Lotus Notes

 Lotus Notes – Introduction

Notes is a powerful information management client. It can help you manage your e-mail, contact, schedule, tasks, and it can act as an Internet client. With release 6.5, you can browse Internet or intranet web sites while connected to the network or retrieve previously browsed information offline.

 

Notes Mail

Notes mail lets you communicate electronically with other Notes users as well as users of other e-mail products. You can exchange messages with people on the same network, or, if you're not connected to a network, such as when you are at home or at a hotel, you can access your mail using a modem and a telephone.

Notes mail lets you send and receive Domino Notes mail, POP and SMTP mail, and IMAP mail. You can use your Notes to participate in Newsgroup discussions and lookup names and e-mail addresses using Internet directory services such as Four11® and Bigfoot®.

A Notes mail message is the same as any Notes document. For example, you can change fonts and colors, add file attachments, and include tables, graphics, and links. Each Notes user has a mail database in which to store mail messages.

Features

1. Connecting to your mail
2. Opening mail
3. Checking for new or unread mail
4. Managing mail
5. Creating mail
6. Addressing mail
7. Preparing to send mail
8. Sending and saving mail
9. Opening your address book
10. Adding contacts to your address book
11. Adding mailing lists to your address book
12. Setting up out-of-office mail
13. Delegating mail access
14. Accessing mail with a browser
15. Send an instant message with same time
16. Opening Database file / Discussion Database
17. Fax sending

To change your Notes password

If you are synchronizing your Notes password with your operating system password or with your Domino Web/Internet password, the "Change password" dialog box will indicate which passwords are being updated.

  1.       Choose File - Security - User Security.

Macintosh OS X users: Notes - Security - User Security.

  2.       Click Security Basics, and then click "Change Password" under "Your Login and Password Settings."

  3.       In the "Change Password" dialog box, enter a new password in the "Enter new password" field, and then enter it again in the "Re-enter new password" field.

Note your new password must differ from a certain number of passwords you have used in the past before you can reuse an old password. The number is set by your administrator and is indicated in the "Change Password" dialog box. For example, if you had set your password to "Hello" at one time, and the dialog box states that your new password must differ from your last 4 passwords, you would have to use 4 new passwords before you could reuse "Hello" again.

  4.       (Optional) If you are not required to set a password for your User ID, you are able to click "No Password" and Notes sets your User ID to not prompt for a password.

  5.       Click OK.

Tip Since your password is stored in your User ID, don't forget to update your backup copies of your User ID with your new password.

          

To open your mail

Click the mail button on the welcome page:  

This works only if there's an icon for your mail database on your workspace. If there isn't, use File - Database - Open to add the icon to your workspace. If you don't know the server your mail database is on, see your Domino administrator.

Mail folders and views

Notes mail comes with the following default folders and views:

Folder or view	Description
Inbox folder	Stores all messages that you receive. Messages remain in the Inbox until you move them to a different folder or delete them.
Drafts view	Stores all messages that you save without sending. You can go back to these messages, edit them, and send them later.
Sent view	Stores all messages that you sent and saved.
All Documents view	Stores all messages that are currently in your mail database.
Trash folder	Stores messages that you marked for deletion in your mail.
Discussion Threads view	Stores all messages grouped with their replies so you can view an entire conversation at once.
Rules folder	Stores all rules that you create to filter new messages.
Stationery folder	Stores all stationery that you create for sending messages.
Group Calendars folder	Stores all group calendars that you create.

You can create additional folders and views in your mail database. For information, see Organizing documents into folders and Putting views to work.

To create a Mail

  1.    Open your mail  and click "New Memo."

  2.    Address the message in the To, cc, and bcc fields.

  3.    Type a subject in the Subject field.

  4.    Click the body of the message and type your message.

  5.    (Optional) Click "Delivery Options" and select delivery options.

6.      Send the messa

Sending Fax

For sending fax Click on New memo and then in “TO” column type number you want to send fax  with @fax ..

e.g     4365920@FAX.

Your fax will be automatically send.

To reply to a message

You can reply to the sender of a message or to the sender and all recipients of the message. You can also include the original message in your reply.

  1.    Open or select the message.

2.        Do one of the following:

WHAT DO YOU WANT TO DO?	PROCEDURE
Reply to the message	Click Reply and choose Reply.
Reply to the message and include the original message in the reply	Click Reply and choose "Reply with History." Notes adds a section containing the original message to the bottom of the new message.
Reply to the message and send it to all recipients of the original message	Click "Reply to All." Notes adds the recipient names to the cc field.
Reply to the message, include the original message, and send it to all recipients of the original message	Click “Reply to All” and choose "Reply to All with History." Notes adds a section containing the original message to the bottom of the new message and adds the recipient names to the cc field.

  3.       (Optional) Add the names of others to receive the reply in the To, cc, and bcc fields.

  4.       Click the body of the message and type your message. If you reply with history, you can add comments above and/or in the body of the original message.

  5.       (Optional) Click "Delivery Options" and select delivery options.

Send the message.

To forward a message or document

You can forward a message from your mail database or a document from another database.

  1.    Open or select the message or document. To forward multiple messages or documents as a single message, select the messages or documents.

  2.    Click Forward (or choose Actions - Forward). Notes creates a new message that includes the original message or document.

  3.    Address the message in the To, cc, and bcc fields.

4.         (Optional) Type comments above and/or in the body of the original message or doc

 

To archive a message

To set archive settings

  1.    Open the database.

  2.    Choose File - Database - Properties.

3.        Click Archive Settings.

4.        Click Basics and Advanced to see all settings.

Or

  1.    Open the Actions.

  2.    Choose Archive

3.        Click Settings.

4.        Click Basics and Advanced to see all settings

To archive a database

  1.    Open the database.

  2.    Choose File - Database - Archive.

3.      If there are no archive settings for the database, you are asked if you want to create some.

4.      Click "Yes" to the dialog box that asks if you want to archive documents from this database.

To archive selected documents in mail

  1.    Select one or more documents.

  2.    Choose Actions - Archive - Selected Documents, or drag the documents over to the archiving icon (yellow filing cabinet in the Navigation view). 

Note that you must first set up archiving by specifying your archive settings, then you must close and reopen the database for the little yellow filing cabinet to appear. In a mail database the Action menu contains Archive commands. For all other databases, you need to use the File - Database - Archive command.

Action	Description
Archive Now	Archives documents immediately according to your archive settings. Creates an archive database if one does not exist.
Enable Local Scheduled Archiving	Allows you to schedule archiving. "Enable Scheduled local agents" must be selected in your Notes preferences, and the database must be local.
Open Log	Opens the Log database specified in your settings. (You need to have created a log by archiving at least once.)
Selected Documents	Immediately archives documents you have selected.
Settings	Opens the Archive Settings dialog.

To retrieve archived documents

  1.       Choose File - Database - Open.

  2.       Click Browse.

  3.       Select the Archive folder.

  4.       Select the archived database. Archived databases are prepended with "a_."

  5.       Click Open to open the database.

  6.       Select the document or documents you wish to retrieve.

7.              Choose Edit - Copy.

8.              Open the database and view to which you wish to restore the archived documents.

9.              Choose Edit - Paste to restore the archived documents.

To enable automated archiving

  1.       Choose File - Preferences - User Preferences.

2.              Select the box "Enable scheduled local agents."

3.              Close Preferences.

4.              Choose Actions - Archive - Enable Local Scheduled Arching.

Typing addresses

If you know the exact spelling of the name of the person or group you want to send a message, you can address the message by typing the name directly in the To, cc, and bcc fields. If you type more than one name in a field press ENTER after each name, or separate the names with commas.

Option	Description
To	Type a name in this field to send the message to the person or group. These are the main recipients of the message.
Cc	Type a name in this field to send the person or group an information-only copy of the message.
Bcc	Type a name in this field to send the person or group a blind information-only copy of the message. Other recipients cannot see the names you specify in this field.

Selecting an address for a message from an address book 

  1.    Open the message and click Address.

2.        In the Select Addresses dialog box, use any of the following options:

OPTION	DESCRIPTION
Look in	Click the drop-down list and select the address book under "<address books>" that you want to select names from. To search your address book for a name, select "Local Address Books" under "<searchable>."
Starts with	Type the first few letters of the person or group you're looking for to scroll closer to the name. To display names on the left in a different way, click "List by name" and select a way to sort the names.
To	Select a name from the list on the left and click this to send the message to the person or group. These are the main recipients of the message. You must specify at least one name in the To field.
Cc	Select a name from the list on the left and click this to send the person or group an information-only copy of the message.
Bcc	Select a name from the list on the left and click this to send the person or group a blind information-only copy of the message. Other recipients cannot see the names you specify in this field.
Details	Select a name from the list on the left and click this to see more information about the selected name.
Copy Local	Select a name from the list on the left and click this to add the selected name to your address book. (This option is not available when your address book is selected in the "Look in" field.)
Remove	Select a name from the list on the right and click this to remove the name from the address field.
Remove All	Click this to remove all names from the list on the right.

To delete a message

  1.    Open your mail and click the message. To delete more than one message, click the column to the left of each message to select it.

  2.    Click Delete to mark the message for deletion. Notes displays a trash can next to the message. (To unmark it, click Delete again.)

  3.    Press F9 to refresh your mail or close your mail (and any other open mail windows such as Calendar or To Do).

  4.    Select Yes when Notes asks if you want to delete documents. Notes deletes the message from all folders and views in your mail database.

To remove a message from a folder without deleting it from your mail database, select the message, click Folder, and choose "Remove From Folder."

To delete a message from the Sent view

When you delete a message from the Sent view, you can either delete the message from all folders and views in your mail database or remove it from the Sent view only.

  1.    Open the Sent view and select the message. To delete more than one message, click in the column to the left of each message to select it.

  2.    Click Delete to mark the message for deletion.

3.        Do one of the following:

What do you want to do?	Procedure
Delete the message from all folders and views in your mail database	Click Delete.
Remove the message from the Sent view and keep it in any other folders and views (such as All Documents)	Click Remove.

Other ways to create a message

To create a new message	Procedure
Using stationery	Open your mail, click Tools, and choose New Memo - Using Stationery. Select stationery and click OK. For information on creating stationery, see Creating stationery for mail.
From your address book	Open your address book and switch to the Contacts view. Select the names of people to whom you want to send the message. Click "Write Memo." Notes adds the names to the To field of the new message.
From another message, calendar entry, or to do item	Open your mail, calendar, or to do list and open the message, entry, or item. Click "Copy into" and choose "New Memo." Notes adds information such as the subject and body from the original document to the new message.
That contains a document link	Open and select the document. Note that the document must be in a database the recipient has access to.  Choose Create - Special - Link Message. Notes adds a document description to the Subject field and a document link to the body of the new message.
About a phone call	Open your mail. Choose Create - Special - Phone Message. Notes displays a custom form for you to enter information about the call.
For a database manager	Open the database. Choose Actions - Send Memo to Database Manager. Notes adds the manager's name to the To field of the new message.
Using a word processor	See Creating mail with a word processor.

To open a message

What do you want to do?	Procedure
Open a message	Double-click the message.
Open a message in the preview pane	Click the message and then drag the bottom of the mail window up to open the preview pane.
View delivery information about a message	Double-click the message, click Tools, and choose Delivery Information. Notes displays the sender's name, whether the sender signed or encrypted the message, whether the sender requested a return receipt or selected an importance level for the message, when the message was sent and delivered, and the route the message took from the sender's server to yours.
Open a message in Edit mode	Click the message and choose Actions – Edit Document.

To check for new messages

  1.    Choose File - Preferences - User Preferences.

  2.    Click "Mail."

  3.    Select or deselect "Check for new mail every x minutes" to enable or disable new mail notification.

5.              Type a number in the "Check for new mail every x minutes" field to change the interval at which Notes checks for new messages. The default is every 15 minutes.

6.              Select “Play a sound” for audible notification

7.              Select “Show Pop up menu” for visible notification

8.              Click OK.

  In your mail database, you can press F9 to see new mail on command.

  To check for mail on an Internet server, go to the Replicator Page and click Send & Receive mail.

To check for new messages when Notes isn't running

You can use Notes Minder to check for new mail without starting Notes.

1.        Start Notes Minder.

2.        Right-click the Notes Minder icon in the Windows task bar and select Properties.

  3.    Do one of the following:

Select "Audible Notification" to have Notes Minder makes a sound when you have new messages.

Select "Visual Notification" to have Notes Minder displays a dialog box when you have new messages.

  4.    Type a number in the "Check for mail every x minutes" field to change the interval at which Notes checks for new messages.

  5.    Select or deselect "Disable checking" to disable or enable Notes Minder.

  6.    Click OK.

To find unread messages

Messages that you haven't read usually appear in red and have stars next to their titles:

What do you want to do?	Procedure
Open your mail and display the first unread message	Click the mail icon in the status bar and click "Scan Unread Mail."
Go to the next or previous unread message in a view or folder (such as the Inbox)	Press TAB or SHIFT+TAB.
Display only the unread messages in a view or folder	Choose View - Show - Unread Only. To redisplay the read messages in the view or folder, choose View - Show - Unread Only again.

         

Managing mail 

You can organize mail by sorting messages in folders and views, copying or moving messages to folders, filtering new messages according to rules you specify, saving messages in an archive database, or deleting messages. Click any of these topics:

Sorting mail in a folder or view 

You can sort messages in most mail folders and views by clicking the heading of the column you want to sort by. If a column's heading contains a small triangle, you can sort the folder or view by that column.

For example, in the Inbox you can display the oldest or newest message first by clicking the Date column heading, or display messages alphabetically by the sender's name by clicking the Who column heading.

These messages below have been sorted by date, with the newest message at the top of the view and the oldest message at the bottom.

      

You can save the way you sort your columns in a database. For more information, see To retain View column sorting.

Copying or moving mail to a folder 

When you're in a folder in your mail database (such as the Inbox), you can move a message from it to another folder. You can also add a copy of the message to another folder without moving it from the original folder.

However, when you're in a view in your mail database (such as Sent or All Documents), you cannot move messages from it because views automatically select the messages they contain. You can only add copies of messages from views to other folders.

To copy or move mail to a folder

  1.    Click the message. To copy or move more than one message, click the column to the left of each message to select it.

  2.    Click Folder and choose "Move To Folder."

3.        (Optional) To create a new folder, click "Create New Folder," type a name, select a folder type, and click OK.

4.        Do one of the following:

What do you want to do?	Procedure
Add a copy of the message to a folder	Select the folder and click Add.
Move the message from the current folder to another folder	Select the folder and click Move.  If you're in a view, the Move option is not available.

 

 

Filtering new mail using rules

You can use mail rules to have Notes act automatically on new messages you receive that meet certain conditions. For example, you could create a rule that checks for messages from a certain sender or that contain a certain subject and have Notes automatically move the messages to a certain folder.

Notes stores the mail rules you create in the Rules folder in your mail database. You can go there to add new rules as well as work on the ones you've created. For example, you can edit rules, change their order so that one rule has priority over another, turn them off when you don't want to use them, or delete them entirely. Click any of these topics:

To create a rule

1.        Open your mail database and click “tools”

2.        Select “rules” option.

  3.   Click "New Rule."

  4.    Under "Specify Conditions," select a part of messages to check (such as "sender" or "subject"), select a state (such as "contains" or "is"), and type the criteria to check for (such as the name of a certain person or a certain word).

For example, you could select "sender," select "contains," and type Alice to filter all messages sent to you by Alice French, Alice Stearns, and anyone else named Alice. Or you could select "Size (in bytes)," select "is greater than," and type 2000 to filter all messages sent to you that are greater than 2000 bytes.

  5.    Click Add.

Do any of the following:

What do you want to do?	Procedure
Add more conditions	Select Condition, select "AND" or "OR," and repeat Steps 3 and 4 for each new condition.
Add an exception	Select Exception and repeat Steps 3 and 4.
Add more exceptions	Select Exception, select "AND" or "OR," and repeat Steps 3 and 4 for each new exception.
Remove a condition or exception	Click it in the "When mail messages arrive" box and click Remove.
Remove all conditions and exceptions	Click "Remove All."

  6.    Under "Specify Actions," select "move to folder," "copy to folder," "change importance to," or "delete."

  7.    If you selected "move to folder" or "copy to folder," click "Choose Folder" and select a folder. If you selected "change importance to," select an importance level.

  8.    Click "Add Action."

         Do any of the following:

What do you want to do?	Procedure
Add more actions	Repeat Steps 6 through 8 for each new action.
Remove an action	Click it in the "Perform the following actions" box and click Remove.
Remove all actions	Click Remove All.

 10.   Click OK.

Examples: Mail rules

The following rule automatically changes the importance of all messages from Tom Jenkins to high (which means they are displayed with an exclamation point in the Inbox to catch your attention):

The following rule automatically moves all messages that have the word "status" in the subject from the Inbox to the Status Reports folder unless the subject also has the word "sales" or "project" in the subject:

To manage rules

What do you want to do?	Procedure
Enable or disable a rule	Open the Rules folder and highlight one or more rules. Click "Enable Rule" or "Disable Rule" in the Action bar.
Edit a rule	Open the Rules folder and click the rule. Click "Edit Rule." Make your changes and click OK.
Move a rule	Open the Rules folder and click the rule. Click "Move Up" or "Move Down" until the rule is where you want it.   Notes uses rules in the order in which they appear from top to bottom, so you can move the rules you want to have priority closer to the top. This way, if a new message you receive meets the criteria of two different rules, the rule that's closer to the top acts on the message first. (This is particularly important if you have rules that move or delete messages.)
Delete a rule	Open the Rules folder and click the rule. To delete more than one rule, click in the column to the left of each rule to select it. Click "Delete Rule" to mark the rule for deletion. Notes displays a trash can next to the rule. Press F9 to refresh the folder or close the folder. Select Yes when Notes asks if you want to delete documents.

Using file attachments in documents 

To detach (save) an attached file

You can save an attached file to your hard disk, a floppy disk, or to a file server. Notes saves a copy of the attached file and leaves the original attached to the document. If more than one file is attached to a document, you can save some or all of the files at once. If the file you're detaching is a database, save it to your Notes data directory (Macintosh users: Notes Data folder) to make it easier to add to your workspace later.

  1.    Do one of the following:

To detach one file, double-click the attachment and click Detach.

To detach some but not all files, drag your mouse pointer across the files to select; choose Attachments - Detach All Selected.

To detach all files, select any attachment; choose Attachment - Detach All.

2.               Specify the drive and directory to store the file(s).

3.               Click Detach (Macintosh users: Save).

To view an attached file

Viewing a file means looking at the file's contents without using the software program the file was created with. If you're using Windows, you can view an attached file directly in Notes.

  1.    Double-click the file attachment.

2.         Click View.

3.         Choose File - Close to close the file, or press ESC.

To launch an attached file

Launching a file means opening it with the software program it was created in. If you have the software program an attached file was created with, start that program directly from Notes to read the file.

  1.    Double-click the file attachment.

  2.    Click Launch.

Note  If you edit a launched file, your edits will not be saved. To edit a launched file, detach the file, use the appropriate application, and then save and reattach if necessary.

Specifying delivery options for mail 

To change the importance of a message

  1.    Open the message and click "Delivery Options."

  2.    On the Basic tab, select Normal, High, or Low in the Importance field and click OK. If you select High, Notes displays an exclamation point next to the message when the recipient receives it.

To confirm delivery of a message

  1.       Open the message and click "Delivery Options."

  2.       On the Basic tab, select one of the following in the "Delivery report" field and click OK.

Option	Description
Only on failure	Notes sends you a delivery report only if it cannot deliver the message.
Confirm delivery	Notes sends you a delivery report informing you whether your message was delivered or not.
Trace entire path	Notes sends you a report from each server through which it routes the message and a final report indicating whether it delivered the message or not.
None	Notes does not send you a delivery report.

To change the delivery priority of a message

1.         Open the message and click "Delivery Options."

2.         On the Basic tab, select one of the following in the "Delivery priority" field and click OK.

Option	Description
High	Notes routes the message immediately.
Normal	Notes routes the message the next time your mail server is scheduled to send mail.
Low	Notes waits until off-peak hours to route the message. Off-peak hours are between midnight and 6:00AM unless the Domino administrator changes the time. If you are using a modem or wide area network this option can reduce the cost of using telephone lines.

To confirm that a message is opened

You can have Notes notify you when a recipient opens a message you sent.

  1.    Open the message and click "Delivery Options."

  2.    On the Basic tab, select "Return receipt" and click OK.

To prevent copying of a message

You can prevent recipients from copying a message that you send. This includes copying with the clipboard, forwarding, replying with history, and printing.

  1.    Open the message and click "Delivery Options."

  2.    On the Basic tab, Select "Prevent copying" and click OK.

Note  This option is merely a deterrent to copying. Recipients can still use other means to copy the message.

To spell check mail before delivery

You can have Notes automatically spell check your message before delivery.

  1.    Open the message and click "Delivery Options."

  2.    On the Basic tab, select Auto spellcheck.

Note  You can also turn on auto spell checking  for all mail messages.

To add a mood stamp to a message

You can use a mood stamp to indicate that a message is a particular type of message, such as a personal message or thank you message. Notes displays the stamp next to the message when the recipient receives it and in the body of the message when the recipient opens it.

1.         Open the message and click "Delivery Options."

2.         On the Basic tab, select a type in the "Mood stamp" box and click OK. To display no mood stamp, select Normal. Notes displays the mood stamp before the mail message.

Specifying advanced delivery options for mail 

1.      Open the message and click "Delivery Options."

2.      On the Advanced tab, do any of the following tasks:

What do you want to do?	Procedure
Stamp message with a "Please reply by" date.	Specify a date in the "Stamp message with a 'Please reply by' date" field. Notes adds a line to the message asking the recipient to reply by the date and adds the message to the recipient's To Do view
Add an expiration date to a message	Specify a date in the "Expiration date" field. This lets the recipient know the message is not important after the date. For information on archiving expired messages automatically, see Archiving mail.
Route replies to a message to others	Specify a name or names in the "Replies to this memo should be addressed to" box. To select a name from an address book, click the button to the right of the box.
Specify a MIME character set for the message	Select a language character set in the "MIME Character Set" field.
Send this email to other Notes users through the Internet and preserve delivery options.	Select the check box at the bottom of the tab. When your location document specifies to send outgoing mail directly to the Internet, choosing this option lets you preserve delivery options that normally do not work with email sent over the Internet.

Creating Groups

Adding mailing lists to your address book 

You can create a mailing list to address messages to a group of people. But, instead of addressing messages to each person in the group, you can address messages to the name you give the mailing list.

Notes stores mailing lists in Group documents in your address book. You can address new messages to a group and schedule meetings with a group from your address book.

WHAT DO U WANT TO DO?	Procedure
Add a mailing list	1.      Open your address book and switch to the Groups view. 2.      Click "Add Mailing List." 3.      Type a name in the Group name field. 4.      Type a brief description in the Description field. 5.      Type the names of the people in the Members field. After each name, press ENTER or type a comma. To select names from an address book, click the button to the right of the field. 6.      Click "Save and Close."
Add a mailing list from a message, meeting invitation, or to do item	1.      Open the message, invitation, or item. 2.      Choose Actions - Add Recipients - to new Group in Address Book. 3.      Type a name in the Group name field. 4.      Type a brief description in the Description field. 5.      (Optional) To leave someone off the mailing list, click the person's name in the Members field. 6.      Click OK.
Edit a mailing list	1.      Open your address book and switch to the Groups view. 2.      Select the list and click "Edit Group." 3.      Make your changes and click "Save and Close."
Sort names alphabetically in a mailing list	1.      Open your address book and switch to the Groups view. 2.      Select the list and click "Edit Group." 3.      Click "Sort Member List."
Delete a mailing list	1.      Open your address book and switch to the Groups view. 2.      Select the list and click "Delete Group.
Address a new message to a mailing list	1.         Open your address book and switch to the Groups view. 2.         Select the list and click "Write Memo." Notes adds the list to the To field of the new message.
Schedule a meeting with the people on a mailing list	1.         Open your address book and switch to the Groups view. 2.         Select the list and click "Schedule Meeting."

Adding contacts to your address book

 

You can save information about people in the Contacts view of your address book. If you save a person's mail address, you can address a message by typing the person's name instead of the entire mail address when you create the message.

Notes saves information about people in Contact documents in your address book. You can send mail to people and invite people to meetings from your address book. If you save a person's Web page, you can also visit the page from your address book.

What do you want to do?	Procedure
Add a contact	1.      Open your address book and click "Add Contact." 2.      Specify the person's name under Names. 3.      Type the person's mail address in the "E-mail address" field. Click the button to the left of the field to select the type of mail the person uses. 4.      (Optional) Specify any other information about the person you want to save on the Basics, Details, and Comments pages. 5.      (Optional) Click Advanced and specify advanced contact options. 6.      Click "Save and Close."
Add a contact from a message, meeting invitation, or to do item you receive	1.      Select the message, invitation, or item. 2.      Click Tools and choose "Add Sender to Address Book." 3.      Check the information Notes displays about the person and click OK. Note  To include Internet certificates that are attached to the mail message, click the Advanced tab in the "Add sender to address book" dialog and select "Include X.509 certificates when encountered." Including Internet certificates allows you to encrypt messages that you send to that contact.
Edit a contact	1.      Open your address book and open the contact. 2.      Make your changes and click "Save and Close."
Delete a contact	1.      Open your address book and select the contact. 2.      Click "Delete."
Address a new message to one or more contacts	1.      Open your address book and select the contacts. 2.      Click "Write Memo." Notes adds the contacts to the To field of the new message.
Schedule a meeting with one or more contacts	1.      Open your address book and select the contacts. 2.      Click "Schedule Meeting." For more information, see Creating and sending meeting invitations.
Visit a contact's Web page	1.      Open your address book and select the contact. 2.      Click Tools and choose "Visit Web Page."

Advanced contact options

What do you want to do?	Procedure
Specify more than one name for a contact	Type the names separated by semicolons in the "Full user name" field (for example, Rob O'Toole/Marketing/Acme; Rob O'Toole; Robbie O'Toole).
Specify a contact's mail domain	Type it in the "Mail domain" field.
Specify an abbreviated Internet name for a contact	Type the name in the "Short name" field (for example, rob@acme.com).
Encrypt the messages you send to a contact	Request the person's public key and enter it in the "Certified public key" or "Flat name key" field, depending on the type of key.
Categorize a contact	Type one or more names separated by commas in the "Categories" field. To display contacts by category, switch to the "Contacts by Category" view of your address book.
Display a logo in the background of a contact	select a logo from the "Logo" field.

 

Setting up out-of-office mail

 

You can have Notes automatically reply to mail that you receive while you're out of the office. Notes runs an agent on your mail server that sends messages to the people who send you mail, telling them you're out and when you're returning.

To enable out-of-office mail

  1.    Open your mail, click Tools, and choose "Out of Office."

  2.    Specify the dates on which you are leaving and returning.

  3.    (Optional) Do any of the following:

What do you want to do?	Procedure
Keep the specified dates available for meeting invitations	Deselect "Book Busytime for these dates."
Change the message or subject of the message that Notes sends	Click "Basic Message" and change the subject or message.
Send a different message to certain people	Click "Special Message," specify the names of people in the To field, click the field below Subject, and type the message.
Cancel replies to people who send you Internet mail	Click Exclusions and select "Don't send notices to Internet Addresses."
Cancel replies to certain people or groups	Click Exclusions and specify one or more names in the "Do not send an Out of Office notification to the following people/groups" field. To select names from an address book, click the button to the right of the field.
Cancel replies to messages sent to groups that you're part of	Click Exclusions and specify one or more group names in the "Do not send an Out of Office notification in response to documents addressed to the following group(s)" field.
Cancel replies to messages whose subject contains certain text	Click Exclusions and specify the text in the "Do not send an Out of Office notification if the subject contains this exact phrase(s)" field.

  4.    Click Enable. If Notes asks which server to run the out-of-office agent on, choose your mail server and click OK. Notes runs the out-of-office agent on your mail server until you disable it.

While you are gone, Notes sends only one message to each person who sends you mail, no matter how many messages the person sends you. On the return date you specify, Notes sends you a "Welcome Back" message that includes a list of the people it sent messages to while you were out. Notes continues to send you "Welcome Back" messages until you disable out-of-office mail.

To disable out-of-office mail

1.         Open your mail, click Tools, and choose "Out of Office."

2.         Click Disable and then click Yes.

Delegating mail access

You can let people open your mail database and read your messages and calendar entries. You can also let people send mail, edit mail, and delete mail for you.

1.      Open your mail, click Tools, and choose Preferences.

2.      Click Delegation.

3.      Add names to any of the following fields:

Field	Description
Read my mail and read my calendar	Notes gives the people in this field Reader access in the access control list of your mail database so they can read your mail. Notes also gives them "Read public documents" privileges so they can read your calendar. Tip  To add names to a field from an address book, click the button to the right of the field.
Read and send mail on my behalf and read my calendar	Notes gives the people in this field Author access and "Create documents" privileges in the access control list of your mail database so they can send mail for you. Notes also gives them "Read public documents" privileges so they can read your calendar.
Read, send, and edit any document in my mail file	Notes gives the people in this field Editor access and "Create documents" privileges in the access control list of your mail database so they can edit mail for you. Notes also gives them "Read public documents" and "Write public documents" privileges so they can read your calendar and create calendar entries.
Delete mail and calendar entries	Notes gives the people in this field "Delete documents" privileges in the access control list of your mail database so they can delete mail for you. These people must be listed in the "Read and send mail on my behalf and read my calendar" or "Read, send, and edit any document in my mail file" field. If the former, they can delete only messages that they create themselves; if the latter, they can delete any messages in the database.

4.         Click OK.

Note  When you give people access to your mail database, they cannot read encrypted mail that you receive. Additionally, you cannot read encrypted messages they create for you unless your user ID contains the encryption key used to encrypt the messages.

To open someone's mail if you have access

  1.    Choose File - Database - Open.

  2.    Select the person's mail database and click Open.

  3.    (optional) Do either of the following:

To create mail for the database's owner, use the Create menu.

To create mail for yourself, use the Create - Mail menu.

Calendar and Scheduling 

The Notes Calendar is a view in your mail database that you can use to manage your time. Use the Calendar to keep track of meetings, appointments, anniversaries, reminders, and events (collectively referred to as Calendar entries). Use the Calendar Mini View to keep track of notices you receive and items on your To Do list.

The Calendar enables you to check other users' schedules, send out meeting invitations, track invitee responses, and reserve meeting resources -- everything you need to do to schedule a meeting.

You can print the Calendar, add holidays to it, and set alarms for entries you want Notes to remind you of. You can even manage another user's Calendar.

To open Calendar, do one of the following:

Click the Calendar bookmark

From your mail database, click the down arrow next to the Mail or To Do header and choose "Switch to Calendar" from the menu.

Tip  You can switch between your own or another person's Calendar, Mail, and To Do using the header menus of Mail, Calendar, and To Do.

To change the Calendar display

The table below describes ways to change the focus, look, and content of the Calendar.

If you want to...	Do this
Change the format of the Calendar view	From the menu, choose View - Change Format and select One Day, Two Days, One Week, One Work Week, Two Weeks, Two Work Weeks, One Month, One Work Month, or Meetings to display only meetings in your Calendar. Click the Calendar's Day, Week, Month, or Meetings tab: Double-click a date in any Calendar view to open that day in the One Day format.
Move to a different day, month, or year	Use the date picker in the top left corner of the Calendar.
Scroll through the Calendar	Use the horizontal scroll bar at the bottom of the Calendar for the Day and Week view. Use the vertical scroll bar for the Month view. Subsequently clicking the scroll bar shifts Calendar focus by the same increment (if you first drag the scroll bar forward two years, subsequently clicking it shifts focus by that same amount and in the same direction). Click the forward or back buttons on the horizontal or vertical scroll bar to move one view at a time (Calendar focus shifts one day if you are in the one day format, one week in the one week format, and so on).
See a summary of entries in the current view	Choose View - Show - Summary. Repeat to return to the main Calendar view. Tip  You can also click Formatting - Summarize to view a summary of entries.
See an entry's information	Hold your pointer over an entry to see a pop-up window with basic information.
Move to a particular date	Choose View - Go To Date, then enter a date or select a date using the date box. Click OK.
Move to the current day	Choose View - Go To Today. Tip  You can also click the Today hotspot in the date picker

Creating a Calendar entry 

You can create appointments, reminders, anniversaries, events, and meetings in your own Calendar or another Calendar that you manage.

Note: Once you create a Calendar entry, you cannot change the original entry into a different type of entry (for example, a reminder into a meeting) except for meetings that are saved as a draft and appointments that are created directly in the Day view of the Calendar. To change an existing Calendar entry into another entry type, you must select the entry in the Calendar view and choose Actions - Copy Into New - New Calendar Entry. All of the original information, including invitees, is copied into a new form where you can change the properties.

To create a Calendar entry

  1.       Open the Calendar.

  2.       Click the New action button in the action bar at the top of the Calendar view and select Appointment, Anniversary, Reminder, or All Day Event.

  3.       Enter subject information in the Subject field of the Calendar entry form.

  4.       Select a date, time and time zone in the Starts field(s). If necessary, make date, time, and time zone selections for the Ends field(s).

 Note If you create a repeating entry and decide after the entry has been saved that you want to change the entry to not be repeating anymore, or vice versa, you must create a new entry. You cannot change the original entry. To change the meeting type, select the entry in the Calendar view and choose Actions - Copy Into New - New Calendar Entry. All of the original information is copied into a new form where you can change the properties and save the entry.

  5.       Click Save and Close. Notes add the entry to the Calendar.

Tip

The following are other quick ways to create a Calendar entry:

Double-click a time slot in Calendar (opens an appointment form, unless you change the default to something else in the Basics tab of Calendar and To Do preferences).

To create an appointment in the Day view, make sure time slots are displayed, click once in a time slot to select the time slot, then click again and start typing directly in the view. Press ENTER to save. This procedure schedules the date, time, and subject for an appointment.

Choose Actions - Copy Into New - New Calendar Entry from within an e-mail (opens an appointment).

Drag a message, calendar entry, or To Do item onto the Calendar bookmark. A dialog box appears that enables you to choose the type of calendar entry you want to create. If you choose to create a meeting, the names of people in the original message, calendar entry, or To Do item will be copied into the new meeting entry as invitees. If you do not choose to create a meeting, the invitees will not be copied over.

Click the New toolbar icon , if you have toolbars displayed, and select "New Calendar Entry" (opens an appointment).

To create a reminder with an alarm from the Welcome Page, click the left-facing blue triangle at the middle right of the Welcome Page. Click "Quick reminder" under the Quick Notes section. Enter a subject, date, start time, and the amount of minutes that should go by before the Start time of the reminder in the "Remind me" field. Click Save.

Editing a Calendar entry 

You can only edit Calendar entries that you created or have been access to edit.

  1.       Open the Calendar.

  2.       Double-click the entry to open it.

  3.       Make changes.

  4.       Click Save and Close. (If the entry is a repeating one, select which instances should change in the dialog box that pops up.)

Tip  You can also edit Calendar entries in the Day view by clicking once in an entry to select it, then click again and start typing directly in the view. Press ENTER to save. This procedure edits the subject for an entry.

Deleting a Calendar or To Do entry 

You can delete Calendar or To Do entries from the Calendar, To Do, or Mail view.

To delete a Calendar or To Do entry

  1.       Open the Calendar or To Do.

  2.       Select the entry you want to delete.

  3.       From the menu, choose Edit - Delete.

Caution: Once you delete an entry, you cannot get it back. If you choose Edit - Select All to select all entries in a day to delete, it actually selects all entries in your entire Calendar, not just entries that you can see on screen.

  4.       If the entry is a repeating one, select which instances should be deleted.

To delete a Calendar or To Do entry from a Mail view

  1.       Open your Mail Inbox.

  2.       Select the entry you want to delete.

  3.       From the menu, choose Edit - Delete.

  4.       Do one of the following:

Click Delete to permanently delete the Calendar entry from your Mail and Calendar.

Click Remove to remove the Calendar entry from the current view it appears in, but not permanently delete it from the Mail database. You can still find it in the Meetings view.

Click Cancel to cancel deleting or removing the Calendar entry.

(Optional) If you want to always remove Calendar entries from the current view when you choose Edit - Delete, and not permanently delete them, and you do not want to get asked every time, select "In the future, always remove Calendar and To Do entries instead of deleting them."

Setting an alarm on a Calendar entry 

You can set an alarm to remind you of a Calendar entry or To Do. When the alarm goes off, an alarm notice displays on your screen. Alarms can also be set to play sounds or send e-mail.

To set an alarm on an entry

  1.       Create a new Calendar entry, or open an existing one.

  2.       Select "Notify me" next to the Alarm icon  on the right side of the Calendar entry.

  3.       In the "Alarm Notification Options" dialog box, enter a value in the field next to "Alarm will go off" to represent the number of minutes, hours, or days to offset the alarm from the Calendar entry's actual start time or date.

  4.       Select Minutes, Hours, or Days to indicate the unit of time represented by the number entered in the preceding step.

  5.       Select Before if you want the alarm to go off before the entry's start time or date, or After if you want it to go off after the entry's start time or date.

If you want to...	Then do this...
Play a sound when the alarm triggers	Select "Play sound," then choose a sound file to play from the list. Tip Click the sound icon  to test the sound file you choose.
Send e-mail with the subject from the Calendar entry when the alarm triggers	Select "Send mail notification with subject," then enter the names of those you want to receive the mail in the Recipients field. Tip  If you want to select recipient names from an address book, click the address book icon to open the Select Names dialog box.

 6 .     Click OK.

 7.        Save the entry.

Note You must be running Notes (or Notes Minder) at the time an alarm goes off in order to get the alarm notice. Otherwise, Notes notifies you of missed alarms the next time that you log in to the program.

Opening someone else's Calendar 

You can read and even edit someone else's Calendar only if they have given you access to it. You can also see the Calendar of any user you add to a Group Calendar.

To open someone else's Calendar

  1.       Open your Calendar.

  2.       From the menu, choose Actions - Tools - Open Calendar For.

  3.       In the "Choose address book" field at the top of the "Open Calendar" dialog box, select an address book that contains the name of the person whose Calendar you wish to see.

  4.       In the "Find names starting with field," enter the first few letters of the person's name as it is listed in the address book.

  5.       Select the person from the list of names.

  6.       Click OK.

Note If you manage someone else's Calendar, Notes displays the "Open Calendar For" dialog box after you choose the Actions - Tools - Open Calendar command. To open a Calendar from this dialog box, simply select a name in the list, then click OK. Calendar managers can also open Calendars from the switcher menu in the upper left corner of their own Calendar view.

Delegating access to your schedule information 

You can determine how much of, or whether, your schedule information appears when other people schedule meetings and click Scheduler to check for your busy and free times.

The level of information described in this dialog box is determined by your Domino administrator. It always lets other people see at least whether specific time slots are busy or available for you. It may let other people see text from your Calendar entries, including the Subject text. However, if the administrator has specified detailed information that includes the Subject, but you would rather keep the subjects of entries confidential, you can determine whether the Subject is visible.

  1.       Open your Calendar.

  2.       From the menu, choose Actions - Tools - Preferences.

  3.       Click the "Access & Delegation" tab, then the "Access to Your Schedule" tab.

  4.       Do one of the following to specify which people or groups can see your schedule information.

Leave "Everyone may see your schedule information" selected.

Select "Only the following people or groups may see your schedule information," and click the button to the right of the drop-down list to specify names (or type names into the box).

Select "No one may see your schedule information."

  5.       (Optional) Do one of the following to specify how much information the people or groups you specified in the previous step may see.

Leave "Only information about when you are busy or available" selected.

With this option, people who look at your schedule through Scheduler see only blocks of time, like this:

Select "Detailed information about your calendar entries."

With this option, people can also right-click a block and open a dialog box showing information from the calendar entry, such as the Location for a meeting.

Select "Only information about when you are busy or available, except the following people may see detailed information," and click the button to the right of the drop-down list to specify names (or type names into the box).

With this option, some people can see only the blocks, and people you specify can right-click to see the additional information.

Click OK.

Setting your free time schedule 

Your free time schedule indicates which days of the week and what hours of the day you are available for meetings. This information is available to other Notes users for the purpose of scheduling meetings. People can see your unavailable time and your scheduled time when looking at your schedule.

Your unavailable times are hours that you are not available for meetings, based on the preferences you add in your free time schedule. For example, you may only be available for meetings on certain days or certain times of each day.

Your scheduled time is time that shows conflicts in your schedule, such as another meeting scheduled at the same time.

To set your free time schedule

  1.       Open Calendar.

  2.       From the menu, choose Actions - Tools - Preferences.

  3.       Click the Calendar & To Do tab, then the Scheduling tab.

  4.       Under "Your Availability" select the appropriate time zone from the Time Zone list. The default is Local, which is your default time zone.

  5.       Select the days of the week you are available under "Day of Week," then specify the hours you are available for each day.

For example, if you are available on Saturdays from 7 AM to 11 AM and from 12 PM to 3 PM, select Saturday and enter 07:00 AM - 11:00 AM, 12:00 PM - 03:00 PM.

Click OK.

Scheduling a meeting 

When you schedule a meeting using the Notes Calendar, you can check people's schedules and send them meeting invitations, track their responses, and reserve rooms and resources for the meeting.

Note Once you create a meeting, you cannot change the original meeting into a different type of Calendar entry (for example, a meeting into an appointment) except for meetings that are saved as a draft and appointments that are created directly in the Day view of the Calendar. To change an existing meeting into another Calendar entry type, select the meeting in the Calendar view and choose Actions - Copy Into New - New Calendar Entry. All of the original information, including invitees, is copied into a new form where you can change the properties.

To schedule a meeting

  1.       Open the Calendar.

  2.       Click the "Schedule a Meeting" action button on the action bar.

  3.       Enter text in the Subject field in the meeting form.

Note For meetings only, you can span a meeting through midnight, and book a room or resource through midnight if reserving it through the Calendar.

  4.       Select Repeats to make the entry a repeating one. Then specify repeat options in the Repeat options dialog box.

Note If you create a repeating meeting and decide after the invitations have been sent that you want to change the meeting to not be repeating anymore, or vice versa, you must create a new meeting.  You cannot change the meeting type in the original meeting. To change the meeting type, select the meeting in the Calendar view and choose Actions - Copy Into New - New Calendar Entry. All of the original information, including invitees, is copied into a new form where you can change the properties and resend the meeting invite.

 5.        Enter names in the Invitees fields (click the address book icon to enter names using the Select Addresses dialog box).

Required: These people receive a meeting invitation which includes response options (Accept, Decline, Delegate, Propose new time, Tentatively Accept). They are counted as definite attendees for the purposes of scheduling rooms and resources and for suggested meeting times.

Optional: These people are considered optional participants but do receive a meeting invitation which includes the same response options that required participants receive. The free time of Optional invitees is prioritized lower than Required invitees when Notes suggests meeting times.

FYI: These people receive an information-only notice of the meeting. They do not have the typical response options that required and Optional invitees have, but they are able to add the meeting to their Calendar. Other invitees cannot see the names of people you enter in this field on their invitations.

   7.      Enter text in the Location field to describe the general location of the meeting (for example, the name of the city where the meeting will take place).

  8.       In the Room field, enter the name of the room you want to reserve for the meeting. To add a room from an address book, click the icon to open the Rooms dialog box.

 9.        In the Resource field, enter the name of the resource you want to reserve for the meeting. To add a resource from an address book, click the icon to open the Resources dialog box.

 10.      Enter detailed meeting information (including text, document links, file attachments, objects, and pictures) in the Description field at the bottom of the meeting form.

11    Choose Actions - Delivery Options to change Delivery options for the notice that Notes delivers to invitees.

 12.      Click the "Save and Send Invitations" action button on the action bar. Notes adds the meeting to the Calendar, marks the specified time busy in the chair's Free Time schedule (unless you selected "Pencil In"), and sends a meeting invitation to each of the people you invited.

Note Click the "Save as Draft" action button on the action bar to save the meeting as a draft. When you save a meeting as a draft, the meeting stays on your Calendar and does not get sent to the invitees. Your free time is not booked during the time of the meeting, and you can still change the meeting into a different type of Calendar entry, such as an appointment. You can also change it from being a repeating meeting to a single meeting and vice versa.

Sending a memo to meeting invitees 

You can send a message to people you have invited to a meeting after you have sent out invitations.

  1.       Select the meeting entry in the Calendar.

  2.       From the menu, choose Actions - Owner Actions and one of the following:

Send Memo to All Invitees to send a memo to all people you invited.

Send Memo to Invitees Who Have Responded to send a memo to those who have responded to the invitation. The memo is sent only to those people who have accepted the invitation, or to those who have declined or delegated the invitation but requested to stay informed of updates or changes to the meeting.

Send Memo to Invitees Who Have Not Responded to send a memo to those who have not responded to the invitation.

  3.       In the new memo Notes opens with address and subject fields already filled in, enter your message.

Click Send.

Checking invitee status for a meeting or Group To Do 

Notes tracks responses to meeting invitations and Group To Do assignments. As the owner (chair or organizer) of a meeting or Group To Do, you can easily get an overview of how it is shaping up by viewing the Participant Status window.

To check invitee status for a meeting or Group To Do

  1.       Open the Calendar or To Do view.

  2.       Select the meeting or Group To Do entry.

  3.       From the menu, choose Actions - Owner Actions - View Invitee Status.

  4.       Display the invitee, rooms, or resources status by clicking the down arrow to the right of Invitees, Scheduled Rooms, or Scheduled Resources and select one of the following:

"All Invitees" to view all invitees and their status.

"Who has accepted" to view only those invitees who have accepted.

"Who has declined" to view only those invitees who have declined.

"Who has not responded" to view only those invitees who have not responded to the invitation yet.

To print the Invitee Status window

Follow the preceding steps, then click Print to display the Print Document dialog box.

Rescheduling, canceling, or confirming a meeting invitation 

1.         Select the meeting entry in the Calendar.

  2.       From the menu, choose Actions - Owner Actions, and do one of the following:

Choose Reschedule, then specify a new date and/or time in the "Reschedule Options" dialog box, to send a reschedule notice to invitees. Invitee Calendars are not automatically updated, but yours is.

Tip From the Day view you can drag the border of a scheduled meeting or appointment to change the time of the meeting or appointment. Note that you cannot drag the time past midnight. To reschedule past midnight, you must do so through the "Reschedule Options" dialog box. If a meeting or an appointment already extends past midnight you must change the time of the meeting or appointment through the "Reschedule Options" dialog box.

If you select Cancel and want to delete the meeting and any replies to it that you've received, select "Permanently delete the Meeting and all notices and documents related to the Meeting." Then select whether to add comments to the notice being sent to the participants.

If you select Cancel and want to just remove the meeting from the Calendar view, select "Remove the Meeting from the Calendar view but leave it in the Meetings view." Then select whether to add comments to the notice being sent to the participants.

Choose Confirm to send a confirmation notice to invitees, and select "Include additional comments on notice" in the Confirm options dialog box if you want to add comments to the notice.

  3.       Click OK.

  4.       If the meeting repeats, select the instances to act on.

Note If you are resetting instances of repeating meetings that have been scheduled for different times, see the procedure Rescheduling repeating meetings with different start and end times.

  5.       If you selected "Include additional comments on notice," enter your comments and click Send. Note that you cannot cancel out of the comments form once it is displayed. If you exit the form, the text still gets sent, so make sure to delete your comments if you do not want to send any.

Note  If you reserve a room or resource in the meeting entry, then change the location of a meeting, Notes automatically reschedules the room and resource reservations.

Rescheduling repeating meetings with different start and end times 

Sometimes, in a series of repeating meetings, some instances of those meetings are rescheduled for different meeting times. The Chair of a repeating meeting may decide to synchronize all or some of the repeating meetings to be at the same time.

For example, suppose a user (the Chair) creates a standard 5-day repeating meeting that starts at 8 am and ends at 9 am. The Tuesday meeting is then rescheduled to take place an hour later (9 - 10 am), and the Thursday meeting is rescheduled to take place 2 hours later (10 - 11 am).  Finally, the Monday meeting is rescheduled to take place from 1 to 2 pm. The Chair then decides to synchronize all instances of the meeting with the Monday meeting time.  Alternatively, the Chair could decide to reset only some of the meetings for that time. 

This feature gives users the option of resetting the times on some or all meeting instances based on one instance's times.

In order to take advantage of this feature, ask your administrator to enable the Calendaring and Scheduling Reset Times feature in the associated Desktop policy.

  1.       Open the meeting notice.

  2.       Click Actions - Reschedule. The Reschedule Options dialog appears.

  3.       Change meeting time and/or date. Click OK. The Change Repeating Entry dialog appears.

  4.       Choose the instances to reschedule and click OK. If the meeting has been broken up, the Repeating Reschedule Options dialog appears.

  5.       In "Choose how to reschedule," select one of the following:

Adjust the start and end of each rescheduled meeting by the same amount - This option allows users to reschedule all instances of the meeting to the same degree that the current instance is being changed. To use the example above, the Thursday meeting is rescheduled to occur an hour and a half later than the currently scheduled time. This option allows the user to reschedule all instances of the meeting to begin an hour and a half later than their currently scheduled time. 

Set the start and end of each rescheduled meeting to be the same time of day - This option allows users to reset the times for all instances of the meeting to match that of the meeting being changed. To use the example above, the Thursday meeting is rescheduled to occur from 2:30 - 3:15 pm. This option allows the user to set all instances of the meeting to take place from 2:30 - 3:15 pm on their respective dates.

Note The dialog shows you how each option affects the meeting times.

  6.       In "Choose which meetings to reschedule," you can see a verification of the change to the original meeting. All other repeating meetings affected by this change appear in a list box. The proposed adjusted meeting time for each meeting is also shown. All meetings are all selected by default. Deselect any meetings that you do not want to reschedule.

Click OK. The times for all selected meeting instances are changed. De-selected instances will not be modified.

Sending updated information for a meeting 

If an invitee sends you an e-mail requesting an update from you about a meeting you are the chair or organizer of, you can send the invitee the information from your copy of the meeting invitation on your Calendar. When the invitee receives the updated information from you, a copy of the invitation is sent to the invitee enabling him or her to update the Calendar.

  1.       Open Mail.

  2.       Open the "Request Update" e-mail sent from the invitee ("Request Update" e-mails have a blue icon with the letter "i" next to the Subject ).

  3.       Click the "Send Updated Information" action button in the action bar.

  4.       (Optional) To include comments with your meeting information select "Include additional comments on notice" in the dialog box. Comments appear above the meeting description when the invitee receives the notice in their Inbox.

Note  Note that you cannot cancel out of the comments form once it is displayed. If you exit the form, the text still gets sent, so make sure to delete your comments if you do not want to send any.

  5.       Click OK and then close the "Request Update" e-mail.

Tip  You can also update a meeting that you are the chair of and send the updated information to the meeting participants. Open the meeting in your Calendar, make changes to the Subject, Location, Description, Rooms, or Resources fields, and then click the "Save and Send Invitations" action button in the action bar. Click Yes when prompted if you want to send the updates to the meeting participants.

Removing people from a sent meeting invitation 

When you remove people from an invitation you've sent, Notes sends them a mail message.

  1.       Open Calendar.

  2.       Open the meeting entry.

  3.       Click the "Remove Invitees" button.

  4.       Select one or more people to remove.

Click OK.

Inviting more people to a meeting 

You can invite additional people to a meeting you have already set up. The original invitees are not informed of the new invitees unless you make additional changes to the meeting.

  1.       Open Calendar.

  2.       Open the meeting entry.

  3.       Click the "Add Invitees" button and then add new names to the Required, Optional, and FYI fields.

Click the "Save and Send Invitations" button. Notes sends invitations to the invitees you added.

Answering a proposed change to a meeting invitation 

When a recipient proposes a change to an invitation that you sent, Notes sends you a mail message.

  1.       Open the message.

Click the "Accept Counter" or "Decline Counter" action button in the action bar. If you accept, Notes sends a message to all recipients about the change. If you decline, Notes sends a message only to the person who proposed the change.

Preventing invitation responses from appearing in your Inbox 

If you do not want responses to the meeting invitations you send out to appear in your Inbox, complete the following steps:

  1.       Open Calendar.

  2.       From the menu, choose Actions - Tools - Preferences.

  3.       Click the Calendar & To Do tab, then the Display tabs.

  4.       Select "All except responses" from the "Types of Meeting notices to be shown in your Inbox" list in the Displaying Calendar Entries in Mail Views section.

Click OK.

Scheduling an online meeting 

You can schedule an online meeting and send out invitations that link to the online meeting resource. You must have Same time 3.0 or later to use this feature.

  1.       Follow the procedure for scheduling a meeting.

  2.       In the meeting form, select "This is an Online Meeting" in the Where section of the new meeting form.

  3.       Select one of these options in the Type field:

Collaboration for either small meetings with less than five participants, or for highly interactive meetings with several presenters.

"Moderated presentation/demo" for either a large presentation, structured meeting, or seminar with more than ten participants, or for moderately interactive meetings with a few presenters.

"Broadcast meeting" for a large presentation or demonstration where most participants only need to watch and listen. Your administrator must enable you to schedule a broadcast meeting.

  4.       Enter the name of the online resource in the Place field, or click the icon to open the Online Meeting Places dialog box and select the online resource from a list.

  5.           Attach files for the meeting by clicking the Attachments icon  in the "Online Meeting Attachments" field.

  6.       Click the "Save and Send Invitations" action button in the action bar.

Invitees receive a link within the meeting invitation that provides direct access to the Same time meeting place through their browser.

Responding to a meeting invitation 

You receive meeting invitations in your mail file's Inbox. When you respond to a meeting invitation, Notes sends a notice to the meeting organizer informing him or her whether you have accepted or declined the invite, delegated it to someone else, or proposed a new time for the meeting. If you accept, Notes also automatically creates an entry for the meeting in Calendar.

Before you respond to a meeting invitation, you may want to do one of the following things:

Check your schedule

Request more information

To respond to a meeting invitation

  1.       Open the invitation.  Click the Respond or "Respond with Comments" action button in the action bar and do one of the following:

                                                      

If you want to...	Do this
Accept the invitation	Choose Accept.
Decline the invitation	Choose Decline.
Pass responsibility for answering the invitation to someone else	Choose Delegate, specify the person to send the invitation to in the Delegate options dialog box., then select "Keep me informed of updates" if you still want to receive information about this meeting from the chair, and click OK. Notes forwards the invitation to the person you choose and sends a Decline notice to the meeting organizer.
Propose a new date or time	Choose "Propose New Time," specify a new date, time, and/or time zone and click OK. Note  You cannot immediately propose a new date, time, or time zone for an invitation to a repeating meeting. First you must accept the invitation. To counter-propose, open the first instance of the meeting in Calendar, then click Respond or Respond with Comments and select "Propose New Time."
Accept the invitation but leave the time free in your schedule	Choose "Tentatively Accept." Notes adds the meeting to the Calendar, but the time in your schedule appears free to others.

If you clicked Respond with Comments, enter your comments in the notice form, then click Send. Note that you cannot cancel out of the comments form once it is displayed. If you exit the form, the comments still get sent, so make sure to delete your comments if you do not want to send any.

Note Depending on the delivery options selected by the person who sent the invite, you may receive a meeting invitation without some of the response options described in the preceding table. For example, the sender could prevent you from delegating the invitation or proposing a new time for the meeting.

To add a broadcast meeting to your Calendar

You may receive meeting invitations that do not include the Accept, Decline, Delegate, or Propose New Time response options but do display the Request Information, Check Calendar, and Add to Calendar action buttons. These invitations are known as broadcast invitations.

To add a broadcast meeting to Calendar, follow these steps:

  1.       Open the invitation.

Click the "Add to Calendar" action button from the action bar.

Checking your schedule 

You can quickly check your schedule before you decide how to respond to a meeting invitation.

  1.       Open the invitation.

  2.       Click the "Check Calendar" action button on the action bar. A note displays a navigable view of the Calendar for the date in question.

When you are finished checking your Calendar, click done.

Requesting information about a meeting 

If you want the most current information about a meeting, you can send a request notice to the meeting organizer. The organizer can then send you a copy of the meeting invitation he or she has in their Calendar, so you can update your own invitation.

  1.       Open the meeting entry in Calendar (you can also do this from a meeting invitation, update, confirmation, or reschedule notice).

  2.       Click the "Request Information" action button from the action bar.

  3.       Enter comments in the request form.

  4.       Click Send.

Note  Note that you cannot cancel out of the request information form once it is displayed. If you exit the form, the text still gets sent, so make sure to delete your comments if you do not want to send any.

Automatically processing meeting invitations

If you elect to automatically process-meeting invitations from all or some users, Notes handles such invitations in the following manner:

If the proposed meeting time is free in your schedule, Notes adds the meeting to the Calendar and sends an Accept notice to the meeting organizer.

If you are busy at the time of the proposed meeting, you have the choice of automatically sending a decline notice to the meeting organizer or making the decision yourself for a meeting.

If there is a conflict on a field that has been modified in the meeting invite, the change is not applied and the entry is left in the Inbox.

Note  For broadcast invitations (invitations for which responses are not required), Notes determines whether or not to add the meeting to the Calendar based on the free time schedule, but does not send a notice to the meeting organizer.

To automatically process meeting invitations

To set up Notes to automatically process meeting invitations from all or selected people, or automatically delegate invitations to someone else, follow these steps:

  1.       Open Calendar.

  2.       From the menu, choose Actions - Tools - Preferences.

  3.       Click the Calendar & To Do tab, then the Auto process tab.

  4.       Select "Enable automatic responses to meeting invitations" under "Automatic Processing of Meeting Invitations."

  5.       Do one of the following:

To automatically respond to, or not respond to, specific individuals, choose "Any of the following people" or "Anyone except the following people" from the "When a meeting invitation is received from" list. Then enter the individual names in the field below the list to correspond with your choice. Use the down arrow key to select names from an address book.

To automatically respond to anyone who sends you an invitation, select Anyone from the "When a meeting invitation is received from" list.

  6.       Select one of the following options in the field under "Perform the following action:"

"Automatically accept if time is available" to have Notes accept invitations for you if you have free time available for the meeting. Then select whether Notes should automatically decline invitations if the time is not available, or you should decide on your own whether you can attend the meeting if the time is not available on your Calendar.

"Delegate invitation to the following person to attend instead of me" to delegate all of your meeting invitations to someone else. (Click the drop-down arrow in the name field that displays to open the Select Names dialog box and specify the user.)

Click OK.

Automatically removing meeting invitations from your Inbox 

If you want Notes to automatically remove meeting invitations from your mail file's Inbox after you respond to them, follow these steps:

  1.       Open Calendar.

  2.       From the menu, choose Actions - Tools - Preferences.

  3.       Click the Calendar & To Do tab, then the Display tab.

  4.       Select "Remove meeting invitations from your Inbox after you have responded to them" under "Displaying Calendar Entries in Mail Views."

  5.       Click OK.

Note If you do not respond to a meeting invitation and delete it from your Inbox, Notes automatically sends a decline notice to the meeting organizer.

Adding your own notes to a meeting invitation

If you were invited to a meeting and you have the meeting invitation in your Calendar, you can add your own personal notes to the meeting entry without changing any of the meeting information that the chair included. For example, this is useful if you want to write down some agenda items that you want to remember to mention at the meeting, but you don't need the rest of the invitees or the chair to see them.

  1.       Open the Calendar.

  2.       Open a meeting invitation that was sent to you.

  3.       Choose Actions - Edit Document.

  4.       Enter your personal notes in the "Your Notes" section of the meeting invitation, below Description. To change the text style, click the Text icon and choose a style from the menu. This is not a rich-text field.

Click the "Save and Close" action button on the action bar.

Managing someone else's Calendar 

Notes lets you manage another user's Calendar, without the user your having to give you full access to his or her Mail file. Calendar management is set up in the person's Calendar you are managing (the owner's Calendar) as well as in your Calendar (the manager's Calendar). Once it is set up, you as the Calendar manager can schedule meetings for the Calendar owner and receive notification of all of the meeting notices the owner receives.

Click any of these topics:

To set up access and the forwarding of meeting notices (for Calendar owner)

To set up your Calendar for quick access to the Calendar(s) you manage (for Calendar manager)

To set up access and the forwarding of meeting notices (for Calendar owner)

  1.       Open the Calendar.

  2.       From the menu, choose Actions - Tools - Preferences to open the Preferences dialog box.

  3.       Click the "Access & Delegation" tab, then the "Access to Your Mail & Calendar" tab.

  4.       Click the "Add Person or Group" button.

  5.       Enter the name of the person or group you are giving access to in the field under the number 1 in the "Add People/Groups" dialog box.

  6.       Select whether you want the Calendar manager to have access to Mail, Calendar, and To Do, or just Calendar and To Do under the number 2 in the "Add People/Groups" dialog box.

  7.       Select how much access you want the Calendar manager to have once that person is in your Calendar from the drop-down list under number 3. For example, the Calendar manager can read and create documents, as well as send documents on your behalf.

  8.       Select one of the following forwarding options under number 4:

"Forward notices where you are the invitee of the meeting" if you want your Calendar manager to receive e-mail notification each time you receive a meeting invitation or related notice. The e-mail contains a document link to the original notice delivered to your mail file.

"Forward notices where you are the chair of the meeting" if you want your Calendar manager to receive e-mail notification each time you receive a response to a meeting invitation or related notice regarding a meeting you chair. The e-mail contains a document link to the original notice delivered to your mail file.

  9.       Select what action you want done with private notices you may receive in the drop-down list to the right of "If the message is marked as private." For example, you can have a private message sent to your Calendar manager, but let the Calendar manager only see the non-private details.

 10.      Click OK.

Tip  If you as the Calendar owner also wants to prevent meeting notices from showing up in your Inbox, see Automatically removing meeting invitations from your Inbox.

To set up your Calendar for quick access to the Calendar(s) you manage (for Calendar manager)

  1.       Open the Calendar.

  2.       From the menu, choose Actions - Tools - Preferences to open the Preferences dialog box.

  3.       Click the Delegation tab, then the "Shortcuts To Others' Mail" tab.

  4.       Enter the name of the user whose Calendar you manage in the "Provide shortcuts to the following users' Mail, Calendar, and To Do" field (click the arrow to select the name from an address book).

  5.       If the user is using another' vendor's IMAP mail program that you need to access, enter the user's name in the "Show mail owned by the following users" field.

  6.       Click OK.

Notes adds a command for opening the Calendar to the header in the upper left corner of your Calendar view. You can also choose Actions - Tools - Open Calendar For, and then select the Calendar owner's name in the "Open Calendar For" dialog box.

Creating a Group Calendar 

You can use a Group Calendar to quickly see if people in the group are free or busy at a certain time.

To create a Group Calendar

  1.       Open Calendar, click the down arrow next to the Calendar header and choose "View & Create Group Calendars" from the menu.

  2.       Click the "New Group Calendar" action button to open the "New Group Calendar" dialog box.

  3.       Enter text in the Title field to serve as group name.

  4.       Enter the names of people or groups in the Members field. (To select names from an address book, click the arrow at the bottom right of the Members field.)

  5.       Click OK.

Notes displays the Group Calendar and adds it to the list of Group Calendars in the Group Calendar view.

To view a group member's Calendar

To view someone's Calendar while you are viewing Group Calendars, open the Group Calendar to which they belong and double-click their name. Notes displays their Calendar.

Note You must have the appropriate access to view someone else's Calendar.

To see what the person is doing when a Group Calendar shows them as busy, click the time. Notes display the Calendar entry that occurs at that time.

Viewing a Group Calendar 

Open your Calendar, click the down arrow next to the Calendar header and choose "View & Create Group Calendars" from the menu. Then double-click the name of the calendar you want to view. Note that you must have the appropriate access to view someone else's Calendar.

Tip You can also choose Actions - Tools - View and Create Group Calendars.

Use the scroll bar at the bottom of the Group Calendar to go back or forward in time, or click the down arrow near one of the displayed dates to open a date picker.

To change the way a Group Calendar displays

Open a Group Calendar and click the "Display Options" action button. Notes displays the Options dialog box.

If you want to...	Do this
Change the time each day starts at	Specify a time in the Starting Time field, then click OK.
Change the length of time you see at once	Select a number (from 1 to 12) in the Duration field, then click OK.

Adding or removing members from a Group Calendar 

1.         Open Calendar and click Group Calendar.

  2.       Double-click the Group Calendar in the list to open it.

  3.       Click the Members action button in the action bar to display the "Select Names" dialog box.

  4.       Add people to or remove people from the list of names displayed on the right in the "Select Names" dialog box.

  5.       Click OK.

Tip You can also edit the list of members by selecting the Group Calendar in the Group Calendar view and clicking Edit. Notes displays the New Group Calendar dialog box, which lets you edit both the Title field and the Members field for the Group Calendar

Printing the Calendar 

You can print from the Notes Calendar in a variety of ways, and even use the Print command to create a document that you can edit and forward to others.

Click any of these topics:

To print the Calendar

To print individual Calendar entries

To save the Calendar to a temporary document for forwarding

To print the Calendar

  1.       Open the Calendar.

  2.       From the menu, choose File - Print.

  3.       Select "Print calendar" under what to Print in the "Print Calendar" dialog box.

4.      Select one of the following Calendar styles:

Option	Description
Daily Style	Prints one day per page.
Weekly Style	Prints one week per page.
Work Week Style	Prints whatever the Work Week view is set to. Default is a five-day week, Mon-Fri.
Monthly Style	Prints one month per page.
Rolling Style	Prints the time period you specify in the Print range, starting with the week of the day specified in "From" and ending with the week of the day specified in "To."
Calendar List	Prints Calendar entries in a list.
To Do List	Prints the To Do list.
Trifold Style	Prints daily, weekly, and monthly in Trifold panels. Works best in landscape mode.

  5.       In the Printer tab's "Print Range" section, specify From and To dates to designate the time period you want the print job to cover. For some styles (Daily, Weekly, Work Week, Trifold), you can also specify a time of day for the From and To dates.

Enter the number of copies of the view you want printed (default is one copy).

Select  "Collate copies" to separate copies of a multiple-page document when printing. For example, two copies of a two page document prints the entire two page document as the first copy, then the entire document again as the second copy. Deselecting "Collate copies" prints the document by printing all copies of the first page of the document, then all copies of the second page, and so on.

6.         Click OK.

Note Calendar views can be printed with additional time zones displayed.

 

To print individual Calendar entries

  1.       Open the Calendar.

  2.       Press SHIFT and click an entry to select it (repeat to deselect an entry).

  3.       Choose File - Print.

  4.       Under What to Print in the "Print Calendar" dialog box, select "Selected documents."

  5.       Under Print Range, select "All pages" or specify a range of pages to print by entering page numbers in the from page and to page fields.

 Enter the number of copies of the view you want printed (default is one copy).

Select  "Collate copies" to separate copies of a multiple-page document when printing. For example, two copies of a two-page document print the entire two-page document as the first copy, then the entire document again as the second copy. Deselecting "Collate copies" prints the document by printing all copies of the first page of the document, then all copies of the second page, and so on.

  6.       Click OK.

To save the Calendar to a temporary document for forwarding

Instead of printing the calendar, you can use the Print Calendar dialog box to create a temporary document showing the calendar contents, and then forward it.

  1.       Open the Calendar.

  2.       Choose File - Print.

  3.       Under What To Print, select "Print calendar to a document."

  4.       Select one of the following Calendar styles:

Option	Description
Weekly Style	Includes one week per page.
Monthly Style	Includes one month per page.
Calendar List	Includes Calendar entries in a list.
Group (if printing a Group Calendar)	Includes all members of a group in a Calendar List format.

  5.       Under Print Settings, select information you want included in the temporary document, such as 3-Month Header or Location for Weekly Style or Calendar List, or font size for Monthly Style.

  6.       Under Print Range, select a start date for the week or month, or if you have Calendar List selected, a range of dates.

  7.       Click Preview.

  8.       In the document that opens, do one of the following:

Click Forward to send the document as a mail message. Forward the document to yourself if you want to keep a copy of it.

Click Close to discard the temporary document.

Click Print to print the document.

To Do

Opening and viewing the To Do list 

To open the To Do list, do one of the following:

Click the To Do bookmark.

From your mail database, click the down arrow next to the Mail or Calendar header and choose "Switch to To Do" from the menu.

Tip You can switch between your own or another person's Calendar, Mail, and To Do using the header menus of Mail, Calendar, and To Do.

Creating a personal To Do 

A personal To Do is one, which you assign to yourself only (as opposed to a Group To Do, which involves other people).

To create a personal To Do

  1.       Open the To Do list.

  2.       From the menu, choose Actions - New To Do Item.

Tip To create a To Do item without details right in the To Do view, press CTRL+click in the next available space and enter text.

  3.       In the To Do Item form, enter text in the Subject field.

  4.       Select Myself next to "Assign To."

Note If you create a repeating entry and decide after the entry has been saved that you want to change the entry to not be repeating anymore, or vice versa, you must create a new entry. You cannot change the original entry. Select the entry in the To Do view and choose Actions - Copy Into New - New To Do. All of the original information is copied into a new form where you can change the properties and save the entry.

5.         Click Save and Close.

Notes adds the item to the To Do view.

Tip  The following are other quick ways to create a To Do:

From an e-mail message, open the e-mail (or select it in a view) and choose Actions - Copy Into New - New To Do. Notes displays a new To Do form with the Subject and Description fields already filled in with information from the e-mail.

Drag a message, calendar entry, or To Do item onto the To-Do bookmark. This creates a new To-Do entry, with all the information from the existing item copied into the new one.

Click the New toolbar icon , if you have toolbars displayed, and select "New To Do."

Deleting a To Do from the To Do list 

  1.       Open the To Do list.

  2.       Select the To Do(s) you want to delete.

From the menu, choose Edit - Delete. The To Do is permanently deleted.

Marking a To Do complete  

Once you have completed a To Do, you can mark it complete. After you do so, Notes displays a green check mark next to the item in the To Do list.

To mark a To Do complete

  1.       Open the To Do list.

  2.       Select the To Do(s) you want to mark complete.

Click the "Mark Complete" action button in the action bar.

Opening someone else's To Do list 

You can read and even edit someone else's To Do list if they have given you the proper access to do so. See Managing someone else's Calendar for information about Calendar access.

To open someone else's To Do list

  1.       Open your Calendar.

  2.       From the menu, choose Actions - Tools - Open Calendar For.

  3.       In the field at the top of the Open Calendar dialog box, select an address book that contains the name of the person whose Calendar you wish to see.

  4.       In the "Find names starting with field," enter the first few letters of the person's name as it is listed in the address book.

  5.       Select the person from the list of names.

  6.       Click OK.

  7.       When the person's Calendar opens, click the down arrow next to the Calendar header and choose "Switch to To Do" from the menu.

.

Creating a Group To Do 

When you create a Group To Do, you can assign it to one or more people and send those people an assignment notice. As with meeting invitations, recipients can respond to the notice they receive using built-in response options (Accept, Decline, Delegate, Propose new date, Completed).

To create a Group To Do

  1.       Open the To Do list.

  2.       From the menu, choose Actions - New To Do Item.

  3.       In the To Do Item form, enter text in the Subject field.

  4.       Select Others next to "Assign To."

  5.       Enter names in the Participants fields (click the address book icon to enter names using the Select Addresses dialog box).

Required: These people receive a notice of the Group To Do assignment which includes response options (Accept, Decline, Delegate, Propose new date, Completed).

Optional: These people are considered optional participants but do receive a notice of the Group To Do assignment which includes response options (Accept, Decline, Delegate, Propose new date, Completed).

FYI: These people receive an information-only notice for the Group To Do. They do not have the typical response options that Required and Optional invitees have, but they are able to add the To Do to their To Do list. Other assignees cannot see the names of people you enter in this field on their notices.

  6.       Select a priority for the item in the Priority field. Entries in the To Do list display in the To Do view with a corresponding number (High=1, Medium =2, Low =3, None=no number).

  7.       In the Category field, select or enter a category for the entry.

  8.       Enter dates in the "Due by" and "Start by" fields.

  9.       Select Repeats to make the entry a repeating one. Then specify Repeat options in the Repeat Options dialog box.

Note If you create a repeating entry and decide after the entry has been saved that you want to change the entry to not be repeating anymore, or vice versa, you must create a new entry. You cannot change the original entry.

Select the entry in the To Do view and choose Actions - Copy Into New - New To Do. All of the original information is copied into a new form where you can change the properties and save the entry.

 10.      Add text, document links, file attachments, objects, and pictures to the Description field.

 11.      Select "Mark Private" to prevent people who have access to your Calendar from viewing details of the To Do. They can only see the date and time of the To Do.

 12.      Select "Notify me" to set Alarm notification options for the item.

 13.      Choose Actions - Delivery Options to change Delivery options for the notice that Notes delivers to assignees.

 14.      Click "Save and Send Assignments."

Notes add the item to the To Do view and sends assignment notices to participants.

Tip The following are other quick ways to create a To Do:

From an e-mail message, open the e-mail (or select it in a view) and choose Actions - Copy Into New - New To Do. Notes displays a new To Do form with the Subject and Description fields already filled in with information from the e-mail.

Click the New toolbar icon , if you have toolbars displayed, and select "New To Do."

Rescheduling, canceling, or confirming a Group To Do 

When you reschedule, cancel, or confirm a Group To Do, Notes sends an e-mail message to the participants informing them of what's been done.

To reschedule, cancel, or confirm a Group To Do

  1.       Open the To Do list.  

  2.       Open the To Do item.

  3.       From the menu choose Actions - Actions and either Reschedule, Cancel, or Confirm.

If you select Reschedule, specify a new start and/or due date. Then select whether to add comments to the e-mail.

If you select Cancel and want to delete the item and any replies to it that you've received, select "Permanently delete the To Do and all notices and documents related to the To Do." Then select whether to add comments to the e-mail being sent to the participants.

If you select Cancel and want to just remove the To Do item from the Calendar view, select "Remove the To Do from the Calendar view but leave it in the To Do views." Then select whether to add comments to the e-mail being sent to the participants.

If you select Confirm, select whether to add comments to the e-mail.

To e-mail participants in a Group To Do   

  1.       Open the To Do list.

  2.       Select the To Do in a view.

  3.       From the menu, choose Actions - Actions - Send Memo to All Invitees.

Notes display a new mail memo.

  4.       Enter your mail message.

Click Send.

Removing participants from a Group To Do 

When you remove people from a Group To Do, Notes notifies them in an e-mail message.

To remove participants from a Group To Do

  1.       Open the To Do list.

  2.       Open the To Do item.

  3.       Click the Remove button under Participants.

  4.       Select the participant(s) you want to remove from the To Do.

Indicate whether or not you would like to include additional comments on the removal notice that Notes sends out, then click OK. (If you indicated that you did want to add comments, add them and then click Send.)

Answering a proposed change to a Group To Do 

When someone responds to a Group To Do notice you sent by proposing changes, Notes sends you an e-mail message.

To respond to the proposal

  1.       Open the message.

Click the "Respond with Comments" action button then choose Accept or Decline. If you accept, Notes sends a message to all recipients about the change. If you decline, Notes sends a message only to the person who proposed the change.

Responding to a Group To Do assignment 

When you receive a Group To Do notice in your Inbox, you can open it to see whether the person who sent it expects you to respond.

If there are action bar buttons in the open notice that include options such as Respond, Respond with Comments, or Request Information, the sender expects a response (such as accept or decline).

To respond to a To Do notice

If you want to...	Do this
Accept the request	Select Accept.
Decline the request	Select Decline.
Send the request to someone else	Select Delegate, then specify the person to whom you want to send the notice.
Propose a new date	Select "Propose New Date," then specify a new date(s) .
Mark the request completed	Select Completed.

  1.       Open the notice in your Inbox or To Do.

  2.       Click the Respond or "Respond with Comments" action button in the action bar, and do one of the following:

  3.       If you clicked respond with Comments, enter your comments.

  4.       Select "Keep me informed of updates" if you want to continue receiving information about the notice.

  5.       Click Send. Notes sends a response e-mail message to the sender and adds an item to the To Do and Calendar views. If you delegated the item, Notes also sends the request to the person you specified.

Tip You can also respond to Group To Do notices by selecting the To Do notice in To Do and clicking the Actions - Accept, Decline, Delegate, or Propose New Date action button in the action bar. To add comments or stay informed of updates, select the appropriate option when prompted.

To respond to a repeating To Do

If you receive a notice for a repeating Group To Do and you want to accept only some of the instances, you must first accept the notice (Notes adds all instances to the To Do list), then open each instance you don't want to accept and decline.