Office of Converging Technologies - HelpDesk
Supporting the technology needs of the Queens College Community
Lotus Notes - Commonly Asked Questions

Lotus Notes Commonly Asked Questions

Answers to Lotus Notes Commonly Asked Questions

Lotus Notes is database-driven groupware, which allows gourps of people to share data and collaborate easily with one another. Some of the most common uses of Lotus Notes for the Queens College community include email, group calendaring, To-Do’s, and Instant Chat.

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The Client version is for your desktop machine at work. The Web version is for remote access from off campus.

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The disk space for your account is 500 megabytes (Mbs). This includes space for your email and space for your other data storage.

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You can send up to 25 Mbs per email, regardless of the number of files you attach per email.

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With your Lotus Notes Client open: → go to the Menu Bar on the top of the screen → Click on File Security User Security → type your current password in the prompt for authentication in order to Proceed → OK

Security Basics Your Login and Password Settings section

click on the Change Password button

→ type your current password one more time at the prompt

→ follow the guideline and create your new password → re-enter your new password to confirm → OK

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See the chart below as a reference to the commonly used icons:

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1. Archiving can free up space allocated to your account. When you have used up 400 Mbs of your Lotus Notes account quota, you will receive a warning. This is a good time to archive your Mail.

2. To see detailed steps on how to archive, please see the following file: HowtoArchiveYourMailDatabaseforNotes6.5.pdf

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1. While viewing your Mail Inbox, go to the Menu Bar on the top of the screen → Actions Tools

2. Alternatively, you can locate the Tools button among the buttons above the list of your incoming mail, as shown below.

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Mail threads are messages grouped with replies. Mail threads are useful when you need to view an entire conversation at once.

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If you just want to add a quick entry of a new contact's name and email address, try this: While viewing your Mail Inbox, go to the Menu Bar on the top of the screen Actions → Tools (Alternatively, you can locate the Tools button among the buttons above the list of your incoming mail, as shown below:)

→ Add Sender to Address Book enter new contact's information OK

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Go to the Address Book by clicking on the Address Book icon (see image on the left, circled in orange).

You can locate this icon on the far left of the Lotus Notes client screen.

click on the New button

Contact

 

a "New Contact" tab appears; enter details contact information here

→Save & Close

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Go to the Address Book by clicking on the Address Book icon (see image on the left, circled in orange).

You can locate this icon on the far left of the Lotus Notes client screen.

click on the New button

Group

 

Basics

enter a Group Name , Group Type ("Mail Only" is appropriate for distribution list), Category , and Description

enter Members by:

a. typing or pasting members' email addresses or

b. using the QC's Directory and/or your Address Book. To enter members this way, click on the icon right next to "members." Choose either QC's Directory or your Address Book, and then find contacts from the list. click OK

click on Save & Close button to finish creating a new Distribution/Group List

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You may need a group email account, or Strawman Email Account, when a group of people work together as an entity. Different group members can have access to the same email account at any time. The Strawman Email Account will be linked to each of the group member's Lotus Notes Email Account and is accessed via the user's Lotus Notes Client desktop icon, not via the Lotus Notes webmail access.

To apply for a group email account, please visit the OCT Help Desk located in DH-151 to fill out and submit a Strawman Email Account Request Form.

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48 hours.

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Press F1 on your keyboard for Help (Or, go to the menu bar on the top of the screen Help Context Help ) Search type in "Keyboard shortcuts" as keywords click on Search button There should be numerous results returned. Browse through the results to find the article most helpful to you.

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Preferences

Mail tab Letterhead sub-tab select a Letterhead of your choice

Note that:

•  you can preview the letterhead while selecting

•  the letterhead works only when you email people within the Queens College Lotus Notes community. If your recipient is outside this circle, he or she will not be able to view the letterhead you selected here.

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