During this course you will send and reply to electronic mail using Lotus Notes 7. Once you have the basics of Mail mastered, you will learn all of the options available when you send mail. Mail is a key business application, so you will learn how to organize your messages into folders and how to archive important messages.

Because Notes incorporates instant messaging, you will also know when people are online so you can chat in real time.

You will learn how to use the Calendar and how to schedule a meeting and send invitations to other people.

In addition to learning about Mail, you will learn the most commonly used features in Notes as you use the Address Book, create a Personal Journal, and participate in a shared discussion on a Lotus Domino Server.

This course also teaches how to customize your Notes environment so that you can be a more effective contributor and collaborator.

Lotus Training Learning Objectives

In this course, you will learn how to:

• navigate in the Notes user interface
• send and receive electronic mail and include file attachments
• know when other people are online and communicate with instant messages
• start instant meetings and participate in Web conferences
• organize your mail into folders and use SwiftFile to predict your choices
• configure user preferences, Mail preferences, and delivery options
• establish Mail Rules to process incoming mail on your behalf
• create contacts and group lists in your personal Address Book
• use the Calendar to schedule appointments and meetings
• open other users’ Calendars and create a Group Calendar
• use the Scheduler to check for free time in other people’s schedules
• enable the Out of Office agent to automatically respond to memos while you are away
• archive messages into a local Archive database
• create a personal Journal database from a database template
• participate in a shared Discussion database on a Domino Server
• utilize document locking to prevent simultaneous updates
• resolve replication conflicts
• use three types of version tracking
• find information using the Notes search tools, including full text search
• format Rich Text fields that include bulleted and numbered lists, tables, sections, hidden paragraphs
• determine your rights in a database and protect your computer from rogue code
• delegate your Calendar and Mail to a colleague when you are unable to respond personally
• use Notes to browse the Web and send/receive mail from your personal Internet mail account
• create and manage Bookmarks and Bookmark Folders
• create Document Links and hotspots to Web pages
• use Notes while disconnected from the company network.

Lotus Training Audience

There are two audiences for this course:

New Notes users who can:

• start and stop software applications in Microsoft® Windows™
• use Microsoft Windows Explorer to find and organize files
• create, format, and print documents using a graphical word processing software package
• use Microsoft Internet Explorer to browse Web pages and manage a list of favorite bookmarks.

For these individuals, only parts of the course may be presented.

• Help desk employees who want an in-depth understanding of how Notes is used on a day-to-day basis. This course is typically followed by the Lotus Notes 7 Support course.

This course is part of a series of training courses for Lotus Notes users. Follow these paths to master all aspects of using Lotus Notes 7:



The Lotus Notes 7 Basic Messaging and Calendar course is a prerequisite to the other courses, which should be taken in sequence (the arrows indicate prerequisite knowledge). There is no content overlap in any of the five courses.

The Lotus Notes 7 User Essentials course contains all the topics of the five Lotus Notes 7 courses plus over 70 pages of bonus content. In other words, this course contains the whole library of topics!

This course is sold as a 3-day course, but instead should be thought of as a set of materials from which you can create a custom course that both meets the training objectives and your alloted time frame. Most users do not need the full course to begin using Notes. You can always come back later and train them in more advanced topics.

Lotus Training Course outline

Get Started

Your company network
Notes and Domino on the network
Secure sharing
Start Lotus Notes
Other possible Welcome Pages
Quick tour of the Notes interface
Get Help
Exit Notes

What is Lotus Notes?
What is a Notes database?
What is a Notes application?

User preferences
Location preferences
Client Reconfiguration Wizard
Mail preferences
Administrator control over preferences

Open your Mail database
Starting window
Create Memo
Address fields
Type-ahead addressing
Select addresses
Ambiguous Names
Address mail to people outside your company
Content fields
Send message
Blank Subject warning
Exercise: Create and send memo

Search for addresses

Always keep a copy of sent messages
Use Letterhead
Delivery options
Spell check every message you send
Exercise: Mail delivery options
Advanced delivery options
Text signature
Set Notes as your default email program
Send phone message

Memo stationery
Personal stationery

Enable AutoSave in Notes
When AutoSave runs
AutoSave timeline
If you never saved the document: Scenario 1
Manually run AutoSave
If you never saved the document: Scenario 2

New mail notification
Finding unread messages
Refresh the display
Read a message
Exercise: Read a message
Print message you are reading

New mail notification
Read next/previous message
Read next/previous unread message
Filtering a folder or view to show only unread messages
Marking messages read or unread
Preview Pane
Exercise: Preview Pane
Embedded mail thread view
Message Marking: Recipients

Start Notes Minder
Notes Minder is running
New mail notification
Actions
Visual Notification for Mail

Reply
Exercise: Reply
Delete
Exercise: Delete and recover a message
Create Memo to any addressee
Re-send
Forward
Follow up
Exercise: Follow up
Copy Into New

Navigation keys
Folder and view sorting
Select multiple messages
Print folder or view
Print messages from a folder or view

View sorting preference
Minor folder and view customization
Row colors

What is an attachment?
When not to attach a file
How to attach a file
View, Open, Edit, Save, Delete attachments
Changed attachment warning
Exercise: Attach file

Create folder
File messages
Exercise: Organize mail into a folder
Remove message from a folder
Exercise: Add and remove messages from folder
Folder options

How SwiftFile works
SwiftFile works only on Shared folders
Install SwiftFile
Activate SwiftFile
Using SwiftFile
Uninstall SwiftFile

Enable the Out of Office agent
Messages from Internet addresses

Create QuickRule
Exercise: Create QuickRule
Block Mail from Sender Rule

Manually create a Rule
Exercise: Manually create a Rule
Multiple Rules
Blacklist and Whitelist tag Rule conditions

Why archive mail?
Configure local Mail archiving
Routine message archive
Recover archived message
Archive Log database
Schedule the archive
Remove expired messages from your Mail
Administrator control over archiving

Lotus Sametime clients
Log on to Sametime Server
Status Bar messages
Change online status
Presence awareness
In-context chat with person who is online
Exercise: In-context chat
Out-of-context chat
Out-of-context chat with Web Conferencing
Instant Messaging Contact List
Add contacts
Instant Messaging Contact List icons
Chat from the Instant Messaging Contact List
Exercise: Add contact and start chat session

User Preferences
Instant Messaging Contact List display options
Leave a message
Save chat transcript
Paste Notes links into Chat window

Calendar overview
Create Calendar Entry
Calendar Entry types
Create Appointment
Date and Time entry
Change the appointment
Exercise: Create appointment
Calendar format
Delete entry
Calendar Cleanup
Print calendar
Print Calendar to document

Option 1: Repeats
Reschedule a repeated entry
Option 2: Notify Me
Alarm configuration
Missed alarms
Option 3: Mark Private
Option 4: Pencil In
Option 5: Specify a different time zone
Option 6: Categorize

Preference 1: International preferences
Preference 2: Current location
Display alternate time zone
Preference 3: Calendar display preferences
Preference 4: Default Calendar Entry type
Preference 5: Workday definition
Preference 6: Scheduling conflict handling
Enable conflict checking
Exercise: Conflict checking
Preference 7: Colors used to help distinguish entries
Exercise: Color code Calendar Entries
Preference 8: Holidays
Import holidays

View a Group Calendar
Exercise: Create Group Calendar

The invitation process
Invited participants
Owner: Send Meeting invitation
Participant: Receive an invitation
Owner: Wait for responses
Owner: View Invitee Status
Owner: Make changes
Participant: Request changes
On My Calendar
Filter Calendar
Invitation delivery options

Automatic Inbox Management
Control Inbox clutter
Autoprocess invitations

Check invitee schedules
Scheduler Details view
Scheduler Summary view
Exercise: Use the Scheduler
Scheduler preferences
Availability schedule
Define your availability schedule
Control who can query your schedule

Resource Reservations database
Reserve a room for a meeting
Exercise: Schedule a meeting and reserve a room
Cancel a room/resource reservation
Limits to room and resource reservations
Reservation approval process
Automatic reminder notices
Preferred rooms and resources

Who can make direct reservations
Reserve a room in Resource Reservations
Immediate reservation feedback
Exercise: Make direct reservation
Resource views
Quick reservation
Transfer reservation to new owner
Cancel a reservation

Who can create rooms and resources
First create a site
Create resource at site
Room and Resource ownership
Verify resource in Domino Directory
Site document: Automatic reminder notices
Resource document: Limit advanced reservations
Edit resource attributes
Rename resource
Delete resource

Instant Sametime Meeting with tools
Exercise: Start a Sametime Instant Meeting
Use the Whiteboard
Exercise: Whiteboard
Moderate a meeting
Permissions
Exercise: Permissions

Why schedule a meeting?
Schedule meeting in Sametime Meeting Center database
Schedule online meeting from your Calendar

Open Address Book
Address Book views
New contact
Briefcase tab
Advanced tab
Finished contact
Exercise: Create contacts
Group documents
Exercise: Create group from contacts

Create contact from message(s)
Create group from sent messages
Create contact from a directory lookup
View actions
Print labels from contacts
Contact preferences

To Do List overview
New To Do
Exercise: Create To Do
Complete a To Do

Assign a To Do
Receive assignment
Tracking the status of an assignment
Exercise: Group To Do

By Category view
Incomplete and Complete views
Quick To Do
Copy into New To Do
To Do Preferences

Open Personal Journal
Create Personal Journal database
Exercise: Create Personal Journal
Quick tour of the Personal Journal
Create and edit document
Exercise: Create and edit documents
Delete documents
Forward document

Open database on Server
Exercise: Open Class Discussion database
Discussion views
Exercise: Author Profile
Main Topic form
View categories
Expand view categories with twisties
Read documents
Edit documents
Exercise: Start a discussion
Response documents
Exercise: Create responses
Dual-purpose view twisties

Search for a database
Database Catalog

Automatic document locking
Manual document locking
Exercise: Document locking
Document locks and mobile users

Replication defined
Document replication conflicts
Save conflicts
Conflict resolution

Types of version tracking
Manual or Automatic versioning
Additional developer work

Find text in a view
Starts with
Full Text Search
Search using Full Text Search
Search results
Exercise: Full Text Search
Improve your results
More options
Exercise: Use the Search Builder

Any or All Words
Exact Phrase
Boolean Phrase
FIELD Operator
Reserved Characters and Words
Additional search operators

Verify your Catalog/Domain Search Server
Conduct a Domain Search
Advanced Domain Search options
Exercise: Domain Search

Knowledge Taxonomy
Domino Content Map
Add Meta information to documents
Verify your Catalog/Domain Search Server
Exercise: Meta tab information

What is Rich Text?
How to add Rich Text
Format Rich Text using Text properties
Minimized properties
Pictures
Image resources
Exercise: Format Rich Text
Spell check
Dictionary preferences
Find and replace text

Formatting tips
Highlight text
Text Pop-up
Exercise: Text Pop-up
Permanent pen
Named styles
Document properties
Print header and footer
Special characters
Use the default fonts in documents
Set the default fonts on your computer
Character display size

Add a bulleted list
Reorder lists
Indented numbering
Exercise: Add numbered list

Table types
Create table
Merge and Split cells
Nested tables
Add a Basic table
Format a table
Insert, append, and delete rows or columns
Cell width
Reorder table rows
Exercise: Add table to a document
Exercise: Animated table

Create a Section
Edit Section properties
Remove a Section
Exercise: Sections

Hide a paragraph
Exercise: Hide a paragraph

Notes User ID
Server access
User ID responsibilities
Lock Notes

User Security dialog box
Find your current Notes user name
Change your Notes user name
Change your password
Compromised password
Recover a forgotten password

Database access
Determine your access level to a database
Denied access
Database Access Control List settings
Exercise: ACL
Special ACL rights

Private documents
Reader access control list
Anonymous documents

Create a copy of a document
Security implications
Design implications

Mail database is private by default
Delegation and your privacy
Delegate your Mail database
Exercise: Calendar delegation
Calendar delegation and time zones
Shortcuts to others Mail databases

How ECLs work
View your ECL
Default and No Signature
Edit your ECL
Domino administrator control over your ECL
Enable Java applets and JavaScript

Open a Web page
Web-related Bookmark Folders
Change Internet Search Sites
Browser selection
Internet Explorer settings
Browser-related user preferences
Actions menu

Send and receive Internet mail
Notes and Internet mail in the same Inbox
Notes and Internet mail in different Inboxes
Internet mail preferences and security

Default Bookmarks
Default Bookmark folders
Add Bookmark to Bookmark Bar
Pin Bookmarks Window open
Exercise: Bookmarks
Restore default Bookmarks
Create Bookmark folder

Move, Remove, Change Bookmark
Display Bookmarks as Workspace
Modify Bookmark folder contents
Display Bookmark details
Find Bookmarks in Bookmark folders

Startup Bookmark folder
Last State Bookmark folder

Default Welcome Page
Exercise: Quick Notes
New Welcome Pages
Frames Welcome Page
Exercise: Create Frames Welcome Page
Personal Page Welcome Page
Set any Bookmark as Home Page

Toolbars
Enable/disable toolbars
Toolbar preferences
Add new tool button
Status Bar
Select Status Bar items
Exercise: Customize Status Bar

Document Links
Document Links caveats
Create a Notes Document Link
Exercise: Create Document Link
Move or copy a Document Link
Copy a view into table (with links)
Link message
Database and View Links
Anchor Links

Document Link hotspot
Change or remove a Link Hotspot
Move or copy a link
Image maps
Link to a Named Element
Automatic URL conversion to a hotspot
Link to a URL

Interest Profiles
Add Topic/Thread To Interest Profile
Convert My Interest Profile to a Subscription
Subscriptions
Configure Notes to monitor databases
Subscribe to a database
Document selection options
Work with subscription results
Subscription Options view
Select documents that match the selected criteria
Exercise: Subscribe to Class Discussion database
Why subscribe to your Mail?

Send current file via email
Attachments
Import/export
Embed Office object in Rich Text field
Edit the embedded object
Embed object starting from origin application
Update a linked OLE object
MS Office Library application
Migrate existing Office files
Disadvantages of OLE
Create Notes link in other application
Smart tags
Custom programs

Two ways to work remotely
Before you leave the office
Other things not to forget
While you are in transit
When you arrive at your destination
Replication page
When you receive mail
When sent messages are transferred
Keep replication times short
Back in transit
When you return to the office
Exercise: Simulate travel
Schedule replication
Replication and accidental document deletion