Tin học: ST Lotus note basics

Lotus Notes 7 Basics
Dale Carnegie & Associates, Inc.
62nd Annual International Convention
Acapulco, Mexico
December 5th – 8th, 2007
!
http://www.mediafire.com/?zkyay81r725ys80
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Table of Contents
http://www.mediafire.com/?zkyay81r725ys80
Creating E-mail Page 3
Formatting Text & Highlighting Page 4
Attachments Page 5
Using File Attachments Page 6
Delivery Options – Basics Page 7
Delivery Options – Return Receipt, Prevent Copying & More Page 8
Spell Check & Personal Dictionary Page 9
Installing a Foreign Language Dictionary Page 10
Advanced Delivery Options – Reply To & Reply By Date Page 11
Replying to E-Mail Page 12
Replying to E-Mail – Follow Up Page 13
Replying to E-Mail – Copy Into Page 14
Tools – Basics Page 15
Tools – Letterhead Page 16
Tools – Signature File Page 17
Tools – Color Coding Incoming Mail Page 18
Tools – Color Coding Calendar Entries Page 19
Tools – Message Marking Page 20
Mail & Calendar Delegation Page 21
Out of Office Auto Reply Page 23
Creating a Phone Message Page 25
Creating Stationery Page 26
Sorting & Searching Your Mail Page 27
Calendar Cleanup Page 28
Importing Holidays Into Your Calendar Page 29
Customizing a View & Closing All Windows Page 30
Creating Mail Folders Page 31
Managing Spam Page 32
Managing Spam – Blocked Senders List Page 33
Creating Rules Page 34
Autosave Page 36
Personal Address Book – Adding Contacts Page 37
Personal Address Book – Sorting Contacts Page 38
Personal Address Book – Adding Groups Page 39
Changing Your Password Page 40
Locating Databases Page 41
Using Databases – Discussion Databases Page 43
Using Databases – Franchisee Directory Page 44
Using Databases – Product & Solutions Library Page 45
Using Databases – Registrations for Marketing Page 46
Using Databases – Custom Databases Page 47
iNotes Page 48
Replication Page 50
Contact Information Page 52
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Creating E-Mail
Open your mailbox and click on New Memo.

Mail Buttons

Send: Will send the finished message to the specified recipients.
Send and File: Will send the message and then ask you where you would like to save it.
Save as Draft: Will save the message without sending it, into your “Drafts” folder.
Address: Will show you a list of your address books and allow you to choose a name to send the message to.
Delivery Options: Allows you to choose delivery options such as spell check and return receipt.
Follow Up: Allows you to flag email that will need further action.
Show: Will expand a public group so that you can see who the members are.
Tools: Allows you to insert a signature file or save the current message as stationery, for repeated use.
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Formatting & Highlighting Text
Fonts: You can create your e-mail messages in any color, font or style. To change the default, click on Text, Text Properties. You will see a pop up box like the one above. Select the font, font size, style and color that you would like. When you have done that, close the box and type your memo.
Highlighting: You can highlight text, by clicking on Text, Highlighter and the color that you want. Your cursor will change into the shape of a pen, and you can drag it over the text you want highlighted. To remove the highlighting, click at the end of the word and move your cursor to the left.
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Attachments
You can attach files in an e-mail. When you attach a file, you’re attaching a copy of it, so the original will not be affected.
In your mailbox, Notes displays a paperclip to the left of the subject on those memos that contain file attachments.
To attach a file
Click anywhere within the body of the e-mail.
Click on File, Attach
Select the file’s drive and directory and then select one or more files. (You can select multiple files by holding down the CTRL key while clicking once on each file name.)
Click on Create.
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Using File Attachments
To save an attached file
To save one file, double click on the attachment and click on the Save button. To detach all files, right click on any attachment and click on Save All.
Specify the drive and directory to store the file(s)and click on Save.
To open an attached file
Double click on the attachment and click on the Open button. This will allow you to view the files, but any changes you make will not be saved.
To edit an attached file
Double click on the attachment and click on the Edit button. After saving the changes, be sure to save the Notes Document or the changes will be lost.
To view an attached file
You can view the contents of a file without using the software program the file was created in. Double click on the attachment and click on the View button.
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Delivery Options - Basics
Importance: The Low and Normal Importance settings will not display any additional information, but if you choose High, your e-mail will arrive with a red exclamation point next to it in the recipient’s mailbox.

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Delivery Options - Return Receipt, Prevent Copying, Auto Spell Check & More…
Prevent Copying: If you choose the Prevent Copying option, the recipient of your memo will not be able to forward it to anyone else, or Reply with History. In addition, they cannot highlight and copy the text, to paste into a new memo nor can they print it.
Auto Spell Check: Spell check will run when you click on the Send button for this memo only.
Do Not Notify Me if Recipients are Running Out of Office: If someone within our Lotus Notes network is running their out of office agent, you will not receive their automated message. This is useful when sending out email to large groups like DC Notes Users.
Do Not Expand Personal Groups: If you’re sending out an email blast using a group in your personal address book, this is a very good thing to use. It will keep the email addresses confidential.
Return Receipt: You will receive an e-mail stating that your message has been opened by the recipient and the time that it was opened.
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Spell Check & Personal Dictionary
When spell check finds a word that it doesn’t recognize, you will get a pop-up box like the one below. It will offer suggestions that you can highlight and choose to replace the word you typed or you can click on the Add button to add it to your personal dictionary. By doing that, it will never come up as an error again. You can also choose to Skip the word, or Skip All occurrences of the word. Also, under Spelling Options, you can specify that words in Uppercase or words containing numbers are ignored.
You can manually add words to your personal dictionary by going to File, Preferences, User Preferences, International, Spell Check, Edit User Dictionary.
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Installing a Foreign Language Dictionary
Switching to a Different Language Dictionary

You can switch language dictionaries when spell checking a document. You must install the language dictionaries from the Notes CD before you can switch language dictionaries. The language dictionaries are recognized by the file extension DIC, and they are located in your Notes/Data directory.

You can also specify a supplemental dictionary, which is a dictionary containing terms for a specialty such as medicine. Notes will check this dictionary for terms in addition to your primary language dictionary.

To Install All Language Dictionaries

Insert the Notes CD.
Choose Start, Programs, Windows Explorer.
Open the CD ROM folder and then open the Client folder.
In the Client folder, open the Apps/Dictionaries folder.
Double click Dictionaries.exe.
Enter the location of your LotusNotesData Directory and click Unzip.

To Choose a Language

Choose File, Preferences, User Preferences.
Click International, Spell Check.
Click the Install Dictionary button.
Select a language from the "Select Language/Dictionary" list and click OK.
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Advanced Delivery Options - Reply To, Reply By Date
Reply By Date: Notes adds a line to your e-mail asking the recipient to reply by the date you specify and adds the message to the recipient`s To Do view.
Reply To: You can specify who you would like the recipient to reply to. It will appear on your letterhead and when the recipient hits the Reply button, it will automatically be addressed to the person you specified. (This works with internet mail as well.)
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Replying to E-Mail
Mail Buttons

Reply: Clicking on Reply gives you the following options:
Reply
Reply with History
Reply without Attachment(s)
Reply with Internet-Style History
Reply to All: Will Reply to everyone listed on the original e-mail.
Reply
Reply with History
Reply without Attachment(s)
Reply with Internet-Style History
Forward: Will forward the e-mail message you have open to whoever you specify.
Forward
Forward without Attachment(s)
Internet-Style Forward

Delete: Will mark the memo for deletion.

Follow-up: Allows you to flag an e-mail, add comments and set an alarm to remind you when to follow up.
Quick Flag
Add or Edit Flag
Remove Flag
Folder: Allows you to move the current item into an existing folder, or to move it to a folder that you will create.
Copy Into New: Allows you to copy an email directly into a folder, a new calendar entry or a to-do item.
Tools: Allows you to set signature, letterhead and calendar preferences, check delivery information, add sender of the current email to your personal address book, block future email from sender of current email, set an out of office notice and mail rules, and reply using stationery.


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Replying to E-Mail – Follow Up
By clicking on the Follow-up button in an e-mail you’ve received, you are able to assign a flag to it based on urgency, add a comment and set a reminder alarm.
Once you set a flag, the e-mail will look like this in your Inbox:
When you open the flagged e-mail, it will look like this:
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Replying to E-Mail – Copy Into
You can copy an e-mail directly into a calendar entry or to do item.

Copying an e-mail into a new Calendar Entry

Open up the e-mail that you would like to copy, click on the `Copy Into New` button on your toolbar and choose `New Calendar Entry`.
2. Choose one of the following options and click on the `OK` button.:
Copying an e-mail into a new To Do Item

Open up the e-mail that you would like to copy, click on the `Copy Into New` button on your toolbar and choose ‘New To Do’.
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Tools - Basics

From your inbox, click on Tools, Preferences
Spell Checking – Clicking here will automatically run Spell Check for every memo that you create, when you hit the Send button.

Soft Delete – Allows you to set the amount of time deleted items stay in the trash before they are automatically removed.

Blank Subject Warning - It is a good idea to put a checkmark in this box. If you do not, you will receive a pop-up prompt every time you send an email with a blank subject line.

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Tools - Letterhead
Letterhead: On the Letterhead tab, scroll through the different types of letterhead. Choose the one you would like to be the default for your memos and click on OK. You can go back and change it at any time.
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Tools - Signature File
You can add a customized signature file to all of your memos. From your Inbox, click on the Tools button, Preferences, Signature. Fill in the signature box with the text you would like to appear. (Be sure to leave a couple of blank lines at the top!) Click on “Automatically append a signature to the bottom of my outgoing mail messages” and then click on OK.
Instead of adding text, you can attach an HTML or image file (.jpg, .gif) as your signature. This will give you the flexibility to add graphics and color to your signature.

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Tools – Color Coding Incoming Mail
Color Coding Your Incoming Mail - You can set preferences to color code your incoming mail. Under Preferences, click on the ‘Colors’ tab. You can specify three different colors for incoming mail. You can type as many names as necessary in each group. (This feature works for mail outside of our network as well.) Once you have entered the names, choose the background and text colors you would like. When you have finished, click on OK.
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Tools – Color Coding Calendar Entries
Color Coding Calendar Entries

1. Open the Calendar.

2. From the menu, choose Actions - Tools - Preferences.

3. Click the Calendar & To Do tab, then the Colors tab.

4. For each entry type that you want to change, click the arrow under "Background
Color" or "Text Color."

5. Click the Notes tab and click on a color from a palette to select it.

6. Click OK.

7. Close and then reopen the Calendar to see the change take effect.
Message Marking

This feature allows you to see at a glance which emails were addressed to you only, to you and “x” amount of other people or whether you were cc’d.
To set this up, from your Inbox, click on the Tools button, Preferences, Message Marking, Recipients.
Tools - Message Marking
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Mail & Calendar Delegation
Mail Delegation – By filling in the fields below, you can specify who can read and delete your mail, calendar and To Do Items, and you can allow someone to reply to your messages on your behalf.
Click on the ‘Add Person or Group’ button and on the screen below you can specify who can access what elements of your mailbox.
Calendar Delegation – By filling in the fields on the ‘Access to Your Schedule’ tab, you can specify who can read and create entries in your calendar.
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Mail & Calendar Delegation
Creating Shortcuts to Other Mailboxes – You can add shortcuts to other mailboxes and/or calendars you have been permitted access to.
Once the names of the mailboxes have been entered, click on the OK button. You can now access these mailboxes/calendars easily by clicking on the mail drop down in the upper left-hand corner of your mailbox.
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Out of Office Auto Reply
You can set Lotus Notes to automatically notify everyone who sends you an e-mail that you’re not in the office. From your Inbox, click on Tools, Out of Office.
On the Dates tab, fill in the date you are leaving and the date that you will be returning.
On the Out of Office Message tab, fill in the subject and body of the memo that will be sent out. Then click on the Enable button and OK.
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Out of Office Auto Reply
Special Message: You can set up a special message to be sent only to certain people.
Exceptions: You can also specify who Notes should not send an Out of Office message to.
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Creating a Phone Message
Lotus Notes provides a phone message form. From your mailbox, click on Create, Special, Phone Message. Address it like you would an e-mail, fill in the phone message form and hit send.
The phone message will appear in the recipients mailbox with the subject; i.e. “Phone message from Ed McMahon”.


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Creating Stationery
You can create stationery to use over and over. For example, you can use stationery to send out form letters to students with information you would like them to know before each session.
1. Click on the Tools View on the left-hand side of your mailbox.
2. Click on Stationery.
3. Click on the New button and choose Stationery – Memo.
4. Type in what you would like the memo to say and then click on the Save button.
5. You will be asked to name the stationery. Type in what you would like it to be and click on OK.




Going forward, whenever you need to send out that particular memo, you can click on the Tools View, choose Stationery, double click on the stationery that you want to use and address it. You can also modify it and when you’re ready, hit the Send button. The modified e-mail will be delivered, but you will still have the original stationery for the next time you need to use it.
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Sorting & Searching Your Mail
The Who, Date, Size and Subject columns can be sorted to help you locate a document easier. Click on the triangles at the top of each column and your documents will sort according to chronological or alphabetical order.
You can also do a search on your inbox for a particular phrase or individual. Click on View, Search Bar and type the word or words you are looking for in that field. Click on Search and the results will appear on your screen.
This feature allows you to delete old calendar entries, based on elapsed days, weeks, months, years or before a particular date.

To do this, from your calendar view, click on Tools, Calendar Cleanup. From there you can specify what you would like to purge.
Calendar Cleanup
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This feature allows you to import holidays specific to your country into your calendar.

To do this, go to your calendar and click on Tools, Import Holidays.
Importing Holidays into Your Calendar
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Customizing a View & Close All Windows
You can customize different views in Lotus Notes. For example, you can remove columns that you do not wish to view, you can widen columns and you can sort columns differently. This will work on any database in Lotus Notes (i.e. your mailbox, the Product Library, any discussion database) The changes you make will only be effective on the computer you are using when you make the change.
Close All Windows

This feature allows you to close all of the Windows (tabs) you have open at once, instead of clicking each one to close it.
To do this, click on File, Close All Open Window Tabs
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Creating Mail Folders
You can organize your mailbox by creating Folders. Click on the Folder button, Create Folder, fill in the name you would like to call it and click on OK.
You can also create subfolders. Click on Folder, Create Folder, highlight the existing folder that you would like the new one to fall under, type in the name and click on OK.
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Managing Spam
What is spam?
Spam is unsolicited and unwanted electronic mail. Most spam is commercial advertising, often for products of a questionable nature, or get-rich-quick schemes.
Why is spam bad?
o Theft of Service - It uses a company or internet service’s resources to send advertisements, in the form of server disk space, internet bandwidth, telephone costs, and the recipient’s time spent reading & deleting it. These costs are directly transmitted back to the subscriber, as higher monthly fees.
o It’s Garbage – Most spam messages advertise products that are worthless, deceptive and partly or entirely fraudulent.
Should I hit remove?
Remove lists don’t work. By clicking on the link to unsubscribe, you are verifying that you have a valid e-mail address that they can sell to other spammers.
How do spammers get my address?
E-mail spam lists are obtained by stealing internet mailing lists or scanning websites for e-mail addresses by using automated software.
How can I prevent spam?
Do not post your e-mail address on a website and do not submit your e-mail address to anyone other than those you wish to correspond with and legitimate companies that you want to do business with. A good idea is to create an alias account for those websites and forms that require an e-mail address. You can set up a free address through a service like hotmail.


Example of spam
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Managing Spam – Blocked Senders List
From your Inbox, highlight the email whose sender you want to block.

Click on Tools, Block Mail from Sender.

In the pop-up box, you can choose to block email from that one particular address, or from the entire domain. (i.e. all addresses ending in @yahoo.com)

Click on OK.

All email received from the address(es) you block will be automatically rerouted to your Junk Mail folder, where you can review it later or just delete it.
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Creating Rules
Click on the Rules view on the left-hand side of your mailbox.




Click on the New Rule button and the screen below will open up on your workspace.
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Under “Create Condition”, choose Sender, Contains and fill in the e-mail address that you would like to block. Click on the Add button.
Under “Specify Actions”, choose “Delete” and then click on the Add button.
Click on OK.
Blocking a Particular Address or Phrase
Be careful using this feature. For example, if you were to block the word “free”, it would also delete a memo that contained the word “carefree”. When you choose a word, give that some consideration.
Autosave
This feature allows you to save documents every “x” minutes, so that in the event of a power failure, hardware/software failure or user error, you will not lose the document you were working on.

To set this up, click on File, Preferences, User Preferences, click next to Autosave every “x” minutes and set the interval that you would like it to occur.
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Personal Address Book – Adding Contacts
Adding Contacts: Open up your personal address book, and click on the New button and choose Contact. Fill in the fields shown above. When you have finished, click on the Save and Close button.
You can also add addresses directly from e-mails that you have received. With the e-mail open, click on Actions, Tools, Add Sender to Address Book.
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Personal Address Book – Sorting Contacts
Sorting Contacts: By default, Lotus Notes alphabetizes contacts by first name. To change this, open up your personal address book (i.e. Smith`s Address Book on Local), click on the Tools button, and then Preferences.

Under `Newly created Contacts should have names formatted as:`, choose Lastname Firstname and click on the `Update all entries` button. Click on the `Save & Close` button in the top left-hand corner.
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Personal Address Book - Adding Groups
Adding Groups: In your personal address book, highlight Groups, click on the New button and choose Group. Type in a Group Name, a description and list the names (DC Notes) or internet addresses of those you would like to include, one per line, vertically. When you are done, click on the Sort Member List button to alphabetize them and then click on the Save and Close button.
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Changing your Password
All Lotus Notes User IDs are issued with the default password of password. To change your password, click on File, Security, User Security. You will be prompted for your current password. Type it in and click OK.
Click on the Change Password button and enter your current password again. Enter your new password twice and click on the OK button.
When choosing a password, remember that it is case sensitive.
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Locating Databases
To add a database to your Notes workspace, click on File, Database, Open. In the server field, type in the name of the server you access and click on Open.
Highlight the database you would like to add to your workspace, click on Bookmark and then OK When you have finished adding all of the databases that you want, click on Cancel to exit the screen.
Databases
Bulletins
Dale Carnegie’s Address Book

Discuss Folder

Client Builder Discussion
Dale Carnegie Morocco
DC France Discussion Group
Enhanced Dale Discussion
French Marketing Steering Committee
IT Grab Bag
MARS.COM for Franchisees & Equity Partners
MARS.COM@Peter’s Place
People’s Side of Process Improvement
Strategic Accounts
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Locating Databases
Databases
Mail Folder
Where your mailbox is stored. You are the only one who has access to it. If you try to access someone else’s mailbox, you will get a message that says, “You are not authorized to access that database.”
Programs Folder

Accreditations Library
Company Logos
Corporate Solutions Case Studies
Franchisee Directory
Government Proposals.
Inspirational Quote File
Product Library Archive
Product Tailoring Service Requests
Product & Solutions Library
Registrations from Marketing


Franchisees/Sponsors Folders
Where databases that are customized for individual franchises are located.
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Using Databases - Discussion Databases
A discussion database is used to share thoughts and ideas. It can be looked at as an informal meeting place. Each member of a group can read what others have to say and voice their own opinions at their convenience.
Getting Started
Open up the database and select the Main View to see a chronological listing of main topics for discussion and the responses. Select the By Author view to see what individual members of the group have said. Select the By Category view to browse the group’s discussion by categories.
To begin a discussion
From the Main View, click on the “New Main Topic” button. Enter a category for the topic and the information that you want to share. Click on Save and then Close when you have finished.
To respond to a main topic or a response document
Highlight the document and click on either the Response or Response to Response button.
Example: MARS.COM at Peter’s Place

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Using Databases - Franchisee Directory
The Franchisee Directory database has replaced the paper directory that used to be sent out regularly. You can locate Franchises by Franchisee name or by territory.
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Using Databases – Product & Solutions Library
The Product Library database contains all of Dale Carnegie’s core curriculum and customized or tailored programs. There are copies of every seminar and Carnegie University program and all electronic visuals are now included as well.
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Using Databases - Registrations from Marketing
The Registrations from Marketing database contains a wealth of information for sponsors/franchisees participating in the catalog, one-day promotions, half-day promotions or preview promotions. It includes samples of Marketing materials, billing and accounting information, registration procedures and rosters of current seminars.
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Using Databases – Custom Databases
At a franchisee’s request, we are able to create custom databases, tailored for your franchise. One of the databases we’ve created is for Tim Cook’s franchise in Vermont . They have automated several of the forms they use on a regular basis.
They are now able to fill out a form in Lotus Notes and with the push of a button, a copy is automatically submitted to the appropriate mailboxes as well as to the person who submitted the form.
The databases are completely confidential and only those who you specify will have access to them.
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iNotes®
iNotes is a program created by Lotus Development that allows you to check your e-mail from Internet Explorer on any PC.
If your mail server is Dale1, type in:
http://dale1.dalecarnegie.com
If your mail server is Dale4, type in:
http://dale4.dalecarnegie.com
Type in your username & password, click on the ‘Enable iNotes’ box and click on the login button.
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iNotes®
When your mailbox opens up, you will be able to read, create & edit your email just as if you were using the Notes client. You will have access to any folders you’ve created, your calendar and your To Do list, as well.
Synchronizing your Address Book
Lotus Notes allows you to synchronize your address books, so you will be able to access your contacts and groups whether you’re using the client or a browser. To do this, from the Lotus Notes client highlight your mailbox and click on Actions, Synchronize Address Book.
When you are finished working with iNotes, click on the Logout button at the top of the screen.
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Replication
Replication is the process that allows you to keep a local copy of your Notes mailbox, as well as other databases, on your hard drive for offline use.
Benefits:
o If you connect to the internet with anything less than a DSL line, replicating and working offline is much faster.
o You can work anywhere, and have your data accessible. (i.e. airplane, offsite meeting, etc.)
Creating a New Replica
o Highlight the database you want to make a replica copy of.
o Click on File, Replication, New Replica
o Click on Immediately and then OK.*
The only database you will have to change the name of when making a replica copy is the Dale Carnegie Address Book. Change it to ‘dcnames.nsf’
The amount of time it takes to make the replica copy depends on the size of the database and the speed of your connection. You can follow it’s progress by looking at your Replicator Page.
When you create a new replica, the replicator screen will automatically open up. To access it at other times, click on the Replicator icon on the left-hand side of your screen.
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Replication
As you make each initial replica, they will be added to your Replicator page. (See below). To replicate each day, go to your Replicator page and click on the Start button. Notes will then go down the list of databases that have a check mark on the left and replicate any changes that have been made. (Additions, Deletions, etc.) The Send Outgoing Mail entry will send out any mail you created while you were offline.
When you replicate, it must say ‘Office’ in the bottom right-hand corner. Once you have finished replicating, you can sign off of your Internet Provider and change your Notes location to ‘Island’. Now you are ready to work offline.
All local databases will say ‘On Local’ after the title. Those are the databases that you will work with when you’re offline.
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Contact Information
Information Technologies Department
290 Motor Parkway
Hauppauge, NY 11788

Chris Addeo, IT Director
631-415-9310
Sue Hacker, Lotus Notes Administrator/Developer
631-415-9311
Maxine Jean-Joseph, Application Specialist/Client Builder
631-415-9312
Renee Matthews, Application Specialist/Client Builder
631-415-9308
Jorge Vasconcelos, Network Administrator
631-415-9366
Kevin Vincench, PC Technician/Desktop & Lotus Notes Support
631-415-9345