Make sure that you protect your password and security question-and-answer information.

1. Log out when you are done reading your email.
2. After you log out, close the browser window. Closing the browser window, or manually clearing the browser cache, ensures that all session-specific information is cleared from the browser cache.
3. Do not write down or share your password. A system-generated one-time password has been set for you. You must log in at http://www.apps.na.collabserv.com (opens new window) and change this password before you can use your account.

Use the IBM SmartCloud iNotes profile to set up IMAP, CardDAV, and CalDAV in one operation on your iOS device. If you do not want to set up all three functions on your iOS device, you can set up email, contacts, or calendar individually. Refer to the help information provided in Configuring IMAP and POP access, Setting up a CardDAV account, and Setting up a CalDAV account.

1. Access the IBM SmartCloud iNotes profile in either of the following ways:
   • • Navigate to Preferences > iOS device set up.
     • Enter the URL or Quick Response (QR) code provided.
   • Access the link https://usw.mail.na.collabserv.com/mobile/dav (opens new window).

   If you have not logged in before, you must provide your SmartCloud for Social Business ID and password. This ID and password might be different from your SmartCloud iNotes ID and password.

2. On your iOS device, tap Log In. The IBM SmartCloud iNotes Apple iOS device setup - Set up your email, contacts and calendar on your Apple iOS device page is displayed. This page allows you to install a profile on your iOS device that provides access to:
   • Your email via IMAP
   • Your contacts via CardDAV
   • Your calendar via CalDAV
3. Select Start. Because the profile is not signed, you are prompted to confirm the installation by selecting Install > Install Now. If you have a password for your iOS device, enter that password to continue.
4. Enter your SmartCloud iNotes password 3 times to validate your access to the IMAP, CardDAV, and CalDAV accounts in the SmartCloud iNotes system. Select Next to continue.
5. When the installation is complete, select Done. The device setup page is again displayed. Exit to the main iOS menu to begin using your SmartCloud iNotes email, contacts, and calendar functions on your iOS device.

Setting contacts preferences helps you organize your contact information.

1. Navigate to Preferences.
2. Select Display under Contacts.
3. In the Contacts per page field, select the number of contacts that you want to view per page.
4. In the Name display order field, specify how you want to display contact name information.
5. Select Save.

You can add, edit, and delete personal contact information. You can have a maximum of 2000 personal contacts. Administrator privileges are required to add corporate contacts.

1. To add a contact:
   1. Navigate to Contacts.
   2. Select New contact.
   3. Enter a maximum of 255 characters for each of the following fields: Given Name, Surname, Job Title, Department, Company, Street, City, State/Region, Post code and Country. Some devices allow you to enter more than 255 characters in these fields. If you enter more than 255 characters in any of these fields, no error message is displayed but the contact information is not saved.
   4. Enter values in the E-mail and Phone fields. Values are needed in the Name and E-mail fields for user information to be available when using the type-ahead feature for searching.
   5. Optional: When adding information for the Notes field, enter a maximum of 65535 characters.
   6. Select Save to save the new contact. You are prompted to send a message, edit, or delete the contact information that you just added.
2. Optional: To edit contact information:
   1. Navigate to Contacts.
   2. Select the name or email address of the contact that you want to edit.
   3. Select Edit and enter your changes.
   4. Select Save.
3. Optional: To delete contact information:
   1. Navigate to Contacts.
   2. Select the check box for the contacts that you want to delete.
   3. Select Delete.
   4. Select OK. The contacts are permanently deleted from your contact list.

You can import personal contacts from a comma-separated value (csv) file, vCard (VCF) file or any file name without a file extension, for example, testfile. The import process accepts files that are 10 MB or less. You cannot update contacts listed in the corporate directory.

1. Navigate to Contacts > My contacts.
2. Select Import contacts.
3. Select Browse to navigate to the .csv or .vcf file that you used to store your contacts.
4. After you select the file, select Import.

If you have multiple vCard files that you want to use to import contact information, you can merge them into one .vcf file.

1. Copy all .vcf files that you plan to merge into the same directory.
2. Navigate to the directory where you stored the .vcf files.
3. Enter the following command: COPY *.vcf oneFile.vcf. Import the merged contact information in oneFile.vcf.

You can export personal contacts to a comma-separated value (csv) file or vCard (VCF) file. You cannot export contacts listed in the corporate directory.

1. Navigate to Contacts > My contacts.
2. Select Export contacts.
3. Select vCard or Comma Separated Value (.csv).
4. After you select the file format, select Export contacts.

Setting up a CardDAV server account allows you to access and share contact information with other applications. You can then synchronize your contact information with other users and between multiple devices.

Use personal groups to create distribution lists for calendar invitations and emails. The maximum number of personal groups for your account is 200. The maximum number of members in a personal group is 50.

1. Navigate to Contacts.
2. Select Groups > New group.
3. Enter a group name.
4. To add a group member, enter an email address in the Add member here field and then select Add member.
5. Optional: To remove a group member, click the X icon on the same row as the group member.
6. Click Save to save changes for a group. If you attempt to navigate to another page without saving your changes, a message is displayed that prompts you to save your changes.

You can search contact information in My contacts, Corporate directory, or All contacts.

1. Navigate to Contacts.
2. Select the set of contacts that you want to search.
3. Enter your search criteria in the search field. Find Contact is displayed in the search field before you enter your search criteria.

Setting up a Lightweight Directory Access Protocol (LDAP) directory connection allows you to query directory services and find contact information for other users on the internet or your corporate intranet.

1. Depending on your mail program, the steps required to set up an LDAP directory connection vary. Contact the customer support team for your email program for assistance.
2. When searching contact information using an LDAP directory connection, the given name and surname fields must not be empty, or errors might occur. Add at least one blank character to these fields if needed.

Setting email preferences helps you to organize, filter, and forward your email.

1. Navigate to Preferences.
2. Select Basics.
   1. Select Mail display to specify the number of emails to be displayed on each page and to specify the sorting option for your email: Newest at start or Newest at end.
   2. Select Reading to specify what happens when you move or delete an email; Go to the next message or Go back to original folder. Image blocking blocks external images in your incoming email. An external image is an image that a sender copies from a web browser and pastes into the email message text. Conversely, if the sender embeds an image in the email message text by copying it from the local computer or mobile device storage, then that image is not blocked.
   3. Select Sending to save a copy of all sent email. If you do not want to save all sent email, but want to keep a copy of some messages, use the bcc field to send a copy to yourself. You can also specify whether to include the email history when replying to an email.
   4. Use the mail server information displayed in the Mail server settings section to set up IMAP, POP, or SMTP authentication. Refer to Configuring IMAP and POP access for more information.
   5. Select Save.
3. Select Add address to specify an additional email address to use when sending email.
4. Select Spam settings to specify settings to manage unwanted email and email addresses.
5. Select Out-of-Office to specify an automatic reply to incoming messages while you are away. Refer to Sending Out-of-Office notification for more information.
6. Select Signature to specify information to be automatically added to the end of all email that you send. The maximum number of characters is 1000.
7. Select Forwarding to specify automatic forwarding of incoming email to another email account. Only one email account can be specified for forwarding email. A confirmation email is sent to the email address specified in the mail forwarding section, and a reminder email is sent to your IBM SmartCloud iNotes email address. To start the mail forwarding process, follow the instructions in the confirmation email. To disable mail forwarding, select No forwarding in the Forwarding window.
8. Select Rules to specify filtering rules to help manage your email more efficiently. Refer to Creating email filtering rules for more information.

To help organize email, you can add, rename, and delete folders. You can drag an individual email into a different folder.

1. Navigate to Mail.
2. Select Add a folder.
3. Enter a folder name, and select OK.

When you open an email with one or more attachments, a list of them is displayed in the email.

1. Navigate to Mail.
2. Select Inbox.
3. Select the email that you want to open. A list of attachments is displayed in the message.
   • To view an attachment in the email, select the attachment that you want to view.
   • To download an attachment, right-click the attachment and follow the instructions for your computer or mobile device.

You can send email from your contact list or from your Mail folder. If you send an email to a recipient who is not in your contact list, you are given the option to add the recipient to your contact list.

1. Select how to send an email:
   • Use contacts from your contact list:
     1. Navigate to Contacts.
     2. Select the contact list that contains the users to whom you want to send an email. Select the check box next to all contacts to whom you want to send an email.
     3. To send an email to a personal group, select Groups. On the Groups page, select the check boxes next to the groups that you want to include.
     4. Select Send message. The New message page is displayed. The email addresses of all users or group members that you selected are added into the To field.
   • Send an email directly from your Mail folder:
     1. Navigate to Mail.
     2. Select New message. The New message page is displayed.
     3. Enter the email addresses for all recipients in the To field.
2. Optional: Use the cc or bcc field to specify users or a group to whom you want to send a carbon copy or blind carbon copy of the email. You can enter the first few characters of the user or group name and select an item from the automated suggestion list. If you select a group, the email addresses of all group members are added into the cc or bcc field.
3. Optional: Select High priority to send the email as high priority.
4. Type the text for the email. For information about Known Issues with various browsers and the Rich Text Editor, refer to the Known Issues document on the wiki at (opens new window).
5. Optional: Select Find files to attach one or more files. A window is displayed that prompts you to find the file and upload it. If you experience a problem on your mobile device with the file attachment link using the default browser, then use a third-party browser, such as Chrome, to send the email with file attachments.
6. Optional: Select CTRL+P or the Print function in your browser to print the email before sending. If the message text exceeds the length of the default editing area, you must manually expand the vertical editing area in order to print all the message text. If your email content is wider than the editing area, for example, a very wide image, the content is truncated. The entire content is included when the email is sent.
7. Select Send.

You can activate a visual indicator, or flag, that reminds you to follow up on an email. Flags are for your personal use; other users cannot view your flags.

1. To flag an email, navigate to the folder that contains the messages that you want to flag.
2. Select the Flag icon next to each email that you want to flag. Or, you can flag or unflag multiple messages at the same time by using the message check boxes, and then selecting Flag or Remove flag from the More actions menu.
3. When reading an email, you can select the Flag icon next to the subject at the beginning of the message.
4. Optional: To clear the flag for a message, click the Flag icon again.

When you delete an email, the message is moved to the Trash folder. Deleted email is stored in the Trash folder until you permanently delete it.

1. Navigate to Trash.
2. Select the email that you want to restore.
3. Select More actions > Inbox.
4. Navigate to Inbox. Verify that the email was restored.

Setting calendar preferences allows you to specify the hours that you typically work on a business day and the starting day of your typical business week.

1. Navigate to Preferences.
2. Select Display under Calendar.
3. In the Business hours starting field, specify the start time of your business day.
4. In the Business hours duration field, specify the duration of your business day.
5. In the Weeks start with field, specify the first day of your business week.
6. Select Save.

You can create appointments, schedule meetings, and schedule all-day events.

1. Select Calendar > New Event.
2. Select the calendar that you want to use for this event.
3. In the Subject field, type the title of the event. Enter Subject text that describes the purpose of the event.
4. In the Date and time field, select the start date and time for the event. If the event spans the entire day, select All-day event. When creating an event on the day that daylight saving time starts or ends, event information, such as the duration, start time, and end time, might be displayed incorrectly in your calendar for that event. The incorrect information might be seen in the Day, Week, or Month view of your calendar. Information is displayed correctly when the event is opened.
5. In the Duration field, select the time duration of the event. If you specify a Duration that is less than 5 minutes, the start time of the event is not displayed on your calendar.
6. Optional: If you want the meeting to repeat:
   1. Select Repeat and specify details about the meeting, including the meeting frequency and when you want the meetings to end.
      • The number of meeting instances cannot exceed 1 K, or 1024, and the date range for all meeting instances cannot exceed 10 years. For example, if you schedule a meeting that repeats daily for three years, only the first 1024 instances of the meeting are scheduled.
      • After a repeating meeting is created, you can update and create exceptions for one or more instances of the repeating meeting.
      • Updates to some fields reset attendee status, which means that all users must respond to the updated meeting invitation if they want to attend. Refer to Editing a repeating meeting for more information.
   2. Select Done. The Repeat field now displays information about the meeting instances.
7. In the Invitees field, type email addresses for guests that you want to invite to the event. Separate each email address with a comma.
8. Select Show availability to check the availability of the users in the invitee list. The free and busy time for all users in your invitee list is displayed. The color brown indicates that the user is busy at the specified time and green indicates that the user is available.
9. Select Include Online Meeting link to include a link to your SmartCloud for Social Business online meeting room in the calendar invitation. You must be a subscribed SmartCloud Engage user to have this feature enabled. The length of your Description text must be short enough to allow for the length of your meeting link information. Otherwise, your meeting link is not included. In this case, you must shorten your Description text and then include your meeting link.
10. In the Location field, type the place where the event is held.
11. In the Description field, type the details of the event, including information for participants to use to dial in to the call. You can type up to 4096 characters for single-byte character sets. For double-byte character sets, the limit is 2048.
12. Select Save and send invitation.

When you receive a IBM SmartCloud iNotes calendar invitation, you can reply to the invitation or view information about the event from the email or from your calendar. If you respond to the original invitation with a Yes or Maybe, you can change your attendance status.

1. You can respond to an invitation that you receive from the originator of the event from either the Mail or Calendar tab.
   • To respond using Mail:
     1. Navigate to Mail.
     2. Select your Inbox folder.
     3. Open the email that contains the invitation. Schedule information for the event is displayed. You can select Event details for additional information about the event.

        If the invitation is for a repeating meeting, opening the email displays the details of the meeting.

     4. In the Will you attend? field, reply to the invitation by selecting Yes, No, or Maybe. A No response deletes the invitation and you cannot retrieve it. A Yes or Maybe response applies to all meeting instances.
   • To respond using Calendar:
     1. Navigate to Calendar.
     2. Select the title of the event and then select Event Details.
     3. If the invitation is for a repeating meeting:
        • Select Edit this instance to respond to only the specified instance of the repeating meeting.
        • Select Edit this instance and the following instances to respond to the specified instance and all future instances of the repeating meeting.
     4. In the Attendance section, reply to the invitation by selecting Yes, No, or Maybe. A No response deletes the invitation and you cannot retrieve it. A Yes or Maybe response removes the underline from the title text of the meeting. For a repeating meeting, the underline is removed from the title text for the meeting instances to which you are responding.
2. To respond to an invitation that was forwarded from another invitee, select Yes or Maybe and the event is added to your calendar. When you respond to an invitation that was forwarded to you, no response message is sent to the originator of the event.

You can edit the details of a scheduled event. Any changes that you make are automatically sent to all users on the invitee list.

1. Navigate to Calendar.
2. Select the calendar that contains the event for which you want to modify detail information.
3. When you locate the event on the calendar, the name of the event is a link. Select that link to edit the event.
4. Select Event Details.
   • If this meeting is not a repeating meeting, enter your changes in the Subject, Date and time, Duration, Invitees, Location, or Description fields.
   If you specify a Duration that is less than 5 minutes, the start time of the event is not displayed on your calendar.
   • If this meeting is a repeating meeting and you are updating one instance of the meeting:
     1. Select Edit this instance. The Repeat field is not displayed when you edit only one instance of the repeating meeting.
     2. Change the Subject, Invitees, Location, or Description fields. Changing these fields does not reset attendee status.
     3. Enter updates for the Date and time and Duration fields. Attendee status is reset and all users on the invitee list must again respond to confirm their attendance. If you specify a Duration that is less than 5 minutes, the start time of the event is not displayed on your calendar.
   • If this meeting is a repeating meeting and you are updating multiple instances of the meeting:
     1. Select Edit this instance and the following instances.
     2. Change the Subject, Invitees, Location, or Description fields. Changes in these fields are applied to the specified instance and all future instances of the repeating meeting. Changing these fields does not reset attendee status.
     3. Change the time or the Duration field. Changes in this information are applied to the specified instance and all future instances of the repeating meeting. Attendee status is reset and all users on the invitee list must again respond to confirm their attendance.
5. Select Include Online Meeting link to include a link to your SmartCloud for Social Business online meeting room in the calendar invitation. You must be a subscribed SmartCloud Engage user to have this feature enabled. The length of your Description text must be short enough to allow for the length of your meeting link information. Otherwise, your meeting link is not included. In this case, you must shorten your Description text and then include your meeting link.
6. When you complete your updates, select Save and send invitation. All users on the invitee list are sent an updated meeting notice.