Lotus Notes

Before you begin this installation…

 **Client Support recommends that all users install Notes 8 Basic. There’s another version – Notes 8 Standard ‐ but this version uses more of your computer resources

Do you meet the minimum system requirements for Notes 8 Basic?
Operating System - Leopard Macintosh Supported versions

• Macintosh OS X 10.5.5 or later

Processors

•  Intel, PPC

RAM

• 512 MB minimum
• 1 GB or more strongly recommended

Disk space

• Install directory (/Applications) - 1 GB or more recommended

Video

•  32 MB video RAM or more recommended

Monitors

•  Color monitor required, 256 colors or greater
• 1024x768 screen resolution minimum

Protocols

• TCP/IP (includes IPv6)

Do you have a Lotus Notes account?
If you do not have a Lotus Notes account you can request one by logging onto https://adam.cc.sunysb.edu. After you have been notified by the Computer Accounts office that your account has been set up, go to the same website to download your ID file to your desktop, MySBfiles folder, CD or flash drive.

Keep a copy of your ID file in a secure place as backup. Your MySBfiles folder is the perfect place to store it.
If you are going to install Notes at home or on another remote computer be sure to take the copy of your ID file with you.

Step 1: Download the Software

You can download the software from Softweb at http://it.stonybrook.edu/software/catalog or a CD containing Lotus Notes and other software can also be purchased from the Seawolves Market for a nominal charge

• Under the heading Email & Telnet select Lotus Notes

• Select Version 8.5 Basic – Mac OS X

• Save the Notes download file to your desktop

Note: If you are using Safari as your web browser, you must open Safari Preferences and uncheck the box Open “safe” files after downloading, before attempting to download the Notes file.

The resultant file will have an .dmg suffix and will be similar to this.

Double-click the file icon on your desktop to mount the disk image containing the Lotus Notes installer.

Step 2: Install Lotus Notes

Double-click the Install Lotus Notes icon.

Click Continue

Click Continue

Click Continue

Click Continue

Click Agree

Click on your hard drive and click Continue

Click Continue

Click Install

The entry in the Name field will be the user currently logged on. Enter the Administrator password for your mac and click OK.

Click Close to complete the installation

Locate the Lotus Notes application icon
Your hard drive > Applications >Lotus Notes

Drag it to your Dock to create a Dock alias

Step 3: Establish a Network Connection

If you are on a broadband network (i.e., your office, cable modem, DSL), be sure that your network connection is in place and properly functioning (it's functioning if you can access the internet).

If your location has a dialup connection to the Internet, you must establish the dial-up connection before continuing with the Lotus Notes setup.

Step 4: Launch Notes for the First Time

Click New Setup

Click Next

In the Your name box enter your first and last name, as listed inthe SUNYSB Address Book. In the Domino server name box, enter notes.cc.sunysb.edu. Make sure that I want to connect to a Domino Server is checked.

Click Next.

If your ID file is on a CD or other external media, insert it now.

Click the Browse button

Locate your ID file (yourname.id) and click Open.

Now you will see the path to your ID file in the File name field

Click Next

Click Yes to save your ID file in the Notes data directory on your Mac

Enter your Notes password

Click OK

Uncheck the box next to Setup instant messaging

Click Next

Make sure that no items on this page are checked. Click Next.

Click OK

Click Use the Default

Click the Mail icon to open your Mail database

Click the Window Close button to close this window (it's located in the upper left corner of the window)

Once the Inbox is visible, click the Actions menu and choose Improve Security

In order to ensure that you can correctly send Microsoft Word attachments to others who may not be using Lotus Notes, it is necessary to change several settings in your Lotus Notes Office Location Document. This step will explain how to make the changes.

On the Notes status bar, in the lower right corner of the screen, click the arrow in the button labeled Online.

Select Edit Current

This is your Location document

Click the Mail tab

In the Format for messages addressed to internet addresses field change MIME Format to Notes Rich Text Format

Click the Advanced Tab

Click the MIME tab

Change Outbound Mac attachment conversion to AppleDouble (Base64 only)

Click the Internet Browser tab

Safari is the default browser. To select a different browser, click the drop down arrow

Select Other, Click OK

Choose the browser from your list of Applications

Click Select

Click Save & Close to save these settings.

**Important**

Lotus Notes calendar databases do not have an equivalent in Google Apps for Education. It is recommended that users first create a Google calendar and then manually migrate the calendar entries from Lotus Notes to Google.

To Create a Google Calendar:

1. Go to Calendar

2. Click on the down arrow next to My Calendars and select Create New Calendar

3. Give the calendar:

• a Calendar Name (required), Description (optional), Location (optional)
• set Country to US, Time Zone to Eastern

4. Share the calendar with Others. You have options:

• Make the calendar public only if you want to share it with everyone on the Internet. The people on the Internet will only have the option to See free/busy (hide details).
• Share the calendar with everyone in the Stony Brook University organization. If you choose “See all event details” everyone at Stony Brook will be able to book and see all event details. If you choose “See only free/busy (hide details)” everyone at Stony Brook can see the free/busy information, but will not be able to book. 

5. Share with Specific People. Options include:

• See all event details
• Make changes to events
• Make changes and manage sharing

*** It is highly recommended that if the calendar is to be used for a department, then at least two people should have the ability to make changes and manage sharing. If this is not done the department runs the risk of losing all calendar information when the last manager leaves the University and is removed from Google Apps for Education.***

6. When you are finished, click the Create Calendar button

 To Migrate Lotus Notes Calendar Database Entries:

1. Open up the Lotus Notes calendar

2. Go to the Lists, Calendar Entries view

3. Select the entries you want to migrate

4. From the menu bar, go to File > Export, Save as type: Calendar File (.ics) and give the file a name 

5. Export Selected Documents (or all documents if you want to export all calendar entries)

6. Go to your Google Calendar. Click the drop-down arrow next to My calendars and select Settings

7. Click the Import Calendar link.

8. Choose the file you created in Step 4 above, and choose your calendar, then import.

Lotus Notes - How to Uninstall Lotus Notes

You may need administrative rights on your computer to do this.

Remove the Program

• Click Start on your taskbar
• Select Control Panel
• From the Control Panel window, double click on Add/Remove Programs

• Scroll down to select Lotus Notes
• Click Remove
• Click Yes

An uninstall shield will launch and begin removing the program from your computer. It may bring up a "Removed Shared File?" dialog box. Answer this box by clicking "Yes to All."Another "Remove Shared File?" dialog box may appear. Click Yes. The uninstall shield will complete the operation and tell you that some elements could not be removed. Click OK.

Search for the Lotus Folder and Delete It

• Click Start on your task bar
• Select Search

• Click All files and folders
• Type the word Lotus in the file name field
• Be sure that the Look in location is set to the drive where your Lotus Notes application was installed
• Click Search

• Right click on the Lotus folder and select Delete

Close this window.

Send an email (from your Lotus Notes account) to the Computer Accounts Office at caccount@notes.cc.sunysb.edu requesting your account be closed.

You should keep a back-up copy of your Lotus Notes ID file. You may need it if your computer crashes or if you move to another computer. Every time you change your password, you must save the ID file again.

Go into My Computer > C: Drive > Lotus > Notes > Data

Locate your ID file ( yourname.id ) and copy the file to your MySBfiles folder, a CD or external device (external hard drive, jump drive).

Stony Brook University supports Lotus Notes on the BlackBerry. Built on an always-connected framework, BlackBerry Push Technology sends (or pushes) Lotus Notes e-mail messages directly to a BlackBerry wireless device, without the need to synchronize the device with a computer.

Getting Started

• New BlackBerry purchases or upgrades, either by an employee or by a department, must go through the University's Procurement Office. The Procurement Office obtains the best pricing from an approved service provider (Verizon, Sprint, Nextel, T-Mobile, Cingular, etc.). An activated BlackBerry Enterprise Data Plan must be ordered through the service provider.

• To use Lotus Notes on a BlackBerry, a BlackBerry Enterprise Server (BES) license may be purchased from Telecommunications and Networking (TeLNeT), or users may choose to pay for NotifySync , a service that two-way synchronizes mail, calendar and contacts to the BlackBerry device. To purchase a BES license, send an e-mail to TeLNet that includes the account number to be charged. The cost of the license is $78 for the first year and $25 for annual renewals. NotifySync costs $60 for the first year and $25 for annual renewals and does not require a P.O. (purchase order).

• If the BES license is chosen, the device must be activated on the BES server . Client Support assists West Campus users in activating the device on the BES server, while the TeLNeT Service Desk assists Stony Brook University Medical Center and Health Sciences Center (East Campus) users. The TeLNeT Service Desk can be reached at (631) 632-8568.
• If the NotifySync option is chosen, installation instructions for NotifySync are provided online. Client Support can help clarify these instructions if needed.

Support

Client Support provides technical support for BlackBerry devices on West Campus that are used for University business. Client Support can be reached at (631) 632-9800.

Stony Brook University Medical Center and Health Sciences Center (East Campus) users can direct their BlackBerry questions to the TeLNeT Service Desk at (631) 632-8568.

Faculty and staff can request a Lotus Notes account online and download the Lotus Notes software from Softweb.

• Once the form is submitted, the Computer Accounts Office will process your request. You will be contacted when the account has been set up and your ID file has been generated.
• Once your account has been set up, you must copy your ID file. You will need your ID file to install Lotus Notes.

Student staff need to bring their student ID card to one of the following SINC Sites to use the Account Request Terminal:

• Main Library, Room S1460, Phone: (631) 632-9602
• Student Union, Room 080 (Basement), Phone: (631) 632-1673
• Computing Center, Room 138, Phone: (631) 632-8039
• HSC Library, 3rd floor, Phone: (631) 444-3502

Your Lotus Notes account will be ready within 24 hours at which point you can download your ID file and set up Lotus Notes.

Your Contacts file (names.nsf) is stored on your computer's hard drive. You can synchronize this file so that a copy is stored on the server and you can access it from Notes on the Web or with certain mobile devices.

First, enable it in your Preferences:

• Open Contacts
• Click the More action and choose Preferences

• Select the option Enable "Sychronize Contacts" on the Replicator
• Click OK

Next, enable it in Replication:

• Open the Replication view (click the icon on the Bookmark bar or click the Open button and choose Replication )

• Click the Enable checkbox next to Synchronize Contacts
• Click the Schedule button and choose Set Replication Schedule

Last, set up a schedule for replication:

How often you replicate your Contacts will depend upon how often you update them. For instance, if you add/remove/edit your Contacts or Groups everyday then you should schedule replication for everyday and you may even want to set repeat options throughout each day.

• Under Normal priority replication schedule select the days of the week, times and repeat options (minutes)
• Or, under Other replication triggers select Replicate when I start the client and Replicate when I shut down the client
• Click OK

Advantages of iNotes

• Quickly and easily read and compose e-mail messages
• View your daily, weekly, or monthly calendars and quickly schedule meetings and appointments
• Maintain and access contacts through a simplified view and sorted lists

Limitations of iNotes

• iNotes does not include event notifications to remind you of meetings on your calendar.
• Lotus Notes 8.5 is required and Mac users need to be running Mac OS 10.5x (Leopard) with either an Intel or PPC processor in order to run Notes 8.5. If you do not meet these hardware and software requirements, you will need to have your mail template upgraded to version 8.X by the Campus Notes Administrators in order to access Notes e-mail from an iPhone or iPod touch.
• Mac users who cannot upgrade from Notes 7.0.3 to 8.5 will lose the ability to modify preferences and set the Out of Office agent via the Notes client once the campus Notes administrators upgrade their mail template.

How to Set it Up

• Instructions for connecting to iNotes on an iPhone, iPad or iPod touch (.pdf)

Open your Lotus Notes Calendar.

• Click the New action and select Meeting
• Select Event Announcement if you want to send this invitation to a large group and they are not required to respond.

Complete the Calendar Entry Form and then click Save and Send Invitations . The meeting invitation is sent to the invitees Inbox and the meeting is added to your Calendar identified by the meeting icon.

Manage Your Meetings

• Go to your Calendar and select the meeting that you are the Chair of
• Click Owner Actions and select an action

The invitees will be notified of the action:

• If the meeting is rescheduled , the invitees are required to respond again.
• If the meeting is canceled , it will be removed from your Calendar as well as the invitees who have accepted your invitation.
• Confirm will send an email confirmation addressed to all invitees.
• View Invitee Status action displays a list of invitees and their responses.
• Send a Message will generate an email to invitees (i.e., you use this to send the meeting agenda).

Remove Invitees

You can remove invitees after the invitation was sent.

• Double click the meeting on your Calendar to open it

Add Invitees

You can add additional invitees after the meeting invitation has been sent.

• Double click the meeting on your Calendar to open it

To find out which version of Lotus Notes you have, open Notes and click Help > About IBM Lotus Notes .

A screen similar to this will appear. Press ESC to close out.

• If you forgot your Lotus Notes client password, e-mail the Computer Accounts Office or call (631) 632-8011.

• If you forgot your Lotus Notes Internet Password (the one you use to access Notes over the Web) you should try to change it first. If this does not work, you can e-mail the Computer Accounts Office or call (631) 632-8011.

If you suspect that someone else has access to your Lotus Notes client password, you should change it.

• Instructions for Changing your Lotus Notes Password

Lotus Notes - Installation

Once you have your Lotus Notes account information you can install the software on your computer. If you do not have administrative rights on your computer you will have to contact your department's technical support person, Client Support (if you are on West Campus), or the UHMC Help Desk (if you are on East Campus) to get Lotus Notes installed.

Be sure to read through the Lotus Notes system requirements before installing the software to make sure it will be compatible with your computer. Client Support recommends that all users install Notes 8 Basic because Notes 8 Standard uses more of your computer resources.

The software is available for download from Softweb.

• Install Notes on a PC
• Install Notes (version 8.5) on a MAC OS X 10.5 and up with Leopard
• Install Notes (version 7) on a MAC OSX v10.4.2 and up WITHOUT Leopard
• Install Notes (version 6) on a MAC OS 9
• How to Uninstall Lotus Notes on a PC

Upgrade

If you are an existing Lotus Notes user we recommend that you always have the latest version of the software installed on your computer because each new version includes the latest fixes for known issues.

• Upgrade to the latest version of Lotus Notes on a PC
• Update to the latest version of Lotus notes on a MAC
• Note : Mac users must be at Notes 7.0.3 before upgrading to Notes 8.5

What Version?

To find out which version of Lotus Notes you have, open Notes and click Help > About Notes . A screen similar to this will appear. Press ESC to close out.

Lotus Notes Traveler 8.5.2.2 is a full, cross-platform software release that includes new capabilities for all supported mobile devices including devices running the Android 2.x and 3.x operating systems, on both phones and tablets.

1. Open up the Web browser and go to https://notes.cc.sunysb.edu/servlet/traveler.

2. Type in your Lotus Notes ID in the Username field and Lotus Notes Password in the Password field. Click Access Server.

3. Click on Configure your Android and the Lotus Notes Traveler software will download and install on your device. (Notice the download icon at the top left of your screen.) 

4. Once the download has installed, go to your Applications by pressing HOME icon  and then the Applications icon .

5. Scroll down to Lotus Installer and click on it to run it.

6. Press Agree on the Lotus Installer Terms of Agreement.

7. Click Next to continue.

8. Enter in the server address as notes.cc.sunysb.edu and enter in your Lotus Notes username and password and then press Next.

9. Lotus Installer will connect and install on your device.

10. You will be prompted about the requirements for the program. Press Install and the application will begin installing.

11. When the installation completes, press Open to open the program.

12. You will need to activate the device administrator. Press Activate.

13. Lotus Traveler will now configure the options for your Mail, Calendar and Contacts and lets you decide where to store the data. Configure the options you like and press Finish.

14. Your settings will configure and Lotus Traveler will be operational. Press OK to finish.

15. The Lotus applications will now be installed and available through the Applications menu.

16. Press on Lotus Mail to view your inbox.

17. If your inbox does not have any data, click on Menu and choose Sync Now.

18. By default, only your inbox is synchronized. To add additional folders, click on Menu > Show Folders and choose Sent.

19. Your Sent items are not subscribed, so you need to add them. Click on Menu > Subscribe.

20. The folder will then sync with the server and download any messages.

21. To send a new message, click on Menu and choose Compose.

22. Type your message and add the e-mail address. To send the message, click on Menu and choose Send.

Other Lotus Traveler Applications

Lotus Calendar - allows you to access your meetings and appointments.

Lotus Lookup to look up users in

Lotus Notes Lotus Traveler checks the status of your connection to the server and software.

Lotus Installer is the version of Lotus Traveler software installed.

Click Here To View Video Demonstration

You can only view or edit someone elses Calendar if theyve given you access to do so.

Basic Configuration

• From your Calendar click the More action and select Open Persons Calendar

The Calendar opens in a new window. If this is a Calendar that you access on a regular basis, you should create a shortcut to it on the Bookmark Bar.

• Drag and drop the window tab directly on the Bookmark Bar or into your Favorite Bookmarks folder.
• To close the Calendar click the X in the window tab.

Standard Configuration

• Click Add a Calendar under Show Calendars

• Select Notes users calendar
• Type the persons first name and last name
• Choose display options (this is helpful when you overlay this Calendar onto your own Calendar)
• Click OK

You will see the Calendar listed in the Show Calendars view:

• Click to select the Calendar(s) that you want displayed
• You can have entries from more than one Calendar displayed at the same time. For instance, you can have someone elses Calendar displayed along with your entries on your Calendar.
• Click again to deselect the Calendar(s) that you do not want displayed.

If you prefer to open this Calendar separately in a new window tab:

• Right click it and choose Open in New Tab

Working in Someone Elses Calendar

Once you are in someone elses Calendar you can view entries and, depending on the level of access that youve been given, you may even be able to create entries, edit entries and delete entries.

When you send a meeting invitation from a Calendar other than your own, that person will be listed as the Chair of the meeting and your name will be displayed in the Sent By field:

When youve been given access to someone elses Calendar you also have access to their To Dos and you can view their Mail entries related to meetings (i.e., responses from invitees, invitations to a meeting, etc.).

While in the other persons Calendar click the drop down arrow in the Calendar header and choose Switch to To Do or Switch to Mail .

In an effort to organize all of the emails that you receive, you can create mail folders to store them in. One email can be stored in multiple folders.

Create a New Mail Folder

• From your Inbox click the Folder action button and select Create Folder

• Type the name of the folder
• Click OK and a new folder will be created at the first level in the navigation pane

• Or, if the new folder is going to be a subfolder, select the existing folder that you want to make it a subfolder under
• Click OK

Move Mail into Folders

• Open the message or select it in the View Pane

• Click the Folder action button and select Move to Folder . The Move to Folder dialog box opens. If you need to create a new folder at this point, you can click the Create New Folder button.

• Select the folder that you want to move the message to by clicking it.
• Click the Move button to remove the message from the existing location and move it to the selected folder.
• Or, click Add to leave the message in the existing location and add it to the selected folder.

If you are in the Sent and All Documents view you will only have the Add option. Move is not an option in these views.

You can select multiple messages and then move them all to a folder at once.
A quick way to move/add a message from one folder to another folder is to select the message and drag it to the folder in the Navigation Pane.

Send and File

• When you send an email click Send and File instead of Send

• Select the folder that you want to file the message in
• Click OK and the message will be added to the selected folder. By default the message will also be stored in the Sent view and the All Documents view.

How to Tell What Folder(s) the Document is Stored In

The All Documents view includes a Folder column showing all of the mail folders the document is stored in. A document can be stored in more than one folder.

Another way to see the folder information is to:

• Select a document
• Click the Folder action
• Select Discover Folders

Delete Messages From a Folder

When you delete a message from a folder you delete it from the entire Mail database including every folder that it was stored in!

• Select the message (or messages)
• Click the DELETE action button or right click and choose Delete

The message will be moved to the Trash folder and will remain there for 48 hours . While its in the Trash you can restore it or permanently delete it.

Remove Messages From a Folder

If you want to remove a message from one specific folder and leave it in the other folders that it appears in you must remove it NOT delete it. You cannot remove messages from the All Documents or Sent views.

• Select the message (or messages)
• Click the Folder action button and select Remove from Folder

The message will be removed from that folder only.

How to Rename a Folder

• Right click the folder in the Navigation Pane
• Choose Rename
• Enter the new name in the dialog box and click OK

How to delete a folder from the Navigation Pane

When you no longer have use for a folder you should delete it from the Navigation Pane :

• Right click the folder in the Navigation Pane
• Choose Remove Folder

The folder will be deleted from the Navigation Pane . The messages that were in the folder can still be found in the All Documents view.

Tips for Managing Mail So You Don't Go Over Quota

All Lotus Notes users have a specific amount of space allocated to them on the server to store mail documents. This includes messages that you send and receive, stationery that you create, and all calendar and to do entries.

Going over your mail quota can lead to unpredictable results when you send and receive mail and you will be prevented from performing some tasks such as forwarding and saving. If you do not correct this situation, eventually you WILL NOT BE ABLE TO ACCESS YOUR E-MAIL AT ALL .

That is why it's important for you to continually manage your mail:

• Delete messages that you don't need
• Archive documents that you may want to access later
• Remove attachments from e-mails that you save

All three of these will free up space and improve the performance of your mail.

Determining How Much Disk Space You Have Available

Click Actions > Display Quota

Current size indicates the current size of your mail database

Quota size indicates how much disk space you've been allocated on the server

Warning threshold indicates when you will begin receiving quota warning messages from the Notes Administrators.

When you Reply with History or Reply to All with History you can type your comments directly in the text of the original message. To make your comments stand out, use the Permanent Pen.

First, you have to set your permanent pen style:

• Type your reply
• Select the text and change the font color and make it bold
• With the text selected, click the Text menu, choose Permanent Pen > Set Permanent Pen Style

Now anytime you want to use Permanent Pen to reply just click the Text menu, choose Permanent Pen > Use Permanent Pen and start typing.

You can install Notes on a USB flash drive, plug the device into any PC and run the Notes Client without the usual install and setup. The advantages of using this are:

• The Notes Client with your ID file can be carried with you around campus or around the world.
• It allows you to use the Notes Client instead of the web interface.
• You can access other Notes databases (your bookmarks).
• It works on machines that may have limited user rights to.
• It uninstalls itself when you are done.

Caveats:

• The flash drive should be a USB 2 device
• The flash drive should be 512 MB or larger.
• The bookmarked databases and Contacts List that you copy to the flash drive are not updated as they reside on your PC not the Notes server. You can always re-copy or set up some sync-ing of these files.
• This install will put some files on the root level of you USB drive (file names beginning with LotusNotes and autorun ). Do not delete these files! They are needed for the autorun function. You can move them into a folder if you prefer.
• If this is an upgrade, you will go through the setup process again, but your bookmarked databases and Contacts List will remain. You might want to re-copy them just to get the latest copies.

Download the Installation Files from Softweb

• Go to Softweb (softweb.cc.sunysb.edu) and log in using your NetID.
• Under the Email and Telnet heading click Lotus Notes.
• Click the Direct Download link next to Portable Notes . This file is a self extracting zip file.

Save it to your desktop.
This will take a few minutes.

Copy Files to Your USB Flash Drive

• Insert the flash drive and remember the drive letter assigned to it (the drive letter will be dynamic depending on the number of drives on the computer you plug into).
• Double click the file that you saved to your desktop: 
• Change the drive letter in the Extract to box to the drive letter of your USB drive (i.e., E:\\).

Click Extract . This will take a few minutes to complete.

• ? On your computer go to your C:\\Lotus\\Notes\\Data folder and copy the following files:
  • Your ID file (yourname.id)
  • Your Contacts (names.nsf)
  • Your Bookmarks (bookmark.nsf)
  • Your Desktop (desktopx.ndk)
• Paste the files in the Program Files\\IBM\\Lotus\\Notes\\Data folder on your USB drive. They will replace the default files that are already there.

You now have a working installation of Notes on your USB flash drive. To launch Notes on any computer:

• Plug in your USB flash drive
• Double click the autorun.exe file

Configure Notes

The first time Notes starts up there are configuration settings that need to be completed.

Select Online.
Click OK.

Click Next.

Enter your name.
In the Domino server field type notes.cc.sunysb.edu . Notes will find your name in the public name and address book and use this information to set up this Notes Client.
Click Next.

On your USB flash drive go to Program Files\\IBM\\Lotus\\Notes\\Data and find your ID File (yourname.id)
Click Open.

Click Next.

Enter your Notes password.
Click Log In.

If prompted, choose Online as the Location.

If you use Sametime instant messaging, enter the name of the instant messaging server (noteslim1.cc.sunysb.edu/DoIT)
If not then uncheck the Setup instant messaging box.
Click Next.

Do not select anything.
Click Next.
Click Finish.

Click OK.

Launch Notes

Each time you want to use the Notes Client:

• Plug in your USB flash drive
• Double click the autorun.exe file

Trouble Shooting

• If it the client cannot find the Notes server, make sure the Location document is set to Online in the lower right corner of the Notes Client screen.
• If you do not copy your names.nsf database to the USB drive, you may have to go through some set up screens for the location document creation.
•   If you do not want Notes to autorun, just rename the autorun.ini so that it will not be found.

Configure Notes to Run Automatically

If you would like Notes to run automatically when you insert the USB flash drive into any computer you must configure the following:

• Open Contacts
• Click Advanced > Connections
• If there is no connection for Notes/DoIT , click on New > Server Connection
• On the Basics tab type Notes/DoIT for Server Name and check TCPIP
• Go to the Advanced tab and type notes.cc.sunysb.edu for the Destination server address.
• Click Save and Close

This install will run Notes automatically. It may also ask you what to do with the files it found on the USB flash drive. If you want to just autorun Notes and nothing else, go to My Computer , right click on the USB drive and select Properties . Select take no action for each file type.

• From the Home page, click the Mail icon to access your Inbox .

Or, from any view you can click the Mail icon on the Bookmark Bar (Basic Configuration) or the docked Open List (Standard Configuration).

Messages that you receive arrive in your Inbox.

Navigate through the Inbox:

To navigate to the next unread message in your Inbox, click the Next Unread button on the toolbar (or press F4 )

To navigate to the previous unread message, click the Previous Unread button on the toolbar (or press SHIFT+F4 )

Reply to Messages

After you read a message you can reply to it by clicking a reply option under the Reply or Reply to All actions.

Reply

Opens a New Message form addressed to the sender. It does not include the original message.

Reply to All
Opens a New Message form addressed to the sender and all of the recipients in the To: and Cc: fields. It does not include the original message or the recipients in the bcc: field.

Reply (or Reply to All) with History Only
Opens a New Message form where you can type your reply with the original message included. Attachments will not be included in the reply.

Reply (or Reply to All) with History & Attachments
Opens a New Message form where you can type your reply with the original message and attachments included.
Use this feature wisely! Attachments greatly increase the size of the email and it is often not necessary to continue sending the attachment back and forth in the reply.

Reply (or Reply to All) with Internet-Style History
Opens a New Message form where you can type your reply with the original message formatted in simple font and format (letterhead and images are removed). Each line is prefixed with > (often seen in internet style messages).

Identify Messages in Your Inbox That You Replied To

A message in your Inbox that has been replied to has a replied to icon next to it (all the way in the far right column).

If you open the message you will see the following displayed in the message header:

View the Mail Thread

You can view all messages grouped with their replies in the Mail Threads view (Basic Configuration) or the Conversations view (Standard Configuration).

Forward Mail to Others

If you want to share a message with someone you can forward it to them. All you have to do is address it and add your message.

• Select the message in your Inbox or open it
• Click the Forward action and select one of the options.

Unlike Reply, the new message is not automatically addressed to the original sender. You must add the recipient/group name(s) in the To:, cc:, and bcc: fields. The subject will be prefaced with Fw:

• Type your message above the Forwarded by line:
• Click Send or Send and File .

A message in your Inbox that you have forwarded to someone else has a forwarded icon next to it (all the way in the far right column).

If you open the message the following is displayed in the message header:

When you are invited to a meeting, the Meeting Invitation is received in your Inbox and can be identified by the invitation icon. The meeting will be placed on your Calendar when you ACCEPT the meeting invitation.

• Double click the meeting invitation in your Inbox to open it

Change Your Response

You can change your response at any time by opening the meeting invitation in your Inbox and choosing a different response.

Or, if you originally accepted the meeting and it is displayed on your Calendar, you can click Participant Actions and then choose an option.

Basic Configuration

To search for a word or phrase in the Subject and text of all messages in a view, click the Search button on the toolbar and type a word or phrase in the search box.

The results are displayed.

Click Clear Results and delete the word or phrase out of the search box to return to the original view.
Click the X to close the search box.

Standard Configuration
From any view, type a word or phrase in the Search field and click the magnifying glass

By default Lotus Notes will search All Mail. If you want to search only a specific view click the drop down in the search box and choose an option.

You can attach a file in an e-mail to send it to someone.

Keep in mind that most users are cautious about opening attachments (because of viruses) so make sure that you include an explanation about what the file is and why you are sending it. Include this information in the subject field too.

Also, be cognizant of the file size and format as well as the capabilities of the person's computer that you are sending it to. The user must have sufficient disk space to accept the e-mail and a compatible program to open the file.

• Open a New Message

• Add the addressees and type your message
• Press Enter to place your cursor under your text and click the Attach File action

• In the Create Attachments dialog box, locate the file and click Create

You'll see the attached file in your message

• Click Send or Send and File

Remember: your message, along with the attached file, is saved in the Sent view and is using up space toward your quota. You should go to the Sent view, open the message, and remove the attachment from it to free up space.