IBM Notes 9.0 Social Edition Help

First Edition

Published March 2013

About this edition

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Getting started

Welcome to the latest release of IBM® Notes®. Notes is a powerful, multifaceted software for Microsoft Windows, Macintosh, and Linux computers that gives you instant access to all the information that is important to you. You can use Notes to send and receive Internet mail, schedule appointments, browse the Web, and to use applications designed for use with Notes.

Discover Page

The Discover Page provides a starting point for Notes users. From the Discover Page you can see information about new features, get helpful hints on using Notes, and quickly access your Notes applications.

Discover page showing What's New tab

Home Page

The Home Page gives you immediate access to your mail, contacts, calendar, and more. And you can create new Home Pages, customized to suit your needs. From the Discover Page, select the Quick Links tab, then choose Change your Home Page under the "Additional Resources" menu.

Home page showing new item buttons

Help

Help is available while you are exploring Notes. Press F1 (Macintosh OS X users, Command+Shift+?, Linux users, press Ctrl+F1) to open context sensitive Help. Context sensitive help opens to a list of topics relating to the task you were performing when you pressed F1. When you open Help this way, it displays in a side panel that you can keep available while you work. You can easily view a list of all topics or search the Help in this side panel using the links in the panel.

Narrow Help pane that displays when you press F1

To open Help in its own window, click Help > Help Contents from the main menu. To send a Help topic to someone else, right-click the topic in the Table of Contents, and select "Save Target as . . . (HTML)" then, attach the saved HTML file to an e-mail.

Advanced menus

For advanced users, a set of advanced menus can be displayed. Advanced menus are targeted for administrators or designers, and include options such as archiving or deleting applications, or replacing a Notes application design. If you enable advanced menus (View > Advanced Menus), they are available for subsequent Notes sessions.

Note: If you install the Domino® Administrator client or Domino Designer, advanced menus are enabled by default.

Opening applications

If you opened your applications from the File menu (File > Database > Open) in previous releases, you may notice that the File menu has changed, and you now use File > Open > Notes Application.

The Open List

Or, you can click the Open button and select an application from the list or from the Applications folder.

The Open list is a convenient way to open applications. Simply click the Open button and the Open list displays all the applications and bookmarked documents available to you. Then, when you have made your selection, the Open list closes without taking up room in your Notes window. You can dock the Open list so that it displays as the familiar list of icons on the side of your Notes window if you prefer that.

Open list in open mode and docked

The Sidebar

The sidebar gives you easy and continuous access to applications you use to chat with your Sametime contacts, view a day-at-a-glance calendar, check feeds you subscribe to in a Feed Reader, and keep track of activities. To float a sidebar application, right-click it and select Open in new window. When you close the application, it snaps back to the sidebar. Depending on how your system is set up, you may have access to one or all of these sidebar applications.

  • Sametime Contacts -- Use Sametime to chat with your colleagues in real time. Manage your contact list.
  • Day-At-A-Glance -- Get a quick view of your schedule for the day.
  • Feeds -- Stay up to date with the latest news from Web sites and applications you choose.
  • Activities -- Share files, To Dos, Web links, and messages with your coworkers. Assign and comment on team activities.
  • My Widgets -- Create and share Web and Notes-based widgets.

The first time you open IBM Notes, the sidebar is in the thin state. The following image shows a comparison of the sidebar in the thin state and in the open state.

Sidebar showing all available applications

Search

The search capability gives you the option of using a Notes style search, or a Web-style search. Similar to searching on your favorite Web sites, Search appears in the current window, and is always available. Simply click the arrow to select the type of search you want, or to view recent searches.

Search and Search menu always available above the sidebar

Welcome to IBM Notes Social Edition

Welcome to the latest release of IBM® Notes® Social Edition. Notes is a powerful, multifaceted software for Microsoft® Windows®, Macintosh, and Linux® computers that gives you instant access to all the information that is important to you. You can use Notes to send and receive email and Internet mail, schedule appointments, browse the Web, and use powerful social and business applications in your daily work.

What's New in IBM Notes 9.0 Social Edition?

The following table lists features new to the IBM Notes 9.0 Social Edition codestream, and tells you how to get started using those features.

This Help topic introduces you to IBM Notes Social Edition 9.0. To find and contribute information and videos about using Notes, see the Notes and Domino wiki at http://www.lotus.com/ldd/dominowiki.nsf.

Table 1. Mail features

Feature

How do I use it?

See messages in your Inbox grouped by date

From your Inbox, select Show > Group By Date to see your Inbox grouped into messages from Today, Yesterday, Last week, etc.

Mail sorted by Date

Abbreviated dates

The Mail views now show abbreviated, simplified dates according to the following changes:
  • If the date falls on the current day, then the date column will only show the time, for example: 4:50 PM
  • Yesterday's date will have "Yesterday" plus the time
  • If the date falls on a prior day within the past year, then the month and day will be shown with the time, for example: May 12 3:50 PM
  • If the date falls on a day in a previous year, then the traditional date/time is show, for example: 5/12/2011 3:15 PM
  • If, for some reason, there is a future date in the Mail view, due to OS settings, it will be displayed the same way as the "May 12 3:50 PM" example shown previously
Abbreviated dates can be over-ridden by the end user. For mail views, the "Use abbreviated dates" checkbox will be checked default; users can uncheck it to override this behavior. For other views, "Use abbreviated dates" will be unchecked by default.
Client preference - Abbreviated date checkbox
Note: For Administrators
For mail views, abbreviated dates is now the default. This is done through Domino Designer, to make it the default in the mail template, with a new choice for Abbreviated. Mail views here include all views in Mail including chat history, followup, etc. Folders will inherit this change if the update is done on folders. This would be available as a choice for all core Notes views having a date column, but will not be turned on by default.
Abbreviated date option on a column, in Domino Designer

Message snippets available in Inbox view

Preview message text in your Inbox view. From the Inbox, select Show > Beginning of Message to display message body text. Hover over messages in your Inbox to see the first 100 characters.

New action bar button for Read/Unread mail

A new action bar button in the Inbox allows you to mark messages Read or Unread, instead of using the Edit > Unread marks menu.

Inbox Read/Unread button

Image preview for attachments

You will now see a thumbnail preview of attachment images when reading MIME email. You will also see this preview when creating image attachments in the rich text editor.

Note: The following features require the latest Notes 9.0 Social Edition mail template.
Table 2. Calendar features

Feature

How do I use it?

Scroll through One Month view in Calendar

Instead of viewing only one entire month at a time, now you can scroll through the One Month view of the calendar 1 week at a time. For example, instead of being able to view only all of December or all of January, you can view the last few weeks of December and the first few weeks of January.

Scroll One Month calendar view

Use the vertical scroll bar to navigate forward or backward.
  • Drag the scroll bar slider to navigate to a specific month (a tool tip will tell you which month you are scrolling to)
  • Click the up or down arrow of the scroll bar to navigate forward or backward by one week
  • Click within the scroll bar to navigate forward or backward by one month
Or use the following shortcuts:
  • Scroll backward one month - PgUp
  • Scroll forward one month - PgDn
  • Scroll backward one week - Ctrl+PgUp
  • Scroll forward one week - Ctrl+PgDn

New Weekly Planner view

Notes 9.0 Social Edition includes a new Calendar view called Weekly Planner. The Weekly Planner shows the days of the week in a two-column format, which is similar to the Weekly view in the Notes Basic Client. You can scroll within a day to see more entries.

In the Weekly Planner, you can also click Show > Show Available Times to see the times when no events are scheduled. If you select Show Available Times, it will show a day's available times like this:

Weekly planner with available times shown

Color-code calendar entries by category

You can now color-code your calendar entries by category. Note that this feature will override any existing Calendar Entry Colors settings on the Calendar & To Do > Colors preferences tab.

To set category colors for calendar entries, choose File > Preferences > Calendar & To Do > Colors > Category Colors, and set color codes for your calendar event categories:

Category Colors preferences tab

You can also assign colors for color-coded categories directly from the calendar entry form. From a new calendar entry, select the Assign Colors button.

Calendar entry Assign Colors button

Check Calendar dialog box remains in view

The Check Calendar dialog can be moved and sized while you're interacting with Notes.

Calendar and Scheduling APIs for C SDK

The Notes and Domino calendar and scheduling API enables application developers to create, modify, read, delete, or take calendar actions on calendar entries and meeting notices in a Domino mail file. The API encapsulates the complexities of Notes/Domino calendar data, including repeating meetings and notice creation, by utilizing the standardized iCalendar data format.

A preliminary version of the API for the C SDK is included in the current release. Future Java™ & Script APIs, as well as a REST calendar service may be built on top of this C functionality, but are not included in the current release. Specifics of the calendar functionality contained in the C SDK are documented in the calendarapi.h header file.

Please provide any feedback regarding the API such that we can determine if further modification is needed. At this point the new API is not yet officially supported and is subject to potential modification or omission in future releases.

Table 3. OpenSocial component features

Feature

How do I use it?

Embedded experiences

Embedded experiences allow you to access and work with embedded content from applications inside OpenSocial containers, like a gadget or a simple web page, directly in your Notes email. For example, if a colleague uses the IBM Connections Files application to notify you that they have posted an image file, you can preview the image, download the image directly, comment on it, or click Like to recommend it, all directly from the email notification.

Table 4. Embedded product features

Feature

How do I use it?

Embedded Sametime version 8.5.2 IFR1 installed with Notes

The embedded version of Sametime installed with Notes has been upgraded to Sametime 8.5.2 IFR1. To better understand the differences in functionality, please see the complete list of Sametime 8.5.2 system requirements at: Using Sametime Standard 8.5.2 documentation

Table 5. Widgets and Live Text features

Feature

How do I use it?

Call phone numbers and start chats through Live Text

All users with Live Text enabled will see new Live Text actions upon upgrading to Notes 9.0 Social Edition, if they also use embedded Sametime. The new embedded Sametime version provides Live Text actions to call phone numbers and start chats with people's name that Live Text identifies. If users did not previously have Live Text actions (or widgets) wired to the "person" or "phone number" data type, the Sametime actions will cause Live Text to start underlining this content after upgrading.

If users already use Live Text or widgets for Person and/or Phone Number, there will be no difference in usage, only that additional actions are provided in the Live Text drop down.

This functionality is working as designed, but if this disrupts users, there are options to change this behavior:

Disable Live Text completely (Policy or user preference) - If users aren't leveraging Live Text or Widgets, this will prevent any extra annotations. To disable Live Text locally through preferences:
  1. ClickFile > Preferences
  2. Click Live Text.
    Note: If this option is not displayed, click Widgets instead. Click the checkbox Show Widgets Toolbar and the My Widgets panel, click OK, and then re-open preferences
  3. Under Live Text, de-select the only checkbox
  4. Click OK
Disable the specific Content types for Person/Phone Number - If users plan to leverage other capabilities, depending on Policy settings users can disable specific content types including Person and Phone Number. To disable Content Types:
  1. ClickFile > Preferences
  2. Click Live Text
  3. Go to the Live Text Content Types section and uncheck the Person or Phone Number options, as desired.
Table 6. Search features

Feature

How do I use it?

Improved search experience with Quick Find

Find information more easily in Mail, Calendar, teamrooms, or any other view in Notes. You can now select which column to search (which also sorts automatically by that column), and if you're searching for a name, type-ahead will help you quickly find that name.

Quick Find by Name

To use this feature, start typing in any view (or click Ctrl + F) and a dialog will appear, where you can choose which column to search and continue typing the information you'd like to find.

Quick Find by Date
You can choose to search in any column in that view, or choose Any column to search in all columns.

In views with no columns, such as the One Week or One month view in Calendar, you can choose to search just that view, or search in the entire application. For example, if you're looking at the monthly view of April, select This view to just search the month of April, or select All to search the entire Calendar.

Quick Find by View

Search results more easily sorted by selected view sort order

The Show Results drop-down menu, which defines the view sort order for search results, has been placed more prominently in the View Search box. This allows you to change the sort order for search results without having to execute the search again each time.
Show Results in Search View UI
Note: An application must have a full-text index in order for the user to see the Show Results drop-down menu; otherwise you will see a Not Indexed notification link.

Search Mail and Archives at the same time

Note: This feature is only available to Notes Standard client users.

Notes 9.0 Social Edition allows you to simultaneously search your mail file and any mail archive applications you may have created. This option is available in the Search toolbar:

Search Mail and Archives option
You can disable this option by selecting File > Preferences > Search > Search List and unchecking "All Mail and Archives" from the search list:
All Mail and Archives search list option

Table 7. Other features

Feature

How do I use it?

Discover page

The Notes 9.0 Social Edition client introduces a new home page called the Discover page. With the Discover page, users can find targeted Notes client information more quickly and easily, including new features in the release, introductory material for new users, and helpful hints and tips. There is also a Quick Links tab that allows users to launch their workspace, Mail, Calendar, and other Notes applications they have recently used, in addition to providing links to other resources, such as the Notes and Domino wiki.

Note: A user who has customized their home page prior to the Notes 9.0 Social Edition release will still show their same homepage in the Notes client.

Support for IBM Social theme

Support has been added for the IBM Social theme. This theme provides a new, cleaner, more modern look to the Notes client interface, and is being adopted across the IBM product line for UI consistency. The new look is implemented as an additional theme available to the end user; choose File > Preferences > Windows and Themes, and select IBM Social Theme. You still have the ability to select any of the other themes in the Notes client, in addition to this new theme.

Default preferences have changed

Some default preferences have changed in the current release of Notes, as outlined in the following:
  • The new IBM Social theme is turned on by default.
  • If you use pop-ups for new mail notification, you’ll now see an unobtrusive slide-in alert on the screen.
    Mail preview - slide-in alert
    To change this default behavior, select File > Preferences > Mail > Sending and Receiving to choose a different option.
  • Email message tabs are automatically closed after you have replied to, or forwarded, an email. To change this default behavior, select File > Preferences > Mail, and uncheck the "Automatically close original e-mail when replying/forwarding" option.
  • Your most recent email messages will now appear first in your Inbox. To change this new preference, select File > Preferences > Mail, and check the desired option.
    Inbox view preference options
    Note: This preference is available for the "All Documents" and "Inbox" views.
  • The default setting when deleting a calendar document from a Mail view is now "Remove without asking". To change this setting, select File > Preferences > Mail > Basics, and change the option When I delete a calendar document from an Mail view or folder: to "Ask me if I want to remove or delete".
  • Notes now processes all meeting updates automatically, and keeps your meetings up-to-date. To change this setting, select File > Preferences > Calendar and To Do > Display > Notices, and uncheck the "Automatically process meeting updates and apply changes to meetings".
  • New meeting notices automatically appear in gray on your calendar, before you accept them. To change this setting, choose File > Preferences > Calendar and To Do > Display > Views, then uncheck the "Display new (unprocessed) notices" option.
  • Notes contacts are set up to synchronize with iNotes® and/or mobile devices during replication.

Open Mail, Calendar, and other views with one click

There are new icons next to the Open button, which you can click to open Mail, Calendar, Contacts, Workspace, Discover page, or Updates views. These buttons are available no matter where you are in Notes.

One-click view buttons

Use the mini-view to see work at a glance

The mini-view allows you to see notices, follow-up messages, or to-do items in the navigator of your Mail or Calendar view. The mini-view is collapsed by default; simply click the mini-view to open it.

Collapsed mini-view

New toolbar option

A new toolbar menu now includes the option Show Toolbar Only When Editing.

Show Toolbar Only When Editing menu option

New keyboard shortcuts

Several new keyboard shortcuts and commands are available, that allow you to navigate Notes in a more familiar fashion:
  • Ctrl+1, 2, 3 - Open Mail, Calendar, or Contacts, respectively, from anywhere in Notes
  • Ctrl+R - Reply to mail or calendar entry
  • Ctrl+Shift+R - Reply to All on mail or calendar entry
  • Ctrl+V - Paste Special
  • Ctrl+Shift+V - Past as Plain Text
Note: For Macintosh users, Ctrl should be replaced by Cmd.

Getting Help

You can get help that is specific to many of the tasks you are performing, or you can open complete Help on all areas of IBM Notes.

About this task

To see all the Help available, choose Help > Help Contents from the main menu.

Once you open Help, you can use the Contents, the Index, or the Search to locate topics.

Getting help when there is no Help

You can view IBM Notes Help in the following ways:

  • Dynamic Help pane - Also called context-sensitive Help, the help that displays in the Dynamic help pane is specific to the task you're performing
  • Help Contents window - View complete Help on all areas of the Notes product you're using.

Depending on how you are viewing help, you can customize your help experience. For example, in the Dynamic Help pane, you can define other search engines and add Web searches to your search scope. In the Help Contents window, you can bookmark favorite topics. You can refine your search scope in both Help interfaces.

Performing a simple Help search

You can search Help from either the Dynamic Help pane or the Help Contents window. Specify a term to search on, such as "schedule a meeting" and then click Go. (If you are searching from Dynamic Help, click the Search link in the Help pane first.)

The Dynamic Help pane

Dynamic (context-sensitive) help is available in most areas of Notes including dialog boxes and properties boxes. To see it, press F1, choose Help > Dynamic Help, or click the question mark on any dialog box or properties box.

Refining your search
Use these steps to refine your search so that you search only specified topics:
  1. Click search.
  2. Click search scope, and then click Advanced Settings.
  3. Click Local Help, and the select Search only the following topics.
  4. In the Working set content tree, select the Help topics you want to search.
  5. Depending on your organization, you may not have access to all Notes capabilities. However, you can still see help topics relating to those features, by clicking Include results about disabled capabilities.
Extending the search scope
You can broaden your search scope to include an information center or Web searches. If your organization has an internal Web site with customized help for Notes applications, you can include that as a search scope.
  1. Click Search, and then click Search Scope to see a list of search engines. (Depending on how your Notes account is set up, you may not see any search engines listed.)
  2. To add a new scope, Advanced Settings, and then click New.
  3. Select a type of search engine from the list, and then click Finish (by default Local Help is already on your list):
    • Info Center - Specify the URL for the info center you wish to add, and then apply your changes. The next time you search Help, you will be able to search from this new scope.
    • Web Search - Open a browser, enter a search string, such as "replication." When results are displayed, copy the entire contents of the URL field into the URL template space in the Search Scope dialog box. Substitute the words you entered as your search string (replication in this case) with the string {expression}. The next time you search Help, you will be able to search from this new scope.
Viewing bookmarked topics

Although you cannot bookmark a topic in the Dynamic Help pane (you must create bookmarks from the Help Contents window), you can view topics you have bookmarked. To see a list of bookmarked topics, click Bookmarks:Bookmark icon, click to view a list of bookmarked topics.

The Help Contents window

To see all the Help available, choose Help > Help Contents from the main menu. When you do, Help opens in its own window. If you are in Dynamic Help and you want to see a full list of topics, click the All Topics link to display all topics in the Dynamic Help pane.

Refining the search results

To refine your search to search only specified topics.

  1. Click search scope, and then Select Search only the following topics.
  2. Click New, provide a List name for your refined search. Required, you will not be able to save this list without filling in this field.
  3. In the Topics to search tree, select the Help topics you want to search.
Note: When you refine the scope this way, the newly defined scope becomes the default scope. To return to a search scope of all topics or another scope, click the Search scope link and choose from the list of defined scopes.
Bookmarking a topic

In the Help Contents window, you can bookmark topics that you want to return to frequently.

  1. Open the topic you want to bookmark.
  2. Click the Bookmark Document icon Bookmark icon, click to bookmark a topic..

Viewing bookmarked topics

When you bookmark a topic, the bookmark does not display in the list of topics. To see a list of bookmarked topics, click the Bookmarks button:Bookmarks icon, click to view a list of bookmarked topics.

Locating a topic in the Table of Contents

If you have followed links to a topic of interest and would like to see where this topic is located in the table of contents, click the Show in Table of Contents icon Show in Table of Contents icon, click to see where topic is located.

Elements of Notes

The IBM Notes user interface is comprised of views menus, toolbars, navigation panes, and a sidebar that you can use for easy access to some frequently used applications.

Notes Home page showing the Open tab

Navigator

The navigator displays the views and folders that are available in the currently opened application. For example, in your Calendar, you can choose from several views, such as One Day or One Week. In your Mail application, you can you can create folders to organize your messages.

Menus

The menu bar displays menu choices that apply to an application or document. There is a standard set of menus, plus optional menus that change depending on the application. There is also a set of advanced menus that you can enable (View > Advanced Menus). Context menus appear when you right-click an object (a message, for example) or area.

Toolbars

Toolbars are made up of buttons. You can set Toolbar Preferences to specify which toolbars display, and you can add or remove buttons from each toolbar.

Action bar

Each window tab optionally includes an action bar, specific to the application or document open in the window tab. Action bars may include icons and text, or be comprised of text only. Items on the action bar are also available from the Action menu.

Icons

Icons display throughout Notes. To see a description of an icon, move the mouse pointer over the icon.

View pane

The contents of what you select in the navigator display in the view pane.

Window tab (Notes Basic client)

Each tab displays a page. As you work, you can open multiple tabbed pages. If the row of tabs exceeds the width of your screen, scroll icons display that you can use to access tabs that are out of view.

Window tab

Each tab displays a page. As you work, you can open multiple tabbed pages. If the row of tabs exceeds the width of your screen, scroll icons display that you can use to access tabs that are out of view. Alternatively, you can set a Windows and Themes user preference to group documents in a single tab.

Status bar

The status bar displays action buttons and messages about current status and activity.

Open list

Click Open for a list that includes your Notes applications, bookmarks, and folders. Dock the Open List to display icons down the side of the window.

Preview pane

The preview pane displays a preview of a selected message or calendar entry. You can display the preview pane vertically (the default), or horizontally. You can also hide the preview pane.

Discover Page

The Discover Page provides a starting point for Notes users. From the Discover Page you can see information about new features, get helpful hints on using Notes, and quickly access your Notes applications.

Discover page showing What's New tab

Home Page

The Home Page gives you immediate access to your mail, contacts, calendar, and more. And you can create new Home Pages, customized to suit your needs. From the Discover Page, select the Quick Links tab, then choose Change your Home Page under the "Additional Resources" menu.

Home page showing new item buttons

Switcher menu

You access the switcher menu by clicking the small menu icon located in your navigator. Use this menu to switch to another application, for example, to switch from Mail to To Do.

Sidebar

The sidebar gives you easy access to Sametime Contacts, Calendar, a Feed Reader, Activities, and other applications, depending on how your administrator has set up your Notes account. You can collapse the sidebar to a thin bar showing icons only (the default), or hide it.

Search

The search capability gives you the option of using a Notes style search, or a Web-style search. Similar to searching on your favorite Web sites, Search appears in the toolbar, and is always available. Simply click the arrow to select the type of search you want, or to view recent searches.

Workspace

The workspace, the legacy user interface for Notes, displays pages containing application icons. The workspace is still available and accessible via the Open list.

Views

Views display specific sets of documents within an application. For example, your Mail application has an All Documents view that displays every document contained in Mail, and a Sent view that displays only documents that you have sent.

Bookmarks

Bookmarks are links that point to Notes or Internet elements, such as applications, views, documents, Web pages, and news groups.

Getting Help

Help is available throughout Notes on all the areas you are using. In addition, context-sensitive Help, specific to the task you're performing, is also available when you press F1.

Notes Minder

Notes Minder is a feature that checks your mail and monitors your Calendar alarms when Notes is not running. When Notes Minder is active, it displays an icon in your Windows taskbar.

Using the Open list

Use the Open list to open IBM Notes applications, documents, bookmarks and bookmark folders. The Open list displays icons and a brief description for each item.

About this task

You can perform the following tasks when working or opening applications or bookmarks from the Open list

Table 8. Open list tasks

Task

Steps

Display the list

Click the Open button.

Display the list as icons in a thin list along the edge of your window

Right-click Open and then click Dock the Open List.

Undock the list so that it displays as a full list once again

Right-click an open area of the thin list and uncheck the docking option. This option is available on the View menu as well.

Search for a bookmark or application by name

Begin typing the first few letters of the application you want to open in the Type to find text box at the beginning of the list.

Open list in open mode and docked

Toolbars

Toolbars work with all the applications in your workspace. Some toolbars are context sensitive, which means that they change depending on the task you are performing.

By default, the context sensitive toolbars display when you need them. That is, if you are viewing documents in a list view, the Navigation toolbar displays automatically. However, you can specify that the Navigation toolbar display permanently. You determine which toolbars display all of the time by setting Toolbar preferences. You can add or remove toolbars from your display, and create customized toolbars that include the tools you use most often.

Toolbars display beneath the window tabs. You can drag and drop a toolbar to move it to any location on the toolbar row or rows. Click the toolbar grip to drag the toolbar.

Grip bar on toolbar

Tip: To quickly display a menu that allows you to hide toolbars, display additional toolbars, or access Toolbar Preferences, right-click the grip of a toolbar.

Using the sidebar

The sidebar provides constant access to your IBM Sametime Contacts, Calendar, Feed Reader, and Activities. You can change which of these applications displays in your sidebar. However, depending on your organization, you may not have all of these applications in your sidebar.

About this task

The sidebar has three view states: open, thin (the default), and closed. The first time you open IBM Notes, the sidebar is in the thin state. The following image shows a comparison of the sidebar in the thin state and in the open state.

Sidebar showing only application icons and with applications open

Use any of the following tasks to manage the sidebar. In addition to using the View menu, you can manage the sidebar using the application menu in the sidebar, or using right-click menus.

Table 9. Tasks used to manage the sidebar applications

Task

Steps

Open or close the sidebar

Click the View > Right Sidebar.

Select which applications display in the sidebar

Click the View > Right Sidebar Panels.

Open a sidebar application in its own window

Click the application's panel menu, and then choose Open in New Window. To return the application to the sidebar, simply close the application window.

Note: The first time you open a sidebar application, it may take a little longer to load than usual. This should not be the case the next time you open it.

Status bar: current state information

The status bar appears at the end of the IBM Notes main window. As you work in Notes, system messages and features appear in the status bar.

The status bar is context-sensitive. The messages and features that appear in the status bar depend on the task you are performing and where you are in Notes.

The status bar in Notes shows:

  • Whether Notes is accessing the network (a lightning bolt appears).
  • A history of all messages for the session.
  • Your level of access to the current application and your membership in groups and roles (click the key icon).
  • Whether an open mail message has been encrypted and/or digitally signed by the sender.
  • Your current location and switch to another location.
  • The progress of tasks that Notes performs in the background (for example, saving attachments or replicating applications).

Using the embedded browser

The embedded browser lets you open and navigate Web pages directly from within IBM Notes. The Address bar keeps a history of Web addresses that you type.

About this task

You can enable the embedded Notes browser by clicking File > Preferences, clicking Web Browser, and then checking the Use the browser embedded in this client option.

You can change which Web search engine the embedded browser uses in its search bar by clicking File > Preferences, clicking Search, and then clicking a search engine in the list.

Do any of these tasks:

  • To open the Web browser, click the Open button and then click Web browser.
  • To open a Web page, enter a Web address in the Address bar, and then click the Go button.
  • To open a link from a document, click the link.
  • To open more than one instance of the browser while using the embedded browser, click the Open button and then click Web browser again.
  • To bookmark a Web page, click Create > Bookmark.

From the embedded browser toolbar, do any of these tasks:

  • To go to the previous page, click Back.
  • To go to the next page, click Forward.
  • To stop the Web page from loading, click the Stop button.
  • To reload the Web page, click the Refresh button.
  • To return to the page that is set as your Home page, click the Go home button.
  • To print the Web page that is displayed, click the Print button.
  • To change the page settings for printing the displayed Web page, click the down-arrow next to the Print button and then click Page Setup.
  • To preview how the displayed Web page will look printed, click the down-arrow next to the Print button and then click Print Preview.
Note: If you prefer to use Microsoft Internet Explorer or Mozilla Firefox as the Notes browser, you can change this in your Notes preferences.

Working with window tabs

Window tabs make it convenient for you to switch from one open document or application to another in IBM Notes.

About this task

You can specify how Notes opens window tabs by setting a Windows and Themes user preference. For example, by default, every time you open a document or Notes application, a new window tab opens, but you can set a preference to group the windows, so that all of your mail messages, for example, open in one tab.

You can perform the following tasks on window tabs:

Table 10. Tasks used with window tabs

Task

Procedure

Close a window tab

Click the x in an active window tab.

Close all window tabs

Click File > Close All

Open the window tab in a new window

Right-click the tab of the window, and then select Open in New Window.

Switch window tabs

Press CTRL+F8

Create a bookmark

Drag a window tab to the Open button and then drop it where you want it in the Open list. There may be a slight delay while the list opens.

Reorder window tabs

Drag a selected tab to the desired position on the window bar.

View thumbnails of all open window tabs

Click theShow Thumbnails icon next to the Open button:

Show Thumbnails icon

Use the typeahead feature to view the desired thumbnail, and then double-click it to open the window tab.

Notes Basic client users - You can specify how Notes opens window tabs. Every time you open a document or application, a new window tab opens beneath the toolbar (or beneath the main menu bar if the toolbar is hidden.)

In this picture there are four window tabs: one for the Home page, and one each for Inbox, To Do list, and Notes application.

Window tabs

Follow these steps to work with window tabs and new windows:

To

Do this

Close a window tab

Click the x in an active window tab.

Close all window tabs

Click File > Close All Open Window Tabs

Switch window tabs

Press CTRL+TAB

Reorder window tabs

Drag a selected tab to the desired position on the window bar.

Create a bookmark

Drag a window tab to the Bookmark bar or Bookmark list.

Open the currently selected document, bookmark, or Notes application in a new Notes window

Right-click the document or application's window tab and choose Open in New Window.

Note: The Save Window State command saves open window tabs in the current Notes window only -- it does not save them in other Notes windows open at the same time.

Working with grouped window tabs

You can set a user preference so that window tabs are opened in groups, instead of each individual document opening in an new window tab.

About this task

With grouped window tabs, when you open an IBM Notes application, a window tab opens. Then, each document you open from that application opens in the same window tab. A number in the window tab tells you how many open documents are grouped in the window tab.

To select one of the open documents, select from the number list. To return to the primary view of an application, click the window tab.

Window tab with number list menu open

To close the active open tab, click the red x at the end of the window tab row. Make sure your focus is on the tab you want to close before you click the x.

For information on how to set up your window tabs to open in groups, see the topic Windows and Themes Preferences.

Preferences

How do I customize my Notes Client?

You can customize IBM Notes so that it runs and displays just the way you want it to using Notes preferences.

Preferences are organized by category, including the following main areas:

  • Basic settings that determine the look and feel of your Notes client
  • Mail, Calendar and To Do, and Contacts
  • Replication
  • Roaming
  • Sametime Connect
  • Symphony presentation, spreadsheet, and document editors (if you install this feature)
  • Activities (if you install this feature)
  • Widgets and Live Text (if you are provisioned to use this feature)
  • Feeds (if you are provisioned to use this feature)
  • Composite Applications Editor (if you install this feature)
  • Web browser output display
  • WebSphere® home portal account (if your organization uses WebSphere)

On Windows and Linux platforms, click File > Preferences.

On Macintosh OS X, click Notes > Preferences.

Some preference changes that you make will not take effect until the next time you start Notes. Notes displays a warning message when you modify a preferences that requires restart.

What options are available for customizing the basic Notes client?

In IBM Notes, you can use preferences to change how often Notes will autosave documents, to check subscriptions from your Notes applications, and change default fonts, as well as many other basic preferences.

To set preferences involving basic setup of your IBM Notes client, click File > Preferences (Notes Basic client users: click File > Preferences > User Preferences; Macintosh OS X users: click Notes > Preferences), and then click Basic Notes Client Configuration.

Table 11. Startup and shut down, and Display sections

Setting

Description (for check boxes, describes when selected)

Empty trash on application close (if not emptied at a timed interval)

Controls how often the Trash folder in applications other than Mail is emptied. Use the Mail preference (Basics tab) to control emptying the Trash in Mail.

AutoSave every x minutes

Automatically saves documents you are working on to a local encrypted application so that you can recover your work if there is a power outage or system crash. When you send/save or discard a document, it is removed from the local application.

Note: The application developer controls whether AutoSave is available in an application.

Local application folder

Your Notes data directory (Macintosh OS X users, Data folder) contains local applications, local application templates, your bookmark.nsf file, and Country Language Services (.cls) files, which contain information Notes uses to sort documents and import files.

Note: Changes to the location of the data directory (Data folder) take effect the next time you start Notes.

Check subscriptions

You use subscriptions to receive real-time updated information from your favorite IBM Notes applications. You must enable subscription checking for the subscription feature to work.

Scan for unread

Triggers automatic scanning of your startup Notes® application for unread documents and the display of those documents when you start Notes.

Enable scheduled local agents

Runs scheduled agents when you start Notes. An examples of a task you might create a scheduled agent for is moving certain documents to a folder.

Default Fonts

You can change which serif, sans serif, monospaced, and multilingual fonts are used by default in new Notes documents.

Note: To restore the default font settings, click Default in theDefault Fonts dialog box and then click OK.
Table 12. Startup and shut down, and Display sections - Notes Basic client

Setting

Description (for check boxes, describes when selected)

Empty trash on application close (if not emptied at a timed interval)

Controls how often the Trash folder in applications other than Mail is emptied. Use the Mail preference (Basics tab) to control emptying the Trash in Mail.

AutoSave every x minutes

Automatically saves documents you are working on to a local encrypted application so that you can recover your work if there is a power outage or system crash. When you send/save or discard a document, it is removed from the local application.

Note: The application developer controls whether AutoSave is available in an application.

Save window state on exit

Each time you close Notes, saves whatever window tabs you happen to have open for the next session. If you want to see a specific set of window tabs every time you use Notes, use File > Save Window State instead.

Local application folder

Your Notes data directory (Macintosh OS X users, Data folder) contains local applications, local application templates, your bookmark.nsf file, and Country Language Services (.cls) files, which contain information Notes uses to sort documents and import files.

Note: Changes to the location of the data directory (Data folder) take effect the next time you start Notes.

Check subscriptions

You use subscriptions to receive real-time updated information from your favorite IBM Notes applications. You must enable subscription checking for the subscription feature to work.

Scan for unread

Triggers automatic scanning of your startup Notes application for unread documents and the display of those documents when you start Notes.

Enable scheduled local agents

Runs scheduled agents when you start Notes. An examples of a task you might create a scheduled agent for is moving certain documents to a folder.

Default Fonts

You can change which serif, sans serif, monospaced, and multilingual fonts are used by default in new Notes documents.

Note: To restore the default font settings, click Default in theDefault Fonts dialog box and then click OK.

Icon color scheme

Changes the color scheme of the icons on the Bookmark bar. Clicking the System color makes Bookmark icons coordinate with the color settings you select in your operating system control panel.

Bookmark icon size

Changes the size of the icons on the Bookmark bar and within bookmark folders, whether to show icons at all in bookmark folders.

Table 13. Additional options checklist

Setting

Description for when selected

Mark documents read when opened in preview pane

Previewing a document marks it as read.

Make Internet URLs (http://...) Into Hotspots

Changes URLs into clickable hotspots when you save or send the document.

Textured Workspace

Adds textured background to your workspace.

Right double-click closes window

Right double-clicking the mouse button closes the current Notes window.

Note: This setting is not available on the Macintosh.

Enable Java applets

Supports the running of Java applets when opening pages in Web browsers.

Note: This setting is not available on the Macintosh.

Enable JavaScript

Supports the running of JavaScript when opening pages in Web browsers.

Enable Java access from JavaScript

Allows you to run LiveConnect from Netscape, if the applet is configured to include the CORBA back-end classes.

Note: This setting corresponds to the notes.ini setting EnableLiveConnect(=1).

Enable JavaScript error dialogs

Displays error messages in a dialog box when there is a problem in the JavaScript, requiring you or whoever is reading the document that contains the applet to dismiss the dialog box. If this option is not selected, JavaScript errors appear only in the status bar.

Note: This setting corresponds to the notes.ini setting EnableJavaScriptErrorDialogs(=1).

Accept Cookies

Cookies will be used to store URL login data and to let a Web site know that you have been to that Web site before.

Process print requests as a background task

Printing occurs in the background so you can continue working while during intensive printing jobs.

Note: For Macintosh OS X, background printing is always on. For more information, refer to your Macintosh OS Help.

Disable View updates as a background task

Views will update in the foreground. Depending on the size of the view, this could interrupt your work.

Retain View column sorting

Applies to Notes applications that allow you to change the column sorting (by clicking an arrow in a column heading). For example, this is helpful if you always want your mail view sorted with latest messages at the beginning, or your contacts sorted by Business.

Enable MS Office 97 Send to Notes

Causes all mail Send To commands in Microsoft® Office applications to start Notes mail and send the file as an attachment in a mail memo. Appears if you have Microsoft Office 97, or certain other Microsoft applications such as Visual Basic, installed. Not necessary for later releases of Microsoft Office.

Use Web palette

Uses the Web color palette (256 colors that most computers can display).

Show extended accelerators

You can use keyboard accelerators (Microsoft Windows® ALT+keys) to access on-screen elements such as the window tabs and action bars.

Note: This setting is not available on the Macintosh.

Enable MIME save warning

Notes will tell you when data you want to send over the Internet cannot be converted to MIME format.

Enable Unicode display

Allows you to see special characters that aren't found on your default keyboard. You may need additional Unicode-based fonts installed on your Microsoft Windows operating system. Notes comes with five different Monotype WorldType fonts to install directly from the CD-ROM.

Note: If not enabled, Notes attempts to display text using the native character set of your machine.

Macintosh users: You can use Unicode, but only using characters from your native character set. English Macintosh systems do not support the use of Unicode.

Launch the CORBA (DIIOP) server on Preview in web browser

Intended for IBM Domino Designer users who preview their designs through the Notes client. When a designer previews any element of a Notes application (.nsf component) in a Web browser, Notes launches a limited version of the Domino server to serve the web page resulting from the element. If the element (for example, a Notes form) contains a Java applet created with the Java Notes classes, this setting allows Notes to launch, in addition, a limited version of a CORBA (DIIOP) server to support the applet's classes.

Note: This setting is not available on the Macintosh.

Standard dialog boxes

You see standard operating system dialog boxes rather than dialog boxes with a custom Notes appearance.

Note: This setting is not available on the Macintosh.

Strict Date/Time Input

Notes will not attempt to correct or change the format of values you enter in date or time fields. Keeping this setting enabled ensures greater accuracy in most cases.

Show in-line MIME images as attachments

Images you receive within the text of a MIME message appear as attachments.

Disable embedded browser for MIME mail

Uses your system browser to display MIME mail. This provides better rendering of your mail when compared with the Notes default browser, but does not provide as accurate printing of the mail header. Use of the system browser might also result in security issues in some cases.

When text language is unspecified use the form's

Applies to multilingual applications: any text of an unspecified language automatically becomes the language specified for the form that was used to create the document.

Note: You must have the Domino Designer client to specify a document's language.

Invoke Notes on vCard files

Invokes Notes when you double-click a vCard (.vcf) file. If Notes is not running, the double-click will start it and open to the My Contacts view in your Contacts. If Notes is running, the double-click opens Contacts or switches to its window tab if it's already open. Once in Contacts, the Contacts in the vCard File dialog box opens with the specified file displayed, so you can add contacts from the file to your Contacts.

Note: This setting is not available on the Macintosh.

Use inline autocomplete in the address bar

A URL will be filled in as you type characters in the Address box on the toolbar, based on entries you have previously entered. Typing a single letter displays a listing of all your URLs that begin with that letter.

Prompt for location on startup

When you start Notes you will be prompted for a location.

Note: This setting is visible only if you click the custom feature Client Single Logon when you installed Notes.

Use Tab to navigate Read-Only Documents

Lets you use TAB to move from object to object (for example, linked text, hotspots, document links and so on) in a read-only document. However, you can no longer use TAB, while reading a document, to navigate to the next document in the view.

Note: You must restart Notes for this setting to take effect.

Use Accessibility Keyboard navigation

Disables the up and down arrows and lets you use TAB to move from field to field in a document that is in edit mode. When TAB is a keystroke in a field, such as an editable rich-text field, pressing a directional arrow moves you to the next field.

Enable persistent breakpoints in Script debugger

For Domino designers who are writing Script in an application. Saves all breakpoints set in Script, thus making them available the next time the script is debugged.

Note: This setting is not available on the Macintosh.

Enable Icon Popup Help in View

Enables popup help when you hover over icons in mail, calendar, and to do views and folders.

Expand Names field contents when printing

When printing memos or Calendar entries, prints the contents of the entire To: or cc: fields, as opposed to the default limit of three lines.

Note: Print Preview will display the actual number of lines that will be printed in the To or CC fields.

Start Print Preview On Current® Page

Your preview always begins on the current page when you choose print preview.

Use Notes (not Web) query syntax in the view search bar

Multiple terms in a search query will find documents where those terms appear in the exact order entered in the Search field (as if they were enclosed in quotation marks), rather than find documents that contain those terms regardless of order.

Treat shortcuts as files when selecting in file dialogs

Applies to creating and saving attachments. Shortcut (.lnk) files you select in the Create Attachment dialog box will attach as the full files they reference rather than as shortcuts (links). Shortcuts chosen as the destination location when saving attachments will be treated like full files, in which case the shortcuts are overwritten by the file being saved (rather than the file being saved overwriting the file location that the shortcut points to).

Note: This setting applies only to Notes clients running on Windows operating systems.

Disable type-ahead for all name fields and use the Notes Basic type-ahead

When you add a recipient's name in mail, the type-ahead feature you that helps you complete the name will be the one used in Notes 7 and earlier.

Compress images pasted into documents

Automatically compresses images pasted into documents. Bitmap (.bmp) images that are imported into a Notes document are compressed; bitmap images that are pasted into a Notes document are converted to a .gif or .jpg format.

Do not prompt when marking all documents read or unread

You will not be asked whether you want to proceed when you choose to mark all Notes documents as read or unread.

Do not prompt when exiting

You will not be asked whether you really want to exit before you close the Notes, Administrator, or Designer client.

Do not prompt when closing a document with edited attachments

When you close a Notes document after editing an attachment to that document, you will not be reminded to go back and save the changes to the attachment.

Do not prompt when forwarding a document with edited attachments

When you forward a Notes document after editing an attachment to that document, you will not be reminded to go back and save the changes to the attachment.

Show check marks in margin for selected documents

Uses the selection method in releases prior to Notes 8.0, which includes a check mark in the margin to indicate which documents have been selected. Click and hold the pointer device in this margin to select multiple documents.

Table 14. Additional options checklist - Notes Basic client

Setting

Description for when selected

Mark documents read when opened in preview pane

Previewing a document marks it as read.

Make Internet URLs (http://...) Into Hotspots

Changes URLs into clickable hotspots when you save or send the document.

Textured Workspace

Adds textured background to your workspace.

Right double-click closes window

Double-clicking the right mouse button closes the current Notes window.

Note: This setting is not available on the Macintosh.

Enable Java applets

Supports the running of Java applets when opening pages in Web browsers.

Note: This setting is not available on the Macintosh.

Enable JavaScript

Supports the running of JavaScript when opening pages in Web browsers.

Enable Java access from JavaScript

Allows you to run LiveConnect from Netscape, if the applet is configured to include the CORBA back-end classes.

Note: This setting corresponds to the notes.ini setting EnableLiveConnect(=1).

Enable JavaScript error dialogs

Displays error messages in a dialog box when there is a problem in the JavaScript, requiring you or whoever is reading the document that contains the applet to dismiss the dialog box. If this option is not selected, JavaScript errors appear only in the status bar.

Note: This setting corresponds to the notes.ini setting EnableJavaScriptErrorDialogs(=1).

Accept Cookies

Cookies will be used to store URL login data and to let a Web site know that you have been to that Web site before.

Process print requests as a background task

Printing occurs in the background so you can continue working while during intensive printing jobs.

Note: For Macintosh OS X, background printing is always on. For more information, refer to your Macintosh OS Help.

Disable View updates as a background task

Views will update in the foreground. Depending on the size of the view, this could interrupt your work.

Retain View column sorting

Applies to Notes applications that allow you to change the column sorting (by clicking an arrow in a column heading). For example, this is helpful if you always want your mail view sorted with latest messages at the beginning of the list, or your contacts sorted by Business.

To dither images when your system uses 256 colors

When your computer's display is set to a resolution of 256 colors, Notes improves the appearance of images by dithering them (interpreting groups of pixels so that they can appear smoother).

Note: This setting does not appear in the list if your system is set to use more colors than 256. This setting is not available on the Macintosh.

Enable MS Office 97 Send to Notes

Causes all mail Send To commands in Microsoft® Office applications to start Notes mail and send the file as an attachment in a mail memo. Appears if you have Microsoft Office 97, or certain other Microsoft applications such as Visual Basic, installed. Not necessary for later releases of Microsoft Office.

Use Web palette

Uses the Web color palette (256 colors that most computers can display).

Show extended accelerators

You can use keyboard accelerators (Microsoft Windows® ALT+keys) to access on-screen elements such as the window tabs and action bars.

Note: This setting is not available on the Macintosh.

Enable MIME save warning

Notes will tell you when data you want to send over the Internet cannot be converted to MIME format.

Enable Unicode display

Allows you to see special characters that aren't found on your default keyboard. You may need additional Unicode-based fonts installed on your Microsoft Windows operating system. Notes comes with five different Monotype WorldType fonts to install directly from the CD-ROM.

Note: If not enabled, Notes attempts to display text using the native character set of your machine.

Macintosh users: You can use Unicode, but only using characters from your native character set. English Macintosh systems do not support the use of Unicode.

Display Window Menu

The Window menu appears between the Actions and Help menus. Use this menu to switch to any open window, or choose Windows to manage your open windows.

Note: This setting is not available on the Macintosh.

Launch the CORBA (DIIOP) server on Preview in web browser

Intended for IBM Domino Designer users who preview their designs through the Notes client. When a designer previews any element of a Notes application (.nsf component) in a Web browser, Notes launches a limited version of the Domino server to serve the web page resulting from the element. If the element (for example, a Notes form) contains a Java applet created with the Java Notes classes, this setting allows Notes to launch, in addition, a limited version of a CORBA (DIIOP) server to support the applet's classes.

Note: This setting is not available on the Macintosh.

Standard dialog boxes

You see standard operating system dialog boxes rather than dialog boxes with a custom Notes appearance.

Note: This setting is not available on the Macintosh.

Strict Date/Time Input

Notes will not attempt to correct or change the format of values you enter in date or time fields. Keeping this setting enabled ensures greater accuracy in most cases.

Show in-line MIME images as attachments

Images you receive within the text of a MIME message appear as attachments.

Disable embedded browser for MIME mail

Uses your system browser to display MIME mail. This provides better rendering of your mail when compared with the Notes default browser, but does not provide as accurate printing of the mail header. Use of the system browser might also result in security issues in come cases.

When text language is unspecified use the form's

Applies to multilingual applications: any text of an unspecified language automatically becomes the language specified for the form that was used to create the document.

Note: You must have the Domino Designer client to specify a document's language.

Invoke Notes on vCard files

Invokes Notes when you double-click a vCard (.vcf) file. If Notes is not running, the double-click will start it and open to the My Contacts view in your Contacts. If Notes is running, the double-click opens Contacts or switches to its window tab if it's already open. Once in Contacts, the Contacts in the vCard File dialog box opens with the specified file displayed, so you can add contacts from the file to your Contacts.

Note: This setting is not available on the Macintosh.

Use inline autocomplete in the address bar

A URL will be filled in as you type characters in the Address box on the toolbar, based on entries you have previously entered. Typing a single letter displays a listing of all your URLs that begin with that letter.

Prompt for location on startup

When you start Notes you will be prompted for a location.

Note: This setting is visible only if you click the custom feature Client Single Logon when you installed Notes.

Use Tab to navigate Read-Only Documents

Lets you use TAB to move from object to object (for example, linked text, hotspots, document links and so on) in a read-only document. However, you can no longer use TAB, while reading a document, to navigate to the next document in the view.

Note: You must restart Notes for this setting to take effect.

Use Accessibility Keyboard navigation

Disables the up and down arrows and lets you use TAB to move from field to field in a document that is in edit mode. When TAB is a keystroke in a field, such as an editable rich-text field, pressing a directional arrow moves you to the next field.

Enable persistent breakpoints in Script debugger

For Domino designers who are writing Script in an application. Saves all breakpoints set in Script, thus making them available the next time the script is debugged.

Note: This setting is not available on the Macintosh.

Use System Color

Sets Notes user interface colors to match, where possible, colors in the scheme specified using the Microsoft Windows Control Panel > Display > Appearance menu sequence.

Because the Notes user interface may actually display more colors than are part of the scheme, schemes other than high contrast schemes may decrease the legibility of elements in Notes.

Note: This setting is not available on the Macintosh.

Enable Icon Popup Help in View

Enables popup help when you hover over icons in mail, calendar, and to do views and folders.

Expand Names field contents when printing

When printing memos or Calendar entries, prints the contents of the entire To: or cc: fields, as opposed to the default limit of three lines.

Note: Print Preview will display the actual number of lines that will be printed in the To or CC fields.

Start Print Preview On Current Page

Your preview always begins on the current page when you choose print preview.

Use Notes (not Web) query syntax in the view search bar

Multiple terms in a search query will find documents where those terms appear in the exact order entered in the Search field (as if they were enclosed in quotation marks), rather than find documents that contain those terms regardless of order.

Treat shortcuts as files when selecting in file dialogs

Applies to creating and saving attachments. Shortcut (.lnk) files you select in the Create Attachment dialog box will attach as the full files they reference rather than as shortcuts (links). Shortcuts chosen as the destination location when saving attachments will be treated like full files, in which case the shortcuts are overwritten by the file being saved (rather than the file being saved overwriting the file location that the shortcut points to).

Note: This setting applies only to Notes clients running on Windows operating systems.

Compress images pasted into documents

Automatically compresses images pasted into documents. Bitmap (.bmp) images that are imported into a Notes document are compressed; bitmap images that are pasted into a Notes document are converted to a .gif or .jpg format.

Do not prompt when marking all documents read or unread

You will not be asked whether you want to proceed when you choose to mark all Notes documents as read or unread.

Do not prompt when closing all currently open window tabs

You will not be asked whether you want to continue when you click the menu command to close all window tabs.

Do not prompt when exiting

You will not be asked whether you really want to exit before you close the Notes, Administrator, or Designer client.

Do not prompt when closing a document with edited attachments

When you close a Notes document after editing an attachment to that document, you will not be reminded to go back and save the changes to the attachment.

Do not prompt when forwarding a document with edited attachments

When you forward a Notes document after editing an attachment to that document, you will not be reminded to go back and save the changes to the attachment.

Table 15. Fields following Additional options checklist

Setting

Description for when selected

Show check marks in margin for selected documents

Allows you to select documents by clicking or dragging the cursor in the column margin of the list of documents; selected documents have a check mark in the column margin of their titles.

Automatically lock my Notes ID after 90 minutes (Notes Basic client users: Logout (and lock Notes display) if you haven't used Notes for 90 minutes

Allows Notes to lock your User ID after a specified time period of inactivity. If you step away from your computer, just make sure that the page you leave up is not sensitive, and be confident that your data is secure.

Note: To unlock your User ID, press Enter and then type your password in the password prompt. Once you enter your password, your Notes display becomes unlocked.
How can I set preferences for how Notes windows open and Notes window themes?

You can set a preference to specify how your IBM Notes windows open. You can also save the tab order, and specify a windows theme.

About this task

Use these steps to set a preference for how documents or applications are opened.

Procedure
  1. Click File > Preferences > Windows and Themes.

    Macintosh OS X users: Click Notes > Preferences > Windows and Themes.

  2. Optional: Select On restart, reopen any tabs that were open when I closed the client to reopen the window tabs in the same order they were when you closed the client, the next time you open Notes.
  3. Select Use large icons in the Open List to change the size of the icon display in the Open List.
  4. Select Inform me that I can return a panel to an applications from the View menu if you use composite applications and you move a panels, so that you will be prompted how to return the panel to the view.
  5. Select Inform me that I can return a panel to the sidebar from the View menu to be prompted when you remove a panel back from the sidebar that you add it back to the sidebar by using the View menu.
  6. Under Window Management specify how Notes will open a document or a Notes application:
    • Open each document in its own window - each document opens a new Notes window.
    • Open each document in its own tab - (default) each document opens a new window tab in your active Notes window.
    • Group documents from each application on a tab - groups documents, such as mail messages, in a single tab. For example, if you open your mail, a window tab opens. Subsequent messages open in the Mail window tab. A number count displays in the window tab to show how many documents are open.
Results
Theme
About this task

Select a display theme from the list to change the window theme for Notes:

  • Operating System Theme for Low Vision - select this option if you are visually impaired.
  • Notes 8 Theme - uses Notes 8 fonts and colors.
  • Operating System Theme - uses the fonts and colors you have set for your operating system (for example, display or theme setting you set using the control panel.
Note: Depending on how your administrator set up your Notes account, you may not be able to change your Theme settings.
How can I modify the toolbar display?

You can modify the display of your toolbars by hiding them, making additional toolbars visible, adding pop-up text to them, and resizing them.

About this task

Click File > Preferences > Toolbar (Macintosh OS X users, Notes > Preferences > Toolbar) and then set any of the following Toolbar preferences:

Table 16. Toolbar Display preferences

Task

Action

Hide context-sensitive toolbars that do not apply to the current task

Deselect Show toolbar that applies to my current task.

Hide pop-up text that displays when you hover your mouse over a toolbar button. By default, it also displays the alternative key sequence for the button.

Deselect Show pop-up description text for toolbar buttons.

Exclude alternative key sequence in the pop-up text.

Deselect Show acccelerator keys in pop-up text.

Notes Basic client users: Click File > Preferences > Toolbar Preferences > Basics (Macintosh OS X users, Notes > Preferences > Toolbar Preferences > Basics) and then set any of the following Toolbar Display preferences:

Table 17. Toolbar Display preferences - Notes Basic client

Task

Action

Hide toolbars

Deselect Show toolbars.

Hide context-sensitive toolbars (toolbars that change depending on your current task)

Deselect Show toolbar that applies to my current task.

Hide pop-up text that displays when you hover your mouse over a toolbar button. By default, it also displays the alternative key sequence for the button.

Deselect Show pop-up description text for toolbar buttons.

Exclude alternative key sequence in the pop-up text.

Deselect Show Accelerator Keys in pop-up text.

Change whether toolbar buttons, text only, or buttons with text display in your toolbars. By default, buttons display.

Select an option in Button displays list. View an example of each option under Toolbar Example.

Change the size of toolbar buttons

Select a Button size. View an example of each size under Toolbar Example.

How can I display or create toolbars?

You can choose which toolbars display. You can also create your own toolbar and populate it with buttons that best suit your work needs.

Procedure
  1. Click File > Preferences, and then expand Toolbar and click Toolbars.

    Notes Basic client users: Click File > Preferences > Toolbar Preferences > Toolbars.

    Macintosh OS X users: Click Notes > Preferences > Toolbars.

  2. Do any of the following to set Toolbar preferences, and then click OK:
    Table 18. Toolbar preferences

    Task

    Action

    Display additional toolbars

    Under Available Toolbars in the Visible column, check the box for each toolbar you want to display. Click the title of an available toolbar to see the contents of that toolbar.

    Include context-sensitive toolbars in the list

    Check Show Context Sensitive toolbars in list.

    Create a new toolbar

    1. Click New Toolbar.
    2. Enter a name for the new toolbar, and then click outside of the field to save the name.
    3. Click Customize and use the steps in Customizing toolbar functionality and buttons.

    Rename a toolbar you created

    Select a toolbar and click Rename.

    Delete a toolbar you created

    Select a toolbar and click Delete.

    Import SmartIcons

    Click Import, and then select the set of icons to import.

How can I customize toolbar functionality and buttons?

You can customize toolbars by adding and removing buttons. When you create a new toolbar, you use Toolbar Customize preferences to populate the toolbar.

About this task

You can also create your own toolbar buttons if there is functionality that you need that is not available from an existing button.

Procedure
  1. Click File > Preferences

    Macintosh OS X users:Notes > Preferences

  2. Click the plus sign next to Toolbar, and then click Customize.
  3. Make any of the following changes. When you have finished making your changes, click Save Toolbar, and then click OK.
    Table 19. Tasks used to customize toolbars

    Task

    Action

    Add or remove buttons from a toolbar

    1. Select the toolbar to customize.
    2. Select a button from the Available Buttons list and then click either Add Button or Remove.
    Note: You can also drag buttons to or from Toolbar contents. Press and hold Ctrl to select more than one button at a time.

    Include context-sensitive toolbars in the list

    Check Show Context Sensitive toolbars in list.

    Sort Available Buttons list by name

    Buttons are sorted by function by default. To sort buttons by name click Sort Buttons > by Description.

    Reorder buttons on a toolbar

    1. In Toolbar contents, select the button you want to move.
    2. Click the left arrow or right arrow buttons to move the toolbar button.

    Change pop-up text that displays when you hover your mouse over a toolbar button

    1. In Toolbar contents, select the button whose text you want to change.
    2. Click Edit, and then enter your changes.

    Add a text button to help label sections of buttons on a toolbar

    1. Select the toolbar to customize.
    2. Click New > Text, and then enter the text you want to display on the toolbar.

    Add a new spacer to the toolbar

    1. Select the toolbar to customize.
    2. Click New > spacer, and then enter the width (in pixels) that you want the spacer to be.

    Restore your toolbar buttons to the original selection

    Click Restore All Defaults.

    Create a new button

    1. Select a toolbar.
    2. Click New > Button.
    3. For Button caption text, type the text that appears if you hover your mouse over the button.
    4. For Popup help text, type the text that appears if you hover your mouse over the button.
    5. Click Change Icon and choose an image to use instead of the default image.
    6. Enter the formula that defines the button's functionality.
    7. Click OK.
Results

For more information on formulas, go to Documentation on the Web to download or view IBM Domino Designer Help.

How can I change web browser preferences?

You can change which browser will open when you click Web links from Notes documents: either the Notes embedded browser or the browser you have set as the default for the operating system. You can also change the default home page.

Procedure
  1. To set a different home page, replace the Web address set by your administrator with the Web address of the page you want.
    Note: To reset the home page to the original setting, click Use Default.
  2. To change the browser used for opening Web links, click File > Preferences.

    Macintosh OS X users: Click Notes > Preferences.

  3. Click Web browser.
  4. Do one of the following steps:
    • To use the embedded browser, select Use the browser embedded in this client.

      This opens the Web browser in Notes; not in a separate browser window.

    • To use the browser that you have already set as the default for your computer, select Use the browser I have set as the default for this operating system.

      This opens the Web browser in a separate browser window; not in Notes.

  5. Click OK.
Results

The options you specify on this preference panel are applied to all your locations.

Note: If you enable advanced menus, your Location document has an Internet Browser tab where you can set the browser you use with Preview in Web Browser from the Domino Designer menu. For that browser, you can choose Notes with Internet Explorer, Microsoft Internet Explorer, Netscape Navigator, Firefox, or Other (Mozilla, etc.).
Note: If you are configuring new Web page, feed, or Google Gadget type widgets, be sure to check the Use the browser embedded in this client option. To configure a new widget in context you need the target context displayed in Notes; not in an external Web browser window.
How can I set spell check preferences?

You set spelling preferences to specify a default dictionary language and to add any supplemental dictionaries needed. You can also set defaults for how to handle numbers, words comprised of uppercase letters, or words from a language other than the default dictionary language.

Procedure
  1. Click File > Preferences.

    Notes Basic client users: Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences .

  2. Click Spell Check (Notes Basic client users: click the plus sign, then click Spell Check).
  3. Set any of the following options:
    Table 20. Spell check preference options

    What do you want to do?

    Steps

    Set a default dictionary

    Select the language dictionary from the Primary Dictionary list, and then click Set as Default.

    Include an additional dictionary

    Click a dictionary from the Supplemental Dictionaries list.

    Ignore words that contain numbers

    Select Ignore words containing numbers.

    Ignore words that are in uppercase, such as COBOL

    Select Ignore words in UPPERCASE.

    In multi-language documents, continue with the alternate language until a new language tag is reached.

    Select Keep on the fly dictionary changes until next language tag change.

    Flag misspelled words as you type.

    Check Enable Instant Spell checking.

    Automatically correct typing errors as you type Under Instant Corrections, select the typical typing errors you want corrected automatically.
  4. Click OK.
Notes about language dictionaries
About this task
Language dictionaries have the file extension DIC, and are located in your Notes/Data directory. You must install the language dictionaries from the IBM Notes CD before you can switch language dictionaries. You can also specify a supplemental dictionary, which is a dictionary containing terms for a specialty such as medicine.
How can I switch to a different spelling dictionary?

You can switch language dictionaries when spell checking a document. You must install the language dictionaries from the IBM Notes CD before you can switch language dictionaries. The language dictionaries are recognized by the file extension DIC, and they are located in your Notes/Data directory.

About this task

The default dictionary within North America is American English (us.dic).

Procedure
  1. Click File > Preferences.

    Notes Basic client users: Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences .

  2. Click Spell Check (Notes Basic client users: click the plus sign, then click Spell Check).
  3. Click Install Dictionary.
  4. Select a dictionary from the Languages list.
  5. Click OK.
Install all language dictionaries
About this task

If you cannot select from a list of dictionaries, you may need to install them from the CD using the following steps. If you do not have the CD, contact your administrator to find out how you can install the language dictionaries.

Procedure
  1. Insert the Notes CD-ROM. Choose Start > Programs > Windows Explorer.
  2. Open the CD-ROM directory, and then open the Client folder.
  3. In the Client folder, open the Apps\Dictionaries folder.
  4. Double-click dictionaries.dic.
  5. Enter the location of your Notes/Data directory (for example, C:\\Notes\Data), and then click Unzip.
How can I add, change, or delete words in my user dictionary?

It's often helpful to add words to your personal dictionary, known as the user dictionary. These are words that you use commonly and are not found in a standard dictionary.

Procedure
  1. Click File > Preferences.

    Notes Basic client users: Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences.

  2. Click Spell Check (Notes Basic client users: Click the plus sign next to International, and then click Spell Check).
  3. Click Edit User Dictionary.
  4. Do any of the following:
    • Enter the word in the New/Selected word field and click Add.
    • To delete a word, select the word from the list and click Delete.
    • To change the spelling of a word, select the word from the list, enter a new spelling in the text box, and click Update.
Results
Note: The IBM Notes spell checker looks for misspelled words using two dictionaries, your customizable personal dictionary (user.dic) and the main dictionary (us.dic).
To add or change words in your user dictionary while spell checking a document
Procedure
  1. Put the document is in edit mode.
  2. Click Tools > Spell Check.
  3. For any word Notes does not recognize that you would like to add to your dictionary, click Edit Dictionary.
  4. Do any of the following:
    • Enter the word in the New/Selected word field and click Add.
    • To delete a word, select the word from the list and click Delete.
    • To change the spelling of a word, select the word from the list, enter a new spelling in the text box, and click Update.

How can I set up my Notes client for other languages or regions?

You can use regional settings to change your content language, sorting language, interface language, and units of measurement.

How can I choose a regional profile for Notes?
You can use regional settings to change your content language, sorting language, interface language, and units of measurement.
Procedure

To choose a regional profile for Notes, complete the following steps.

  1. Click File > Preferences > User Preferences.Macintosh OS X users: Click Notes > Preferences > User Preferences.
  2. Click International.
  3. Click File > Preferences.Macintosh OS X users: Click Notes > Preferences.
  4. Click Regional Settings.
  5. Click a region or country language from the Regional profile list.
    Note: The Restore Defaults button restores the values for the regional profile to the default.
How can I specify text direction and cursor behavior for bi-directional languages?

If you are using a bi-directional language such as Arabic or Hebrew, you can set the IBM Notes menus and text to read in the direction appropriate for the language, and specify cursor movement appropriate to the language.

About this task
Note: The Bi-directional tab appears in preferences only when a bi-directional language is available. In Microsoft Windows 2000 and Windows XP, you can set your operating system to use bi-directional languages, but in earlier releases of Windows you may need to install language locales. Ask your IBM Domino Administrator for assistance in using other languages.
Procedure
  1. Click File > Preferences.

    Notes Basic client users: Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences.

  2. Click the plus sign next to Regional Settings and then click Bidirectional.
  3. Do one of the following:
    • Click Right under Menu Direction to display the Notes main menu items starting from the right edge of the window.
    • Click an option under Global text direction to control the way all text in the user interface appears. Click Right to Left for languages such as Arabic and Hebrew. Click Context to use the reading order you set for paragraphs in a document.
    • Click the behavior you want for the text cursor under Cursor Movement.

      If you click Visual, the text cursor will move through characters in the reading order you set for paragraphs in a document.

      If you click Logical, the cursor will move through characters in the order they were entered in a document. For example, if you have multiple words in English and in a bi-directional language such as Arabic on the same line in a left-to-right paragraph, the cursor will move from left to right through the characters of an English word, and then jump to the first character of an Arabic word and start moving right to left through its characters until it encounters the next English word.

  4. Click OK.
Setting reading order for paragraphs in a document
About this task

If bi-directional text is enabled in Notes, you can set the reading order for paragraphs in a document.

Procedure
  1. Put the document in Edit mode.
  2. Select the text that you want to specify a reading order for.
  3. Click Text > Text Properties.
  4. Click the Paragraph Alignment tab.
  5. Click Left-to-Right or Right-to-Left next to Reading order.
  6. Click OK.
How can I change how Notes translates characters?

When you import or export files, you can specify the character translation file IBM Notes uses to translate characters, such as international currency symbols, in the files.

Procedure
  1. Click File > Preferences.

    Notes Basic client users: Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences.

  2. Click Regional Settings (Notes Basic client users: click International).
  3. Click the Change button for Import/Export characters.
  4. Select a character set and click OK.
How can I change the unit of measurement used in Notes?

You can change the unit of measurement used in Notes to metric or imperial. This feature is helpful when you are setting margins or tabs.

Procedure
  1. Click File > Preferences.

    Notes Basic client users: Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences.

  2. Click Regional Settings (Notes Basic client users: click International).
  3. Under Unit of measurement, click inches (imperial) or centimeters (metric).
  4. Click OK.
How can I choose a different content language?

By choosing a content language for Notes applications, you can take advantage of other languages served up by an IBM Domino or HTTP server. For applications whose design supports multiple languages, you add the supported content language using this option.

Procedure
  1. Click File > Preferences.

    Notes Basic client users: Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences.

  2. Click Regional Settings (Notes Basic client users: click International).
  3. Click the Change button for Content language.
  4. Select a language in the "Available languages" column, then click Add to move the language over to the "Content languages" column.
  5. Click OK.
Results
Note: When you change the language in the Regional profile list, IBM Notes changes the language for Content language
How can I choose a different interface language for Notes?

Use the Interface Language field in Regional Settings Preferences to choose an interface language for IBM Notes.

About this task
Note: You will see the Interface Language field only if you have a language version of Notes, or have installed a language pack on an English version of Notes.
Procedure
  1. Click File > Preferences.

    Notes Basic client users: Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences.

  2. Click Regional Settings (Notes Basic client users: click International).
  3. Under Additional Settings, click an interface language.
  4. Click OK.
How can I sort in a different language?

Change the language you sort in.

Procedure
  1. Click File > Preferences.

    Notes Basic client users: Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences.

  2. Click Regional Settings (Notes Basic client users: click International).
  3. Click the Change button for Sorting.
  4. Optional: Select Display all sort rules to see a list of languages.
  5. Optional: If you use Unicode fonts, click Unicode standard sorting.
  6. Select the sorting language and click OK.
How can I use an alternate name?

An alternate name is helpful when you want to use your native language and character set to type, display, and look up names. For example, you can type a name in a native language and character set when sending mail. Your primary name is recognizable to an international audience; an alternate name is recognizable in your native language.

About this task

An alternate name is a fully authenticated name, unlike an alias which is not fully authenticated.

Choosing an alternate name language will let you display alternate names throughout IBM Notes. For example, if you select Japanese, Spanish, and Chinese (Simplified) as alternate name languages, you will then be able to display alternate names in those languages in Notes on your computer.

To use alternate names, you must first install a font capable of displaying the text. Unicode fonts provide support for many types of script within a single font. For information about installing Unicode fonts, see Using Unicode to add special characters to documents.

Note: Before you can use an alternate for your name, your administrator must register and certify one for you. Your primary name and alternate name must be added to your user ID. You can have only one alternate name.
To specify an alternate name language
Procedure
  1. Click File > Preferences.

    Notes Basic client users: Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences.

  2. Click Basic Notes Client Configuration (Notes Basic client users: click Basics.
  3. Click Default Fonts.
  4. Specify your multilingual or Unicode font as the Default Sans Serif and the Default Multilingual font and then click OK.
  5. Click Regional Settings (Notes Basic client users: click International.
  6. Click the Change button for Alternate name language.
  7. Select the alternate name language from the "Available languages" column, then click Add to move the language to the "Alternate name languages" column and click OK.
  8. Click Locations (Notes Basic client users: click File > Preferences > Location Preferences).
  9. Click Edit.
  10. For the Default display name option, select Alternate names and click OK.
  11. Click OK to close the Preferences dialog box.
How can I change the way dates appear in the calendar picker or pop-up calendar?

You can change the way dates in the calendar picker or pop-up calendar appear. This is useful if the language you're using works right to left.

About this task

The date picker appears in the navigation pane of the IBM Notes Calendar view in your Mail; it may also appear embedded in other applications. The pop-up calendar appears in dialog boxes.

To change the way the dates appear in the calendar picker or pop-up calendar, complete the following steps:

Procedure
  1. Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences > User Preferences.

  2. Click International > Calendar.
  3. Under Date picker/Popup calendar direction, click Right to left and then click OK.
How can I change the day the calendar view, date picker, or pop-up calendar starts on?

You can change the day that the week starts on separately for the calendar view, the date picker, and the pop-up calendar. The default start of the week is Monday for the calendar view and date picker, and Sunday for the pop-up calendar.

About this task

The date picker appears in the navigation pane of the Calendar view in your Mail application; it may also appear embedded in other applications. The pop-up calendar appears in dialog boxes.

Tip: Changing the day of the week is useful when your work week begins on a certain day.

To change the start-on day in calendar view, date picker, or pop-up calendar, complete the following steps:

Procedure
  1. Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences > User Preferences.

  2. Click International > Calendar.
  3. Do one of the following:
    • Click a day of the week under Calendar view starts on.
    • Click a day of the week under Date picker starts on.
    • Click a day of the week under Popup calendar starts on.

Preferences - Quick reference

This quick reference card is a list of instructions for common tasks and shortcuts for Notes preferences, which you can print and keep at your desk for easy reference.

Notes Basic Preferences dialog

Further customizing your Notes client

The topics in this section are intended for a more advanced Notes user.

How can I enable Java debugging?

You can enable Java debugging to check for problems in Java applications.

About this task

The IBM Notes client supports Java debugging in the following contexts. Each context has its own JVM. Only one user can debug at a time in each context.

  • Foreground -- Java code that runs in the Notes client interactively, for example, an agent triggered from the Actions menu.
  • Background -- Java code that runs in the Notes client under control of the task loader, for example, a locally scheduled agent.
  • Web preview -- Java code being previewed in a browser through Domino Designer, for example, an applet on a form.

Java code from a script library runs in the context of the calling code.

To enable and disable Java debugging on the Notes client, complete the following steps:

Procedure
  1. Click Tools > Java Debugging Preferences. This opens the Java Debugging Preferences dialog.
  2. To enable foreground debugging, select Client Agents/Applets and specify a port number to connect the Notes and debugger computers. Deselect to disable.
  3. To enable background debugging, select Locally Scheduled Agents and specify a port number to connect the Notes and debugger computers. Deselect to disable.
  4. To enable Web preview debugging, select Http Preview and specify a port number to connect the Notes and debugger computers. Deselect to disable.
Results

Pick a port number that you think is free. This may require trial and error or asking your system administrator.

Java debugging is disabled by default.

If changes are made to the foreground or background preference, you must restart Notes. If changes are made to the Web preview preference, the preview must be restarted.

For more information on Java debugging, see IBM Domino Designer Help.

How can I set Java applet and Javascript preferences?

IBM Notes provides support for running Java applets and JavaScript through the Web Navigator on Microsoft Windows. On the Macintosh, Notes supports only JavaScript. You can set preferences to enable running Java applets or to change your security.

Notes and Web browsers
  • Notes Basic client users: If you are using the "Notes with Internet Explorer" browser, the change you make to enable Java applets is synchronized with the Internet Explorer software. The change takes effect if you use Internet Explorer separately from Notes.
  • If your Internet connection is through a proxy server, you need to enter the proxy name in the Web proxy field in your Location document so that applets can run on your computer. Change the Java applet security settings if needed.
  • View the Java console (Click Tools > Show Java Debug Console) to troubleshoot any problems. The defaults set in the Java applet security section allow all hosts to run Java applets on your system. However, regardless of what settings you choose in the Java applet security section, Notes does not permit any host access to any of your system resources (files, environment variables, password files, and so on). For more information about the Java Debug Console, see "Tips and troubleshooting for Java Applets" if you have installed Domino Designer Help. Or, go to Documentation on the Web at www.ibm.com/developerworks/lotus/documentation to download or view Domino Designer Help.
How can I set Notes ports preferences?

The IBM Notes client works best when it is connected to a server from which it can receive mail and to which it can send outgoing mail. When you first install Notes, during configuration, you specify a connection that is appropriate for your mail. This connection is most commonly over a local area network (such as broadband). If you want to specify an additional connection later, you may need to add a port. A port is an external socket on a computer into which you can plug a cable or a peripheral device.

Note: Notes no longer supports ports for dialup modem communication (COM ports distinguished by numbers COM1, COM2, and so on) or the X.PC protocol used by them. To use a dialup modem connected to your computer, you must have remote access software (RAS) in your operating system and manage the port and communication from that software.

When you add a port, Notes enables it by default and lets you specify the Notes locations (Online, Home, and so on) at which you want to use the port. You can specify particular driver options at the time you add a port, and even give the port a familiar name. You need to configure a port for TCP/IP if you need an Internet connection. If you have trouble reaching a server, you can trace a network connection in Notes.

Notes:
  • To run Notes as a POP3, IMAP, LDAP, NNTP, or SMTP Internet client, or to use Activities or Sametime Connect within Notes, you must have the TCP/IP port enabled through Notes.
  • You must enable TCP/IP at the operating system level for the TCP/IP port in Notes to work. For example, in Microsoft Windows, click Start > Settings > Control Panel > Network and then Add TCP/IP if necessary.

Click any of these links:

How can I compress network data for a faster connection?

If you have a slow connection to an IBM Domino server, you may be able to improve IBM Notes performance by compressing the data that passes between Notes and the server, if the server administrator also turns data compression on for the server.

Procedure
  1. Ask your Domino administrator to turn on data compression for the server.
  2. Click File > Preferences.

    Notes Basic client users: Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences.

  3. Click the plus sign, then click Communication Ports (Notes Basic client users: click Ports).
  4. Select the port you want to compress data on.
  5. Select the Compress network data option, and click OK.
How can I create and configure a port?

The ports IBM Notes displays in the Communication Ports dialog box depend on the operating system you're using. Notes displays network ports such as LAN0 (NetBIOS support) or TCP/IP. Modem ports (COM ports) that use the X.PC protocol (driver) are no longer supported.

To create and configure a port
Procedure
  1. Click File > Preferences.

    Notes Basic client users: Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences.

  2. Click the plus sign, then click Communication Ports (Notes Basic client users: click Ports).
  3. Click New.
  4. Enter a name for the port.
  5. Select a driver for the port.
  6. Select the locations at which you want to use the port.
  7. Select the applicable port options.
Results
Note: Before you add a network port, make sure the appropriate network software is installed. For information on the port options you can specify for your network driver, see your network administrator.
How can I rename a port?
The ports IBM Notes displays in the Communication Ports dialog box depend on the operating system you're using. Notes displays network ports such as LAN0 (NetBIOS support) or TCP/IP. Modem ports (COM ports) that use the X.PC protocol (driver) are no longer supported.
Procedure

To rename a port, complete the following steps.

  1. Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences > User Preferences

  2. Click Ports.
  3. Click File > Preferences.

    Macintosh OS X users: Click Notes > Preferences.

  4. Click the plus sign, and then click Communication Ports.
  5. Select a port in the list.
  6. Click Rename.
  7. Enter a name familiar to you (for example, MyNewOffice).
  8. Click OK.
How can I delete a port?

The ports IBM Notes displays in the Communication Ports dialog box depend on the operating system you're using. Notes displays network ports such as LAN0 (NetBIOS support) or TCP/IP. Modem ports (COM ports) that use the X.PC protocol (driver) are no longer supported.

Procedure
  1. Click File > Preferences.

    Notes Basic client users: Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences.

  2. Click the plus sign, and then click Communication Ports(Notes Basic client users: click Ports).
  3. Select the port you want to delete.
  4. Click Delete.
Results
Note: For information on deleting server ports, see your Domino Administrator.
How can I enable or disable a port?

You can enable or disable a port for your computer. IBM Notes displays a check mark next to enabled ports. Before you enable a network port, make sure the appropriate network software is installed. Before you enable a modem port, make sure a modem is installed and you know the physical port it is connected to.

Procedure
  1. Click File > Preferences.

    Notes Basic client users: Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences.

  2. Click the plus sign, and then click Communication Ports (Notes Basic client users: click Ports).
  3. Select the port you want to enable or to disable.
  4. Select or deselect the Port Enabled option.
Results
Tip: After you enable a port, you can specify whether to use the port at specific locations. After you disable a port, you cannot use the port at any locations.
How can I encrypt data sent through a port?

You can encrypt data sent through a particular port, to make data transmissions more secure. However, this may also cause transmission speed to slow down.

Procedure
  1. Click File > Preferences.

    Notes Basic client users: Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences.

  2. Click the plus sign, and then click Communication Ports(Notes Basic client users: click Ports).
  3. Select the port you want to secure.
  4. Select Encrypt network data.
How can I change the order of ports that IBM® Notes® tries first when connecting to a server?

You can change the order of ports that IBM Notes tries first when connecting to a server. Notes tries enabled ports in the order in which they appear in the Communication Ports dialog box. However, Notes skips enabled ports that are not in use at the current location

Procedure
  1. Click File > Preferences.

    Notes Basic client users: Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences.

  2. Click the plus sign, and then click Communication Ports(Notes Basic client users: click Ports).
  3. Select the port you want to reorder.
  4. Click the up or down Reorder arrow one or more times.
Results
Note: When you create a Connection document manually, the Connection document takes the port order from the order in the CommunicationPorts dialog box. Then, whenever you connect to the destination server, Notes uses the port order in the Connection document. If you change the port order after you have created Connection documents, you must save each Connection document again. To have different Connection documents reflect different port orders, change the port order, save a Connection document, change the port order again, save another Connection document, and so on.
How can I display status information for an enabled port?

This screen displays status information about an enabled port.

Procedure
  1. Click File > Preferences.

    Notes Basic client users: Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences.

  2. Click the plus sign, and then click Communication Ports (Notes Basic client users: click Ports).
  3. Select an enabled port from those listed under Communicationports. The enabled ports are indicated by a check mark.
  4. Click Show Status. A port status information screen appears.
  5. Click Cancel or click X to close the screen.
Results
Note: To copy displayed port status information to the clipboard for inclusion in a memo, click Copy.
How can I trace a connection?

When you trace a server connection, you can control the level of information displayed in the Trace Information box. You can choose to include the full trace information, including searches through connections documents, and all information from network drives.

About this task

To view the new options, complete the following steps:

Procedure
  1. Click File > Preferences.

    Notes Basic client users: Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences.

  2. Click the plus sign, and then click Communication Ports (Notes Basic client users: click Ports.
  3. Click Trace.
  4. From the Trace options menu, click one of the following:
    • Full trace information to display the full trace information, including searches through Connection documents.
    • Include drive messages to display all the information from network drivers.
  5. Optional: From the Notes Log options menu, select the level of information for IBM Notes to copy into the Notes log (log.nsf) while tracing the connection.
  6. Do one of the following:
    • Click Trace to start the trace.
    • Click Done to close the dialog box without tracing the connection.
How can I stop or start logging of Notes client messages?

If logging is enabled and your Notes client crashes, an automatic diagnostic collection tool collects data that includes this logging file and sends it to a mail-in application when the client restarts. You can turn this on or off.

To stop or start logging of your client messages
About this task
Your Domino administrator designates the default setting for whether IBM Notes logging is enabled (whether or not Notes writes operational messages and errors to a text file on your system). Besides its being sent to a mail-in application to help IBM diagnose crashes, the logging file is useful for diagnosing non-crash conditions that may arise.
Procedure
  1. Click File > Preferences.

    Notes Basic client users: Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences.

  2. Click Log Settings (Notes Basic client users: click Log)..
  3. Do one of the following:
    • To stop logging for this client session, deselect Enable logging.
    • To start logging for this client session, select Enable logging.
Results
Note: Your administrator controls the following settings:
  • Whether logging is enabled by default -- the logging setting will revert to the default whenever you restart Notes.
  • Whether the automatic diagnostic collection tool is invisible to you, or whether you are prompted to choose whether you want to view or send the diagnostic report after a crash.
  • Whether the logging file and other data are automatically sent to IBM Support.
How can I set replication preferences?
Setting replication defaults for all Notes applications

You can set defaults that apply to all local replicas of IBM Notes applications you create. These settings include whether the applications receive partial documents or attachments, when to create new local replicas, whether to change the encryption level or turn off encryption, and whether to create full-text indexes.

To receive partial documents or attachments

By default, you create a complete local replica whenever you use File > Make Available Offline. To save space on your hard drive, you can limit the size of every document and/or attachment in new local replicas. If a document is larger than the size you choose, all rich-text fields less than that size are replicated (most documents contain only one rich-text field). If an attachment is larger, the attachment is removed (entering 0 for attachments removes all attachments).

  1. Click File > Preferences > Replication and Sync.

    Notes Basic client users: Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences > Replication and Sync.

  2. Click the plus sign and then clickDefault. (Notes Basic client users: click Replication).
  3. (Optional) To change how much of each document you receive, click Receive partial documents, click Truncate documents larger than, and enter a size in the box.
    Note: If you click Receive partial documents without entering a size, each document will be limited to basic information like author and subject and 40KB of rich text.
  4. (Optional) To change how much of each attachment you receive, click Limit attachment size to and enter a size in the box.
  5. Click OK.
Tip: You can save more space when you create each replica by setting options that are specific to that application. From the application you are making a replica of, follow the instructions in To create a replica using the New Replica command, and then modify the replica as described in To shorten all documents or limit attachments you receive in a replica, To limit a replica to a subset of folders or views or To limit a replica to specified data.
To specify when to create new local replicas

By default, creation of a local replica is immediate whenever you use File > Make Available Offline, but you can change your settings to wait until your next scheduled replication to create new local replicas. This is useful, for example, if your schedule is set up to replicate only at times when you're connected to a network at your office.

  1. Click File > Preferences > Replication and Sync.

    Notes Basic client users: Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences > Replication and Sync.

  2. Click the plus sign and then clickDefault (Notes Basic client users: click Replication).
  3. Deselect Create immediately (instead of at next scheduled synchronization) and click OK.
To change the encryption level or turn off encryption

By default, Notes encrypts local replicas. This protects your information, particularly if your synchronized copies are on a laptop that travels with you. You can change the type of encryption or turn off the preference.

  1. Click File > Preferences > Replication and Sync.

    Notes Basic client users: Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences > Replication and Sync.

  2. Click the plus sign and then click Default (Notes Basic client users: click Replication).
  3. Do one of the following:
    • To change the type of encryption, next to Encrypt locally using, click Strong Encryption, Medium Encryption, or Simple Encryption, and click OK. For more information see Restricting access to local applications.
    • To turn off encryption, deselect Encrypt locally using.
  4. Click OK.
To create full-text indexes

You can create a full-text index on your hard disk drive for each new local replica. A full-text index improves searching, but may take up anywhere from a tenth to a quarter as much storage space as its associated application. You can save room by keeping the default not to create full-text indexes for your synchronized copies.

Tip: Turn this setting on before you create a local replica of any Help application.
  1. Click File > Preferences > Replication and Sync.

    Notes Basic client users: Click File > Preferences > User Preferences.

    Macintosh OS X users: Click Notes > Preferences > Replication and Sync.

  2. Click the plus sign and then click Default (Notes Basic client users: click Replication).
  3. Select Create full-text index for faster searching, and click OK.

Accessibility features for Notes

Accessibility features help users who have a physical disability, such as restricted mobility or limited vision, to use information technology products.

Accessibility features

IBM Notes has accessibility features that help users who have a physical disability, such as restricted mobility or limited vision, to use information technology products successfully. These are the major accessibility features in Notes:

  • You can use accelerators and command keys to navigate through Notes.

    An underlined letter on the screen designates an accelerator; for example, F is the accelerator for the File menu. In Microsoft Windows, press the Alt key, then the accelerator to trigger an action; for example, Alt+F shows the File menu. If they are enabled, you can use extended accelerators as well.

    Command keys directly trigger an action and usually make use of the Ctrl (Windows) or Command (Macintosh) keys. For example, to print, press Ctrl+P (Macintosh users, Command+P).

  • Notes uses Microsoft Active Accessibility (MSAA). This means that people with limited vision can use screen-reader software, along with a digital speech synthesizer, to listen to what is displayed on the screen.
  • Notes supports your system's display settings, such as color scheme, font size, and high-contrast display. See the following section, "Setting up Notes for low vision".

Notes has many other features that you can customize to fit your individual needs. See any of these sections:

  • Settings you can customize in basic preferences
  • Settings you can customize in mail preferences
  • Settings you can customize in location preferences
  • Additional Notes settings
  • Setting up Notes for low vision

Keyboard shortcuts

For information on available Notes keyboard shortcuts, see Keyboard shortcuts or Keyboard shortcuts for the Macintosh.

This product uses standard Microsoft Windows navigation keys in addition to application-specific keys.

Interface information

Settings you can customize in basic preferences

Click File > Preferences (Notes Basic client users: Click File > Preferences > User Preferences; Macintosh OS X users: Click Notes > Preferences), and then click Basic Notes Client Configuration to do the following:

Change default fonts

You can select different fonts for clarity.

Under Display, click Default Fonts, choose default font options and click OK.

Select or clear the Show extended accelerators option

Extended accelerators offer keyboard methods for operating the bookmarks bar and window tabs. If you have extended accelerators enabled, press and hold Alt to display additional accelerators for each bookmark and window tab. Once you see the extended accelerators displayed on your screen, press the letter or number that corresponds to the area of Notes you want to go to.

Under Additional options, select or clear Show extended accelerators.

Select or clear the Textured Workspace or Right double-click closes window options

The Textured workspace option can be cleared to improve screen clarity or to improve access for screen readers. The Right double-click closes window option offers an alternate way of closing windows in Notes.

Under Additional options, select or clear one or both of these options.

Enable or disable Java applets, JavaScript, Java access from JavaScript, JavaScript error dialogs, Plugins in Notes Browser, or ActiveX in Notes Browser

Notes supports Java Applets, JavaScript, Plugins, and ActiveX technology. Currently, some of these technologies are not accessible. Depending on which access technology you are using, you may want to disable these features.

Under Additional options, enable or disable any of these options.

Select or clear the Use Tab to navigate Read-Only Documents option

Tab moves to next unread document until the last unread document is selected. Then it moves to the next navigable object in the next frame. When a document is open in read mode, Tab navigates to any embedded object such as URLs, application links, and attachments.

Under Additional options, select or clear Use Tab to navigate Read-Only Documents.

Select or clear the Use Accessibility Keyboard navigation option

You can disable the directional arrows and enable Tab to move from field to field within a document in edit mode.

Under Additional options, select or clear Use Accessibility Keyboard navigation.

Notes Basic client users: You can choose to display the Window menu in the menu bar, allowing you to move between open documents and applications. If the Window menu option is enabled, extended accelerators for window tabs are disabled, and instead enabled for the Window menu. Under Additional options, select or clear Display Window Menu. If you have specified one of the Windows high-contrast color schemes (See Windows Help to learn how to enable high-contrast color schemes), you can set Notes to use the same colors in its user interface, views, and documents.
Note: The High Contrast options have a default time out of five minutes. If your system is idle for five minutes the settings may change out of high contrast and back to a default setting.
Under Additional options, select or clear Use System Color.

Settings you can customize in mail preferences

Click File > Preferences (Notes Basic client users: Click File > Preferences > User Preferences; Macintosh OS X users: Click Notes > Preferences), and then click Mail > Sending and Receiving to do the following:

Set audible or visual notification for incoming mail

When you receive a new mail message, Notes can notify you with either a sound or a visual cue.

Under When new mail arrives, click Play a sound, Show a popup, or Slide in a summary.

Select a specific word processor

Although the editing features in Notes are designed to be accessible, you can also use your own word processor to edit documents.

Under Alternate message editor, select Microsoft Word or Word Pro.

Set your Internet mail format or Internet news format

You can select HTML or plain-text format.

Under Mail, click Internet. Then, for Internet mail, select a format under Internet mail format; for Internet news, select a format under Internet news format.

Settings you can customize in location preferences

Choose whether or not Notes should load images

If you are using a screen reader, it may help not to load images. You can turn them off to improve performance.

Click File > Preferences (Notes Basic client users: Click File > Preferences > Location Preferences; Macintosh OS X users: Click Notes > Preferences), click Locations, click the location to edit, and click Edit.

Then, click the Advanced tab and then the Basics tab. In the Load images field, click On request.

Choose a browser other than Notes

You can use Notes as your Internet browser or use another browser, such as a text-only browser, instead. You must already have your preferred browser installed on your system.

Click File > Preferences (Notes Basic client users: Click File > Preferences > Location Preferences; Macintosh OS X users: Click Notes > Preferences), click Web Browser, select Use the browser I have set as the default for this operating system, and then click Apply.

Additional Notes settings

Additional settings are available.

Set your workspace as your home page

For easier navigation, you may prefer to set the Notes workspace, rather than the Notes Home page, to appear when you start Notes. Both the workspace and the Home page are accessible through MSAA. In your bookmarks, open the Applications folder, right-click (Macintosh users, Ctrl+click) the workspace bookmark, and click Set Bookmark as Home Page.

Change font settings in your Notes.ini file

The Notes.ini file configuration file is located in your Notes directory. It stores information about your personal Notes installation. If you need to use slightly larger or smaller fonts at all times, close Notes, open your Notes.ini file in a text editor, and add the following setting as a new line anywhere in the file:

Display_font_adjustment=n

where n is the number of points added to the default size and is a number between -1 and 25. For example, if you want to increase the font size by 3 points, you would type:

Display_font_adjustment=3
CAUTION:
Using a value of 4 or higher may result in formatting problems. If you need to use fonts that large, it is best to change your display fonts in Windows, which will affect all the programs on your computer, including Notes. See the "Setting up Notes for low vision section".

Save your Notes.ini file after you add the new font line, and then re-open Notes.

Another option is to click File > Preferences > Fonts and Colors and select Large Fonts or Extra Large Fonts.

Enable keyboard navigation of the bookmarks list

Press Alt+B to display the Open menu where you can use the keyboard to access and navigate your bookmarks list. Notes Basic client users: If Show extended accelerators is enabled in your basic preferences, you can enable keyboard navigation along the bookmarks list. Press Alt+B to shift focus to the bookmarks list. For navigation, use the Up and Down arrows, Home, End, Page Up, and Page Down. To select a bookmark, press Enter. To remove focus from the bookmarks list, press Esc.

Enable summaries in your calendar

In the default calendar views, dates are horizontally-oriented with regular vertical time slots. For easier navigation, you may prefer to use summaries in these views, which make the views completely vertically-oriented without the time slots, so you can navigate directly from entry to entry. To do so, open your calendar, and then click View > Show > Summary.

Display date header information in the calendar

If you're using the keyboard and the calendar is sized so that you can't see all of a date's header information, you can use Alt+Minus (-) to open a Size menu for pane borders. Use the menu to select the border to move, and then use the arrow keys to move the selected border. You can also use Alt+Spacebar to open a menu that lets you size the entire Notes window.

Using the preview pane

Depending on how you use Notes, you may want to turn the preview pane on or off in views such as your mail's Inbox.

Screen reader users should turn the preview pane off. To do so from a view, press Alt+V to open the View menu, press P to open the Preview Pane menu, and press P again to deselect the Show Preview option.

Keyboard users and high contrast users may want to keep the preview pane open as it provides a way for them to get information about the selected document (for example, a calendar entry) that is not available from the view.

Accessing mail and calendar preferences

If you're using a screen reader and it has difficulty reading mail or calendar preferences, try accessing mail and calendar preferences using the Actions > More > Preferences command instead of using File > Preferences.

Installing a widget from the XPages-based widget catalog

To install from Notes, open the widget document, press Alt+T, select Widgets, and select Install this Widget.

To install from a browser, open the widget document, tab to the extension.xml file in the Attachment section, and press Enter to download the file. Then switch to Notes, navigate to the My Widgets sidebar panel, and select Import from the panel's menu.

Navigating Domino Designer features

If you have access to IBM Domino Designer features in IBM Notes, use these recommendations to navigate them more easily:

  • Use the F6 key to move sequentially through Domino Designer frames. This cycles you through the frames in the following sequence: Columns, Action Pane (if open), Objects/References Frame, and Programmer's Pane.
  • When in the Objects/References Frame use Ctrl+Page Up and Ctrl+Page Down to switch between the two tabs.
  • When navigating in the Objects/References Frame, leave the list in default mode to move through it more easily. If you lose your current selection, expand all subsections using the View/Expand All menu option to help orient yourself within the list. The Home and End keys are also helpful to quickly move to the beginning and end of the list.
  • When in the Programmer's Pane or Objects/References pane, use Tab and Shift+Tab to move to and from list boxes, field, and buttons.

Setting up Notes for low vision

If you have low vision, you can increase the size of fonts displayed in Notes, and you can reduce the use of color and graphics when scheduling a meeting by setting the Scheduler to always open to the Summary view.

  1. If necessary, exit Notes. For operating system high contrast settings to be recognized by Notes, they must be set before Notes is started.
  2. In the Windows accessibility options, enable High Contrast mode through your operating system (refer to the operating system's Help for details).
  3. Start Notes and click File > Preferences > Fonts and Colors, and then select Large Fonts. This applies a large font size to Notes data areas such as your Inbox and preview pane. Notes Basic client users: Start Notes and click View > Text Size > Largest, Larger, or Restore to change the size of the Notes display text for documents and views.
  4. Select Large Fonts. This applies a large font size to Notes data areas such as your Inbox and preview pane.
    Tip: If the Notes client UI is truncated when the font size is increased (for example, in the Search Bar [View -> Search this View]), the Sidebar may be easily collapsed by using the shortcut keys documented in the View -> Right sidebar menu, providing more room for the Notes main window panel.

For Microsoft Windows users, it is best to change the size of your Notes fonts by changing your display fonts in Windows, since changing your Windows display fonts affects all programs on your computer. Refer to Windows Help for more information.

The Scheduler indicates when people are available for a meeting in one of two ways--a Summary view or a Details view. Details makes use of color and graphics to indicate whether people are available. If you have low vision, you may find it easier to use the Summary view, which is text-based. The Summary view is the default in your calendar preferences, but if the default has been changed and you want to reset it, do the following:

  1. From your calendar, click Actions > More > Preferences.
  2. Click the Scheduling tab, and then click the Scheduler Display tab.
  3. Select Suggested best times for meeting, and click OK.

For more information on using the Summary and Details views in the Scheduler, see Finding free time for a meeting.

If your screen reader does not read beyond the ending of a header or section, when you are reading email from an external source, set the Notes Client preference Disable embedded browser for MIME mail, by choosing File > Preferences > User Preferences > Basics > Additional Options.

IBM and accessibility

See the IBM Accessibility Center (www.ibm.com/able) for more information about the commitment that IBM has to accessibility.

Keyboard shortcuts

You can use keyboard shortcuts to navigate through and perform tasks in IBM Notes.

If you are using a screen reader, you may want to maximize your window so the keyboard shortcut tables in the following topics are completely expanded and accessible.

Note: The following keyboard shortcuts are based on US standard keyboards.

Click any of the following links for a table of shortcuts:

Extended accelerators

Notes uses extended accelerators for the Open button, sidebar, and action buttons. Press and hold down the Alt key to use the extended accelerators.

If extended accelerators are disabled, click File > Preferences (Macintosh OS X users: Click Notes > Preferences), click Basic Notes Client Configuration, and then select Show extended accelerators under Additional options.

Notes menus

A way to find keyboard shortcuts is to refer to the menus in Notes. Most keyboard shortcuts are displayed with the menu items, or the letter of the keyboard shortcut is underlined.

General keyboard shortcuts

You can use different keyboard shortcuts to navigate through IBM Notes. Note that Ctrl+Shift+L is a keyboard shortcut that displays a list of other available, useful shortcuts.

Table 21. General shortcuts

Shortcut

Description

Alt+A

Access actions from within a document

Alt+accelerator key

Access higher-level menus (for example, Alt+F opens File menu)

Alt+Down

Open drop-down controls such as the Select Names dialog box from name fields, combo boxes, date pickers, color palettes, and collapsed list box controls.

Alt+Minus

Opens a Size menu for pane borders. Press the s key to activate the menu, move the Up or Down arrow to select the border to move, and then press the Left, Right, Up, or Down arrow to move the selected border.

Alt+Spacebar

Opens a menu that lets you perform standard window operations such as Restore, Minimize, and Maximize. Use the Size and Move commands with the arrow keys to size or move the Notes window.

Arrow keys

Navigate days via date picker in calendar

Arrow keys, Left and Right

Navigate tabs or a horizontal list

Arrow keys, Up and Down

Navigate a vertical list, such as a menu, navigator, calendar time slots, or items in a list view

Alt+B

Access Open menu and open the applications and bookmark list

Ctrl+1

Open Mail

Ctrl+2

Open Calendar

Ctrl+3

Open Contacts

Ctrl+5

Left sidebar Closed

Ctrl+6

Left sidebar Thin

Ctrl+7

Left sidebar Open

Ctrl+8

Right sidebar Thin

Ctrl+9

Right sidebar Open

Ctrl+0

Right sidebar Closed

Ctrl+F7

Access the sidebar

Ctrl+F

Opens the Find dialog box from views

Ctrl+F1

(Linux only) Get Help on current feature

Ctrl+F8, then Up and Down arrow keys, then Enter

Move to selected window tab

Ctrl+Page Up and Ctrl+Page Down

Navigate pages in calendar

Ctrl+R

Reply to mail or calendar entry

Ctrl+Shift+R

Reply to All on mail or calendar entry

Ctrl+Shift+L

Open list of available shortcuts

Ctrl+Tab

Navigate forward in tab order

Ctrl+W

Closes current tabbed page

Enter

Expand or collapse a category or folder

Esc

Closes current tabbed page, collapses current thread, or exits current element

F1

Get Help on current feature

Linux users: Use Ctrl+F1 instead.

F6

Cycles through all panes in the open perspective. (In views such as mail and calendar list views, for example, moves focus from view navigator to list view to preview pane (if open) to mini-view and back to view navigator.)

Minus

Collapse a category or folder

Shift+F10

Open a context menu

Shift+Plus

Expand a category, folder, or thread

Shift+Tab

Navigate backward in tab order

Tab

Navigate forward in tab order

Tab (Scheduler)

Give focus to Refresh schedule information icon in Scheduler in a meeting entry. Then, to access the Scheduler, press Tab again to give focus to entire Scheduler, and press Spacebar to give focus to the first item in Scheduler. Then do any of these:

Press Tab to give focus to different items within Scheduler.

Press Ctrl+Left arrow and Ctrl+Right arrow to move the time bar when it has focus.

Press Esc to remove focus from the Scheduler, and then press Shift+Tab to give focus to previous items in the meeting entry.

Keyboard shortcuts for applications

Keyboard shortcuts help users who have a physical disability, such as restricted mobility or limited vision, to use applications successfully.

You can use the following keyboard shortcuts for opening and closing an application.

Note: In any form, view, page, or document there could be several embedded elements (the date picker in the calendar is an example of an embedded element). You can navigate to an embedded element, give focus within the embedded element, and then remove the focus to continue navigating through the form, view, page, or document. When focus is in an embedded element, the thin black frame around it disappears. When focus is removed from an embedded element, the thin black frame reappears.
Keyboard shortcuts for applications
Table 22. Application shortcuts

Shortcut

Description

Arrow keys

Move through embedded element

Ctrl+N

Create new application

Ctrl+O

Open application

Ctrl+W

Closes current tabbed page

Enter

Select item in embedded outline

Esc

Closes current tabbed page or exits current element

F9

Refresh current document (in edit mode), view or workspace

Minus

Collapse folder in embedded outline

Page Down

Move to end of active page

Page Up

Move to beginning of active page

Plus

Expand folder in embedded outline

Shift+Ctrl+F9

Update all views in current application

Shift+F9

Rebuild current document, view, workspace (must have Manager access)

Spacebar

Give focus to embedded element

Up and Down arrow

Move through embedded outline

Table 23. Application shortcuts - Notes Basic client

Shortcut

Description

Arrow Keys (if Use TAB to Navigate Read-Only Documents in basic preferences is disabled)

Move through embedded view

Asterisk (*) key on numeric keypad

Expand current collapsed view, category, or folder with subsections

Backspace

Open previous document in current view or folder while still in current open document

Ctrl+End

Move to end of navigation pane or view pane

Ctrl+Home

Move to beginning of view navigation pane or view pane

Ctrl+W

Closes current tabbed page

End

Move to end of current line

Enter

Open next document in current view or folder while still in current open document

Enter

Open selected view or folder

Esc

Closes current tabbed page or exits current element

F6

Move to next pane or frame

HOME

Move to beginning of current line

LEFT and RIGHT ARROW

Expand and collapse views and folders that have subsections

Minus (-) key

Collapse expanded view, category, or folder

Plus (+) key

Expand collapsed view, category, or folder

Shift+8

Note: This shortcut may be different on non-English keyboards.

Expand all collapsed views, categories, or folders with subsections

Shift+Backspace

Select previous document in view

Shift+F6

Move to previous pane or frame

Tab

Move to next unread document in embedded view

Up and Down Arrow

Move between views and folders

Keyboard shortcuts for properties boxes

You can use a number of keyboard shortcuts when using properties boxes.

In IBM Notes, you can learn about and change the characteristics of a document, object, or application by opening what's known as a properties box. For example, when you are editing a document, click Text > Text Properties to open the Text Properties box.

Table 24. Properties box shortcuts

Shortcut

Description

Alt+Down

Open color field in Font tab

Alt+Up

Close color field in Font tab

Alt+Enter

Open or close properties box

Ctrl+Alt+Enter

Open or close express tools in properties box

Ctrl+End

Move to last properties box tab (in Text and Table Properties, last tab is Express Tools)

Ctrl+Home

Move to first properties box tab

Ctrl+Page Down

Move to next properties box tab

Ctrl+Page Up

Move to previous properties box tab

Down or Right arrow

Select next item in a list or set of options in properties box

Enter

Activate default or selected item(s) in properties box

Enter

Close color field in Font tab and activate selection

Esc

Close color field in Font tab without activating selection

Esc

Close properties box when focus is in properties box

F1

Get Help on current properties box

Shift+Tab

Move to previous option or set of options in properties box

Tab

Move to next option or set of options in properties box

Note: For properties boxes that contain a Formula pane, for example creating a button hotspot, it is possible to attach some script to define the behavior when the button is pressed. This script is entered in the Formula pane, which becomes available when focus is on a hotspot in a rich-text field. The Formula pane is comprised of several controls, at least two comboboxes, and an edit field for entering the text of the script. Since the edit field will accept the Tab key as an actual character, it is impossible to navigate out of the edit field and to the next option via the Tab key. To navigate within the Formula pane, use the Shift+Tab key combination.

Up or Left arrow

Select previous item in a list or set of options in properties box

Note: If you open a properties box to edit text, (for example, a section's title in Section Properties box), buttons display that let you accept or discard changes you make to the text, but the buttons are not keyboard accessible. As a workaround, you can press Tab to accept the text changes and move to the next properties field or press Esc to discard the text changes.

Keyboard shortcuts to select and move text in a document

You can use keyboard shortcuts when you are creating or editing a mail message or a document.

You must be in edit mode to use these shortcuts. Press Ctrl+E to put your document in edit mode.

Table 25. Text shortcuts

Shortcut

Description

Arrow keys

Move cursor

Note: If Scroll Lock key is on, scroll page

Ctrl+A

Select all contents of document

Ctrl+C

Copy selected text or object

Ctrl+Down

Move item in list or table one row down

Ctrl+Up

Move item in list or table one row up

Ctrl+V

Paste text or object

Ctrl+X

Cut selected text or object

Delete

Delete selected graphic

Delete

Delete selected text or object

Shift+Ctrl+Down

Select text up to same point of next line

Shift+Ctrl+Left

Select previous word

Shift+Ctrl+Right

Select next word

Shift+Ctrl+Up

Select text up to same point of previous line

Shift+Ctrl+Down

Select text to end of current line, move focus to next line

Shift+End

Select text to end of current line

Shift+Home

Select text to beginning of current line

Shift+Left

Select previous character

Shift+Right

Select next character

Shift+Up

Select text to beginning of current line, move focus to previous line

Keyboard shortcuts to move the cursor in a document

You can use different keyboard shortcuts to move the cursor when you are creating or editing a mail message or a document.

You must be in edit mode to use the following shortcuts. Press Ctrl+E to put your document in edit mode.

Table 26. Cursor shortcuts

Shortcut

To move to

Arrow keys (if Use accessibilty keyboard navigation is disabled)

Different field on a form

Ctrl+Left

Beginning of current word

Ctrl+Right

Beginning of next word

End

End of line

Home

Beginning of line

Shift+Tab

Previous field in a form

Shift+Tab

Previous row in table

Tab

Next row in table

Tab (Use accessibility keyboard navigation in basic preferences must be enabled)

Next field in a form

Keyboard shortcuts to change text and paragraph properties in a document

You can use different keyboard shortcuts when you are creating or editing a mail message or a document.

You must be in edit mode to use the following shortcuts. Press Ctrl+E to put your document in edit mode.

Table 27. Text and paragraph shortcuts

Shortcut

Description

Ctrl+B

Bold selected text

Ctrl+E

Put document in either read or edit mode

Ctrl+F

Find text and replace

Ctrl+G

Find next word when "Find text and replace" starts

Ctrl+I

Italicize selected text

Ctrl+J

Format paragraphs (alignment, spacing, etc.)

Ctrl+K

Format text (font, size, color, etc.)

Ctrl+R

Show/Hide ruler

Ctrl+T

Change text style to Normal Text

Ctrl+Shift+L (Notes Basic client)

Insert page break (Notes Basic client)

Ctrl+U

Underline selected text

Ctrl+Z

Undo last action

F2

Enlarge selected text to next available point size

F7

Indent first line in paragraph

F8

Indent entire paragraph

F9

Refresh current document (in edit mode), view, or workspace

F11

Cycle through paragraph styles (defined in the Paragraph Styles tab in Text Properties)

Shift+F2

Reduce selected text to next available point size

Shift+F7

Outdent first line in a paragraph

Shift+F8

Outdent entire paragraph

Keyboard shortcuts for the Macintosh

You can use keyboard shortcuts to navigate through and perform tasks in IBM Notes.

If you are using a screen reader, you may want to maximize your window so the keyboard shortcut tables in the following topics are completely expanded and accessible.

The Macintosh allows you to map function keys (F1-F15) to applications on the Macintosh. To use the function keys that are mapped to specific Notes functions, such as F9 to refresh a view, you need to press OPTION+the function key. To be able to use the function keys without pressing OPTION first, open the Macintosh Finder, then open the Apple menu and click Control Panels > Keyboard > Function Keys, and then click Use F1 through F15 as Function Keys in the Function Key Settings section.

Note: The following keyboard shortcuts are based on US standard keyboards.

Click any of the following links to see a table of shortcuts:

Another way to find keyboard shortcuts is to refer to the menus in Notes. Most menu items show the equivalent keyboard shortcut beside the menu item or a shortcut letter underlined.

Keyboard shortcuts for applications (Macintosh)

You can use different Macintosh keyboard shortcuts for opening and closing an application, and for using application features including navigating within views, folders, and panes.

Note: In any form, page, or document there could be any number of embedded elements (the date picker in the calendar is an In any form, view, page, or document there could be several embedded elements (the date picker in the calendar is an example of an embedded element). You can navigate to an embedded element, give focus within the embedded element, and then remove the focus to continue navigating through the form, view, page, or document. When focus is in an embedded element, the thin black frame around it disappears. When focus is removed from an embedded element, the thin black frame reappears.
Keyboard shortcuts for applications
Table 28. Application shortcuts

Shortcut

Description

Arrow Keys

Move through embedded element

Command+N

Create new application

Command+O

Open application

Esc

Exit embedded element

Esc or Command+W

Close current application

F9

Refresh current document (in edit mode), view or workspace

Minus (-) key

Collapse folder in embedded outline

Page Down

Move to end of active page

Page Up

Move to beginning of active page

Plus (+) key

Expand folder in embedded outline

Return

Select item in embedded outline

Shift+Command+F9

Update all views in current application

Shift+F9

Rebuild current document, view or workspace (must have Manager access)

Spacebar

Give focus to embedded element

Up and Down Arrow

Move through embedded outline

Table 29. Application shortcuts - Notes Basic client

Shortcut

Description

Arrow Keys (If Use TAB to Navigate Read-Only Documents preference is disabled)

Move through embedded view

Asterisk (*) key on numeric keypad

Expand collapsed view, category, or folder with subsections

Command+End (extended Macintosh keyboards only)

Move to end of navigation pane or view pane

Command+Home

Move to beginning of navigation pane or view pane

Delete

Open previous document from current open document in current view or folder

End (extended Macintosh keyboards only)

Move to end of current line

F6

Move to next pane or frame

Home

Move to beginning of current line

Left and Right arrow

Expand and collapse views and folders that have subsections

Minus (-) key

Collapse expanded view, category, or folder

Plus (+) key

Expand collapsed view, category, or folder

Return

Open next document from current open document in current view or folder

Return

Open selected view or folder

Shift+8

Note: This shortcut may be different on non-English keyboards.

Expand all collapsed views, categories, or folders with subsections

Shift+F6

Move to previous pane or frame

Tab

Move to next unread in embedded view

Up and Down Arrow

Move between views and folders

Keyboard shortcuts to select and move text in a document (Macintosh)

You can use Macintosh keyboard shortcuts when you are creating or editing a mail message or a document.

You must be in edit mode to use these shortcuts. Press Command+E to put your document in edit mode.

Table 30. Text shortcuts

Shortcut

Description

Command+A

Select all contents of document

Command+C or F3

Copy selected text or object

Command+Down Arrow

Move item in list or table one row down

Command+Up Arrow

Move item in list or table one row up

Command+V or F4

Paste text or object

Command+X or F2

Cut selected text or object

Del or Option+Delete

Delete selected graphic

Del or Option+Delete

Delete selected text or object

Shift+Command+Down Arrow

Select text up to same point of next line

Shift+Command+Up Arrow

Select text up to same point of previous line

Shift+Command+Right Arrow

Select next word

Shift+Command+Left Arrow

Select previous word

Shift+Down Arrow

Select text to end of current line, move focus to next line

Shift+T+End (extended Macintosh keyboards only)

Select text to end of current line

Shift+Home

Select text to beginning of current line

Shift+Left Arrow

Select previous character

Shift+Right Arrow

Select next character

Shift+Up Arrow

Select text to beginning of current line, move focus to previous line

Keyboard shortcuts to move the cursor in a document (Macintosh)

You can use different Macintosh keyboard shortcuts to move the cursor when you are creating or editing a mail message or a document.

You must be in edit mode to use the following shortcuts. Press COMMAND+E to put your document in edit mode.

Table 31. Cursor shortcuts

Shortcut

To move to

Command+Left Arrow

Beginning of current word

Command+Right Arrow

Beginning of next word

End (extended Macintosh keyboards only)

End of line

Home

Beginning of line

Shift+Tab

Previous field in a form

Shift+Tab

Previous row in table

Tab

Next field in a form

Tab

Next row in table

Keyboard shortcuts to change text and paragraph properties in a document (Macintosh)

You can use different Macintosh keyboard shortcuts when you are creating or editing a mail message or a document.

You must be in edit mode to use the following shortcuts. Press Command+E to put your document in edit mode.

Table 32. Text and paragraph shortcuts

Shortcut

Description

Command+B

Bold selected text

Command+E

Put document in read mode

Command+F

Find text and replace

Command+G

Find next word when Find text and replace starts

Command+I

Italicize selected text

Command+J

Format paragraphs (alignment, spacing, etc.)

Command+K

Format text (font, size, color, etc.)

Command+R

Show or hide ruler

Command+T

Change text style to default (color changes only if the text style is from a Paragraph Style)

Command+U

Underline selected text

F1

Undo last action

F7

Indent first line in paragraph

F8

Indent entire paragraph

F9

Refresh current document (in edit mode), view, or workspace

F11

Cycle through paragraph styles (defined in the Paragraph Styles tab in Text Properties)

Shift+Command+L

Insert page break

Shift+F7

Outdent first line in paragraph

Shift+F8

Outdent entire paragraph

Using Unicode to add special characters to documents

You can create or read documents that contain special characters that aren't found on your default keyboard, such as an ae dipthong (Æ), a pound sign (£), or a plus/minus sign (+/-).

To see special characters in your document, you may need additional Unicode-based fonts installed on your Microsoft Windows operating system.

Macintosh users: You can use Unicode, but only using characters from your native character set. English Macintosh systems do not support the use of Unicode.

To add special characters to a document

You can use a compose sequence or an extended compose sequence to add a special character to a document, both of which are strings of keystrokes that produce the special character. A compose sequence string usually uses two characters and an extended compose sequence string uses multiple characters. There are also keyboard shortcuts for the Macintosh that you can use to create some special characters.

  1. Put the document in edit mode.
  2. Click where you want to enter the special character.
  3. Do one of the following using the information available in the tables below:
    • If you are adding a character using a compose sequence, press ALT+F1, then the characters listed in the Compose sequence for Windows column. For example, to enter the +/- character, press ALT+F1, then PLUS SIGN (+)+HYPHEN (-).
    • If you are adding a character using an extended compose sequence, press ALT+F1, ALT+F1, then the characters listed in the Extended compose sequence for Windows and Macintosh column. For example, to enter the +/- character, press ALT+F1, ALT+F1, then 0-241.
    • If you are adding a character using a keyboard shortcut for the Macintosh, press the characters listed in the Keyboard shortcut for the Macintosh column. For example, to enter the +/- character, press OPTION+SHIFT+EQUAL SIGN(=).
Note: If there are key sequences for a character listed in the Compose sequence for Windows and Extended compose sequence for Windows and Macintosh columns, you can use either sequence to add the character.
Special characters listed alphabetically by name of character
Table 33. Special characters by character name

Character

Name of character

Compose sequence for Windows

Keyboard shortcut for the Macintosh

Extended compose sequence for Windows and Macintosh

Á

A acute

A+Apostrophe (')

Option+E, then SHIFT+A

0-181

á

a acute

a+Apostrophe (')

Option+E, then A

0-160

Å

A angstrom

A+Asterisk (*)

Option+Shift+A

0-143

å

a angstrom

a+Asterisk (*)

Option+A

0-134

Â

A circumflex

A+Caret (^)

Optioin+Shift+M

0-182

â

a circumflex

a+Caret(^)

Option+I, then A

0-131

À

A grave

A+Accent Grave(`)

Option+Accent Grave (`), then Shift+A

0-183

à

a grave

a+Accent Grave (`)

Option+Accent Grave (`), then A

0-133

Ã

A tilde

A+Tilde (~)

Option+N, then Shift+A

0-199

ã

a tilde

a+Tilde (~)

Option+N, then A

0-198

Ä

A umlaut

A+Quotation Mark (")

Option+U, then Shift+A

0-142

ä

a umlaut

a+Quotation Mark (")

Option+U, then A

0-132

´

Acute

 

Option+Shift+E

0-239

Æ

AE dipthong

A+E

Option+Shift+Apostrophe (')

0-146

Æ

ae dipthong

a+e

Option+Apostrophe (')

0-145

 

Box drawings double down and horizontal

   

0-203

 

Box drawings double down and left

   

0-187

 

Box drawings double down and right

   

0-201

 

Box drawings double horizontal

   

0-205

 

Box drawings double up and left

   

0-188

 

Box drawings double up and right

   

0-200

 

Box drawings double vertical

   

0-186

 

Box drawings double vertical and horizontal

   

0-206

 

Box drawings double vertical and left

   

0-185

 

Box drawings double vertical and right

   

0-204

 

Box drawings double up and horizontal

   

0-202

 

Box drawings light down and horizontal

   

0-194

 

Box drawings light down and left

   

0-191

 

Box drawings light down and right

   

0-218

 

Box drawings light up and horizontal

   

0-193

 

Box drawings light up and left

   

0-217

 

Box drawings light up and right

   

0-192

 

Box drawings light vertical

   

0-179

 

Box drawings light vertical and horizontal

   

0-197

 

Box drawings light vertical and left

   

0-180

 

Box drawings light vertical and right

   

0-195

Ç

C cedilla

C+Comma (,)

Option+Shift+C

0-128

ç

c cedilla

c+Comma (,)

Option+C

0-135

¸

Cedilla

Comma (,)+Comma (,)

Option+Shift+Z

0-247

¢

cent

c+Pipe (|), or c+Forward Slash (/), or C+Pipe(|), or C+Forward Slash (/)

Option+4

0-189

 

Center block

   

0-254

·

Center dot

Caret (^)+Period (.)

Option+Shift+9

0-250

©

Copyright

C+O, or c+o, or C+0, or c+0

Option+G

0-184

 

Dark shade block

   

0-178

°

Degree

Caret (^)+0

Option+Shift+8

0-248

÷

Division

Colon(:)+Hyphen(-)

Option+Forward Slash (/)

0-246

 

Dotless i

 

Option+Shift+B

0-213

 

Double underscore

   

0-242

É

E acute

E+Apostrophe (')

Option+E, then Shift+E

0-144

é

e acute

e+Apostrophe(')

Option+E, then E

0-130

Ê

E circumflex

E+Caret(^)

Option+I, then Shift+E

0-210

ê

e circumflex

e+Caret (^)

Option+I, then E

0-136

È

E grave

E+Accent Grave(`)

Option+Accent Grave (`), then Shift+E

0-212

è

e grave

e+Accent Grave (`)

Option+Accent Grave (`), then E

0-138

Ë

E umlaut

E+Quotation Mark (")

Option+U, then Shift+E

0-211

ë

e umlaut

e+Quotation Mark (")

Option+U, then E

0-137

 

em dash

   

0-196

ð

Eth lower

d+Hyphen (-)

 

0-208

Ð

Eth Upper

D+Hyphen(-)

 

0-209

Euro

=+E

Option+Shift+2

0128

ª

Feminine ord.

a+Underscore (_), or A+Underscore (_)

Option+9

0-166

 

Full block

   

0-219

ß

German sharp, lowercase

s+s

Option+S

0-225

µ

Greek mu, lowercase

Forward Slash (/)+u

Option+M

0-230

½

Half

1+2

 

0-171

­

Hyphen

Hyphen (-)+Equal sign (=)

 

0-240

Í

I acute

I+Apostrophe (')

Option+Shift+S

0-214

í

i acute

i+Apostrophe (')

Option+E, then I

0-161

Î

I circumflex

I+Caret (^)

ON+Shift+D

0-215

î

i circumflex

i+Caret (^)

Options+I, then I

0-140

Ì

I grave

I+accentuate (`)

Option+Accent Grave( ), then Shift+G

0-222

ì

i grave

i+Accent Grave(`)

Option+Accent Grave (`), then I

0-141

Ï

I umlaut

 

Option+Shift+F

0-216

ï

i umlaut

i+ (")IQuotation mark

Option +U, then I

0-139

þ

Icelandic Thorn, lowercase

p+Hyphen (-)

 

0-231

Þ

Icelandic Thorn, uppercase

P+ Hyphen (-)

 

0-232

¤

Intl. Curr.

X+O, or x+o, or X+0, or x+0

Options+Shift+2

0-207

¡

Inverted exclamation

Exclamation point

Point(!)+Exclamation (!)

Option +1

0-173

¿

Inverted question mark

Question Mark

Option+Shift+question mark

0-168

 

Latin small letter F with hook

 

Option+F

0-159

«

Left angle quotes

Less than sign (<)+less than sign (<)

Options+Backslash(\)

0-174

 

Light shade block

   

0-176

 

Lower half block

   

0-220

º

Masculine ord.

O+Underscore (_), or o+Underscore (_)

Option+0

0-167

 

Medium shade block

   

0-177

×

Multiply sign

x+x, or X+X

 

0-158

Ñ

N tilde

N+Tilde (~)

Option+N, then Shift+N

0-165

ñ

n tilde

n+O+Tilde (~)

Option+N, then N

0-164

Ó

O acute

O+Tilde +Apostrophe (')

Option+Shift+H

0-224

ó

o acute

o+Apostrophe (')

Option+E, then O

0-162

Ô

O circumflex

O+Caret (^)

Option+Shift+J

0-226

ô

o circumflex

o+Caret(^)

Option+I, then O

0-147

Ò

O grave

O+AccentGrave(`)

Option+Shift+L

0-227

ò

o grave

o+Accent Grave (`)

Option+Accent Grave (`), then O

0-149

Ø

O slash

O+Forward Slash (/)

Option+Shift+O

0-157

ø

o slash

o+Forward Slash (/)

Option+O

0-155

Õ

O tilde

O+ Tilde (~)

Option+N, then Shift+O

0-229

õ

o tilde

o+Tilde (~)

Option+N, then O

0-228

Ö

O umlaut

O+Quotation Mark (")

Option+U, then Shift+O

0-153

ö

o umlaut

o+Quotation Mark (")

Option+U, then O

0-148

¯

Overline

Caret (^)+Hyphen (-)

 

0-238

Paragraph symbol

Exclamation Point (!)+p

Option+7

0-244

+/-

Plus/Minus

Plus sign (+)+Hyphen (-)

Option+Shift+Equal Sign (=)

0-241

£

Pound sign

L+Equal Sign (=), or l+Equal Sign (=), or L+Hyphen (-), or l+Hyphen (-)

Option+3 (in UK, Shift+3)

0-156

¼

Quarter

1+4

 

0-172

®

Registered

R+O, or R+0, or r+0

Option+R

0-169

»

Right angle quotes

Greater Than Sign (>)+Greater Than Sign (>)

Option+Shift+Backslash (\)

0-175

§

Section symbol

s+o

Option+6

0-245

 

Space

   

0-255

¬

Start of line

Hyphtn (-)+Closing Bracket (])

Option+L

0-170

Ú

U acute

U+Apostrophe (')

Option+Shift+Semi-colon (;)

0-233

ú

u acute

u+Apostrophe (')

Option+E, then U

0-163

Û

U circumflex

U+Caret(^)

Option+I, then Shift+U

0-234

û

u circumflex

u+Caret (^)

Option+I, then U

0-150

Ù

U grave

U+Accent Grave (`)

Option+Accent Grave (`), then Shift+U

0-235

ù

u grave

u+Accent Grave (`)

Option+Accent Grave (`), then U

0-151

Ü

U umlaut

U+Quotation Mark (")

Option+U, then Shift+U

0-154

ü

u Umlaut

u+Quotation Mark (")

Option+U, then U

0-129

¨

Umlaut

 

Option+Shift+U

0-249

 

Upper half block

   

0-223

¦

Vertical line, broken

Forward Slash (/)+Spacebar

 

0-221

Ý

Y acute

Y+Apostrophe (')

 

0-237

ý

y acute

y+Apsotrophe')

 

0-236

ÿ

y umlaut

y+Quotation Mark (")

Option+U, then Y

0-152

¥

Yen

Y+Equal Sign(=), or y+Equal sign(=), or Y+Hyphen(-), or y+Hyphen (-)

Option+Y

0-190

¹

1 Superscript

Caret (^)+1

 

0-251

²

2 Superscript

Caret(^)+2

 

0-253

³

3 Superscript

Caret (^)+3

 

0-252

¾

3 quarters

3+4

 

0-243

Special characters listed by extended compose sequence

A compose sequence is a string of keystrokes that produces a special character. You can use a compose sequence or an extended compose sequence to add a special character to a document.

You can use these special characters listed by their extended compose sequence.

Table 34. Special characters by extended compose sequence

Extended compose sequence for Windows and Macintosh

Character

Name of character

Compose sequence for Windows

Keyboard shortcut for the Macintosh

0-128

Ç

C cedilla

C+Comma (,)

Option+SHIFT+C

0-129

ü

u Umlaut

u+Quotation Mark (")

Option+U, then U

0-130

é

e acute

e+Apostrophe (')

Option+E, then E

0-131

â

a circumflex

a+Caret(^)

Option+I, then A

0-132

á

a umlaut

a+Quotation Mark (")

Option+U, then A

0-133

à

a grave

a+Accent Grave (`)

Option+ACCENT GRAVE (`), then A

0-134

å

a angstrom

a+Asterisk (*)

Option+A

0-135

ç

c cedilla

c+Comma (,)

Option+C

0-136

ê

e circumflex

e+Caret (^)

Option+I, then E

0-137

ë

e umlaut

e+Quotation Mark (")

Option+U, then E

0-138

è

e grave

e+Accent Grave (`)

Option+Accent Grave (`), then E

0-139

ï

i umlaut

i+Quotation Mark (")

Option+U, then I

0-140

î

i circumflex

i+Caret (^)

Option+I, then I

0-141

ì

i grave

i+Accent Grave (`)

Option+Accent Grave (`), then I

0-142

Ä

A umlaut

A+Quotation Mark (")

Option+U, then Shift+A

0-143

Å

A angstrom

A+Asterisk (*)

Option+Shift+A

0-144

É

E acute

E+Apostrophe (')

Option+E, then Shift+E

0-145

Æ

ae dipthong

a+e

Option+Apostrophe (')

0-146

Æ

AE dipthong

A+E

Option+Shift+Apostrophe (')

0-147

ô

o circumflex

o+Caret (^)

Option+I, then O

0-148

ö

o umlaut

o+ Quotation Mark (")

Option+U, then O

0-149

ò

o grave

o+Accent Grave (`)

Option+Accent Grave (`), then O

0-150

û

u circumflex

u+Caret (^)

Option+I, then U

0-151

ù

u grave

u+Accet Grave (`)

Option+Accent Grave(`), then U

0-152

ÿ

y umlaut

y+Quotation Mark (")

Option+U, then Y

0-153

Ö

O umlaut

O+Quotation Mark (")

Option+U, then Shift+O

0-154

Ü

U umlaut

U+Quotation Mark (")

Option+U, then Shift+U

0-155

ø

o slash

o+Forward Slash (/)

Option+O

0-156

£

Pound sign

L+Equal Sign (=), or l+Equal Sign (=), or L+Hyphen (-), or l+Hyphen(-)

Option+3 (in UK, SHIFT+3)

0-157

Ø

O slash

O+Forward Slahs (/)

Option+Shift+O

0-158

×

Multiply sign

x+x, or X+X

 

0-159

Latin small letter F with hook

Latin small letter F with hook

 

Option+F

0-160

á

a acute

a+Apostrophe (')

Option+E, then A

0-161

í

i acute

i+Apostrophe(')

Option+E, then I

0-162

ó

o acute

o+Apostrophe(')

Option+E, then O

0-163

ú

u acute

u+Apostrophe(')

Option+E, then U

0-164

ñ

n tilde

n+Tilde (~)

Option+N, then N

0-165

Ñ

N tilde

N+Tilde (~)

Option+N, then Shift+N

0-166

ª

Feminine ord.

a+Undercore (_), or A+Underscore (_)

Option+9

0-167

º

Masculine ord.

O+Underscore (_), or o+Underscoref(_)

Option+0

0-168

¿

Inverted question mark

Question Mark (?)+Question Mark (?)

Option+Shift+Question Mark(?)

0-169

®

Registered

R+O, or R+0, or r+0

Option+R

0-170

¬

Start of line

Hyphen (-)+Closing Bracket(])

Option+L

0-171

½

Half

1+2

 

0-172

¼

Quarter

1+4

 

0-173

¡

Inverted exclamation

Exclamation Point (!)+Exclamation Point (!)

Option+1

0-174

«

Left angle quotes

Less than sign (<)+Less than sign (<)

Option +Backslash (\)

0-175

»

Right angle quotes

Greater than sign (>)+Greater than sign(>)

Option +Shift+Backslash (\)

0-176

Light shade block

Light shade block

   

0-177

Medium shade block

Medium shade block

   

0-178

Dark shade block

Dark shade block

   

0-179

Box drawings light vertical

Box drawings light vertical

   

0-180

Box drawings light vertical and left

Box drawings light vertical and left

   

0-181

Á

A acute

A+Apostrophe (')

Option+E, then Shift+A

0-182

Â

A circumflex

A+Caret (^)

Option+Shift+M

0-183

À

A grave

A+Accent Grave (`)

Option+Accent Grave (`), then Shift+A

0-184

©

Copyright

C+O, or c+o, or C+0, or c+0

Option+G

0-185

Box drawings double vertical and left

Box drawings double vertical and left

   

0-186

Box drawings double vertical

Box drawings double vertical

   

0-187

Box drawings double down and left

Box drawings double down and left

   

0-188

Box drawings double up and left

Box drawings double up and left

   

0-189

¢

cent

c+Pipe (|), or c+Forward Slash (/), or C+Pipe(|), or C+Forward Slash (/)

Option+4

0128

Euro

=+E

Option+Shift+2

0-190

¥

Yen

Y+Equal Sign (=), or y+Equal Sign (=), or Y+Hyphen(-), or y+Hyphen(-)

Option+Y

0-191

Box drawings light down and left

Box drawings light down and left

   

0-192

Box drawings light up and right

Box drawings light up and right

   

0-193

Box drawings light up and horizontal

Box drawings light up and horizontal

   

0-194

Box drawings light down and horizontal

Box drawings light down and horizontal

   

0-195

Box drawings light vertical and right

Box drawings light vertical and right

   

0-196

em dash

em dash

   

0-197

Box drawings light vertical and horizontal

Box drawings light vertical and horizontal

   

0-198

ã

a tilde

a+Tilde(~)

Option+N, then A

0-199

Ã

A tilde

A+Tildef (~)

Option+N, then SHIFT+A

0-200

Box drawings double up and right

Box drawings double up and right

   

0-201

Box drawings double down and right

Box drawings double down and right

   

0-202

Box drawings double up and horizontal

Box drawings double up and horizontal

   

0-203

Box drawings double down and horizontal

Box drawings double down and horizontal

   

0-204

Box drawings double vertical and right

Box drawings double vertical and right

   

0-205

Box drawings double horizontal

Box drawings double horizontal

   

0-206

Box drawings double vertical and horizontal

Box drawings double vertical and horizontal

   

0-207

¤

Intl. Curr.

X+O, or x+o, or X+0, or x+0

Option+Shift+2

0-208

ð

Eth lower

d+Hyphen (-)

 

0-209

Ð

Eth Upper

D+Hyphen(-)

 

0-210

Ê

E circumflex

E+Caret(^)

Option+I, then Shift+E

0-211

Ë

E umlaut

E+Quotation Mark (")

Option+U, then Shift+E

0-212

È

E grave

E+Accent Grave (`)

Option+Accent Grave(`), then Shift+E

0-213

Dotless i lower

Dotless i

 

Option+Shift+B

0-214

Í

I acute

I+Apostrophe(')

Option+Shift+S

0-215

Î

I circumflex

I+Caret (^)

Option+Shift+D

0-216

Ï

I umlaut

I+Quotation Mark (")

Option+Shift+F

0-217

Box drawings light up and left

Box drawings light up and left

   

0-218

Box drawings light down and right

Box drawings light down and right

   

0-219

Full block

Full block

   

0-220

Lower half block

Lower half block

   

0-221

¦

Vertical line, broken

Forward Slash (/)+Spacebar

 

0-222

Ì

I grave

I+Accent Grave (`)

Option+Accent Grave (`), then Shift+G

0-223

Upper half block

Upper half block

   

0-224

Ó

O acute

O+Apostrophe (')

Option+Shift+H

0-225

ß

German sharp, lowercase

s+s

Option+S

0-226

Ô

O circumflex

O+Caret (^)

Option+Shift+J

0-227

Ò

O grave

O+Accent Grave (`)

Option+Shift+L

0-228

õ

o tilde

o+Tilde (~)

Option+N, then O

0-229

Õ

O tilde

O+ Tilde (~)

Option+N, then Shift+O

0-230

µ

Greek mu, lowercase

Forward Slash (/)+u

Option+M

0-231

þ

Icelandic Thorn, lowercase

p+Hyphen (-)

 

0-232

Þ

Icelandic Thorn, uppercase

P+ Hyphen(-)

 

0-233

Ú

U acute

U+Apostrophe (')

Option+Shift+Semi-colon (;)

0-234

Û

U circumflex

U+Caret (^)

Option+I, then Shift+U

0-235

Ù

U grave

U+Accent Grave(`)

Option+Accent Grave (`), then Shift+U

0-236

ý

y acute

y+Apostrophe (')

 

0-237

Ý

Y acute

Y+Apostrophe (')

 

0-238

¯

Overline

Caret (^)+Hyphen (-)

 

0-239

´

Acute

 

Option+Shift+E

0-240

­

Hyphen

Hyphen(-)+Equal Sign (=)

 

0-241

+/-

Plus/Minus

Plus Sign (+)+Hyphen (-)

Option+Shift+Equal Sign (=)

0-242

Double underscore

Double underscore

   

0-243

¾

3 quarters

3+4

 

0-244

Paragraph symbol

Excalmation Point (!)+p

Option+7

0-245

§

Section symbol

s+o

Option+6

0-246

÷

Division

Colon(:)+Hyphen(-)

Option+Forward Slash (/)

0-247

¸

Cedilla

Comma (,)+Comma (,)

Option+Shift+Z

0-248

°

Degree

Caret (^)+0 (zero)

Option+SHIFT+8

0-249

¨

Umlaut

 

Option+Shift+U

0-250

·

Center dot

Caret(^)+Period(.)

Option+Shift+9

0-251

¹

1 Superscript

Caret(^)+1

 

0-252

³

3 Superscript

Caret (^)+3

 

0-253

²

2 Superscript

Caret (^)+2

 

0-254

Center block

Center block

   

0-255

 

Space

   

Using the Discover page

IBM Notes opens to the Discover page by default, unless you set up Notes to open to an application, such as Mail or Calendar, or to a customized home page. The default Discover page is a central location from which you can find targeted Notes client information more quickly and easily, including new features in the release, introductory material for new users, and helpful hints and tips. There is also a Quick Links tab that allows you to launch your workspace, Mail, Calendar, and other Notes applications you have recently used, in addition to providing links to other resources, such as the Notes and Domino wiki.

Note: If you have customized your home page prior to the current Notes release, the customized page will show as the default in your Notes client.

You do not have to use the default Discover page as your home page. You can create a new home page using one of the other formats provided.

To open the Discover page, click Open > Discover.

To open your home page, if different from the Discover page, click Open > Home.

How do I change the default home page?

You can easily change your current home page to another layout or to another type of home page you have created.

Procedure

  1. From the Discover page, click the Quick Links tab. Select Change your Home Page from the Additional Resources section.
  2. From the home page banner, select the drop-down menu Click here for Home Page options.
  3. Under Current Home Page selection, select a home page from the list.

Returning to first-time setup from a home page

If you want to start a new home page, you can return to the first-time setup.

Procedure
  1. From the top border of a home page, click the text Click here for home page options.
  2. Click Basics in the drop-down selection to return to the first-time setup.

How do I create a new home page?

You can create your own home page that includes information that is important to you from IBM Notes and the Web. To create a home page, you use the home page wizard.

About this task

From the current home page, click the text Click here for home page options, then click the Create a new home page button.

There are three types of home pages you can create:

  • Frames - A framed home page is a structured page that lets you choose the number and format of frames to display. The frames can contain application views, action buttons, a preview pane, folders stored on your operating system, Web pages, and a launch pad that lets you open various Notes and Web links right from the home page.

    Framed Home Page

  • Personal Page - A personal home page is a more free-form page contained in a single frame. You can choose from a number of prefilled layouts, or use an Advanced layout and create your own. You can add pictures, rich-text, Java applets, and embedded elements, such as an embedded date picker.

    Personal Home Page

  • My Work - This type of home page has portal-like tabs. Each tab is divided into multiple panes that display your Mail, Calendar, To Do list, most frequently used Notes applications and Web sites, and so on. My Work home pages help you organize and manage your daily tasks and communications with others in your company.
Note: Notes Basic client users - If you choose to display your file system on your home page, you must use Notes with Internet Explorer as your default Web browser so your file system displays correctly on the home page.

How do I delete a home page I created?

You can have more than one home page design, and you can delete any that you have created.

Procedure

  1. Open the home page you want to delete.
  2. Click the text Click here for home page options.
  3. Click Delete.
  4. Click Yes in the Continue Delete dialog box.

How do I customize my home page?

Once you have created a home page, you can change the content and rearrange the layout of the page at any time.

Refreshing home page content

If you make changes in an application that is also displayed on a home page, you must refresh its frame on the home page to see those changes reflected on the home page.

About this task

Refresh the home page content using any of the following:

  • Click inside one frame and choose View > Refresh to update the content of that frame.
  • Click the Refresh arrow in a frame's switcher to update the content of that frame.
  • Click the Refresh icon in the Notes toolbar to update the content in all frames.
  • Press SHIFT+ click the Refresh icon in the Notes toolbar to delete the displayed view's index and rebuild it.

Making temporary changes to a framed home page

You can change the contents of a frame temporarily, for your current session of IBM Notes only. The next time you open Notes, the contents of the frame return to those you selected when you set up your home page initially.

About this task

Note: This option is not available from a Basics home page.
Procedure
  1. Open a framed home page.
  2. Click the arrow on the right side of the frame that you want to change.
    Table 35. Frame content options

    What do you want to do?

    Then click

    Link to Mail, Calendar, Contacts, Notebook, and To Do

    Everyday Tasks Everyday tasks

    Display your Mail Inbox

    Inbox Inbox

    Display the your Trash view

    Trash Trash

    Display your Calendar

    Calendar Calendar

    Display your To Do list

    To Do To Do

    Display your subscriptions so you can check your latest subscription notifications

    Subscriptions Subscriptions

    Display a Web page of your choice

    Web Page Web page

    Open any Notes application that you have access to and display the view you choose

    Database Database

    Access and display any folder in your operating system

    Note: Not available on Macintosh or on Linux

    File Folder File folder

    Refresh or update the content in a frame

    semi-circle arrow

    Restore the original content in the frame

    Restore Restore

Results
Tip: You can resize any frame on a home page by dragging the border.

Making permanent changes to a framed home page

You can change the frames you display in your home page after you have created it.

About this task
Procedure
  1. Open a framed home page.
  2. Click the top border of the home page that says Click here for home page options.
  3. Click Customize this page.
  4. Select an item that you would like to customize in the Home Page Customization dialog box.
  5. When it opens, use the home page wizard to change the content of your home page.
Results

Editing a personal home page

You can change the type of content for some of the fields on personal home pages.

About this task

Procedure
  1. Open a personal home page.
  2. Click the top border of the home page that says Click here for home page options.
  3. Click Edit this page.
    Tip: For details on how to use the field helpers and change the content of your personal home page click the question mark icon.
  4. Click the arrow next to any field helper displayed on the home page, and then select the type of content you want to add, such as pictures or attachments.
  5. Click the icon on the field helper, and then browse to select an item to add to your home page.
  6. Click Save.
Results

Field Helpers

Displaying Tips of the Day or New Item buttons

On the Basics With Calendar home page, you can display Tips of the Day, which are helpful hints for using IBM Notes. You can also display the New Item buttons, which you can use to create new Mail memos, Calendar entries, Contacts, To Do items, or notebook entries directly from your home page.

About this task

Procedure
  1. If your current home page is a Basics with Calendar home page, go to step 3; if it is not, continue to step 2.
  2. Click the text Click here for home page options, and then select Basics with Calendar from the Current Home page selection list.
  3. From the Basic with Calendar home page, click the text Click here for home page options.
  4. Select one or both of the following Hide tips of the day or Show 'New Item' buttons.
Results

Tips of the Day/New Item

Setting your notebook options from a home page

Once you create a notebook application, you can access your notebook by clicking the Notebook button from a home page. You set your notebook from either a Basics or a Basics with Calendar home page.

About this task

Procedure
  1. If your current home page is a Basics or a Basics with Calendar home page, go to step 3; if it is not, continue to step 2.
  2. Click the text Click here for home page options, and then select Basics or Basics with Calendar from the Current Home page selection list.
  3. From the home page, click the text Click here for home page options.
  4. Click Set Notebook.
  5. Do one of the following:
    Table 36. Notebook options

    Task

    Steps

    Select a notebook

    For What notebook do you want to use, select An existing notebook, and then do one of the following:

    • If the name of your notebook displays, click OK.
    • Click Browse, and then select your notebook file from the list and click Open.

    Create a notebook

    1. For What notebook do you want to use, select A new notebook.
    2. Provide a name for your notebook.
    3. Check Restrict access to my notebook to ensure that only you can access your notebook.
    Note: Restricting access does not encrypt your notebook, it simply enforces who can access it.
    Update the design of an older notebook (previously called personal journal) Replace the design using these steps:
    1. Open an existing personal journal application (for example myjournal.nsf).
    2. Click File > Application > Replace Design. (If you do not see this menu option, click View > Advanced Menus and then try this step.)
    3. Select Notebook (8), and then click Replace.

Using the My Work home page

You can replace the default IBM Notes home page with another type of home page called My Work. My Work has three portal-like tabs that are divided into multiple panes that display your Mail, Calendar, To Do list, and so on.

Several panes allow you to display your most frequently used Notes applications and Web sites -- helping you to organize and manage your daily tasks and communications with others in your company.

My Work has different tabs for different sorts of activities, as well as tools that you can use from any tab. The following sections describe how to use each tool or tab:

  • Search and Launcher tools
  • Today tab
  • Collaboration tab
  • Team tab
Search and Launcher tools

By default, you see the Search and Launcher tools in My Work, regardless of which tab you are on.

Search and Launcher tools

By default, you see the Search and Launcher tools at the right-hand side of My Work, regardless of which tab you are on.

Search

You can search the Web using the Google search engine or other search engines. You can also search your Notes domain for applications whose titles contain your search terms.

Launcher

Use the launcher to start Notes or other applications, and to open Notes documents or Web pages by dragging them to the Launcher. You can also add a Notes application to the Launcher using the following steps:

  1. Click File > Application > Open.
  2. Select the application, and then click Bookmark.
  3. Expand the More Bookmarks folder, select the My Work Launcher folder, and then click OK.
Tips
  • For more information on any of the tools, click ? in the tool pane.
  • To temporarily hide a tool pane, click the arrow to the left of the tools. To show the tools pane again, click the arrow at the far right of the home page.
Today tab

You can use the Today tab to scan for new mail, view today's calendar entries, or show your To Do list. You can choose to include one or all of these on your Today tab.

Here's what you can do by default from each pane of the Today tab.

Table 37. Today tab options
Option Tasks

Show Recent Messages

  • Read recent mail. The Recent Messages section is refreshed with new messages from your Inbox throughout the day, and the position of the cursor is refreshed at 8-hour intervals. (If it has been more than 8 hours since you exited your Notes client, the cursor position will be refreshed when you restart Notes.)
  • Start a new memo
  • Display a mail view other than your Inbox, or display contents of a folder
  • Expand the Recent Messages area to include Threads, so that when you click on a message, it is shown grouped with its replies, letting you view the entire conversation. (Threads display for the current session only.)
  • Open your Inbox full-view

Show Today's Calendar

  • See your calendar entries for today
  • Create a new calendar entry. To change the type of entry that you can create from the Today tab, change your defaults for new calendar entries.
  • Open your Calendar full-view

Show To Do's/Notices/Follow Up

  • See the list of items from your To Do view
  • Add a new To Do item to the list
  • Open your To Do list full-view
  • Display Follow Up or New Notices mini-view instead of To Do's
Note: Options for this pane differ depending on which mail template you are using
Tips
  • To expand a pane vertically, click the Maximize icon at the top right of the pane. Click the Minimize icon to return the pane to its original size.
  • To resize a pane, move the cursor over the space between two panes until it turns into a cross-hair; click and drag the pane's border up, down, left, or right.
  • If the Search in View bar is open in a pane, close the bar by clicking the Close icon in its upper right corner -- you'll be able to see more of the pane's contents.
Collaboration tab

You will probably spend a large portion of your day in the Collaboration tab. The bottom pane is a good place to display the application or Web site that your company uses to provide general information to all its employees.

Here's what you can do by default with each pane of the Collaboration tab. For other changes you can make to this tab, see Editing the My Work home page.

Table 38. Collaboration tab options
Option Tasks

Inbox

Use your Inbox as you normally would (has action bar) without leaving the My Work page.

Note: You cannot use this Inbox to filter unwanted mail to the Junk Mail view -- you must use your full-view Inbox in Mail.

Bottom pane

Display one of the following items by clicking its link below the bottom pane. Change which item displays by clicking another link. Action and scroll bars are available in each item.

  • Your Contacts (the default)
  • The Domino Directory
  • Your Calendar
  • Your application subscriptions
  • Your favorite Web site
  • Your Notebook
  • A teamroom
  • Any Notes application
Note: You can use the Edit this page link to set up all the items now, and then quickly switch which item displays by clicking its link below the pane. If you want, you can substitute any Notes application for the Domino Directory, notebook, or TeamRoom.
Tips
  • To expand a pane vertically, click the Maximize icon at the top right of the pane. Click the Minimize icon to return the pane to its original size.
  • If the Search in View is open in the pane containing your Inbox or Notes application, close the bar by clicking the Close icon in its upper right corner -- you'll be able to see more of your mail or application contents.
Team tab

Keep abreast of new postings in the application or Web site your project team uses to communicate among its members, or plan with your team members' schedules in mind by showing your group calendar. To create Team tabs for additional project teams, see Editing the My Work home page.

Table 39. Team tab options
Option Task

Top pane

Set up one or both of the following:

  • A team Web site
  • One of your team's Notes applications, such as its Discussion application.

Bottom pane

Set up one or both of the following:

  • Another of your team's Notes applications
  • Your group calendar (you must first create a group calendar in your Mail file)
Tips
  • Once you have set up items to display in a pane, you can switch easily from one to the other by clicking the text link at the top right of the pane.
  • Each team Web site or application you select from the Page Options dialog box does not appear until you click Finish in the dialog box. You can change your selection before you click Finish by reclicking Select, or after you've clicked Finish by reclicking Edit this page at the top right of the My Work page.
  • If the Search in View bar is open in a pane containing a Notes application, close the bar by clicking the Close icon in its upper right corner -- you'll be able to see more of the application contents.
Editing the My Work home page

Use the Edit this page link at the upper right of the My Work home page to change the look of the page, the views or applications that display in the panes, and more. Clicking Edit this page opens the Page Options dialog box. There, you use tabs that correspond to the tabs in My Work to make changes to the components of the page.

Note: You see some components or the My Work page (for example, a logo and a Search utility) regardless of what tab of My Work you are on. To edit these components, once in the Page Options dialog box, you must click the Basics tab. For other components, the dialog box opens by default to the tab that corresponds to the tab you are on.

The following sections describe the changes you can make to My Work from each tab of the Page Options dialog box:

  • Basics tab
  • Today tab
  • Collaboration tab
  • Team tab or tabs
Tip: Changes you make in the Page Options dialog box do not appear until you click Finish in the dialog box. You can change your selections again before you click Finish by clicking Select again, or after you've clicked Finish by clicking Edit this page and repeating the process.
Basics tab

Use the Basics tab of the Page Options dialog box to change the defaults for these components of the My Work page:

Table 40. Basics tab component options
Option Task

Home page title (Notes Basic client)

Change the title of the My Work home page option to one of your choosing.

Note: Click the Back button to access this field.

Instant Contacts (Notes Basic client)

Hide or show the Instant Contacts tool. (Click the ? next to this field to learn about Instant Contacts.) You can show Instant Contacts only if you are set up to connect to your company's IBM Sametime server. If you can see the Instant Contacts tool, but it displays <Unavailable>, you need to log on to instant messaging or Sametime Connect.

Search

  • Hide or show the Search tool. (Click the ? next to this field to learn about Search.)
  • For Web searches, select the search engine you want to use.

Launcher

Hide or show the Launcher tool. (Click the ? next to this field to learn about Launcher.)

Banner

Select a different color or pattern for the area spanning the top of the My Work page.

Logo

Replace the IBM Notes logo with your company's logo.

Note: The logo image should be no more than 45 pixels high (approximately 0.5 in. or 1 cm), as only the topmost 45 pixels of an image will display on the My Work page. The image can be as wide as your monitor allows.
Today tab

Use the Today tab of the Page Options dialog box to change the defaults for these components:

Table 41. Today tab component options
Option Task

Show Recent Messages

Display messages (default) that have appeared in your Inbox since the last message you read. From this pane you can send messages, change views or open a folder, and view mail threads.

Show Today's Calendar

Display your calendar entries (default) for today. You can schedule meetings and open your calendar to full view from this pane.

Show To Do's/New Notices/Follow Up

Display one of the following views (which options you see depends on your Mail template -- the design that underlies your Mail application):

  • All To Do's
  • Incomplete To Do's
  • Follow-up view
  • New Notices/To Do's
Note: Use Application properties to see which master template your Mail application is inheriting its design from.
Collaboration tab

Use the Collaboration tab of the Page Options dialog box to make changes to these components of the Collaboration tab.

Table 42. Collaboration tab component options
Option Task

Inbox

Display your All Documents view instead of your Inbox.

Bottom pane

Change which Web site, Domino Directory, Notebook, teamroom, and Notes application displays in the Collaboration tab's bottom pane when you click the text links below it.

Team tab or tabs

Use the Team tab of the Page Options dialog box to make changes to these components of the Team tab, or to add Team tabs.

Table 43. Team tab component options
Option Task

Team tab name

Replace the tab name "Team" with your team's name

Top pane

Change which team Web site or Notes application displays in the Team tab's top pane when you click the text link at the top right of the pane.

Bottom pane

Change which of your team's Notes applications or group calendars displays in the Team tab's bottom pane when you click the text link at the top right of the pane.

Additional Team tabs

  • Create up to three additional Team tabs by clicking Add Team Tab at the bottom of the dialog box. After you create the tab, click on it in the dialog box to rename it and select items to display as you did for the first Team tab.
  • Remove a Team tab by clicking Remove Team Tab at the bottom of the dialog box. Removing a tab also removes any items you added to it.

Using the Notes workspace

The IBM Notes workspace, the legacy user interface for Notes, displays pages containing Notes application icons.

Workspace showing applications

To open the workspace

Click the Open button, and then select Applications > Workspace. (In previous versions, the Applications folder was the Databases folder.) Notes Basic client users, select the Applications folder on the Bookmark bar.

You can make your workspace look more three-dimensional and add texture to the background using a user preference. In addition, you can change the color of each tab and specify a name for each tab using workspace properties.

How do I create a workspace page?

You can create a workspace page to organize your links to applications. A workspace can contain up to 32 pages.

Procedure

  1. Click a workspace tab.
  2. Click Create > Workspace Page.
  3. If necessary, click Yes to add the workspace page and upgrade your desktop file or click No to cancel adding the page.

Results

  • New workspace pages are inserted to the left of the selected workspace page.
  • If you haven't added a workspace page before, you will be prompted to upgrade your desktop file.

How do I name a workspace page?

You may want to name workspace pages to help organize your work. For example, if you work with three types of applications -- applications containing human resources information, applications related to sales issues, and applications related to international issues -- you might enter the names HR, Sales, and International on different workspace tabs and move applications of each type to the corresponding workspace pages.

About this task

Procedure

  1. Double-click the workspace tab.
  2. In the Workspace Properties dialog box, click the Information tab and enter a name in the Page name box. Page names can be up to 32 characters.

Results

How do I delete a workspace page?

You can easily delete workspace.

About this task

Procedure

  1. Click the workspace tab.
  2. Click Edit > Delete or press the Delete key.
  3. Click Yes to confirm the deletion or No to cancel it.

Results

If you delete a workspace page that contains icons, the icons are removed from the workspace when the page is deleted.

How do I switch to a different workspace page?

Click the page's workspace tab. To use the keyboard to switch to a different page, press CTRL and the left or right arrow.

How do I change the color of a workspace page tab?

You can change the color of a workspace tab.

About this task

Procedure

  1. Double-click the workspace tab.
  2. In the Workspace Properties dialog box, on the Information tab, click the tab color down arrow.
  3. Select a color from the palette that appears.

To compact your workspace file

You can save disk space by compacting a file called desktop6.ndk, which is part of the workspace files. Compacting recovers unused disk space by removing references to applications you no longer have on your workspace.

About this task

Procedure

  1. Double-click any workspace tab.
  2. Click the Settings tab.
  3. Click % used.
  4. If the percentage is under 85%, click Compact.

Results

Managing the workspace file size

About this task
  • To keep the desktop6.ndk file small as you work, for Cache Size, choose a small number of megabytes (from 1 to 16) to limit the cache.ndk file. When you do this, Notes removes older, unused cached design elements to make room for new ones.
  • The cache.ndk cannot be compacted. When the workspace is compacted, the desktop6.ndk shrinks, but the cache.ndk remains the same size.
  • You can delete cache.ndk to gain extra space on your disk.

Using bookmarks - linking to documents and applications

Bookmarks are links that point to IBM Notes applications, views, documents, or Internet elements, such as Web pages and news groups. Bookmark folders organize your bookmarks. They can contain bookmarks or more folders.

Notes Basic client users

You can copy and paste a bookmark as you would text or a document, and you can drag and drop a bookmark to the Bookmark bar, another folder, or from one workspace page to another. The following Bookmark folders appear by default on the Bookmark bar when you first open Notes:

Bookmark folders

  • Favorite Bookmarks - use to store your favorite or most often-used bookmarks.
  • Applications (previously Databases) - Notes automatically puts copies of all your workspace icons into the Applications folder. Each workspace page (tab) appears as a folder, and the workspace icons appear as bookmarks inside each of those folders. You can open your workspace using the icon in this folder.
  • More Bookmarks - contains a Create folder, which includes bookmarks to documents you create frequently, such as memos or calendar entries. It also contains the Startup folder, which contains links to applications that start automatically when you open Notes. For example, drag your Mail tab to this folder to have Mail open each time you log in or restart Notes.
  • History - similar to the history function in a Web browser. It keeps a chronological listing of bookmarks for all documents, views, applications, and web pages you visit during the course of a day, with the most current item at the top of the list. Dated subfolders within the History folder contain the bookmark lists from the last seven days. The History view can present items by date, by site, or by title.
  • Internet Explorer Links - appear only if you have these browsers installed; they contain bookmarks for Internet Explorer locations, or both.

Viewing your bookmarks

You can view your bookmarks in the Bookmark bar, Bookmark list, or in your Workspace. You can arrange bookmarks by dragging-and-dropping them where you want. Bookmarks also have an extensive right-click menu.

Bookmark bar

The Bookmark bar is the list of icons that run down the left edge of the Notes window. Because it is always visible to you, the Bookmark bar provides easy access to your most often used bookmarks. Each icon on the Bookmark bar can open a bookmark or a list of bookmarks, including your favorite Web browser bookmarks.

View as a list

The Bookmark list displays bookmarks and bookmark folders. To open the list, click a folder icon in the Bookmark bar. To keep the list open, click the pushpin icon. To close the list, click anywhere in the main Notes window or click the X icon.

The Bookmark list includes Sort and View menus that you can use to customize your bookmark list or display them as a workspace. You can also click the New Folder icon to create a new bookmark folder, and a Search icon you can use to search for a specific bookmark.

Tip: You can use the type-ahead feature to locate a bookmark.

Bookmark list

View as a workspace

As an alternative to the default vertical list of bookmarks, you can display your bookmarks like the workspace page (that is, icons arranged in a grid and organized by tabs). To display the bookmarks in this way, click a folder in the Bookmark bar and then click View > Display As Workspace at the top of the Bookmark list.

Bookmark workspace

Notes Standard client users

You can copy and paste a bookmark as you would text or a document, and you can drag and drop a bookmark to the Open list, another folder, or from one workspace page to another. The following Bookmark folders appear by default in the Open list when you first open Notes:

  • Favorite Bookmarks - use to store your favorite or most often-used bookmarks.
  • Applications (previously Databases) - Notes automatically puts copies of all your workspace icons into the Applications folder. Each workspace page (tab) appears as a folder, and the workspace icons appear as bookmarks inside each of those folders. You can open your workspace using the icon in this folder.
  • More Bookmarks - contains a Create folder, which includes bookmarks to documents you create frequently, such as memos or calendar entries. It also contains the Startup folder, which contains links to applications that start automatically when you open Notes. For example, drag your Mail tab to this folder to have Mail open each time you log in or restart Notes.
  • History - similar to the history function in a Web browser. It keeps a chronological listing of bookmarks for all documents, views, applications, and web pages you visit during the course of a day, with the most current item at the top of the list. Dated subfolders within the History folder contain the bookmark lists from the last seven days. The History view can present items by date, by site, or by title.
  • Internet Explorer Links - appear only if you have these browsers installed; they contain bookmarks for Internet Explorer locations, or both.
Note: You may not have all of these bookmark folders if you are updating from a previous version of Notes. Any folders that you removed from your personal bookmark bar previously, will not appear in the Open list when you upgrade your Notes client.

Viewing your bookmarks

You can view your bookmarks in the Open list. You can arrange bookmarks by dragging-and-dropping them where you want. Bookmarks also have an extensive right-click menu.

Open list

Click the Open button to view a list of your bookmarks and bookmark folders.

View as workspace

As an alternative to the default vertical list of bookmarks, you can display your bookmarks on the legacy workspace page (that is, icons arranged in a grid and organized by tabs). To display the bookmarks in this way, Click Open > Applications and then chose Workspace from the list. Or if you have docked the Open list, click the Applications folder, and then click the following icon:

icon that looks like the workspace

How do I create bookmarks?

You can create a bookmark in a number of different ways.

About this task

  • Right-click a document or window tab and choose Create Bookmark.
  • Drag a window tab to the Open list, Bookmark bar, or a bookmark folder in the top section of the Open list.
  • Drag an IBM Notes application icon on the workspace to the Open list or a bookmark folder.
  • In a Notes application, choose Create > Bookmark.
  • To bookmark to a URL, from an external browser drag the icon that displays next to the URL to one of your bookmark folders or the Open list. From the embedded browser in which a Web page appears as a window tab when you open a Web site, drag the URL address.
Note: When you drag a bookmark to the Open list, there is a slight pause before the list opens. Once the Open list displays, you can drop the bookmark in the location you want.

How do I set a bookmark as my home page?

Once you have bookmarked an application, document, or a web page, you can set that bookmark to be the home page (the default display) that appears every time you open IBM Notes. You can redo this as often as you like.

To set a bookmark as your home page

Procedure
  1. Right-click any bookmark.
  2. Choose Set Bookmark as Home Page.
  3. When prompted, click Yes.
Results
Note: If the desired Notes application does not have a bookmark, drag the open application's window tab to the Open list or Bookmark bar.

To undo setting a bookmark as your home page

About this task

To reset your Home Page to the default Home Page, follow these steps:

Procedure
  1. Open your Favorite Bookmarks folder on the Open list or Bookmark bar.
  2. Right-click the Home bookmark.
  3. Choose Set Bookmark as Home Page.
  4. When prompted, click Yes.
Results
Tip: If the Home Page bookmark is not in your Favorite Bookmarks folder, use File > Application > Open to open BOOKMARK.NSF in your Data directory. Then drag the Home window tab to your Favorite Bookmarks folder.

Working with bookmarks

You can easily customize and manage your bookmarks and bookmark folders using a number of different menus and tools, including context (right-click) menus and drag and drop.

Notes Standard client users

About this task

You can copy a document or application window tab from the window tab bar to the Open list or a Bookmark folder. Select the window tab of an open document or application, and drag the window tab to the Open list. After a slight pause for the list to open, drop the item in the list or in a folder. You can also arrange bookmarks in the Open list or in Bookmark folders by dragging and dropping them where you want them.

Use drag and drop to move and reorder bookmarks, and to perform the following tasks:

Task

Procedure

Copy a file from the operating system to the Open list or a Bookmark folder

From the operating system's desktop or file system, select a file, and drag the file to the Open list or Bookmark folder.

Launch an application from the Open list or a Bookmark folder

From the operating system's desktop or file system, select an application's executable or shortcut, and drag the file to the Open list or a Bookmark folder.

Note: Not supported on Macintosh.

Copy a document or application from a window tab to the Open list or a Bookmark folder

Select the window tab of an open document or application, and drag the window tab to the Open list or a Bookmark folder.

Copy a bookmark from one Bookmark folder to another

Select a bookmark from a Bookmark folder, press and hold CTRL, and drag to another Bookmark folder.

Move a bookmark from one Bookmark folder to another

Select a bookmark from a Bookmark folder, and drag to another Bookmark folder

Open an application upon startup

From the operating system's desktop or file system, select an application's executable or shortcut of any application you want to open automatically upon startup, and drag it to the More Bookmarks > Startup folder.

Create a replica

Drag an application bookmark or icon from the workspace and drop it on the Replication icon (opens the Replication and Sync page)

Add a URL to the Open list or a Bookmark folder Drag one of the following to the Open list or a bookmark folder:
  • From an external browser, drag the icon that displays next to the URL
  • From the embedded browser, select the URL and drag it
Set a bookmark as your home page Right click the bookmark, and then select Set Boomark as Home Page. To reset the Home Page to the default home page, click Favorite Bookmarks > Default Home Page, and then right click Default Home Page, and once again select Set Boomark as Home Page.

Tips:

  • If the Bookmark list is displayed, double-click a folder icon on the list to display the Bookmark workspace.
  • Use the arrow keys move through bookmarks on the workspace.
  • Use the Tab key to move through the file folder tabs.
  • Use Ctrl or Shift keys to select multiple bookmarks.
  • Use type-ahead to locate a bookmark on the Bookmark list (pin the list open first).

Notes Basic client users

About this task

Use the Bookmark list View menu to perform the following tasks:

  • Change the bookmark icon size in Bookmark list
  • Show which servers your bookmarks point to
  • Show the number of unread documents in a bookmarked Notes application
  • Restore your bookmarks to their default arrangement on the Bookmark bar. For example, if you have removed the History folder, you can restore it.

Use drag and drop to move and reorder bookmarks, and to perform the following tasks:

Task

Procedure

Copy a file from the operating system to the Bookmark bar or a Bookmark folder

From the operating system's desktop or file system, select a file, and drag the file to the Bookmark bar or Bookmark folder.

Launch an application from the Bookmark bar or a Bookmark folder

From the operating system's desktop or file system, select an application's executable or shortcut, and drag the file to the Bookmark bar or a Bookmark folder.

Note: Not supported on Macintosh.

Copy a document or application from the Bookmark bar or a Bookmark folder to the operating system

From Notes, select a bookmarked document or application from the Bookmark bar or a Bookmark folder, and drag the file to the operating system's desktop or file system.

Copy a document or application from a window tab to the Bookmark bar or a Bookmark folder

Select the window tab of an open document or application, and drag the window tab to the Bookmark bar or a Bookmark folder.

Copy a bookmark from one Bookmark folder to another

Select a bookmark from a Bookmark folder, press and hold CTRL, and drag to another Bookmark folder.

Move a bookmark from one Bookmark folder to another

Select a bookmark from a Bookmark folder, and drag to another Bookmark folder

Open an application upon startup

Drag the window tab of any application you want to open automatically upon startup into the More Bookmarks > Startup folder.

Create a replica

Drag an application bookmark or icon from the workspace and drop it on the Replication icon (opens the Replication and Sync page)

Add a URL from the embedded browser to a Bookmark folder From a Web page that is open in a Notes window tab, drag the window tab to the Bookmark bar, folder, or list to bookmark the Web page link
Set a bookmark as your home page Right click the bookmark, and then select Set Boomark as Home Page. To reset the Home Page to the default home page, click Favorite Bookmarks > Default Home Page, and then right click Default Home Page, and once again select Set Boomark as Home Page.

Notes views and folders

Views display specific documents with similar criteria. For example, your Mail has an All Documents view that displays every document contained in the mail application, and a Sent view that displays only documents that you sent.

In a view, you can select, sort, or categorize documents. Views can also show information about the documents listed in them, such as the name of an author or the date of creation. A view may show all documents in an application, or only a selection of documents.

Some views, such as your Mail inbox, display icons in the view to show Sametime availability status, whether you have responded to an email, messages marked for follow-up, and more.

Folders

Folders let you store and manage related documents. Use folders to organize and display documents as you want to see them. You can keep a folder personal, or share it with other users of an application. When you create a personal folder, IBM Notes stores it in one of two places:
  • In the Notes application (if the application manager has allowed it). This allows you to use your folder at different workstations.
  • In your local data files. In this case, you use the folder only from your workstation.

Panes

There are three types of panes in Notes: the navigation pane, the view pane, and the preview pane. The navigation pane (also called the navigator) on the left side of the screen displays all of your views and folders, plus an expandable miniview for Follow Up messages, New Notices, or To Do items. To the right is the view pane, which displays a list of the documents from the view or folder you select in the navigation pane. If you choose to, you can open a preview pane to show the contents of a document.

Action bar

The views in a Notes application may include an action bar, which contains a row of buttons that you can click to perform common tasks in the application. If there is an action bar, it appears above the column headers.

Action bar showing action bar buttons

Shared and private views and folders

There are two main types of views and folders in a Notes application: shared (available to many users) and private (available to one person).

You can also create a view or folder that changes from shared to private on first use. You designate the type of view or folder when you create it. Once the view or folder is created you cannot change the view or folder type later.

Table 44. View and folder descriptions

View or folder type

Purpose

Private

Can only be accessed by the Notes ID who created it.

Shared

Can be accessed by anyone.

Shared, contains documents not in any folders (views only)

Creates a shared view based on a version of a view or folder. Allows users to view documents that aren't stored in folders.

Shared, contains deleted documents (views only)

Creates a shared version of a view or folder. Allows users to view a list of documents in the application that have been deleted.

You can recover deleted documents by dragging them out of the trash to the folder where you want them. This view assumes that the application manager has already selected Allow soft deletions in the Advanced tab of the Application Properties box. By setting the "soft delete" option and creating this view, documents mistakenly deleted can be retrieved simply and quickly.

Shared, private on first use

Creates a shared version of a view or folder. The first time a user opens this view or folder, a copy of it is created. This copy is their private version. The private version is created in the application if the user has access to the it. If not, the folder is created in the user's desktop file (.ndk).

Once the user has created a private copy, the view or folder cannot automatically inherit design changes like the rest of the application can. To update a shared, private view with the latest design changes, delete the private copy of the view, then replace it with the updated view.

To update a folder, copy any documents to be saved to another folder. Then delete the private copy of the folder and replace it with the updated folder. Or choose Actions > Folder > Upgrade Folder Design if it is available, as it is in Mail.

Shared, desktop private on first use

Creates a shared version of a view or folder. The first time a user opens this view or folder, a copy of it is created. This copy is their private version. However, this folder is created in the desktop file even if the user has access to create private folders in the application.

Once the user has created a private copy, the view or folder cannot automatically inherit design changes like the rest of the application can. To update a shared, private view with the latest design changes, delete your private copy of the view, then replace it with the updated view.

To update a folder, copy any documents you want to save to another folder. Then delete your private copy of the folder and replace it with the updated folder. Or choose Actions > Upgrade Folder Design if it is available, as it is in Mail.

Creating or deleting views

You can create views in Notes applications, as long as you have proper access. You can also delete any view that you create.

To create a view

Procedure
  1. Select or open the application where you want to create a view.
  2. From the menu, choose Create > View.
  3. Enter a name for the view.
  4. Choose a view type.
  5. In the Select a location for the new view field, do one of the following:
    • If you want the view to appear at the top level, do not select anything in this field.
    • If you want your view to appear in a specific location, select the location in this field.
  6. Click the Copy from button and do one of the following:
    • Click Blank if you do not want to copy the style of another view.
    • Click the view whose style you want to copy. If the style uses selection by formula, the view's selection criteria appears in the Selection conditions field.
  7. Optional: If none of the existing views or folders of an application shows information the way you want to see it, you can create a customized folder by clicking Save and Customize.
  8. To add your own selection condition using a formula, select By formula, and then add the formula in the space provided.
  9. Optional: To add a search condition, click the Add condition button.
  10. Click OK to create the new view.
Results

For information on customizing a folder and on formula language, see the topics "Creating a standard outline view" and "Formula Language" respectively in the IBM Domino Designer Help. To download or view Domino Designer Help, go to Documentation on the Web.

To delete a view

Procedure
  1. In the navigation pane, select a view to delete.
  2. From the menu, choose Actions > View Options > Remove View.
  3. Click Yes when you are asked if you want to remove the view.

Working with views

Use the navigation pane to switch views easily. In addition, you can perform a variety of tasks from the View menu, such as refreshing the view, showing only the unread or selected documents, or searching the view.

About this task

For views that have numerous documents organized under numerous categories, use the View > Expand/Collapse options to expand or collapse the categories or subcategories you want.

If you open a document in a view, and then accidentally close the view, you can open the view without closing the document by clicking View > Go up to Parent View.

To show or hide the preview pane, from the menu click View > Preview Pane and then check or uncheck Show Preview.

Customizing view column displays

You can customize how entry information displays in your views.

Procedure

  1. Open the view whose display you want to modify.
  2. From the menu, click View > Customize This View.
  3. Check the names of columns you want to display in the view.
  4. Highlight a column and do any of the following to customize it:
    • Click Move Up or Move Down to move the column to the left or right respectively.

      Tip You can also move a column by dragging it to the desired position.

    • Change the sort order for a selected column:

      Ascending - the most recent documents appear at the bottom of the column.

      Descending - the most recent documents appear at the top of the column.

      None - to not allow column sorting

    • Change the column width.
    • In Calendar views, check Hide in this Calendar format only to hide selected columns for the current view only. For example, in the One-week Calendar view, if you uncheck End, and then select the Hide columns option, an end-time will not appear for entries when you view the One-week format. However, it will appear in the other Calendar formats.
  5. Under Entire View, make changes to line spacing and display for the entire view.
  6. Click OK. Changes will take effect the next time you open this view.

Show all and untitled columns in your Inbox

About this task

The list of Columns to Display may include Untitled columns. Untitled visible columns display icons that relate to a document and move with their adjacent column. For example, in your Inbox the columns that display icons such as follow-up flags are untitled columns.

To see all of the Untitled columns in the list of columns to customize, you can select Show all. However, selecting or deselecting Show all causes any customizations you may have set for the view to be lost.

If Show all is not selected, the icon column is not listed in the list of columns you can customize, but if you move the Subject column the icon column moves with it.

If Show all is selected, you can move the Untitled columns independently of the titled columns.

Note: To restore the original values in a view, click View > Customize This View and click Defaults.

Managing views with categories

Categories help you organize data in views that contain many documents and move around in these views more quickly. Categories can be sorted alphabetically, numerically, or by date.

Depending on the application design, categories may appear only when there are documents in them.

You can categorize your own documents in any view that has been designed to allow the use of Categorize. To categorize documents created by other users in an application, you need Editor access.

To create a category or subcategory

Use the following steps to create a category or subcategory. Subcategories appear indented under category names in a view.

  1. Select the document to categorize.
  2. From the menu, choose Actions > Categorize.
  3. In the Add category field, type a category name. For subcategories, type a category name, a backslash (\), and a subcategory name, for example:
    Sales planning\Trade shows
  4. (Optional) To create multiple new categories, separate names with commas, for example:
    Sales planning, Trade shows
  5. Click the Add button.
  6. Click OK.

Working with categories

You can perform the following tasks from the Actions > Categorize menu:

Table 45. Tasks used to manage categories

To

Do

Add a category to, or remove a category from a document.

  1. Select one or more documents.
  2. Click Actions > Categorize.
  3. Check one or more categories to add them; or remove the check mark for one or more categories.

Rename a category

  1. Select all of the documents under the category.
  2. Click Actions > Categorize.
  3. Remove the check mark from the existing category.
  4. In the Add category field, specify a new name, then click Add.

Delete a category

To delete a category from the view, remove all the documents from that category.

  1. Select all of the documents under the category.
  2. Click Actions > Categorize.
  3. Remove the check mark from the existing category.

Delete a to do category

  1. Click File > Preferences. (Macintosh OS X users: Click Notes > Preferences.)
  2. Expand Calendar and To Do.
  3. Click Calendar & To Do > Display > Entries.
  4. Under Categories, remove the names of any categories you want to delete.

Creating or deleting folders

To create personal folders in a Notes application, you must have at least Reader access in the Access Control List (ACL) for the application. No one else can read or delete your personal folders.

To create a folder

About this task

Use these steps to create a private folder using the default folder design for the application:

Procedure
  1. Open the application where you want to create the folder.
  2. Click Create > Folder.
    Tip: In Mail, click the Folder button on the action bar, and then click Create Folder.
  3. Enter a name, select a location for the folder, and then click OK.

To create a folder using Advanced options

About this task

To create shared folders or folders based on a style other than the application's default style, use the Advanced options. To create shared folders in an application, you must have at least Editor access, with Create shared folders/views access in the Access Control List. To use a style other than the default, you can select a folder style, copy a folder style from another existing folder, or create your own attributes for a folder style.

Procedure
  1. Complete steps 1-3 above, and then click Advanced.
  2. Optional: Select a Folder type.
  3. Optional: Click Copy From to select a style of an existing folder. Select Blank if you do not want to copy a style from any folder.
  4. Optional: (For application designers) Click Save and Customize for create a folder or view with a customized design.

    For procedures on how to customize a folder, see the topic "Designing folders" in the IBM Domino Designer Help. To download or view Domino Designer 8 Help, go to Documentation on the Web.

To delete a folder

About this task

When you delete a folder, the documents that were in it remain in the All Documents view, unless you delete each document in the folder first, and then delete the folder. Warning: There is no way to restore a deleted folder.

Procedure
  1. In the navigation pane, click the folder you want to remove.
  2. From the menu, click Actions > Folder Options > Remove Folder.

Adding or moving documents to a folder

You can add a document to a folder by moving it to the folder and removing from other folders, or by adding it to the folder, while maintaining a copy in the original folder.

About this task

Procedure

  1. Select a document.
  2. Click Actions > Folder > Move to Folder.
    Tip: If the application includes a Folder action button, click the button to move a document. In some applications, this option may be found by clicking Actions > Move to Folder.
  3. Click a folder name, or click Create New Folder to create a new folder.
  4. Click one of the following:
    • Move - to put the document into a folder and remove it from other folders
    • Add - to put the document into a folder without removing it from other folders

Results

Tip: You can also drag a document into a folder to move it.

Removing a document from a folder

Removing a document from a folder does not delete the document from the application or remove it from views. You can still find the document in any view where it was originally placed, such as the All Documents view.

Procedure

  1. Open the folder that contains the document you want to remove.
  2. Select the document you want to remove.
  3. Click Actions > Folder > Remove from Folder.
    Tip: If the application includes a Folder action button, click the button to remove a document. In some applications, this option may be found by clicking Actions > Remove from Folder.

Moving folders or views

You can move the folders or views in the navigation pane into other unrelated folders or views.

To move a folder

Procedure
  1. Open the folder you want to move.
  2. From the menu, click Actions > Folder Options > Move.
  3. Select the location to put the folder into in the "Choose a folder" dialog box.
Results
Tip: For some Notes applications, such as your mail or notebook, you can drag folders inside other folders. You can only move private items into private items and shared items into shared items.

To move a view

Procedure
  1. In the navigation pane, select the view to move.
  2. From the menu, click Actions > View Options > Move.
  3. Select the location to put the view into in the "Move view name" dialog box.

Renaming folders or views

You can change the name of any personal folder or view. You can also rename any shared folder or view in an IBM Notes application where you have at least Editor access and Create shared/folders/views access in the Access Control List.

Procedure

  1. In the navigation pane, select the folder or view to rename.
  2. From the menu, click Actions > Folder Options > Rename or Actions > View Options > Rename.
  3. Enter a name, and then click OK.

Printing

You print a single document or multiple documents at the same time. You can also print views (lists of documents in an IBM Notes application) and the framesets found in both Notes and the Web.

You can preview your print jobs before you send them to the printer.

In addition, you can set a Basic Notes Client Configuration user preference to print jobs in the background by selecting Process print requests as a background task, under Additional options.

Printing documents

You can print a document while it's open, or select document(s) in a view and print them.

To print a document

Procedure
  1. Open the document you want to print.
  2. From the menu, click File > Print.
  3. Select a printer.
  4. Optional: In the Print Range section, if you do not want to print all the pages in a document (the default) specify a range of pages, or choose Current Page.
  5. Under Print Tabbed Tables, choose how to handle the tabbed pages:

    Each tab individually - to print each tab, regardless of the tab that is currently visible

    As displayed on screen - to print only the tab that is visible

  6. Optional: In the Print Quality section, make any of the following selections:
    • To print faster (with reduced print quality), select Print as draft.
    • To print pictures at their original size, select Scale all graphics to 100%.
    • If you plan to preview the print job and want to do so in color, select Preview in color.
  7. Optional: In the Copies section, you can:
    • Enter the number of copies you want printed (default is one copy).
    • Select or deselect Collate copies.
  8. Click OK.
Results
Note: If you are printing internet mail that includes html, the print dialog that opens is a browser-based print dialog, not the IBM Notes print dialog. If however, you forward the mail, you can print the document before you send the forwarded message using the Notes print dialog.

Macintosh users

Procedure
  1. Open a document, or click its title in a view.
  2. From the menu, click File > Print.
  3. Optional: Specify any of the standard Macintosh print options you want, such as the number of copies or a range of pages to print.
  4. Optional: To specify print quality options, in the drop-down menu whose default is Copies & Pages (OS X), choose Notes, then click the Notes Options button. Click OK.
  5. Click Print.

To print multiple documents

About this task

You can print multiple documents in IBM Notes without having to open each one first.

Procedure
  1. Select the documents in a folder or view.
  2. From the menu, click File > Print.
  3. Choose Selected documents in the What to Print section.
  4. In the Print Range section, keep the All pages (the default) selection.
  5. Optional: In the Print Quality section, make any of the following selections:
    • To print faster (with reduced print quality), select Print as draft.
    • To print pictures at their original size, select Scale all graphics to 100%.
    • If you plan to preview the print job and want to do so in color, select Preview in color.
  6. Optional: In the Copies section, you can:
    • Enter the number of copies you want printed (default is one copy).
    • Select or deselect Collate copies.
  7. Optional: Click the Documents Style tab for options on how to print each document and to select an alternate form.
  8. Click OK.

Macintosh users

Procedure
  1. Select documents to print.
  2. From the menu click File > Print.
  3. Optional: Specify any of the standard Macintosh print options you want, such as the number of copies or a range of pages to print.
  4. Optional: To specify print quality options, in the drop-down menu whose default is Copies & Pages (OS X), choose Notes, then click the Notes Options button. Click OK.
  5. Click Print.

Printing to an external file

You can print document(s) to an external file, such as an ASCII or PostScript file. The documents are not actually printed but saved in a file that you specify on your hard drive. In Windows, you must set up a PostScript printer before printing to a file.

To set up a PostScript printer in Windows
About this task
Procedure
  1. From the task bar at the bottom of the screen, choose Start > Settings > Printers and Faxes.
  2. Select a PostScript printer.
  3. Click File > Properties.
  4. Click Details.
  5. Under Print to the following port, select an option starting with FILE:.
  6. Click Apply and then OK.
To print to a file
Procedure
  1. Click File > Print.
  2. Do one of the following under What To Print:
    • To print one or more documents, select Selected documents.
    • To print a list of documents, select Selected view.
  3. In the Name field under Printer, select a PostScript printer description with on FILE: as the Type description. Click OK and enter a file name.
  4. Click OK.
Results
Tip: If you have access to more than one printer, you can set up one printer, with the appropriate driver, to always print to a file. Then, when you want to go from printing documents to printing files, you can switch printers in the Print dialog box.
Macintosh users
About this task
Procedure
  1. Do one of the following:
    • To print one or more documents to a file, select the document(s) in any view where they appear.
    • To print a list of documents in a folder or view to a file, switch to the folder or view and select the document(s)
  2. Click File > Print.
  3. For OS X, in the drop-down menu whose default is Copies & Pages, choose OutputOptions and select Save as File.
  4. Optional: Specify a format. For more information, refer to your Macintosh OS Help.
  5. Click Print.
Results

Previewing a print job

You can preview a document's page layout before printing. You can also view page breaks. Previewing is useful because page breaks, word wrapping, margins, and other features can differ in print from their appearance on screen.

About this task
Note: While editing a document, you can also view page breaks, but for printing, the print preview is more precise.
Results
To preview page layout
About this task
Procedure
  1. Open the document you want to preview, or select the document(s) in a view.
  2. From the menu, click File > Print Preview.
  3. To zoom in for a closer view, click within a page when the magnifying glass with the plus sign is displayed. To zoom out, click a page when the magnifying glass with the minus sign is displayed.
  4. If you are previewing a document that has multiple pages, you can:
    • Click Next Page or Previous Page to navigate through the series of pages.
    • Click Multi Page to view all pages in the print Preview window at once (click Single Page to return to single page previewing mode).
  5. Click Done when you are finished previewing the document.
Results
Tip: You can preview a print job by clicking the Preview button in the Print dialog box that Notes displays any time you click File > Print. To preview a print job in color, select the Preview in color option in the Print Quality section of the dialog box.

Printing a file attachment

You can print most file attachments directly from IBM Notes.

About this task
Note: You cannot print an attached vCard file directly, but you can save it as a contact entry in your Contacts and then print the document.
To print an attached file
Procedure
  1. Click the attachment to select it.
  2. From the menu, choose Attachment > View.
  3. Optional: To print just part of an attached text file, highlight the section you want to print.
  4. Click File > Print.
  5. Optional: If you have selected just part of the file to print, under Print Range select Selection. If you are printing the entire document, continue to step 6.
  6. Optional: To print more than one copy, enter the number of copies.
  7. Click OK. (Macintosh users, click Print.)

Printing framesets

You can print the framesets that display on your screen when you view an IBM Notes application, as well as framesets that you see when you view Notes applications through the Notes browser.

To print a frameset in Notes, or in the Notes web browser
Procedure
  1. Open an application (such as a discussion application) which opens to a frameset.
  2. If you are in Notes (instead of the Notes web browser), click in the blank area of the left frame.
  3. From the menu, click File > Print.
    Note: You should see the Print Document dialog box. If instead you see the Print View dialog box, click Cancel and try steps 2 and 3 again until you have selected the frameset and the Print Document dialog box appears.
  4. Select one of the following in the Print Frames section:
    • As laid out on screen - prints the frameset as it appears on your screen.
    • Each frame individually - prints each frame separately on a new page.
    • Selected frame only - prints only the frame.
  5. Optional: In the Print Range section, if you do not want to print all the pages (frames) in a document (the default) specify a range of pages, or choose Current Page.
    Tip: Click the Preview button to see how the frames will print.
  6. Optional: In the Print Quality section, make any of the following selections:
    • To print faster (with reduced print quality), select Print as draft.
    • To print pictures at their original size, select Scale all graphics to 100%.
    • If you plan to preview the print job and want to do so in color, select Preview in color.
  7. Optional: In the Copies section, you can:
    • Enter the number of copies of the view you want printed (default is one copy).
    • Select or deselect Collate copies.
  8. Click OK.

Setting up the page for printing

Use the Page Setup dialog box to set page margins, select a paper source, set page orientation, and more (availability of some options described below may depend on the printer and operating system you are using).

About this task

You can manage these same settings in the Page Setup tab of the Print dialog box, which Notes displays whenever you click File > Print.

Note: To change paper size, use the Print dialog box, as using the Page Size option in the Page Setup dialog box may not produce the desired result, even though the Print Preview shows correctly. From the menu, click File > Print, and on the Paper tab, select the size you want in the Form Type field.
To set up the page for printing
Procedure
  1. From the menu, Click File > Page Setup.
  2. In the Page Setup dialog box, change any of the following, and then click OK.
    Table 46. Page setup options for printing

    To

    Do this

    Set page margins

    • In the Above body or Below body box, enter the amount of space you want between the top or bottom edge of the page and the body text. The default is 1" (2.54 cm).
    • In the Left or Right box, enter the amount of space you want to add to the left or right margin. The default is 0.

    Set header and footer margins

    In the Above header or Below footer box, enter the amount of space you want between the top or bottom edge of the page and the header or footer text. The default is 0.5" (1.27 cm).

    Select a paper source

    In the Paper Source section, select a source for both First page and Other pages using the lists provided (paper sources vary depending on the printer you have selected). The default selection, AutoSelect Tray, uses the first available tray on the printer. Select Manual Feed if you plan to load paper in the printer's manual input slot.

    Set page orientation

    Select Portrait or Landscape in the Orientation section.

    Change the first page number

    If you create headers or footers that include page numbers, you can change the first page number from one to something else by entering a number in the Start page numbers at box under Miscellaneous.

    Print crop marks

    Select Print crop marks under Miscellaneous.

    Override a printer's right edge setting

    Select Clip at left and right margins.

    Print the entire contents of the To and CC fields

    Select Expand Names field contents. Otherwise, only the first three lines of those fields will be printed. This setting overrides the same setting in User Preferences for the current print job only.

    Note: This option appears on the Page Setup of the Print dialog box only when you click File > Print from the menu.
Macintosh users
Procedure
  1. From the menu, click File > Print.
  2. Change any of the following, and then click OK.
  3. In the drop-down menu whose default is Copies & Pages (OS X), specify any of the following:
    • Margins, crop marks, or first page number - choose Notes, then click the Notes Options button. On the Page Setup tab, specify these options as described in the table above.
    • Paper source - In OS X, in the drop-down menu whose default is Copies & Pages, choose Paper Feed and then specify the options.
    • Printer-specific settings - select any options you want.

Selecting a different printer

From the Print dialog box (File > Print from the menu), you can select the printer where you want to send your print job.

To select a printer
Procedure
  1. From the menu, click File > Print.
  2. On the Printer tab, select a printer in the Name field of the Printer section.

    All the printers you have installed on your computer appear in the list, with the default first. Selecting a printer here does not change the default printer for your computer; that is specified in your operating system software.

    Note: The Settings button links to operating system/printer manufacturer-provided printer options; refer to your printer or operating system documentation for more information. If you have no printer installed, consult Help in your operating system for instructions on installation.
  3. Click OK to print.
Macintosh users
Procedure
To select a printer, use the Chooser on the Apple menu.

Printing views

In IBM Notes applications, views are essentially lists of documents; you can print all the text that appears in a list.

Results

To print a view

About this task
Procedure
  1. Select the view or folder.
  2. From the menu, click File > Print.
  3. Select Selected view in the What to Print section.
  4. Optional: To print a range of pages (rather than all the pages that make up a view), enter values in the From page and to fields in the Print Range section.
  5. Optional: In the Print Quality section, make any of the following selections:
    • To print faster (with reduced print quality), select Print as draft.
    • To print pictures at their original size, select Scale all graphics to 100%.
    • If you plan to preview the print job and want to do so in color, select Preview in color.
  6. Optional: In the Copies section, you can:
    • Enter the number of copies of the view you want printed (default is one copy).
    • Select or deselect Collate copies.
  7. Click OK.
Results
Tip: To print a list of just some of the documents in a view, rather than a list of all its documents, select the documents you want in the printed list after Step 1. Then complete steps 2 through 7.

Macintosh users

About this task
Procedure
  1. Switch to a folder or view.
  2. Optional: To print a partial list of documents, select the documents to print.
  3. From the menu, click File > Print.
  4. Optional: Specify any of the standard Macintosh print options you want, such as the pages or number of copies you want to print.
  5. Optional: To specify print quality options, in the drop-down menu whose default is Copies & Pages (OS X), choose Notes, then click the Notes Options button.
  6. Under What to Print, click Selected view.
  7. Click OK, then click Print.
Results

Documents Style options

When printing selected documents from a view, you can control how the documents are printed.

How To Print Each Document
Table 47. Options for printing a document

If you want to

Select

Print each document on a new page

Print each document on a new page

Send each document to the printer as a separate print job

Print each document as a separate print job

Add one blank line between documents

Print continuously with one blank line between documents

Omit blank line between documents

Print continuously with no blank lines between documents

Print each document after the previous one on the same page

Note: This option is available only for local applications whose design includes form(s) with the Include in print option selected. It is useful for printing labels from your Contacts.

Print multiple documents on each page

Format Each Document Using
Table 48. Format options for printing

If you want to...

Select...

Print the document using its current form

The document's standard form

Print the document in a different form that you can choose

An alternate form, and then choose from the list

Page Numbering

These options are available only if Print each document on a new page is selected under How To Print Each Document.

Table 49. Page number options for printing

If you want to

Select

Reset the initial page number to 1 for each document

Reset page number to 1 for each document

Have the page range specified in the Printer tab apply to each individual document (rather than the entire set of documents)

Page range applies to each document

Advanced Getting Started topics

The topics in this section have been written for more advanced Notes users.

Limits of Notes

Limitations of IBM Notes are listed in the following table.

Table 52. Limits of Notes

Item

Limit

Maximum size of a Notes application

The maximum OS file size limit (up to 64GB)

Maximum size of text fields

32KB (storage); 32KB displayed in a view's column

Maximum size of a rich text field

Limited only by available disk space up to 1GB

Maximum size of a single paragraph in a rich text field

64KB

Maximum amount of text (Summary) data per document

64KB

Levels of responses in a hierarchical view; number of documents at each level

31 levels; 300,000 documents

Number of columns that can be included in one table

64 nozeros

Number of rows that can be included in one table

255 nozeros

Number of views that can be added to a Notes application

No limit; however, as the number of views increases, the length of time to display other views also increases

Number of columns allowed in a view

289 ten-character columns; dependent upon # or characters per column

Number of documents that can be imported into a view

Documents totaling at least 350K

Number of cascading views that are allowed in a Notes application

You are able to create more than 200 cascaded views or folders. The number you can create is not specific, but rather is dependent upon:
  1. The maximum number of characters a view or folder name can have (64), and
  2. The Notes release's limit for the number of views or folders allowed.
For more information about the maximum number of views or folders allowed in a release, please see the technote: Maximum character length and nesting levels for views and folders.

Maximum value (in inches) you can enter for margin size

22.75 nozeros

Maximum value (in inches) you can enter for page size cropping

46 nozeros

Maximum point size you can select/print

250 nozeros

Number of documents are allowed in one view

Up to the size of the Notes application, with a maximum of 64GB

Maximum number of documents that can be exported to Tabular Text

Limited only by available disk space

Maximum number of entries in an Access Control List

Approximately 950 names (total ACL size is limited to 32767 bytes)

Maximum number of roles in an Access Control List

75 Roles

Maximum password length allowed on an ID

64 bytes (63 characters for single-byte character sets but only 21 characters for some double-byte languages)

Maximum number of contacts allowed in a group in Contacts

32K of names in the Members text field

Maximum number of recipients in a single mail message

For individual names and private groups which expand locally, 15KB; for public groups which expand on a server, 5MB

Using Notes Smart Upgrade

Your administrator can set up IBM Notes Smart Upgrade to send you a notification to upgrade your Notes client to a later release. Whenever you log into your IBM Domino home server, Notes Smart Upgrade compares your installed version of Notes to the version the administrator has made available, and prompts you to upgrade if appropriate.

About this task

Note: Discuss the Notes release upgrade with your administrator before proceeding. Notes installation and upgrade documentation resides in the Domino Administrator help at www.ibm.com/developerworks/lotus/documentation/domino and the equivalent information center at publib.boulder.ibm.com/infocenter/domhelp/v8r0/index.jsp.

After discussing the upgrade with your administrator, and before you begin upgrading your Notes client to a later release, do the following:

  • If your computer is running Microsoft Windows, log onto your computer with administrative rights to install Notes. If administrative rights are not available, enable the setting Always install with elevated privileges.
    Note: Options for installing the Notes client on Restricted or Standard/Power User computers are described in the Microsoft Windows Installer documentation.
  • If your computer is running Linux, you must log in to Notes as a non-root user to start the Smart Upgrade.
  • If your computer is running Macintosh OS X, turn off all options in the Application Sharing tab of the Shared System Preferences panel to avoid any errors.

When you are prompted to upgrade, you might see additional instructions from your administrator. For example, the administrator might indicate the server from which the install will run so that you can make sure you are mapped/logged in to the server before selecting Upgrade Now -- to avoid your encountering connection or access errors.

You can choose to update now or delay the upgrade for as long as is allowed by the grace period cited in your administrator's instructions. If you need a reminder, you can select when to be reminded in the Remind me in field.

At the end of the grace period, if your Notes client has not been updated, Notes Smart Upgrade displays an Update Now button that forces you to update. If your administrator has set an additional option, you also see a Remind me in an hour button. Clicking Remind me in an hour displays the upgrade screen every hour until you upgrade.

Note: To manually initiate Smart Upgrade, click Tools > Smart Upgrade and respond to any prompts.

Upgrading your mail file design

Your administrator can manage upgrades so that your mail file template is automatically upgraded after you upgrade your IBM Notes client. When you first start the Notes client after upgrading, Notes begins upgrading the design of local application templates, such as Contacts.

If your administrator chose not to automatically upgrade mail templates, you will see the Upgrade Mail File Design dialog box the first time you log in to Notes after you have upgraded to a new release.

Upgrading your mail template does not delete existing mail messages, personal folders or categories, document links, or any other standard Notes features. However, upgrading deletes any personal agents and any custom forms or views. You can protect customized forms or views in your mail file from changing during the upgrade process by setting them to be unaffected by design changes. If you do not protect them in this way, upgrade only if you didn't customize any features or don't want to keep those you created. Refusing to upgrade means that you may not be able to see new Notes features in the mail messages you receive from users who have upgraded, and in your mail view.

Note: If you are using Microsoft Windows, installing Notes 8.x from the installation media kit will, by default, upgrade your Notes installation from Notes 6.5.x or 7.x to the Notes 8.x release. If you install Notes 8.x in this manner, you will need to upgrade your mail and contact templates to their Notes 8.x equivalent. See the Notes installation and upgrade section of the Domino Administrator help for complete details on the mail and contacts template upgrade process. The Domino Administrator help is available at www.ibm.com/developerworks/lotus/documentation/domino and publib.boulder.ibm.com/infocenter/domhelp/v8r0/index.jsp.

What you can do

When prompted to upgrade, do one of the following:

  • To upgrade your mail template, click Upgrade.
  • To keep your custom features and keep using your current mail application design, click Don't show this message again and click Cancel.
  • To upgrade your mail template later, click Cancel. The Upgrade Mail File Design dialog box will appear the next time you log in to Notes.

Viewing advanced menus

A set of advanced menus can be displayed for the advanced user. Options on advanced menus are targeted more for system administrators or designers, and include menus for tasks such as archiving or deleting Notes applications, creating an embedded element, or debugging tools.

About this task

If you cannot find the menu option you are looking for, enable advanced menus using View > Advanced Menus.

License information

About this task

Any information or reference related to license terms in this document is provided to your for your information. However, your use of IBM Notes and IBM Domino, and any other IBM program referenced in this document, is solely subject to the terms and conditions of the IBM International Program License Agreement (IPLA) and related License Information (LI) document accompanying each such program. You may not rely on this document should there be any questions concerning your right to use Notes and Domino.

After accepting the license for this IBM product, you may view or print license files and notices by accessing the \license directory that is included with the installed product files.

Results

Copyrights

© Copyright IBM Corporation 1987, 2013

US Government Users Restricted Rights - Use, duplication or disclosure restricted by GS ADP Schedule Contract with IBM Corp.

This product is built on Eclipse (www.eclipse.org).

Trademarks

IBM, the IBM logo, and ibm.com are trademarks or registered trademarks of International Business Machines Corporation in the United States, other countries, or both. If these and other IBM trademarked terms are marked on their first occurrence in this information with a trademark symbol (® or ™), these symbols indicate U.S. registered or common law trademarks owned by IBM at the time this information was published.

Such trademarks may also be registered or common law trademarks in other countries. A current list of IBM trademarks is available on the Web in Copyright and trademark information at www.ibm.com/legal/copytrade.shtml.

Adobe and PostScript are registered trademarks of Adobe Systems Incorporated in the United States, other countries, or both.

Google, Google Desktop and Google Gadget are trademarks of Google Inc. in the United States, other countries, or both.

Linux is a registered trademark of Linus Torvalds in the United States, other countries, or both.

Java and all Java-based trademarks and logos are trademarks or registered trademarks of Oracle and/or its affiliates.

Microsoft, Windows, Windows NT, and the Windows logo are trademarks of Microsoft Corporation in the United States, other countries, or both.

UNIX is a registered trademark of The Open Group in the United States and other countries.

Other company, product, or service names may be trademarks or service marks of others.

Embedded experiences

For the Notes Social Edition client, embedded experiences allows you to leverage the social-interactivity and collaboration capabilities of IBM Connections-based applications directly in your Notes mail.

Embedded experiences refer to application content that can be rendered in a container, such as an email. For example, you may receive an email notification that someone has shared a file with you in the IBM Connections Files application. Within the email notification, you can preview the file, download it, or comment on it, all without having to separately log into IBM Connections in a browser.

Your administrator may also make other OpenSocial gadget-based actions available.
Note: Embedded Experiences must be enabled on your system in order to see these features. Contact your system administrator for more information.

Getting started with embedded experiences

Learn about embedded experiences in Notes mail.

What are "embedded experiences"?

Embedded experiences allow application developers to embed content from their applications inside OpenSocial containers, like a gadget or a simple web page. Containers and gadgets which support embedded content can choose to render this content as an embedded experience; embedded experiences can then be placed in emails using the MIME standard.

For example, in addition to plain text and HTML, MIME types for JSON-based and XML-based applications can be embedded directly in an email. Notes Social Edition and iNotes Social Edition both support embedded experiences in email.

Rendering embedded experiences in Notes mail

In order to render an embedded experience in your Notes mail, you must have installed a widget created for the gadget or URL that is being used as the embedded experience, in the My Widgets sidebar panel of your Notes client. The widget must come from the widget catalog, and it must be approved. In addition, the Disable embedded browser for MIME mail preference must be un-checked in the Basic Notes Client Configuration preferences.

For more detailed information about the specifications for embedded experiences, see: http://opensocial-resources.googlecode.com/svn/spec/2.5/Core-Gadget.xml#Embedded-Experiences

Embedded experiences quick reference

This quick reference includes a screen image, which shows an example of embedded experiences, along with actions that can be taken.

Screen image of product showing different areas of the screen highlighted

Table 53. Example: IBM Connections Files embedded experiences
Option Description
Preview This allows you to preview the file in a separate tab. In this example, selecting Preview displays the .JPG image at full-size, in a separate tab.
Download Select this option to download the .JPG file to your machine.
Like icon(Like)/Unlike Use these options as a way to promote, or demote, the example .JPG file. The number of Likes will appear with the file on IBM Connections Files.
Add a comment Allows you to comment directly on the example file. The comments will appear with the file on IBM Connections Files.
Show Original Email Selecting this option will display the email notification with no embedded experiences. In this example, the original email will contain a link to the file on IBM Connections Files, and clicking the link will open IBM Connections in a browser.

Working with embedded experiences

Take action on content directly from your Notes mail messages.

Embedded Experiences adds social and web features to Notes, to make third-party processes available directly in your mail. These processes are customizable by your administrator, and may include OpenSocial-based gadget actions, pop-ups, or other active content, all rendered in your Notes mail.

Advanced OpenSocial topics

These more advanced topics describe the support for OpenSocial gadget-based widgets in Notes.

OpenSocial support

This topic contains more advanced information about OpenSocial gadget-based widgets, which allow various actions and URLs to be rendered in the Notes client.

OpenSocial gadgets

Notes Social Edition supports rendering of OpenSocial-compliant gadgets. All gadgets that are rendered in Notes must have corresponding widgets in the widget catalog, and the administrator must have approved those widgets. Once the widgets for the OpenSocial gadgets are approved, they can be pushed via policy by the administrator, or installed via the widget catalog, so that Notes users can open the OpenSocial gadget widgets the same way they open other widgets.

OpenSocial support in Notes Social Edition adds a consistent web programming model across these products. A vast majority of APIs and functionality are available to OpenSocial gadgets inside the Notes client. Please see the OpenSocial specifications for more information on available functionality.

Following is a list of functionality highlighted for Notes Social Edition:
  • Notes Social Edition is an OAuth consumer, and gadgets can leverage these technologies to make requests to OAuth-protected web services.
  • OpenSocial gadgets can make requests to web services via gadgets.io.makeRequest or osapi.http.* (OAuth requests must be made through gadgets.io.makeRequest)
  • OpenSocial gadgets may contribute actions and get the current selection in Notes
  • OpenSocial gadgets can open dialogs (modal and non-modal), tabs, and sidebars using the gadgets.views.open* APIs in OpenSocial
  • Services can use OpenSocial gadgets and URLs to provide embedded experiences in mail
Note: Notes Social Edition does not support everything in all of the OpenSocial 2.0.1 specifications - some functionality may not work as described in the specifications; the following is a list of what is not supported:
  • Everything in the Social Gadget Specification, except for osapi.people.getViewer, osapi.people.getOwner, <os:ViewerRequest> and <os:OwnerRequest>
  • The Social API Server Specification

Gadget actions and OpenSearch

This topic contains more advanced material about contributing gadget actions to Notes menus.

Gadget actions

A gadget can contribute actions to the Notes client. These actions can be contributed by the context menu and the top-level menu. A gadget may contribute actions to specific objects, such as mail messages, contacts, and attachments, and may display in the context menu when selecting and right-clicking those objects.

Gadget menus

When run, the action opens the parent gadget and runs some JavaScript, which may or may not act on the current selection. The action can specify both the gadget view in which it should open (for example, profile, default, or canvas), and the view target, which is the type of Notes view in which the gadget should be opened (for example, tabbed page, sidebar, floating window, or dialog box). If no view is specified, the action runs in the default (or current, if open) view of the gadget, and if no view target is specified, the action runs in a floating window.
Note: If multiple instances of the same gadget are open, the action runs in all of those views. If any instance of the gadget is open, the action runs in that instance, no new instance is opened, and the view target is ignored.
Code examples
  • This action binds to any opensocialPerson object, which in the Notes context means, for example, a sender in your Inbox, or a contact:
    <action id="os.test.person" dataType="opensocial.Person" label="Person Action" tooltip="Person Action" />
  • This action binds to an opensocialPerson object and opens in the profile view inside the gadget:
    <action id="os.test.person.blue" dataType="opensocial.Person" label="Profile Person Action" tooltip="Blue Person Action" view="profile" />
  • This action binds to an opensocialPerson object, opens in the canvas view inside the gadget, and opens the gadget in a new tab:
    <action id="os.test.person.blue.tab" dataType="opensocial.Person" label="Tab Person Action" tooltip="Blue Tab Person Action" view="canvas" viewTarget="TAB" />

OpenSearch

Gadgets that implement the opensearch feature contribute the search engine described in the feature to the Notes Search Center. For example, a gadget containing the following feature declaration contributes the CNN.com search to the Notes Search Center. The user can then search the CNN web site from inside the Notes client.

Feature declaration
<?xml version="1.0" encoding="UTF-8"?>
<Module>
<ModulePrefs title="CNN Search">
	<Optional feature="opensearch">
	<Param name="opensearch-description"><![CDATA[<OpenSearchDescription xmlns="http://a9.com/-/spec/opensearch/1.1/" >
<ShortName>CNN.com</ShortName>
<Description>CNN.com Search</Description>
<InputEncoding>UTF-8</InputEncoding>
<SearchForm>http://search.cnn.com/</SearchForm>
<Url type="text/html" method="get" template="http://www.cnn.com/search/?query={searchTerms}">
</Url>
</OpenSearchDescription>
]]></Param>
	</Optional>
</ModulePrefs>
<Content type="html"><![CDATA[
Hello, world!
]]></Content>
</Module>
Example CNN search contributed to Notes Search Center

Creating OpenSocial widgets

This topic contains more advanced material about creating OpenSocial widgets for use in IBM Notes.

OpenSocial widget type

The OpenSocial widget type supports creating widgets based on existing OpenSocial gadgets. A widget developer can create an OpenSocial widget by using the new OpenSocial widget wizard. OpenSocial widgets can be used like other widget types in that you can perform these tasks:
  • Open them in a tab, new window, floating window, or in a sidebar panel
  • Wire live text to widget actions

An OpenSocial gadget can also provide advanced features (such as using APIs, OAuth, and rendering in an embedded experience), as detailed in the Social Gadget Specification. Due to the use of advanced features, OpenSocial widgets need to be approved by an administrator before they are made available for client use. When a widget developer creates a widget, the developer needs to publish their widget to a corporate widget catalog. The widget catalog administrator then needs to approve the widget. Once approved, Notes users can install the widget from the catalog, and render the widget in their clients.

Widget developers can create OpenSocial widgets using:
  1. The Getting Started with Widgets toolbar action, or the Tools > Widgets > Getting Started with Widgets menu command
  2. The My Widgets sidebar panel menu Configure a widget from > OpenSocial Gadget command
  3. The Configure a widget from the current context toolbar action when an OpenSocial Gadget is open in the Notes embedded browser
When creating an OpenSocial widget, Required and Optional features may be listed, as they are listed in the underlying gadget’s definition. Widget developers can disable or enable optional features.
Note: If there is at least one Required feature that is not supported by the client, the widget developer is not allowed to create the widget.

Enabling a URL for an embedded experience

Notes Social Edition includes a page in the web widget creation wizard to enable a URL for use as an embedded experience in an email. In the wizard page, the widget developer can select a check box and enter a URL that they want to be embedded into an email. After the widget is published to the corporate widget catalog, and approved by the widget catalog administrator, users can install the widget and then have the ability to render the URL embedded in an email.
Configure this widget for Embedded Experiences wizard page
The URL field can contain a wild card, so that many URLs from the same site can be trusted to be embedded in an email. Examples of URLs include:
  • http://my.server.com/
  • http://my.server.com/*
  • http://my.server.com/directory
  • http://my.server.com/directory/*
  • http://my.server.com/directory/file.html
Note: Host names cannot contain a wild card.

Publishing the widget to the catalog

The newly created widget can be published to the catalog as in previous releases, using the widget's right-click Publish to Catalog command.

Approving the widget for availability to client users

After the widget is added to the widget catalog, the widget catalog administrator needs to approve the widget for use. See the IBM Domino Administrator documentation for more information on approving widgets.

Installing and using the widget

After the widget catalog administrator has approved the widget, users can install it by dragging and dropping the widget into the My Widgets sidebar panel. When the widget is installed, the advanced features of the gadget are enabled in the client. Users can also start receiving embedded experience emails that embed the OpenSocial gadget or URL.

Mail

You can send and answer email, create signatures, and customize the look of your Inbox. You can also do things, like cancel an email sent by mistake or set up out of office notifications.

Getting started with Mail

You can send, receive, and organize emails, and more.

Moving from Microsoft Outlook? Click here.

Who appears in the type-ahead list when I address an email?

When you address an email or a meeting invitation, a list of names and addresses appears as you type. The people in that list are your recent contacts. They are chosen automatically, based on the people with whom you recently emailed, chatted, and had meetings.

To view the complete list

Procedure
From Contacts, click Recent Contacts in the navigation pane.

To add someone to the list

Procedure
You cannot directly add someone to recent contacts, since recent contacts are determined automatically. However, you can change the criteria for who is added to recent contacts. See How do I change who is added to Recent Contacts?.

What is a vCard and how can I use it?

A vCard contains contact information, such as title, phone numbers, and email addresses. You can use vCards to add someone to your contacts list, or to make it easier for people to add you to their contacts list. You can also use vCards to import or export multiple contacts in one file.

How can I use vCards?

  • You can use vCards to quickly add someone to your contacts. Typically, a vCard includes name, title, phone, fax, address, city, state, and zip. When you import a vCard, you import the data from these fields into matching fields in a contact record. When you receive an email with someone's vCard in it, right-click the vCard to import the person's information into your contacts.
  • You can use vCards to make it easier for people to add you to their contacts. Add your vCard to your signature, as described in How do I add my signature to emails?.
  • You can use vCards to import or export multiple contacts in one file. See How do I import contacts from other sources? or Exporting contacts.

Mail quick reference

This quick reference includes a screen image, which explains the basics in Mail, as well as tables that list other commonly-used tasks and shortcuts.

Screen image of product showing different areas of the screen highlighted

Table 54. Basic tasks
Task Action

Open Mail

Click the Open button and select Mail.

Compose a new message

Click New > Message.

Send a message to someone from your contact list or another directory

While composing an email, click the To link, and select a directory.

Mark messages read or unread

Select the message or messages, right-click and select Mark as > Read or Mark as > Unread.

Sort Inbox by last name (surname)

  1. Click File > Preferences, and then click Mail.
  2. On the Basics tab, under Display names in mail in this format select Last, First.
  3. Click OK, return to your Inbox, and sort by the Who column.

Optional: Designate last name prefixes, such as "Van" for "Van Morrison" under Enter last name prefixes. For additional help, click and hold the ? icon.

Streamline the dates shown in your Inbox

Mail views now show abbreviated, simplified dates according to the following changes:
  • If the date falls on the current day, then the date column will only show the time, for example: 4:50 PM
  • Yesterday's date will have "Yesterday" plus the time
  • If the date falls on a prior day within the past year, then the month and day will be shown with the time, for example: May 12 3:50 PM
  • If the date falls on a day in a previous year, then the traditional date/time is show, for example 5/12/2011 3:15 PM
  • If, for some reason, there is a future date in the Mail view, due to OS settings, it will be displayed the way that the "May 12 3:50 PM" example shown above is displayed
Choose View > Customize this view, and select or de-select the Use abbreviated dates checkbox to turn this feature on or off.
Table 55. Personalize your Inbox
Task Action
Change the color of read and unread messages
  1. Click File > Preferences.Macintosh OS X users: Click Notes > Preferences.
  2. Click Fonts and Colors.
  3. Under Mail view font, select how you want messages to look in your mail views.
Mark all messages viewed in the preview pane as read

Click File > Preferences (Macintosh OS X users: click Notes > Preferences), and then click Basic Notes Client Configuration. Under Additional Options, select Mark documents read when opened in preview pane.

Add icons in my Inbox to show if I am the only recipient, a Cc recipient, or a Bcc recipient

To display icons that identify your recipient level, click File > Preferences, click Mail, and then click the Recipient Icons tab.

See messages in Inbox grouped by date

From the Inbox, click Show > Group by Date.

Show or hide beginning of message in Inbox

Preview message text in your Inbox view. From the Inbox, select Show > Beginning of Message to display message body text. Hover over messages in your Inbox to see the first 100 characters.

Table 56. Personalize other mail settings
Header Header
Change the letterhead (graphic in the header of emails)
  1. Click File > Preferences, and then click Mail.
  2. Click Letterhead.
  3. Select a graphic in the Letterhead field. To use no graphic, select No letterhead.
Spell check all messages before sending
  1. Click File > Preferences, click Mail, and then click the Basics tab.
  2. Select Spell-check messages before sending.
Encrypt all messages
  1. Click File > Preferences (Notes Basic client users: File > Preferences > User Preferences; Macintosh OS X users: Click Notes > Preferences).
  2. Click the plus sign beside Mail, and then click Sending and Receiving.
  3. Select Encrypt messages that I send or Encrypt saved copies of sent messages.
Turn off the Fw: prefix
  1. Click File > Preferences (Notes Basic client users: File > Preferences > User Preferences; Macintosh OS X users: Click Notes > Preferences).
  2. Click the plus sign beside Mail, and then click Sending and Receiving.
  3. Clear the Add forward prefix to the subject of forwarded messages option.
Save or do not save emails in the Sent folder
  1. Click File > Preferences, expand the Mail section, and then click Sending and Receiving.
  2. Under Sending, click one of the options in the Save copies of messages that I send field.
Table 57. Other things you can do
Task Action
Spell check one message Click Tools > Check Spelling.
Encrypt one message In a message you create, click Encrypt above the To field of the message. If the Encrypt option doesn't display, click Display > Additional Mail Options.
Confirm delivery of a message You can confirm delivery of your message to the mail server of the recipient
  1. Click Delivery Options above the message.
  2. Select from the following options:
    • None - No delivery report, except in cases where the recipient's address cannot be found
    • Only on failure - A delivery report is sent if, for any reason, Notes cannot deliver the message
    • Confirm delivery - A delivery report informs you whether or not the message was delivered
    • Trace entire path - Sends you a report from each server through which Notes routes the message, and a final report indicating whether the message was delivered
Receive a return receipt when recipients open a message

If a recipient's mail program supports this feature, you can have Notes send you a return receipt when a recipient reads a message you sent. Many Internet mail programs support return receipts. However, even if a recipient's mail program supports this feature, a recipient's organization may not allow it for security reasons.

  1. Click Delivery Options above the message.
  2. Select Return receipt, and then click OK.
Prevent copying or forwarding of a message

You can prevent Notes mail recipients from copying a Notes mail message that you send. This includes copying with the clipboard, forwarding, replying with history, and printing. Note that this option is merely a deterrent to copying, as recipients can use other means to copy the message.

  1. Click Delivery Options above the message.
  2. Select Prevent copying, and then click OK.
Add a Confidential prefix to a message subject
  1. Click Delivery Options above the message.
  2. Select Mark Subject Confidential, and then click OK.
Do not receive out-of-office messages from others

If you know that a recipient is on vacation, and want to be able to send the person messages without receiving out-of-office replies, you can have Notes refuse this type of reply.

  1. Click Delivery Options above the message.
  2. Select Do not notify me if recipient(s) are running Out of Office, and then click OK.
When you send a message to a group, prevent recipients from seeing group members
  1. Click Delivery Options above the message.
  2. Select Do not expand personal groups, and then click OK.
Note: If you forward or reply to a message that displays the personal group name in the To field, you must select this option again for the forwarded message or reply to prevent expansion of the group again.
Preview emails in a popup window as they arrive
  1. Click File > Preferences,, click the plus sign (+) next to Mail, and then click Sending and Receiving.
  2. Select Display a popup alert when new mail arrives.
Table 58. Mail shortcuts
Task For Windows For Macintosh
Open Mail
Note: To enable this shortcut, click File > Preferences > Basic Notes Client Configuration > Enable alternate keyboard shortcuts.
Ctrl+1 Ctrl+1
Create a new email Ctrl+M Apple + M
Reply to email
Note: To enable this shortcut, click File > Preferences > Basic Notes Client Configuration > Enable alternate keyboard shortcuts.
Ctrl+R Ctrl+R
Reply All to email
Note: To enable this shortcut, click File > Preferences > Basic Notes Client Configuration > Enable alternate keyboard shortcuts.
Ctrl+Shift+R Ctrl+Shift+R
Open selected email Enter Enter
Close current email or mail view Esc Esc
Mark selected email read or unread Insert N/A
Go to the next unread email F4 (Notes Basic client users: Tab) N/A
Go to previous unread email Shift+F4 (Notes Basic client users: Shift+Tab) N/A
Get help for the current feature F1 Help or Apple + ?
Undo last action Ctrl + Z Apple + Z
See a list of available shortcuts Ctrl+ Shift + L Ctrl+ Shift + L

Personalizing your Mail settings

You can change mail preferences to personalize your mail experience.

How do I add my signature to emails?

You can add your signature to email messages. Signatures can include your name, title, graphics, vCard, and other information.

To set a default signature

About this task

You can set a rich text, plain text, or html signature to be added to all messages you send.

Procedure
  1. Click File > Preferences, and then click Mail (Notes Basic client users: More > Preferences Mail).
  2. Click the Signature tab.
  3. Select Automatically append a signature to the bottom of my outgoing mail messages.
  4. For the format of your signature, select Rich text, Plain text, or HTML or image file. Click the ? icon for additional help.
  5. Enter text in the corresponding Signature field.
  6. Optional: To add rich text features such as graphics and attachments, click the T control.
  7. Optional: To include your importable contact file, click Append My vCard, change information in the fields if needed, and then click Append vCard to Signature.
Results

You can change the signature at any time by repeating these steps and specifying a new signature. You can remove the signature by clearing the Automatically append a signature to the bottom of my outgoing mail messages option. You can also change the information in your vCard and replace the existing version with an updated one.

To use a different signature or no signature

You can use a signature from a file, whether or not you have set a default signature.

Procedure
  1. If using a signature from a file, save the file to your computer. It must be a TXT, HTML, JPEG, bitmap, or GIF file. The file can exist anywhere on your computer, but you might want to store it in your Notes data folder for convenience.
  2. Click Signature above the email you are composing.
  3. Do one of the following:
    • Select No signature.
    • Select New signature from file, click Browse, and select a signature file.

How do I change settings for the preview pane in Mail?

You can show or hide the preview pane, and you can display it on the bottom or the side.

To change the location of the preview pane

Procedure
Click Show at the top right, and then click Preview on Bottom or Preview on Side.

To hide or show the preview pane

Procedure
Click Show > Hide Preview (Basic Notes client users: Toggle the Preview control).

How do I mark all previewed emails as read?

You can mark all messages you view in the preview pane as read.

Procedure

  1. Click File > Preferences (Macintosh OS X users: click Notes > Preferences), and then click Basic Notes Client Configuration
  2. Under Additional Options, select Mark documents read when opened in preview pane.

How do I view emails as conversations?

You can view a message grouped with all of its replies so that you can read the message and replies all at one time. A message grouped with all of its replies is called a conversation and conversations save you the trouble of looking through your Inbox to find individual replies.

About this task

In conversations mode, the most recent reply in a conversation is displayed in the message list, and any other replies and the original message are collapsed below the most recent reply. When you expand the conversation, the original message displays its subject, and each reply displays its first line of text.

Procedure

To enable or disable conversations, click Show > Conversations or Show > Individual Messages.
Note: Conversations can be viewed and sorted by Date only. Sorting by another column, such as Sender, automatically switches the view or folder back to messages mode.

How do I change who is added to the type-ahead list?

The addresses that appear in the type-ahead list are chosen automatically, based on the people with whom you recently emailed, chatted, and had meetings. You can change whether or not CC and BCC recipients are added to the type-head list, or whether to add names from all emails or just from emails you send. You can also choose to stop adding any names to the type-ahead list.

Procedure

  1. Click File > Preferences (Notes Basic client users: Click More > Preferences).

    Macintosh OS X users: Click Notes > Preferences.

  2. Click Contacts.
  3. Select Do not add any names, or select Add the following names and select an option.

How do I set a default font for mail?

You can set a default font for mail that you send.

Procedure

  1. When composing an email, change the text so it is the font and style you want to use as the default.
  2. Select the text.
  3. Open the Text menu and select Set Current Font as Mail Default.
    Note: Your new default font will appear in the next email you compose. It will not effect the current email.

Keeping your Inbox clean

You can manage junk mail, mail quotas, and meeting notices, to keep your Inbox cleaner.

How do I control spam and other junk mail?

Generally, your administrator will manage junk mail for you. However, if junk mail is still a problem, you can control it in a few different ways.

Send mail to the Junk folder

If you often get junk mail from the same sender, you can send mail from that sender to the Junk folder automatically. You can then periodically check Junk, to make sure no regular mail has been sent there.

Procedure
  1. From any mail folder, select an email from the sender.
  2. Select More > Deliver Sender's Mail to Junk.
Results

To remove someone from the junk sender's list. Open the Junk folder, select the sender, and then select More > Remove sender from Junk list.

Block or filter mail from a sender, domain, or subject

If the junk mail comes from the same sender or domain, or always has a similar subject, you can block that mail or send it to another folder automatically.

Procedure
  1. In the message list, select a junk mail message.
  2. Click More > Create QuickRule.
  3. In the first section, select whether to block mail from that sender, domain, or subject. You can select multiple conditions.
  4. In the second section, select whether to block mail that meets at least one or all of the selected conditions.
  5. In the third section, select Move to folder or Do not accept message, depending on whether you want to block that mail or move it to a separate folder.
Results
Note: The new rule acts only on incoming messages. It does not affect existing messages in the Inbox.

To view or delete this rule, click the plus sign (+) next to Tools in the mail navigation pane on the left, and then click Rules.

Use Spam Protection

Procedure
In the left panel of your mail, click Spam Protection to see a list of senders that your organization blocks, add your own blocked senders, or choose to receive mail from some company-blocked senders.
Note: If you do not see the Spam Protection option in the left pane of your mail (with Folders and Views), then your organization does not use this service.

What do I do if I go over my mail quota?

If your administrator has set a quota for the size of your mail, and your mail application becomes larger than the limit, you will start to see warning messages that you are over quota. In addition, new mail arriving for you may be delayed, and you will not be able to save sent mail.

If a quota is set, a horizontal bar displays near the top of the mail navigator, indicating the amount of disk space used for mail. To get more information about your mail quota, you can hover over the indicator or choose Tools > Quota Information.

What you can do

  • Delete mail. Sort individual mail folders and views by size to identify and delete the largest messages you no longer need. After deleting messages, make sure that you go to the Trash folder and empty trash.
  • Archive mail. Note that you cannot create a mail archive while your mail quota is exceeded, but once you have gotten under quota, creating a mail archive can further reduce the size of your mail.
  • Change your preference for saving sent mail (For instructions, see Mail Quick reference). For example, if your preference is set to Always, you may be saving many messages unnecessarily. Consider changing the setting to Always prompt, so you can think about whether you really need to save each message.
  • If your sent mail is automatically saved, use the Reply or Reply with History Only option when you reply to messages that contain file attachments.

How can I get fewer meeting notices in my Inbox?

To keep your Inbox cleaner, you can have Notes respond to meeting invitations for you automatically, prevent invitee responses from coming to your Inbox, prevent all meeting invitations from coming to your Inbox, or remove meeting notices automatically after you respond to them.

Respond to some meetings automatically

About this task

You can choose to autoprocess all of your meeting invitations, invitations from specific people only, or invitations sent by anyone except specific people.

Procedure
  1. Click File > Preferences, and then click Calendar and To Do.
  2. Click Autoprocessing.
  3. Select Respond automatically to meeting invitations.
  4. Under When I receive a meeting invitation from, select an option and enter names if necessary. Click the down arrow to select names from a directory.
  5. Under Perform the following action automatically, select an option.
    Note: When times are not free in your schedule, select and decline if time is not free to decline automatically, or select and let me decide if time is not available to leave the invitations in your Inbox, so you can respond.

Update meetings automatically

When there are updates to meetings you have accepted, you can add those updates automatically.

Procedure
  1. Click File > Preferences, and then click Calendar and To Do.
  2. Click Notices.
  3. Select Automatically process meeting updates and apply changes to meetings.

Prevent invitee responses from coming to your Inbox

About this task

You can choose not to receive accepted and declined notices from meeting invitees. Instead of receiving responses in you Inbox, you can see who has accepted a meeting invitation by opening the invitation and clicking the Invitee status tab at the bottom.

Procedure
  1. Click File > Preferences, and then click Calendar and To Do.
  2. Click Notices.
  3. Next to Display the following meeting notices in my Inbox, select All except responses.

Prevent all meeting notices from coming to your Inbox

About this task

Instead of receiving meeting responses in you Inbox, you can respond to all meetings from your calendar.

Procedure
  1. Click File > Preferences, and then click Calendar and To Do.
  2. Click Notices.
  3. Next to Display the following meeting notices in my Inbox, select None.

Remove meeting notices you have responded to

Procedure
  1. Click File > Preferences, and then click Calendar and To Do.
  2. Click Notices.
  3. Select Remove meeting notices from my Inbox after I process them.

Mail access and delegation

You can let others view or edit your mail, or open other people's mail if they have given you access.

How do I give someone access to manage my mail?

You can let specified people open your mail, calendar, to do, or contact entries. You can also let people send, edit (including adding a follow-up flag), and delete messages, create and delete calendar entries, and create and delete to do items for you.

To give someone access

Procedure
  1. Click File > Preferences.

    Macintosh OS X users: Click Notes > Preferences.

  2. Click Mail, and then click the Access & Delegation tab. (Notes Basic client users: Click More > Preferences and click the Access & Delegation tab).
  3. On the Access to Your Mail & Calendar page, do one of the following:
    • To give a new person access, click Add, and then specify the person or group.
    • To change the access already granted to a person or group, click a person or group in the first list. The second list shows what access the person or group already has. To modify that level of access, click Change Access.
  4. Select which components the person or group can access, and then select how much they can access.
Results
Note: If you give someone access to write mail for you, the mail they write for you is sent under your name. If you give someone access only to read mail for you, then the mail they write for you is sent under their name.
Note: When you give people access to your mail, 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.

How do I create a shortcut to another person's Mail?

You can create shortcuts to someone's Notes mail, calendar, to do, or contacts, if that person has given you access.

About this task

Note: Before you can create shortcuts, other people must first give you access to their mail, calendar, to do, or contacts. For information, see How do I give someone access to my mail, calendar, tasks, or contacts?.

The shortcut displays in the navigation pane of your mail under Other Mail, in the navigation pane of your calendar under Show Calendars, and in the navigation pane of To Do under Other To Do.

Procedure

  1. Click File > Preferences, and then click Calendar and To Do.
  2. Click Access & Delegation.
  3. Click Shortcuts to Others' Mail.
  4. Under Create shortcuts to open the mail files of these people, type the names of people who have delegated access to their mail to you. To select names from a directory, click the arrow to the right of the field .
    Note: This creates shortcuts to that person's mail, calendar, and to do.

Other things you can do with Mail

You can do more things with Mail, such as color-code messages in your Inbox or set up Out-of-Office notifications.

For more things you can do, see the Notes Tips blog.

Color-coding messages from certain senders

You can set preferences to color-code messages from different senders. This feature helps you scan your Inbox for high-priority messages.

Procedure

  1. To color-code mail from specific senders, click File > Preferences, click Mail, and then click the Sender Colors tab.
  2. Enter names and select colors. You can enter more than one name for each color combination. Separate names by pressing Enter (rather than using a comma).
    1. To select names from a directory, click the down arrow next to the field.
    Note: You cannot enter group names.

Setting up out-of-office notifications

You can use the out-of-office notification service to send an automated reply to people who send you mail while you are away. The automated reply tells people that you are out and when you will return.

To enable out-of-office notification

Procedure
  1. If necessary, open your mail.
  2. Above the message list, click More > Out of Office.
  3. Specify your leaving and returning dates.
    Note: Depending on your organization's server configuration, there may be a Specify hours option. If available, select this option to specify your leaving and returning times, and then specify the times.
  4. Optional: To send a different notification to certain people, click the Alternate Notification tab.
  5. Optional: To send no notification to certain people or to emails with certain phrases in the subject, click the Exclusions tab.
  6. Click Enable and Close or, if you have already enabled out-of-office notification but changed some out-of-office settings, click Save and Close.

To disable out-of-office notification

About this task

Depending on your organization, you may need to disable out-of-office notifications manually after you return (even though Notes stops sending out-of-office replies at the specified return time). If this is the case, you will receive email reminders to disable out-of-office notification.

Procedure
  1. If necessary, open your mail.
  2. Above the message list, click More > Out of Office.
  3. Click Disable and Close.

Creating and using stationery

Stationery helps you create an email template with text or graphics, letterhead, and a recipient list that you can re-use. This is convenient when you want to create a newsletter, or if you frequently send a message, such as a status report, in the same format.

To create stationery

Procedure
  1. If necessary, open your mail.
  2. Make sure you want the current letterhead as part of the stationery you are creating and, if not, select a different letterhead.
  3. In the mail navigation pane, click the plus sign (+) next to Tools and then click Stationery.
  4. Click either New Stationery > Personal to create stationery that includes rich text or graphics, or New Stationery > Message to create stationery that just includes text.
    1. For personal stationery, between the first set of brackets under Header, insert any text or graphics to show at the top of the message. Between the set of red brackets, insert any text or graphics to show directly before the body of the message. Between the last set of brackets, insert any text or graphics to show at the bottom of the page.
      Tip: Importing is the best way to include graphics.
  5. Click Save, type a name for the stationery, and then click OK.

To create a message using stationery

Procedure
  1. If necessary, open your mail.
  2. Click More above the message list, and then click New Message with Stationery.
  3. Select the stationery to use and click OK.
Results
Note: The stationery letterhead may not display the correct date in the message before you send the message, but the date is corrected during delivery.

Adding collapsible sections in an email

You can show or hide text in a collapsible section in an email or other Notes document.

About this task

To open a collapsed section, click the triangle, or twistie, that appears to the left of a collapsed section.

Collapsed section

Expanded section

Procedure

  1. While creating or editing an email or other Notes document, select the text to include in the section. The first line is the section title by default.
  2. Click Create > Section.
  3. Optional: Click the section, and then click Section > Section Properties.
  4. Optional: Perform any of the tasks in this table to customize the section.
    Table 59. Section customization tasks

    Task

    Procedure

    Change a section's title

    1. Click the Section Title and Border tab.
    2. In the Title field, select the text, and type a new title; click the check mark to save.
    Note: Do not use carriage returns, hotspots, or buttons in section titles.
    Note: To use a formula for the title select Formula and add the formula in the Title field, or click Formula Window and adding the formula there.

    Change a section's border style and color

    1. Click the Section Title and Border tab.
    2. In the Border section, select a border style from the Style field.
    3. Select a border color from the Color field.
    Note: You can customize colors by using the color wheel button in the top right corner of the Color field. Color wheel

    Set a section to expand or collapse automatically

    1. Click the Expand/Collapse tab.
    2. For any of the document states, such asPreviewed, select any of the following in the list:
      • Don't auto expand or collapse - to cancel any automatic collapsing or expanding.
      • Auto-expand section - to expand the section automatically.
      • Auto-collapse section - to collapse the section automatically.

    Hide title of section when the section is expanded

    1. Click the Expand/Collapse tab.
    2. Select Hide title when expanded.

    Display the text as a section only when document is viewed in the preview pane; otherwise, display section contents as regular text

    1. Click the Expand/Collapse tab.
    2. Select Show as text when not previewing.

    Remove a section but keep the contents of the section (also removes the section title)

    1. Click the section.
    2. Click Section > Remove Section.

Creating tables in emails and other Notes documents

You can add tables to emails, calendar entries, and other Notes documents. You can create basic, tabbed, collapsible, or nested tables.

Procedure

  1. Click Create > Table.
  2. Choose between basic table Basic table button, tabbed table Tabbed table button, or collapsible table Collapsible table button.
    Note: To create a nested table (a table inside another table), create a basic table inside the cell of another table.
  3. Under Table Size, specify the number of rows and columns in the table. You can include up to 64 columns and 255 rows in one table.
    Note: For a tabbed table, the number of rows is the number of tabs.

Creating an email from a to do item or calendar entry

You can create an email from a to do item or calendar entry. This is useful if you need to forward information to someone.

Procedure

  1. Open the task or calendar entry.
  2. Above the calendar or task list, select More > Copy Into New > Message.

Troubleshooting Mail

You can get help solving problems in mail.

For more troubleshooting information, visit IBM Support Portal.

How do I cancel an email sent by mistake?

You can retract a message that you have already sent, if it is saved in the Sent view. This feature is useful if you sent a message in error, or if you want to edit the content of a sent message and resend it.

Procedure

  1. In your mail, open the Sent view.
  2. Select the message.
  3. Above the message list, click Recall Message. If this button does not display, your Domino administrator has disabled this feature.
  4. If the message was sent to more than one recipient, select the recipients to recall the message from.
  5. Optional: To recall the message from a recipient even if the recipient has already opened or previewed it, select Recall the message even if it has been read.
  6. Optional: To suppress recall status reports, clear Send me a recall status report for each recipient. Recall status reports confirm whether a message is recalled successfully or not.
  7. Click OK.

Troubleshooting

Results

If this feature is not working, make sure that the following requirements have been met:

  • Both you and the message recipient must be using the Release 8 mail application template (Mail8.ntf) on a Release 8 Domino server.
  • You must save your sent mail in the Sent folder. To check this setting, click File > Preferences, click the plus sign (+) beside Mail, click Sending and Receiving, and then select Yes under Save copies of messages that I send.
  • The message recipient must have the basic mail preference Allow others to recall mail sent to me selected.

How do I remove a wrong address from the type-ahead list?

When you address an email, if an incorrect address appears in the type-ahead list, you can hide it. In the type-ahead list or the Recent Contacts view, right-click the address and then select Hide in Recent Contacts.

What to do next

To avoid seeing wrong addresses in the type-ahead list in the future, you can change who is added to the type-ahead list. See How do I change who is added to the type-ahead list?.

Why are some options greyed-out or locked?

If there are greyed-out or locked preferences or options anywhere in Notes, then your administrator has disabled those options, and you cannot change them.

How do I check spelling in multiple languages?

To check the spelling in emails and documents that use more than one language, you can tag text to be checked by a different dictionary. To use this feature, you must have dictionaries for other languages installed. For more information, ask your administrator.

Tag text for a specific language

Procedure
  1. While creating or editing an email or document, select text or click where you want to add new text.
  2. Click Text > Text Properties.
  3. Click the Font tab.
  4. Select a language.
    Note: If you want the spell checker to skip particular words in a document, mark the words as Unknown.
Results

Notes checks untagged words using your default dictionary.

For example, if your default dictionary is English, and a document contains both English text and Italian text, you can tag the text written in Italian as "Italian." When you perform spell check, the English words will be checked with your default dictionary, and the Italian words will be checked with the Italian dictionary.

Advanced Mail topics

You can learn more about what you can do with Mail.

For other advanced topics, see the Notes and Domino wiki.

Using blacklists to block senders

To help filter out unwanted email, you can use blacklists to specify hosts and domains that are sources of unwanted email.

When blacklist filters are enabled, any message from a host or domain on the blacklist is tagged. Although you cannot see the tag, your mail application recognizes it and you can create a mail rule to act on messages that have a blacklist tag. For example, you could create a rule that sends all blacklist tagged messages to a folder called "SPAM":

WHEN Blacklist tag contains SpamCop THEN move to folder SPAM

In addition to blacklists, the server also tags messages with whitelist tags. A whitelist is a list of exceptions to hosts and domains on a blacklist. To take advantage of the server's whitelist, you can create a mail rule to act on messages that have a whitelist tag.

If blacklist and whitelist filters are enabled on the server, your server's administrator can supply the names on the lists. You can also find this information in the Domino directory. To view the lists, open the Domino directory (Names.nsf) on your home mail server, click Configurations under Configuration > Servers, open the server Configurations document, and then click Router/SMTP > Restrictions and Controls > SMTP Inbound Controls. If enabled, the lists display in the DNS Blacklist Filters and DNS Whitelist Filters fields.

Filtering mail using rules

You can use mail rules to move, forward, or delete 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 automatically move the messages to a certain folder, send copies of the messages to someone, or delete unwanted messages before you ever see them in your Inbox.

To create a rule

Procedure
  1. In the navigation pane of your mail, click the plus sign (+) beside Tools and then click Rules.
  2. Click New Rule.
  3. Under Specify Conditions, select a message part 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). Do not use quotation marks for the criteria you enter.

    For example, you could select sender and contains, and then 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) and is greater than, and then type 2000 to filter all messages sent to you that are greater than 2000 bytes.

    Note: The contains condition works on partial words and is not case sensitive. For example, you could select sender and contains, and then type Al or al to filter all messages sent to you by anyone named Al, Alice, Alex, or Alicia.
    Tip: The all documents condition lets you perform an action on all messages that arrive in your mail while the rule is enabled. For example, you might select all documents and specify sending a copy to an alternate e-mail address while you are out of the office.
  4. Click Add.
  5. Do any of the following:
    Table 60. Condition and exception tasks
    Task Description

    Add more conditions

    Click Condition, select AND or OR, and then repeat steps 3 and 4 for each new condition.

    Add an exception

    Click Exception, and then repeat steps 3 and 4.

    Add more exceptions

    Click Exception, select AND or OR, and then repeat steps 3 and 4 for each new exception.

    Remove a condition or exception

    Click the condition or exception in the When mail messages arrive that meet these conditions field, and then click Remove.

    Remove all conditions and exceptions

    Click Remove All.

  6. Under Specify Actions, select an action and, if necessary, specify action details (such as a target folder).
    Table 61. Actions
    Action Description

    send copy to

    Select whether you want the forwarded copies to contain the full message, or the message headers only. The headers are the subject, the addresses, and the date and time at the beginning of the message; they don't include the rich-text content of the message.

    Note: If you find that a rule using the send copy to action is not working, ask your system administrator whether this feature has been disabled for your organization.
  7. Click Add Action.
  8. Do any of the following:
    Table 62. Action tasks
    Task Description

    Add more actions

    Repeat steps 6 and 7 for each new action.

    Remove an action

    Click the action in the Perform the following actions box, and then click Remove.

    Remove all actions

    Click Remove All.

  9. Click OK. The rule is enabled (On) by default.

What if multiple rules apply to one email?

Rules are processed in the order in which they are listed under Tools > Rules. If you have multiple rules that apply to a single message, then the rules are applied to that message in order. If you only want one of those rules to apply, then use stop processing to stop processing after the first rule.

Procedure
  1. Select the rule and click Edit.
  2. Under Specify Actions, select stop processing, and then click Add Action.
  3. Click OK.
  4. If you need to change the order of the rules, click the Move Up button Move Up button.
Example

For example, you could define the following rules:

WHEN Subject contains Marketing THEN Move to folder Marketing Information AND Stop Processing further Rules

WHEN Subject contains Sales THEN Move to folder Sales Information

In this example, if the subject of a message contains "Marketing and Sales," the message is moved to the Marketing Information folder, and then all rule processing stops. If the stop processing action is not present, the message is first moved to the Marketing Information folder, and then moved to the Sales Information folder when the second rule runs.

To edit or delete rules

Procedure
  1. In the navigation pane of your mail, click the plus sign (+) beside Tools and then click Rules.
  2. Edit or delete rules using the action bar above the rules list.

Archiving messages to free up space

Archiving frees up space and improves the performance of your mail. You can still access messages after archiving them.

About this task

Table 63. Archiving options
Header Header
Archiving for the first time

Before you can archive messages, you must create an archive. Follow these steps:

  1. Open your mail, select Actions > Archive > Settings > Criteria, and either edit existing criteria or create new criteria. This criteria will tell Notes which documents to archive and what to do with the documents.
  2. After editing or creating, select the desired criteria from the list and click Enable.
  3. If you have access, click the Schedule tab to schedule when to run archiving. You must leave your computer on at the time you schedule.
  4. To archive now, select Actions > Archive > Archive now.
Schedule archiving to run automatically
  1. Open your mail, and select Actions > Archive > Settings > Schedule, and schedule when to run archiving. You must leave your computer on at the time you schedule.
Run archiving now

Select Actions > Archive > Archive now.

Notes will archive messages that meet the criteria you set when you created an archive.

Archive selected messages now

When creating or editing archiving criteria, choose Selected by user for the Selection Criteria. Make sure to enable this criteria.

At any time after this, select the messages you would like to archive, and then select Actions > Archive > Archive selected documents.

When you archive, leave a summary in your mail

When creating or editing archiving criteria, select Reduce the size of documents in this application and make a selection from the corresponding drop-down list.

Delete messages automatically

When creating or editing archiving criteria, select Just clean up this application without archiving.

Results

To open an archive, click the plus sign (+) next to Archive in the mail navigation pane, and then select the name of the archive.

To find a message that has been archived, open the archive and search.

Tracking a message that has been sent

When troubleshooting, you may need to track a message you have sent. You can track sent messages to learn what servers they move through.

About this task

You can track a mail message as long as all the servers the message must pass through are Domino Release 5 or later servers. Also, message tracking must be enabled on the servers.

Procedure

  1. Open the Sent view and select the message.
  2. Click Actions > More > Track Message.
  3. Select the recipient(s) to whom you sent the message that you want to track.
  4. Optional: To add any additional recipients, type or select a recipient name in the Additional recipients field and click Add.
  5. Select Delivery status only or Trace entire path and click OK twice.

Results

The result is sent to your Inbox.

Upgrading the design of your mail folders

Depending on settings controlled by your Domino administrator, it is possible that IBM Notes upgraded your mail file design to include the latest design for Notes folders such as Inbox and Trash, but not for folders you have created.

About this task

If the design of your mail file has been replaced with the design in the Mail6.ntf template or later, you can upgrade the design of your folders based on any of these standard folders: Inbox, Alarms, Trash, Rules, Calendar, or All Documents. You can upgrade all folders based on the standard folders automatically or upgrade individual folders manually, which can take a little more time.

To upgrade your folders

Procedure
  1. If necessary, open your mail.
  2. Click Actions > Folder > Upgrade Folder Design.
  3. Do one of the following:
    • To upgrade all folders based on the standard folders to the latest design versions of the standard folders, click Automatic Upgrade.
    • To upgrade folders individually, click Manual Upgrade. Then select one or more folders, select a standard folder design type (such as Inbox) to upgrade the selected folders with, and click OK. To upgrade more folders based on a different design type, click Yes, and repeat.
    • To postpone upgrading until you have examined the design of your folders, click Cancel.

Calendar

You can schedule meetings, manage your schedule, add other calendars, and more.

Getting started with Calendar

How should I use the different types of calendar entries?

How can I switch to a different spelling dictionary?

What are categories and how can I use them in Calendar?

Calendar quick reference

Embedded experiences quick reference

Working with meetings

How do I see when people are available for meetings?

How do I show people when I am available for meetings?

How do I create a repeating meeting?

How do I reserve a room or resource for a meeting?

How do I create a repeating meeting?

Personalizing your calendar settings

How do I show, hide, or change the location of the preview pane in Calendar?

How do I change regional settings, such as timezones, text direction, and days in a work week?

How do I set automatic alarms for all meetings?

How do I put placeholders on my calendar for meetings I have not responded to yet?

How can I get fewer meeting notices in my Inbox?

Other things you can do with Calendar

How do I put placeholders on my calendar for meetings I have not responded to yet?

Adding holidays to the calendar

Setting preferred rooms and resources

Setting preferred conference call information

Cleaning up past calendar entries

Calendar access and delegation

Who can see my schedule and free time information?

How do I give someone access to manage my calendar?

How do I open another person's calendar?

How do I create a shortcut to another person's Calendar?

How do I put placeholders on my calendar for meetings I have not responded to yet?

Troubleshooting Calendar

Once I have created a meeting, how do I make it repeat?

How do I accept a meeting I previously declined?

What do I do if Notes displays the wrong time?

Advanced Calendar topics

Advanced Calendar topics

Looking for more?

Notes and Domino wiki

Notes tips blog

Getting started with Calendar

You can schedule and keep track of meetings, appointments, anniversaries, and more.

Moving from Microsoft Outlook? Click here.

How should I use the different types of calendar entries?

You can schedule meetings, appointments, all day events, anniversaries, reminders, or event announcements on your Notes calendar. This topic explains some of the differences between these types of entries.

Table 64. Calendar entry types

Type

Description

Meeting

Schedule a meeting with others and send email invitations they can respond to (for example, accept, decline, or propose changes).

Event Announcement

Schedule a meeting with others and send broadcast email invitations they can add to their calendars without having to respond to you.

Appointment

Schedule time within a day in your calendar.

All Day Event

Schedule an entire day or block of days (such as vacation time) in your calendar.

Anniversary

Add annual events such as birthdays to your calendar. Anniversary entries repeat on the same date for 10 consecutive years beginning on the date you specify (unless you click Repeat in an anniversary entry and change its duration).

Reminder

Remind yourself of something at a particular time.

How do I add other calendars to my Notes calendar?

You can add a Google(TM) calendar, iCalendar, other person's Notes calendar, Notes Teamroom calendar, or Notes application calendar to your Notes calendar. The entries will display alongside your Notes calendar's entries, in a color that you choose.

Procedure

  1. In the left panel of your calendar, click Add a Calendar.
  2. Under Add, select the type of calendar you would like to add.
    Note: For Notes user's calendar, the user must have given you access to their calendar.
  3. Enter the necessary information and click OK.
    Note: If the calendar you are adding contains many entries, it may take a little longer for your Notes calendar to display them.

Results

Tip: To hide or display a calendar's entries later, select or deselect the calendar's check box under Show Calendars.

What are categories and how can I use them in Calendar?

Categories are labels that help you organize items and find them more easily. You can use categories to organize calendar entries, to do items, contacts, or groups. You can assign category colors, so entries in a category appear in a different color on your calendar.

Add categories to calendar entries

Procedure
With the calendar entry open, enter categories into the Category field.
Note: If you do not see the Category field, click Display > Category at the top of the calendar entry.

View calendar entries by Category

Procedure
In Calendar, click the plus sign (+) by Lists in the navigation pane on the left (if is not already expanded), and then click Entries by Category .

Organize your calendar with category colors

You can assign category colors, so entries in a category appear in a different color on your calendar.

Procedure
  1. Click File > Preferences. (Notes Basic client users: Click File > Preferences > User Preferences; Macintosh OS X users: Click Notes > Preferences.)
  2. Click Calendar and To Do, select the Colors tab, and then select the Category Colors tab.
  3. Add categories and assign colors to them.

Calendar quick reference

This quick reference includes a screen image explaining the basics in Calendar, as well as tables listing other commonly-used tasks and shortcuts.

Screen image of product showing different areas of the screen highlighted

Table 65. Basics
Task Action

Open the calendar

Click the Open button, and then select Calendar.

Create a meeting or other calendar entry

From the calendar, click New > Meeting or another type of calendar entry.

Tip: Choose Event Announcement if you do not want to receive invitee responses in your email.
Table 66. Working with meetings
Task Action

Add or remove invitees from a meeting

Open the meeting invitation, and click Add invitees or Remove invitees.

Set or cancel an alarm for a meeting

  • To set an alarm, create or edit a calendar entry, and then click Notify me.
  • To cancel an alarm, open the calendar entry, clear the Notify me field, and the click Save and Close.

Reschedule, cancel, update, or confirm a meeting

  • To reschedule, cancel, or confirm, open the meeting, click Owner Actions and then click Reschedule, Cancel, or Confirm.
    Note: When you confirm a meeting, Notes sends an update to invitees with the most current meeting information.
  • To update a meeting and notify attendees, open the meeting, update it, and then click Save and Send Invitations.
Tip: If this is a repeating meeting and any invitees use non-Notes calendar applications, select Just this instance as non-Notes calendars might not support the other options.

Mark a meeting as free time in your schedule

  • If you are creating the meeting, select Mark Available.
  • If you are invited to the meeting, click Tentatively Accept.

Check invitee responses to a meeting

In your calendar, open the meeting, and click the Invitee Status tab at the bottom of the invitation.

Send a message to invitees

Open the meeting, click Owner Actions and then select Send Message to All Invitees, Send Message to Invitees Who Have Responded, or Send Message to Invitees Who Have Not Responded.

Encrypt a meeting

Create a meeting invitation, click Delivery Options, and then select Encrypt.

Propose a new meeting date or time

  1. Open the meeting invitaiton and click Respond > Propose New Time. If Propose New Time options do not display, then the meeting chair has disabled counter-proposals for this invitation.
  2. Click Check Schedules to check the free time schedules of meeting participants and see if they are available at the proposed time.
Note: To propose a new time for a repeating meeting, you must first accept the meeting. Then open your calendar, open an instance of the repeating meeting, and propose a new time for it.