Basic LotNotuser.ppt

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Basic Lotus Notes at GMEIntroductionDorothee Gross-SchumannIBM Certified System Administrator - Lotus Notes and Domino 6/6.5

© 2005 Electronic Data Systems Corporation. All rights reserved.© 2005 Electronic Data Systems Corporation. All rights reserved.

Basic Lotus Notes at GME

This introduction covers the following topics:

Your mailbox: Sending and receiving mailFoldersSize limitations and what to do about them -

ArchivingGiving access to othersReplicating a local copy

Using it on a laptop: Different location documentsReplicating databasesOutgoing mailbox

Calendar: Creating entries

Addressing: Personal and public address booksCreating and using group documents

Databases: A brief introduction


Basic Lotus Notes at GMEMailbox

Notes is structured to have all databases on Notes servers so that they can be updatedby the server and accessed by more than one user. In the GME environment, mostmailboxes are on mail-only servers named CCLLLMAxx, where CC is the countryabbreviation, LLL the location, Maxx stands for MAil, and a number. Mailboxes on theservers are located in the directory MAIL\y\ where y is the first letter of the user's lastname. The mailbox file name is the NetID of the user, the files extension is .nsf. Group mail boxes have a special directory on each mail server: mail\groupbox\....Users will find the mailbox icon on their desktops when their Notes has been configured.

Mail

Two ways to open your mailbox: Double click the icon or click once on the bookmark.

Attention: Server naming conventions are under revision and not consistent at the moment, so you might find variations.



Bookmark bar

Smarticon bar

Pin to fix abookmark list

View and folder list

List of documents

Menu bar

Quota information Action buttons



The INBOX contains all messages received and not moved or deleted. Double click a message to open it.

Once a message is opened you have options to deal with it: Various reply options, Forward, Delete, or Folderto store the message in a folder that you create. ALL messages will always be visible in ALL DOCUMENTS.


Basic Lotus Notes at GMEMailbox - Folders

Move a document into one of your existing folders:

Create a new folder:1. Decide where toput it, in Folders orin one of the existingones.2. Give it a name3. If you want the folderto be protected fromother users havingaccess to your mailbox,make it Private insteadof Shared, in theAdvanced section.


Basic Lotus Notes at GMEMailbox - Folders

To rename, move or remove your folder,go to Actions, Folder Options and selectthe appropriate option.Please keep in mind that if a folder is removed,the documents it contained are NOT deleted,but can still be found in ALL DOCUMENTS andany other folders they may have been alsoassigned to.


Basic Lotus Notes at GMEMailbox - Quota

To know how close you are to the sizelimit (Quota) set for your mailbox,check here.Shown isthe % ofthe quotathat is usedup, and the size in MB.

If the precentage approaches 90 %,eitherdelete a number of mails (in ALL DOCUMENTS, sort by size and try to remove the bigger ones, or remove largeattachments FROM the documents)orstart archiving

Best practice is to first go through and delete what is nolonger needed, then archive what must be kept.


Basic Lotus Notes at GMEMailbox - Archiving

To archive documents you need to first check the archive settings:

You can set up your archive to run a setof predefined selections when you clickArchive Now These will then check all documents inthe box when the option is started, and move all documents complying with the condition set here to the archive DB specified.

Make sure that the path you specify is validand has enough space for your archive file,which can get up to 4 GB in size. You should not let it grow that big, however, as it becomes un-stable !




Automatic archiving on the server is notallowed in GME. Logging is not necessary, so you may un-select the checkbox.

Do not delete documents that have responseswill archive the documents but leave a copyin the mailbox in case the document is a replyor there is a reply to it. This takes the sense outof archiving, so it is best to unclick it.




Once your settings are completed you can archive the first documents. It is recommended tostart by selecting a few, not very important, documents and then go to Selected Documents.This will create the archive DB and archive the selected documents so you can see it works.To open the archive, click here:

Once this has worked you can continue to select more maildocuments and archive them (attention, the process takes quite some time for a larger volume, and blocks your Notes,so start this only when there is time enough).Or you can run the automated process using the Archive Nowoption, if you have created the settings for that.



Please make sure to deselect the option „Do not delete documents that have responses“ if you do not want to keep copies of mails that you archived in the mailbox in case they are part of a mail trail !!Also, logging is not really useful and can be deactivated.


Basic Lotus Notes at GMEAccess

There are two ways to give other usersaccess to your mailbox, or calendar:

1. Select or open your mailbox and the FILE – DATABASE – Access Control or right-click the box and select the same options.

In this box you can ADD, REMOVE and RENAME users as well as change their access rights.Take care not to change the DEFAULT or ANONYMOUS entries to anything but No Access, this will be revoked by the mail manager later.Always select users from the address book when adding, to get correct entries !Do not give too many users manager access, but NOT remove or change the DBA Admins and server groups


Basic Lotus Notes at GMEAccess

There are two ways to give other usersaccess to your mailbox, or calendar:

2. Open your mailbox and go to TOOLS - PREFERENCES, then Delegation:

In this box you can also give accessto users by adding them to the appropriate lines by clicking on the dropdown and selecting them from the adress book.

There is one page for the mailbox and one for the calendar only, so you can make different selections depending on the purpose of the access right you are giving.


Basic Lotus Notes at GMELocal Notes on Laptops

Laptop users must have their Notes user data installed on the C:\-drive instead of on H: as with desktop users. The advantage is that Notes can be started independently of a network connection, so you can work on your mails anywhere without an active connection, and then later replicate when a connection is available.The disadvantage is that if there is a loss of data, or of the laptop or it‘s disk, there is no backup unless the user has made one. Therefore it is a good idea to make a copy of the following files to an external disk or CD occasionally:names.nsfdesktop6.ndknetid.idbookmark.nsfnotes.iniWith the help of these copies the Admins can always reconstruct your client as it was before.

There should be a location document for Offline work in addition to the Office one so work without network connection is easy. Before cutting the network connection, the user should switch to the offline connection at the bottom right of the notes screen !


Basic Lotus Notes at GMEReplication

Laptop users will have a local replica of their mail file in order to be able to work on mail without an active connection to the network. A replica is a copy of the mail file that is able to update automatically and achieve equality with the original. In the location document for online Notes operation (usually called Office), automatic replication should be set up so the user does not have to take care of updating the local copy:

On the replicator page, available on the bookmark bar: replication of DBscan be activated by a checkmark, or de-activated if not needed.

Users should normallyNOT make changes to the replication settings ofa database, only activateor deactivate on the replicator page.


Basic Lotus Notes at GMEOutgoing Mailbox

Laptop users also have an Outgoing Mailbox of their own, so they can make mails ready to go out even without having an active connection:

If the user presses the SEND button on a mail created while using the Offline location, the mail will not try to find the outbox on the mail server, but the sending order will go to this local Outbox. As soon as the connection is established and either a manual replication is started on the replicator page or the user switches to the Office location, the ‚Send outgoing mail‘ line on the replicator page will send out the mails in the outbox to the server and process it‘s sending there.


Basic Lotus Notes at GME

Q & A:

Have I left anything unsaid that you would like to know about ?

Please feel free to ask now or mail me later:

Dorothee Gross-Schumann/DBA/GMADMIN/GMC in [email protected] via the Internet

Basic LotNotuser.ppt

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