Lotus inotes 8.5 is a browser-based system that gives you access to productivity tools mail, calendar, to do lists, contacts, and more from any computer with a network connection. You can now work in several different view modes, enabling you to choose between simple, streamlined work spaces or more advanced configurations with extra features and functions. Lite configuration is Default. Click to view inotes preferences. Click to change to Full Mode. Action bar (see feature comparison on page 6) Click to Log out. Application tabs Application switcher Full Mode The Show button Navigation panel Full Mode Click to expand / hide sidebar. Preview pane Logging In 1. Access inotes from your Intranet Home Page (e.g. http://my.assurant.com/wps/myportal/domino/dwa/highspeed) and press ENTER. 2. Type your user name and password in the appropriate fields, and log in. Using the Application Switcher - Lite vs Full modes Click for more applications (if available). To open an application: Click the icon for the application you want (e.g. for Mail). Note: Different applications are available depending on which inotes mode (e.g. Full, Lite, Ultra-Lite) you are working in. (see feature comparison on page 6). 1
Navigating in inotes You can navigate to your various work areas, bookmarks, and applications using the new Open button and right sidebar. Working with the Navigation Panel The navigation panel (pictured below) on the left side of the inotes work space is context specific - it changes depending on which application you are using. Full Mode vs Lite Mode Highlighted item indicates what view or folder you re using. Click to hide / expand the navigation panel. Work Space Setup inotes 8.5 allows you to choose between several different work space configurations. Lite mode hides tools and functions that some users may not need. Full mode adds applications such as the To Do List and Notebook. Work Space Configurations To switch between Lite and Full modes: at the top of the work space, click the current inotes configuration (e.g. switch to. ). From the menu, choose the mode you wish to Note: Be sure to save any open or working files before changing your inotes configuration! Mail Preview Pane To display the preview pane: click. From the menu, choose Preview on Bottom or Preview on Side. Click other views or folders to display them. Clicking an item with an expand icon displays sub-options. Using the Sidebar inotes 8.5 features a sidebar on the right side of the work space that can display your Day-At-A-Glance items and inotes help. To display or hide the sidebar: click Show and, from the menu, click Sidebar to toggle sidebar display on or off. To choose what the sidebar displays: click Show and, from the menu, choose Sidebar Panels. Click an item (e.g. Day-At-A-Glance icon) to add or remove it from the sidebar. The Day-At-A-Glance sidebar panel displays calendar events and to do tasks for the current day, or for any day you choose. To hide the preview pane: click. From the menu, choose Hide Preview. To mark items as read when viewed in the preview pane: click. Under the tab, choose the Mail Display section. Check the Mark documents read when opened in preview pane box. Click OK. Working with Mail Folders In the application switcher, click to open the tab. To create a new folder: click and choose Folder from the menu. In the Create Folder dialog box, enter a name for the folder and choose where it will be located. Click OK. To move a message to a folder: select the message and click. Choose Move to Folder from the menu. In the Move to Folder dialog box, select a folder to move the message to and click OK. Right-click Context Menus You can right-click on documents, events, or navigation panel items to open a menu of common actions for that item. Use right-click menus to quickly delete mail, create new folders, and more! 2
Sending & Receiving Mail Click and then click in the navigation panel to view your Mail Inbox. Working with New Messages By default, unread messages appear in red with a star icon. To check for new messages: Click the Refresh icon. To view only unread messages: Click all messages, choose Unread Only once more. and choose Unread Only from the menu. To view To mark a message as read or unread: select the message, click, and choose Mark Selected Read or Mark Selected Unread. You can also right-click the message and choose an option from the Mark As group in the menu. To sort your messages: click a column header (e.g. ). You can sort according to importance, sender, subject, date, size, or follow up status. To display a message thread: click the message, and then click the thread arrow icon the message s subject name. beside Opening New Messages Double-click a message to open it in a new tab. From this view, you can save attached files to your computer, or browse a message thread summary (a grouping of all back-and-forth replies originating from a single message). To save an attachment: 1. Double-click to open a message containing an attachment. Messages containing attachments appear with an attachment icon beside them in your inbox. 2. Attachments appear at the bottom of your browser window. Select an attachment to download and click. If you are working in lite mode, you may need to right-click the attachment and choose Save Target As. 3. In the Save Attachment dialog box, choose a location and click Save. Responding to Messages To Reply to a message: double-click the message, click or, and choose a reply option (e.g. Reply with History Only). Type your reply in the message area and click. To forward a message: double-click the message, click, and then choose a forward option. Click To: and choose recipients to forward the message to. Add text to the message area if necessary, and click. Creating a Message 1. Under the tab, click to open a New Message tab. 2. Enter recipients s email addresses in the To:, Cc:, or Bcc: text boxes as desired. 3. Type a brief description of the message in the Subject box, and type your message in the composition field below. Note: Bcc:, Blind carbon copy recipients do not appear in the Recipient list at the top of the message when it is sent and Bcc: recipients are not automatically included in reply to all. 4. Click. Tip: When addressing a message, if the recipients are in your address book, Notes automatically completes their addresses once you begin typing their names. To add an attachment: below the message composition area, click to expand the attachments section. Click. In the Open dialog box, locate and select the file you want to attach and click Open. The file appears in the list below and is now attached to your message. Auto Spell Check To enable auto spell check: choose File Preferences. Under the Preferences tab, choose the Mail General section. Check the Spell-check message before sending box and click OK. To fix a misspelled word: right-click the underlined misspelled word and choose the correct spelling or if spelled correctly, select. 3
Calendar Features Click the calendar icon Application switcher Full Mode Date picker Calendar Views in the Application Switcher to open the Calendar window. Available in Lite and Full Modes. Calendar action bar One Work Week view Navigating the Calendar To go to another month: click the arrows above the calendar to go to the next month. To go to another date: click the day on the date picker or in the Calendar view. To return to today s date: click above the date picker. Viewing other Notes Calendars Open another calendar to view the schedules of other notes users. Note: Another person s mail or calendar can only be accessed if that user has delegated access in their preferences. 1. In the calendar views section of the navigation pane, click Other Calendars, and click Open Calendar for... 2. In the Select User dialog box, enter the name of the Notes user whose calendar you want to view, or you can search for the user by clicking the arrow, search for your user(s), then click OK, and click OK again to open their Notes Calendar. Managing Calendar Views To choose a calendar view: in the calendar views section of the navigation pane, click a view option (e.g. One Month icon). Printing a Calendar 1. Click Print on the Notes toolbar. 2. In the Print dialog box, under Content, choose a Calendar style (e.g. Weekly Style). To summarize all meetings, appointments, and tasks for the current view: click and choose Calendar Summary. Click and choose Calendar Summary again to return to full Calendar view. To filter the calendar view: click, and choose an option (e.g. Filter by Chair). If a dialog box opens, refine your filter selection and click OK. To remove a filter, click, choose View All. 2. Under Page Types, choose a Page Type (e.g. Full Page). 3. In the Print Range area, choose the dates in the boxes and set the date range you want to print. 4. Click Refresh Preview, then click Print on the toolbar. 4
Scheduling Meetings You can set up meetings and verify that your invitees are available. Setting up a Meeting from your Calendar 1. Click the calendar icon in the Application Switcher to open the Calendar window. 2. Click and choose an event option (e.g. Meeting) from the menu. Note: When you click it will create a meeting event by default. 3. In the Subject box, type the meeting description (e.g. Barriers to Listening). 4. Enter the start date and time, end date and time, and duration of your event as needed. Select the Alarm box to set up an event notification, and schedule as needed. Rescheduling and Canceling Meetings To reschedule a meeting you ve created: find the meeting on your calendar and double-click to open it in a new tab. Click Actions and choose Reschedule from the menu. Enter a new date/time for the meeting and click OK to send a rescheduling notice to each invitee. To cancel a meeting you ve created: double-click the meeting on your calendar to open it in a new tab. Click Actions and choose Cancel from the menu. Click OK. Tip: To attach an explanation for a meeting s rescheduling or cancelation check the Include additional coments on notice box before clicking OK. Setting an Out of Office Notification The Out of Office Notification automatically sends a response to all invitations or emails you receive while you are Out of Office, and marks you as unavailable on the calendar. 1. From your Mail or Calendar application, click More and choose Out of Office. Under the Out of Office tab, set your leaving and returning dates. If needed, check the Specify Hours box and set leaving and returning times as well. To create a recurring event: click the Repeat tab,. In the Repeat Options, check Set Repeat and select your options as needed. 5. Choose event invitees, if required. Click Invitee:. In the Select Addresses dialog box, select invitees from the contact list to the left and click the Invite:, Optional:, FYI:, or Presenters: buttons to move them to the Recipients list on the right. Clik OK. To confirm invitee availability: click the Schedule tab,. If all invitees are available, (e.g. Green vertical bars) return to the event tab. If any invitees are unavailable, (e.g. Red vertical bars) select an alternate time from the Recommended meeting times list, or click Change Invitee List... to revise your invitees. 6. In the Location text area, type where the event will take place. If applicable, you can click Room: or Resource: to select and reserve rooms or resources from the company directory, or check the Online Meeting box to set details for a web conference. 7. Click Details to expand a text area where you can enter more information about the event, or click Attachments to attach files. 8. Click Save & Send to complete the event entry and send the invitation. 2. Click Standard Notification to choose an email response which will automatically be sent to anyone who contacts you while you are away. 3. Click Alternate Notification to set up a second response which will be sent to selected individuals instead. 4. Click Exclusions to set up rules for people or groups who will not receive an out of office email. 5. Click Enable & Close to enable the service, and Disable & Close to disable the service. Group Calendars Create and manage group calendars to keep track of colleagues schedules. To create a group calendar: in the Calendar navigation panel, click Group Calendar to open a Group Calendar tab. Click New. Enter a name for the group and click Members to add group members. Clikc Save & Close to save the calendar. To view a group calendar: in the Calendar navigation panel, click Group Calendar to open a Group Calendar tab. Double-click a group calendar from the list to view it. Click Add/Remove to make changes to the calendar, if required. 5
Feature Comparison: Full, Lite, Ultra-Light modes This table compares the features available in the different Lotus inotes modes: full, lite, and ultra-light. It is not a complete list of all features, but rather a comparison of features at a high level. inotes Features Full mode Lite mode Ultra-light mode Browser support 1. Internet Explorer 6 or later 2. Mozilla Firefox 2.0.0.13 or later 3. Safari 3.1.x and 4.0.x 1. Internet Explorer 6 or later 2. Mozilla Firefox 2.0.0.13 or later 3. Safari 3.1.x and 4.0.x Set out-of-office notifications Yes No No available when accessing outside company with mobile phone and unsupported browsers (e.g. FireFox 3.5 and higher, Saferi, etc) inotes 3 Modes for accessing Notes mail inotes provides Lotus Notes users with browser-based access to their Notes mail, calendar, and contacts. Full Mode: Provides integrated collaboration tools for environments that provide full broadband connections. For users that need full access to all of the inotes features. Lite Mode (Default): This mode includes mail, contacts, and calendar and is best suited for slow connections or bandwidth constrained networks. For users that need to access mail in a public place, such as at a kiosk. Ultra-Light Mode: This mode is available either on a mobile device, or on unsupported browsers external to the company. Notebook Yes No No To Do Yes No No Use RSS Feeds Yes No No Calendar views One Day, Two Days One Work Week One Week, Two Weeks One Month One Year Day-At-A-Glance One Day One Week One Month Day-At-A-Glance Day-At-A-Glance (list view) Create calendar entries (meeting invitations, appointments, etc.) Yes Yes No 6
Frequently Asked Questions / Tips Here are the answers to some common questions about Lotus inotes. How do I......enable Instant Spell Check? Choose Preferences Mail. Under Outgoing Mail, check the Spell-check message before sending box. Click Save & Close to save changes, otherwise click Cancel to discard changes....revert unread mail indication to Plain RED text, instead of Bold BLACK text? Choose Preferences Mail Display. Under Unread Mail Indication, select the dropdown and click Plain red text. Click Save & Close to save changes, otherwise click Cancel to discard changes. Mail and Documents Move to next page... PAGE DOWN Move to previous page... PAGE UP Move to top of list... HOME Move to bottom of list... END Open selected messages in new tab... ENTER Delete selected message... DELETE Create a new message... INSERT Scroll to next message... DOWN ARROW or TAB Calendar and Events Move between time blocks / days... DOWN or UP ARROW Move to next calendar page / section... PAGE DOWN Move to previous calendar page / section... PAGE UP Move to top of calendar page... HOME Move to bottom of calendar page... END Open selected event or create a new calendar event... ENTER Delete selected event... DELETE Mail Icons... Mail sent to you as cc... Message sent to you only... Unread message... Forwarded and replied to message... Forwarded message... Replied to message / /... Follow up (urgent / normal / low priority) 7