. This will expand the Help menu and may
list more selections from which you may choose.
4. At some point, the triangle will point down. This indicates there are no more options
within the topic. Clicking on this triangle will collapse all subtopics, so only the Main
topic is visible.
5. Select the topic which best matches your inquiry. The help instructions will appear in the
right side of the box.

Index
1. Click Help -> Help Topics.
2. Click the Index button in the Notes Help Dialog box. An alphabetized list of all Notes Help topics are
listed. The green triangles are back as well.
3. Scroll through the list until you find the topic you are looking for.

Search
1. Click Help -> Help Topics.
2. Click the Search button in the Notes Help Dialog box.
3. In the Search box, type key words which your are searching for. For example,
if you would like to learn to print a calendar, type print calendar.
4. Click Search. Notes will search for matches and display your results.
5. Select the topic which best matches your inquiry. The help instructions will
appear in the right side of the box.

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