OpenNTF.org Mail Experience Template v1.6.
Enhanced mail template for Lotus Notes/Domino 6.5.X
A Guide for Administrators and End-Users.
Prepared by David W. Killingsworth
()
18 August, 2005
Document History 3
Working in the Client: 4
The Workspace: 4
View Pane Navigation: 5
Email Icon Legend: 6
Creating a new E-mail Message: 7
Reply and Reply Other: 7
Forwarding Messages: 9
Deleting Messages: 10
Working with Folders: 11
Contacts Folder: 13
Find Memo: 14
Miscellaneous Tools: 16
Following-Up on messages: 17
Copy an email message into a different document type: 19
Setting Preferences: 20
The Preferences Dialog: 20
Mail – Basics: 21
Mail – Letterhead: 22
Mail – Signature: 23
Mail – vCard: 24
Mail – Colors: 25
Mail – OpenNTF Settings: 26
Calendar & To Do – Basics: 29
Calendar & To Do – Display: 30
Calendar & To Do – Scheduling: 31
Calendar & To Do – Alarms: 32
Calendar & To Do – To Do: 32
Calendar & To Do – Autoprocess: 33
Calendar & To Do – Colors: 35
Calendar & To Do – Category Colors: 36
Access & Delegation – Access to Your Mail & Calendar: 37
Access & Delegation – Access to Your Schedule: 39
Access & Delegation – Shortcuts to Others’ Mail: 40
Document History
Version / Date / Author(s) / Comments1.2 / 01/June/04 / David Lundy
/ Initial Draft using v.1.2 of OpenNTF.org Mail TemplatePhase1
1.6 / 18/Aug/05 / David W. Killingsworth
/ Final Draft of v1.6 of OpenNTF.org Mail Experience Template. Version 1.6 is based on Domino 6.5.4 Domino Web Access (DWA) template.
Updated all screenshots to include v.1.6 features and cleaner appearance of 6.5.4 DWA Mail template.
Updated document dialogue to correct statements that were invalid because of feature updates since v.1.2.
Working in the Client:
The Workspace:
The Lotus Notes Client workspace contains a few key areas in which to work in and navigate with. They are listed as follows.
· “The Bookmarks Icons Bar on the far Left”: These are Icons for opening different Lotus Notes Databases.
· “The Toolbars at the very Top”: These tools bars offer “quick” keys for quickly performing certain functions, such as copy and paste.
· “The Workspace Tabs at the Top”: These allow you to navigate between database that you have open.
· “The Navigation Pane of the Left”: This is used to select information to display in the view pane. It is also used to access folders and views to organize messages or documents.
· “The View Pane on the Right”: This is where messages and documents appear. This is where you will be viewing most of your information.
· “The Preview Pane on the Bottom Right”: This shows up below the View Pane. When used, this will show a preview of a documented that you have selected in the View Pane.
· “The Status Bar”: This shows up at the bottom of the screen and displays context specific status and information about your Lotus Notes Client.
Status Bar
View Pane Navigation:
· Any column with a ^ can be sorted by clicking on column name.
· To rearrange order of column click and drag column to new location.
· Columns can be expanded by clicking and dragging right hand column end line
Email Icon Legend:
· When viewing your mailbox, several different Icons show up in various locations on the view pane to indicate different information about email messages or calendar entries.
Creating a new E-mail Message:
· "New Memo": Creates a new email message.
Reply and Reply Other:
· "Reply": Uses the default method (see below) of replying to the sender of the email. By default, this method is no history, without attachments.
· "Reply Other": Gives different options of replying to the sender:
· “Reply to All (default)”: Replies to the sender of the mail and carbon copies (CC:) all other recipients of the mail. Uses default settings (see below), which by default is no history, without attachments.
· “Reply”: Three additional options for replying:
- ...with History: includes a copy of the email message being replied to in the response
- ...without Attachment(s): includes a copy of the email message being replied to, but also replaces attachments with text indicating the attachment was removed.
- ...with Internet-Style History: includes a copy of the email message being replied to, preceded by ">" to indicate the history. No attachments are included.
· “Reply to All”: Same as "Reply", but in addition to replying to the sender, it carbon copies (CC:) all other recipients of the email message.
· “Default Behavior...”: Allows you to define the default behavior of the reply buttons (see below).
Default Behavior:
· This option allows you to set the default behavior of the Reply and Reply to All buttons:
· "Include History on Replies": Controls whether Lotus Notes includes the message history when replying to an email message.
- "Normal": Copies the original email message into the body of the new reply.
- "In Section": Copies the original email message into a "section" in the reply. The section is a Notes-specific object that can be "collapsed" or "opened." This feature allows the reader to "collapse" the history for readability purposes. This rich text format is the historical default behavior of Lotus Notes.
- "Internet Style": Removes all non-text elements, such as attachments or images from the message history and offsets the history with ">" symbols.
· "Drop Attachments on Replies": Tells Lotus Notes to remove all non-text elements, such as attachments or images from the message history when replying. This helps reduce overall mail file sizes by eliminating the propagation of large attachments in each reply.
Forwarding Messages:
· "Forward": Copies the current email message (similar to Reply with History) into a new email message. This is different from replying with history because the “Send To” field is blank (instead of replying to the sender).
· "Forward without Attachment(s)": Forwards the email message, but removes all non-text elements, such as attachments or images from the new email message.
· "Internet-Style Forward": Forwards the email message, but removes all non-text elements, such as attachments or images from the new email message. This offsets the original message with ">" symbols.
Deleting Messages:
· "Delete": Moves the selected message(s) into the "Trash" folder. The message is not permanently deleted until removed by the system or manually from the Trash folder:
In the Trash folder, there are additional options for controlling deleted messages:
· "Restore": Restores the selected message(s) back to the "Inbox" folder.
· "Restore All": Restores all messages in the trash folder into the "Inbox" folder.
· "Delete Selected Item": Permanently deletes the selected message(s). Messages deleted this way are unrecoverable.
· "Empty Trash": Permanently deletes ALL messages in the trash folder. Messages deleted this way are unrecoverable.
· “Block Mail from Sender”: Adds the sender of the selected message to the “Block Senders List” and all mail from members of this list will go the Junk Mail Folder automatically.
By default, messages in the trash folder are permanently removed from the mail file 48 hours after they are deleted by the user. This 48 period may be changed the in the Tools/Preferences section (see below).
Please note that if you try to drag a message from the Trash folder to another folder, you will receive a popup box error that says “You cannot drag and drop out of Trash with Soft Deletes enabled. Please Restore instead.”
To remove messages from the Trash folder, use the Restore button, which restores the selected message(s) back to the “Inbox” folder, and then you can drag and drop the message(s) to your desired folder or leave the message(s) in the Inbox.
Working with Folders:
Folders are useful for organizing mail messages into logical collections. Folders are created in the "Folders" section of the Navigation Pane.
· "Create Folder": Creates a new folder in the "Folders" section. Any new folders inherit their design from the Inbox by default.
· "Move To Folder": Displays a dialog box with the names of all existing folders, plus the Inbox and Junk Mail folders. Moves the selected message(s) from the current location to the new folder:
· "Remove From Folder": Removes the selected message(s) from the current folder and replaces it in the "Inbox" folder. The message can still exist in other folders, however (see Move To Folder). This is useful when messages have been added to several folders (see Add below).
From this dialog box, there are four options:
· "Move": Moves the selected message(s) from the current folder to the newly designated destination folder.
· "Add": Adds a reference to the message(s) to the new folder. This allows a message to show up in more than one folder at a time. If the original message is deleted, it is removed from all folders.
· "Cancel": Cancels the move action.
· "Create New Folder": Creates a new folder either at the root (or top level) of the "Folders" section, or within another folder. Up to 9 levels of folders can be nested within one another.
Contacts Folder:
· “Contacts”: The Contacts folder which appears in the Navigation Pane on the left and contains all of your personal contacts.
In previous versions of Lotus Notes, Contacts were contained the Personal Address Book. To synch the Personal Address Book with your mailbox, and allow you to view your contacts when accessing your mailbox through Domino Web Access, click “Sync Address Book” as shown in the diagram above.
After the synch finishes, a dialogue box will appear to indicate how many entries were updated as shown in the diagram above.
Find Memo:
The “Find Memo” item in the Navigation Pane allows the end user to search their mailbox for messages. “Find Memo” automatically opens the All Documents View, and displays the Search Bar on the top of the View Pane. The Search Bar will search all documents within the particular view.
· “All Documents”: – Displays all messages in the mailbox irregardless of which folders those messages may be located in.
· “Mail Threads”: - Displays messages in a threaded format, much like a discussion forum.
· “Today’s Mail”: - Displays all messages for the current date.
· “by Date”: - Displays all messages categorized by the specific date they were sent.
· “by Person”: - Displays all messages categorized by the person that sent them.
· “by Size”: - Displays large messages categorized by messages size.
Find Memo - by Person
Find Memo - by Size
To search or Find a Memo in a particular view, type a phrase into the search bar and click “Search.” Any documents matching your search criteria will appear in the View Pane with a “document selected” check box on the left column. You can reset the search results by clicking “Clear Results.”
Miscellaneous Tools:
The tools navigation icon includes several useful functions, and allows you to set many options.
· "Preferences": This is the location to change and customize settings that control the behavior of the mail file. Default settings for Calendar access, message color display, auto-spell check, amongst many other Lotus Notes Mail settings are configured here.
· "Add Sender to Address Book": Adds the sender of the current mail message as a person in your Personal Address Book. You will be presented with a dialog box asking you to clarify the sender's first/middle/last names and email address.
· "Block Mail from Sender": Adds the current message's sender to a "Blocked Senders List". All mail from senders in this list will be automatically delivered to your "Junk Mail" folder.
· "Create QuickRule": Allows you to create a custom behavior rule for the mail file, based on the current message's information.
· "Mark/Unmark Document as Expired": Used in archiving mail messages.
· “Forward Mime to RFC-822”: Forwards an e-mail, but attaches the original content as an .eml file.
· "Out of Office": Configures the Out of Office agent. When enabled, the Out of Office agent auto-replies to incoming messages with a standard message.
· "Archive Settings": Allows you to change the settings for automated archiving of your mail file.
· "New Memo - Using Stationery": Creates a new mail message using stationary documents as the basis for the design of the new message.
· “Mail Rules”: This opens up the Mail Rules folder.
· "Delivery Information...": Displays the delivery information for the selected message. (This option is only visible when viewing a message).
· "Forward Memo Header": Creates a new message with the entire STMP header of the current message in it. This is used to help track the delivery path of the message. (This option is only visible when viewing a message).
Following-Up on messages:
· Mark Message: Marks a message for future follow up. This allows you to determine when a reminder notice should be sent to you concerning the follow up. It also allows you to change the display color of the mail in the View Pane (for better visual reference). This makes the message visible in the "Follow Up" view and can be set to remove the message from your Inbox as well.
· Reset Mark(s): Removes the follow-up flag from the selected documents.
Choosing "Mark Message" will result in the following dialog box being displayed:
There are several options available when Flagging a message for Follow Up.
1. “Flag with Rule”: Use a previously defined rule for this message (see #8).
2. Check the "Remove from Inbox" option to have the message removed from the Inbox view. The message will only appear in the "Follow Up" after this has been checked.
3. “Categorize”: Lets you set a category for the message. The list of categories is defined in your mail file.
4. “Reminder Settings”: You set the date/time for the message follow-up reminder. You can also set the priority of the reminder. An email will be sent to you reminding you which message(s) have been flagged for follow-up for the chosen date/time. Click the reset button to clear the fields.
5. Check the "Set an alarm for this message" to have a visual/audio alarm set for the message (in addition to an email). You will be reminded with a dialog box popup at the designated time. You can also have an email sent to other recipients (in case other people need to be involved). Check the "Send mail notification with subject" option and enter the names of the recipients in the box.