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IBM Lotus Notes 8.5 User Guide

Book Description

A practical hands-on user guide and eBook with time saving tips and comprehensive instructions for using Lotus Notes effectively and efficiently

  • Understand and master the features of Lotus Notes and put them to work in your business quickly

  • Contains comprehensive coverage of new Lotus Notes 8.5 features

  • Contains comprehensive coverage of new Lotus Notes 8.5 features

  • Packed with expert tips and best practices, for using business e-mail, calendars and other Lotus Notes applications for efficient business communication

In Detail

IBM Lotus Notes is an integrated desktop client option providing security-rich e-mail and calendar capabilities with a powerful platform for collaborative business applications. Lotus Notes enables you to take your business communications to a new level efficiently, quickly and productively. Many of us use Lotus Notes in our work on a daily basis and being able to use it more efficiently and smartly will benefit our hectic work lives. This exciting user guide enables business users to master all these aspects simply and effectively.

This book provides comprehensive coverage of Lotus Notes in its entirety. It is easy to follow the instructions as they come with clear explanations and screenshots. This book will introduce the important features of Lotus Notes and at the same time give business users a deeper and clearer understanding of basic functionality, providing the answers to many questions that are encountered while sending mails, using calendars, and working with Lotus Notes applications.

This practical, hands-on user guide shows you how to master all of the new features of Lotus Notes 8.5. This book begins by exploring the client interface of Lotus Notes including the Open List, the Home Page, the Side Bar, as well as many other options. You will see how Sametime facilitates instant communication, and how to get the most out of it. Widgets— small applications that you can install in the Lotus Notes side bar— such as LinkedIn, Google Maps, World clocks, Wikipedia search, and more are discussed at length, enabling you to access valuable information and also customize the widgets quickly.

Messaging is covered in detail, with many time saving features explored. You will learn how to manage your Contacts, and even offer access to others as required. Moving ahead, you will see how calendars can be used to manage time effectively, especially with meetings. Next you will explore Notes applications, and how to work remotely with Lotus Notes. Finally, we introduce Symphony, which is an office suite that is included in Lotus Notes. By following the practical, real-world examples, you will successfully master Lotus Notes and be able to get the most out of this diverse application.

Table of Contents

  1. IBM Lotus Notes 8.5 User Guide
    1. IBM Lotus Notes 8.5 User Guide
    2. Credits
    3. Foreword
    4. About the Author
    5. About the Reviewers
    6. Preface
      1. What this book covers
      2. What you need for this book
      3. Who this book is for
      4. Conventions
      5. Reader feedback
      6. Customer support
        1. Errata
        2. Piracy
        3. Questions
    7. 1. First Impressions (The Client Interface)
      1. Starting Lotus Notes—start your engines
        1. Password prompt
      2. Closing Lotus Notes
      3. Exploring the interface—where, what, and how
      4. Window tabs
      5. Open List—better known as the button that says "Open"
      6. Thumbnails
      7. Homepage
        1. Shortcuts
      8. Toolbars
        1. Search toolbar
          1. Search preferences
      9. SideBar
      10. Lotus Notes browser
      11. Preferences
      12. Summary
    8. 2. To Chat or Not to Chat: Lotus Sametime
      1. What is Sametime
      2. How to use Sametime
        1. Understanding availability status
        2. Adding Sametime contacts
        3. Chatting with contacts
        4. Multi-way chat
        5. Chat window options
      3. Setting Sametime preferences
        1. Chat History
        2. Chat Window preferences
        3. Chat Notification preferences
      4. Sametime help
      5. Summary
    9. 3. Feeds
      1. Adding feeds
        1. Feeds sidebar panel
        2. Indentifying feed-enabled websites
        3. Adding feeds to Lotus Notes
      2. Reading feeds
      3. Managing feeds
      4. Summary
    10. 4. Working with Widgets
      1. Widgets do what!
      2. Widgets are where
      3. Adding widgets
        1. Adding a Gas Price widget from the IBM Greenhouse catalog
        2. Adding a Digg iPhone application from a web page
          1. Adding a Currency Converter from the Google Gadget directory
      4. Widget options
      5. Exploring Live Text
        1. Live Text preferences
      6. Summary
    11. 5. Mastering Lotus Notes Mail
      1. Accessing mail in Lotus Notes
      2. Creating and replying to messages
        1. Creating a message
          1. Message actions
          2. Delivery options
        2. Replying to messages
      3. Addressing messages
        1. How to address a message
        2. Protecting names in To, Cc, and Bcc fields
          1. Prevent the expansion of personal groups
      4. Formatting messages
        1. Using the Permanent Pen and Highlighter Pen
          1. Changing the Permanent Pen font and color
        2. Dragging and dropping text
        3. Shortcut keys in Lotus Notes
        4. Further formatting options
      5. Attachments
        1. Adding attachments to messages or documents
        2. Working with attachments
          1. Opening attachments: Open button
          2. Editing attachments: Edit button
          3. Viewing attachments: View button
          4. Saving attachments: Save button
          5. Working with multiple attachments
          6. Printing attachments
      6. Viewing mail
        1. Preview pane
        2. Conversations
          1. Viewing conversations
          2. Deleting a conversation
          3. Turning off conversations
        3. Viewing unread mail
        4. How to mark a message as Unread or Read
      7. Managing mail with folders
        1. Creating a folder
        2. Renaming and removing folders
        3. Selecting messages
          1. Selecting one or more messages or documents
        4. Filing messages
          1. Finding filed messages
            1. All Documents
            2. Discover Folders tool
      8. Mail icons
      9. Spell check
      10. Subject warning
      11. Adding a signature to messages
      12. Deleting messages and restoring from Trash
      13. Summary
    12. 6. Lotus Notes Mail Tools
      1. Senders' Colors and Recipient Icons
        1. Specifying colors that identify senders
        2. Displaying icons that identify your recipient level
      2. Collaboration history
        1. Viewing collaboration history for a person
      3. Finding available time
      4. Copy Into Tool
      5. Follow Up feature
        1. Flagging messages for follow up
            1. Importance
            2. Optional follow up settings
        2. Quick Flag
          1. Setting Follow Up Preferences for the Quick Flag option
        3. Follow Up view and Mini view
        4. Allowing delegates to add follow up flags when managing our mail
        5. Removing flags
      6. Stationery
        1. Creating stationery
        2. Editing, renaming, or deleting stationery
        3. How to use stationery
          1. Bookmarking stationery
      7. Message recall
        1. How to recall a message
      8. Spell check
        1. Enabling spell check for messages
          1. Performing a manual spell check
          2. Performing spell check as we type (Instant Spell check)
          3. Performing an automatic spell check
        2. Setting spell check preferences
      9. Out of office
        1. Enabling the Out of Office feature
        2. How to disable the Out of Office feature (if necessary)
      10. Junk mail
        1. Managing junk mails
      11. Rules
        1. Creating a quick rule
        2. Creating a rule
      12. Mail size indicators and quotas
        1. Hints on reducing the size of our mail
      13. Archiving
        1. Setting up archiving
      14. Mail preferences
        1. Letterhead
      15. Context menu (right-click menu)
      16. Adding tables and sections
        1. Tables
        2. Sections
      17. Printing documents
        1. What to Print section
      18. Summary
    13. 7. Managing Contacts
      1. Opening contacts
      2. Touring contacts
        1. Show options
        2. Contact view actions
      3. Adding, editing, and synchronizing contacts
        1. Adding contacts
        2. Editing contacts
        3. Synchronizing contacts
      4. Importing and exporting contacts
        1. Forwarding contacts as vCards
        2. Importing a vCard
        3. Importing contacts
        4. Exporting contacts
      5. Managing groups
      6. Contact preferences
      7. Allowing delegates to access our contacts
      8. Printing contacts
        1. Printing contact entries as labels
        2. Printing a contact or group
        3. Printing the Contacts view
      9. Summary
    14. 8. Calendar and To Dos
      1. Calendar tour
        1. Opening the Calendar
        2. Calendar side navigator
          1. Calendar Picker
          2. Calendar Views
          3. MiniView
        3. Preview, Filter, and Summary options
          1. Preview options
          2. Filter options
          3. Summary options
          4. Calendar Footer
        4. Calendar view action buttons
          1. New action button
          2. More action button
      2. Adding to our calendar
        1. Creating a calendar entry
      3. Repeating appointments
        1. Changing dates on repeating calendar entries
      4. Responding to meeting invitations
        1. Responding to an invitation
          1. Delegating, declining an invitation and setting decline/delegate preferences
      5. Creating meetings
        1. Scheduling a meeting
        2. Creating meeting shortcut in mail
        3. Reserving rooms and resources
        4. Finding available time with the scheduler
          1. Scheduler: Details
          2. Scheduler: Summary section
      6. Managing meetings—be the chair!
        1. Checking if invitees are attending: View Invitee Status
        2. Sending a message to invitees
        3. Rescheduling meetings and cancelling meetings
        4. Adding or removing additional invitees
      7. Calendar preferences
        1. Managing calendar notices (invites and responses) in mail
        2. Automatic processing of invitations
        3. Setting our free time (availability) schedule
          1. Setting our available hours
        4. Unprocessed and cancelled meeting preferences
        5. Default options
        6. Alarms
        7. Colors
        8. Delegating access to mail, calendar, To Do list, and contacts
        9. Setting defaults for room and resource reservations
      8. Rooms and resources
          1. Automatic reminder notices for booked rooms
      9. Printing the calendar
      10. Calendar tools
        1. Importing Holidays feature
        2. Opening another person's calendar
        3. Calendar cleanup tool
        4. Managing imported calendars
        5. Overlaying another person's calendar
      11. Group calendars
        1. Creating group calendars
      12. To Dos
        1. To Do side navigator
        2. To Do action buttons
        3. Creating To Dos
        4. Assigning To Dos to others
        5. Marking To Dos complete
      13. Summary
    15. 9. Working with Lotus Notes Applications
      1. What is a Lotus Notes application
        1. Application examples
        2. Examples of standard template applications
        3. Local (PC or laptop) applications
        4. Template and application information
      2. Creating an application from a template
      3. Application properties
      4. Changing application security
      5. Opening applications
        1. Bookmarking an application
      6. Links
        1. Creating a link to a document, view, folder, or application
        2. Copying a view and pasting it as a table
      7. Summary
    16. 10. Working Remotely (Replication/Synchronization)
      1. Working offline in Lotus Notes
        1. Replica
        2. Replication (Synchronize)
        3. Replication and Sync page
        4. Locations
        5. Connection documents
        6. ID file
        7. Mobile directory
        8. Outgoing mail application
      2. Preparing to work remotely
      3. Enabling an application to be accessible offline (Creating Local Replicas)
      4. Changing and managing locations
        1. Identifying our location in Lotus Notes
        2. Creating a location
      5. Keeping applications synchronized
        1. Replicating (synchronizing) mail, calendar, and To Dos
        2. Replicating (synchronizing) all applications including mail
        3. Replicating an individual application
        4. Replicating when shutting down or starting up Lotus Notes
        5. Managing replication via the Replication and Sync page
        6. Setting a replication schedule
      6. Summary
    17. 11. Symphony
      1. What is Lotus Symphony
      2. Documents overview
      3. Spreadsheet overview
      4. Presentation overview
      5. Creating documents, spreadsheets, and presentations
        1. Opening Symphony files
        2. Saving Symphony files
        3. Symphony toolbar/menu options
        4. Symphony properties
        5. Symphony status bar settings
      6. Formatting options
        1. Symphony shortcuts
      7. Template organizer
        1. Creating a presentation from a template in the default library
      8. File recovery
      9. Exporting to PDF
      10. Printing
      11. Summary
      12. Conclusion