Lotus Notes Tips

1. From your main inbox, click on tools, then preferences
2. When the preference window with options pops up click on the tab called signature
3. If you always want your signature file added, check the box that says "Automatically append….".

If you don't always want it, don't click that box, and see note below on how to add it when you want it.
4. Usually in the next "Use" option you'll want to select text not HTML.
5. In the white box is where you will type in your signature text of name, title, whatever.  It’s a good idea to leave a blank line before you put anything there, to give you some space between the body and the signature.  After it’s the way you want it, click on OK

1. Go to where you want your signature to be placed.
2. Click on the Tools option in the upper right corner and then select "Insert signature"
3. If you click "OK" on the next screen, it will place the signature you created in the spot where your cursor was at.

1. If you click on the triangle on the right side of the "Who", "Date" or "Size" button, it will resort your inbox by that variable.  The Date variable toggles back and forth between showing newest messages first or oldest messages.

Using Folders  Folders are nice for emails you want to save but don't want cluttering up your main inbox

To create a folder

1. From your main inbox screen, choose the option in the green header called "Folders", then the "Create" option.
2. In the box under  "Folder Name" change "untitled" to the name you want, then click on OK
3. When back at your main inbox, you can then drag one or several emails into the folder you want to save them in
4. You can create subfolders inside other folders as well, by selecting a folder you already have.

To rename, move or delete a folder

1. From you main inbox view, goto and highlight that folder
2. Then at the top menu line Choose "Actions" then  "Folder Options", then choose the option you want.

1. Delete Email that is no longer needed.
2. Detach files that you will need in the future to appropriate folders on your local hard drive. Then delete the Email. For example detach that important Word document to an appropriate Word folder for use in that system later. 
Tips to help with the process:
-On the left side, click on the option "All documents". This will show you mail in all folders, as well as your sent mail. Then click on the "Size" option above the email to sort by size. Delete or save those large files first (they probably contain attachements).  
-Sort your Email by Who and delete emails that you receive on an ongoing basis that is no longer relevant, the ones about events that are past, the ones about meals past, the ones about group absence and etc.
-Sort your email by Date, then remove old email that is no longer relevant.
-Delete email on a day to day basis, it's much easier than waiting to go through it later.
-Save attachments to appropriate locations on your hard drive as you receive them. Then delete the email.
-Detach pictures to a picture folder.
-If you have family pictures on the system, save them to your hard drive and then to some sort of media to take home.  Unfortunately, we don't have space to hold everyone's personal pictures on our servers.  Again, call us if you need help copying to a CD, not everyone has a CD burner, we will be glad to help you with this.
 

• To save phots that come as attachements that are at the end of your email message, do a "right click" on the image attachment and you will then see an option to "save" or "save all".  When you do a left click to select the option you want, you will then get a directory window and you can choose where to save it at.
• To save photos that are inside the body of your email, 
• go into message edit mode by clicking on the toolbar -  Actions, Edit Document
• then double-click in the body of the message
• after that you can right-click on each picture to copy the image, and paste elsewhere
  

You can use mail rules to have Notes act automatically on new messages you receive that meet certain conditions. For example, you could create a rule that checks for messages from a certain sender or that contain a certain subject and have Notes automatically move the messages to a certain folder.  This is good to have what looks like junk mail sent to a junk mail folder, or just have it automatically deleted.
To create a rule

1.   Open your mail database and click the Rules folder on the left side of the LN screen. Not on the far left but in the column under your Inbox icon.
2.   Click "New Rule."
3.   Under "Specify Conditions," select a part of messages to check (such as "sender" or "subject"), select a state (such as "contains" or "is"), and type the criteria to check for (such as the name of a certain person or a certain word).
4.   Click Add.
5.   Under "Specify Actions," select "move to folder," "copy to folder," "change importance to," or "delete."
6.   Click "Add Action." and then "OK".

To change fonts with your keyboard
Some of these are available via buttons on top
Select the text and use the keyboard combinations in the following table to format your document.
Format option                      Keyboard combination
Italicize text                               CTRL+I
Bold text                                   CTRL+B
Underline text                            CTRL+U
Return text to normal                 CTRL+T
Enlarge text one point size          F2
Reduce text one point size          SHIFT+F2

To add a person's name to your personal address book who is off campus

To add a person who sent you an email:

• Select their message
• Click Tools and choose "Add Sender to Address Book."

Check the information Notes displays about the person and click OK.

• Open your address book (icon on left side of screen) and click "Add Contact."
•  Specify the person's name under Names.
•  Type the person's mail address in the "E-mail address" field. Click the button to the left of the field to select the type of mail the person uses.

• Open your address book (icon on left side of screen) and switch to the Groups view.
• Click "Add Mailing List."
• Type a name in the Group name field.
• If you want you can type a brief description in the Description field.
• Click on the "Members" option.  Select names from an address book and click on the "Add" button.  For new off campus people who aren't in an address book, click on new and type in their email address
• Click OK when done adding everyone, then "Save and Close" at the next window

In Lotus Notes if you have an email selected in your inbox or are reading it, and you click on the delete icon, it puts that email in your trash folder, but it also leaves a copy in your inbox.  When you exit Lotus Notes it asks you if you want to empty your trash.
I think a better option is to drag the email you wish to delete (or you can select multiple emails with the check mark) and put them into your trash folder.  Then they don't clutter up your inbox.   And as long as you don't delete your trash right away, you can still go back and read something if you decide you need to.  If you get tired of it asking if you want to delete your trash each time you exit Lotus Notes, you can change that preference.  To do that:

1. From your main inbox page, select the File menu in the upper left
2. Then select "Preferences" and then "User preferences"
3. Then under the option window called "Empty Trash folder", change that to "Manually", and click OK
4. Then you can go in your trash folder every so often and click on the "Empty Trash" option.

Accessing your Lotus Notes from the web

 
1. Click on or type in this URL

www.hesston.edu/mail
and enter your user name and password
2. While this is the same email account that you access on campus, when you access your email from the web (ie. from some location other than your desk PC) it will still require the original password you were given, until you change it if you want to..

Problems with Web E-Mail (some buttons not showing)

Information from I.T. Department

A number of you have experienced problems getting the upper buttons to show when you check your E-Mail in your rooms or from off-campus computers.  If you don't see the "New Memo", "Reply", "Forward", etc. buttons, it probably means the version of Java on your computer doesn't match what our E-Mail system is expecting.  There are several options to fix this; some may work for some people but not others so try each one in order, trying your E-Mail again after each one.

1. If you have multiple web browsers installed on your computer, make sure you try it in the other ones first.  Firefox is an excellent web browser and recommended to use instead of Internet Explorer (which has numerous security issues making it easier to get spyware and viruses).  You can download Firefox from mozilla.org .  Other web browsers you may have that are worth trying are Netscape or Opera.
2. Download the newest Java by going to java.com and following the links to download it.  After downloading it, make sure you install it and restart your computer before trying your E-Mail again.
3. If the above fail, the one web browser we know works all the time with our E-Mail system is the old Netscape 4.7x or 4.8.  You can download it here (choose the Base Install, and note that the 95/98/NT version DOES work in Windows 2000 and XP).  When you install it and run it, tell it NOT to be the default web browser when it asks and use it only to check your Hesston College E-Mail -- continue using your favorite web browser for all other Internet pages.
   

Changing your email leaderhead

1. From your main inbox view, click on the "Tools" option on the far right
2. Then select "preferences", then the "letterhead" tab
3. Click on the various options named and get a preview of what it looks like, then select the one you like

Spell Check
I'm a bad spellar.   So I like LN to spell check automatically.   While it slows down the message sending, it can reduce errors that make you look dumb.   And when the spell check window comes up, you can always click on the "Send as is" button.
To make it automatically check your spelling:

1. From your main inbox view, click on the "Tools" option on the far right side of your major options
2. Click on preferences , then the "basics" tab
3. On the bottom of that page you can click the box to automatically do spell check.

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