iNotes Training Session

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Lotus Notes
iNotes 8.5
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Using Lotus iNotes 8.5.1
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Accessing Your Email
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Link from University Intranet (Home) Page
Directly by going to http://uhnotes1.uh.org
When prompted, enter your e-ID (or username) and password and then click ‘Sign In’
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iNotes Launch Page – iNotes 8.5.1
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iNotes either (A) opens your inbox or (B) opens to a customizable Home page
If it launches to the Home page, you can click the ‘Edit Layout’ button to customize it
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iNotes Launch Page – Customize Home Page
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To customize the Home page… select the number of frames you want and then select content for
each frame.
Content Types include your Inbox, Calendar, To-Do list, a web page or a set of quick links
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iNotes Launch Page – Skipping the Home Page
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If you want to keep it simple, you can also go to your preferences and configure
iNotes to launch directly to your mail (if it is not already configured to do so).
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iNotes Launch Page – Skipping the Home Page
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Now iNotes launches directly to my inbox
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Working with Mail
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Familiar buttons, folders and tools
Create New mail, calendar entries, contacts and more.
Self Explanatory Folders… Inbox, Drafts, Sent and user created Folders. The All Documents
View contains just that, ALL Documents... all emails and calendar entries sent or received.
They show up in this view regardless of what other views or folders your documents are located
in. The folders you have now will be carried over into 8.5.1.
Rules allow you to process mail automatically (put mail in folders, forward emails, etc).
Other Mail allows you to view other user’s calendar and mail (if they have granted you access to
do so).
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Working with Mail
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Double click an email to open it.
The Back button does not close a window… you will have to click the ‘X’ to close it.
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Working with Mail
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You can drag and drop messages from your inbox to other folders.
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Working with Mail – Email buttons and menus
Opens tabs for mail, calendar, contacts, to-do list and home page
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Working with Mail
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You can also right-click on a message to see many of the same options…
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Working with Mail
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You can preview mail at the bottom of the screen or on the side…
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Working with Mail
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New and Improved type-ahead features allow you to select the recipient or search for
the recipient directly from the address fields
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Working with Mail
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Email rich text and attachments including spell-check functions
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Working with Mail - Rules
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Create Rules to process mail – can enable or disable
Notice conditions – can have multiple – Also can have multiple actions
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Working with Mail – Copy Into New
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Try using Copy Into New Message or Calendar Entry – This takes the contents of an
existing message and puts that content into a new message or calendar entry…
similar to forwarding an email except that the To: Cc: and Subject fields are retained.
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Working with the Calendar
Fully functional calendar with multiple views (daily, weekly and monthly).
Small Navigation calendar
Double-click to open calendar entries
The Today button jumps to today
Other Calendars opens other users’ calendars
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Working with the Calendar – Buttons and Menus
Opens tabs for mail, calendar, contacts, to-do list and home page
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Working with the Calendar – New Meeting
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Similar to the appointment entry but this one has invitees
Notice date, start time, duration, alarm, subject and category fields
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Working with the Calendar – New Meeting
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Click Invite, Optional and FYI buttons to add invitees (similar to To: Cc: and Bcc:
fields in email)
Click Room and Resource buttons to add rooms and resources
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Working with the Calendar – Adding Invitees
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Select UHNotes1 Directory
Can Search by last name
Select invitees, click >> buttons to add them to the list then click ‘OK’ when finished
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Working with the Calendar – Adding Invitees
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Look at the Schedule tab to see if people are available
In this example I can see that Marilyn and Johnny both have a conflict from 12:30 PM
to 2:30 PM
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Working with the Calendar – Repeating Entries
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Click the Repeat tab to set up a repeating meeting
Select the repeat interval (daily, weekly, monthly) and set the duration
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Working with the Calendar
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Meeting invitation with invitees, rooms and resources
Click Save & Send when finished
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Working with the Calendar – Summary View
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Calendar Summary View – Shows a list of all calendar entries
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Working with the Calendar – Viewing Others’ Calendars
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Click Open Calendar for…
Select the employees calendar you wish to view
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Working with the Calendar – Viewing Others’ Calendars
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Notice that I’m now viewing Susan’s calendar – it opens in a new window
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Working with the Calendar – Other Calendar Entries
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Appointments – almost identical to meetings except there are no invitees
Reminders – similar to appointments but they have no duration… just a start time
Anniversaries – repeating, yearly reminders with no start time or duration
All day events – similar to appointments but they block your entire day (duration is all
day)
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Working with Contacts
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Contacts are fairly straight forward and will not be covered in depth
Be sure to enter their email address so you can email them from iNotes
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Working with Contacts
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You can address emails to your personal contacts
I can type in their name (even their short name… cdemeyers in this case) or I can
select them from my personal contacts
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Working with To-Do Lists
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To-Do lists are fairly straight forward and will not be covered in depth
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Working with To-Do Lists
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To-Dos show up on your calendar
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Working with Preferences
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We’ve already discussed the display (launch) options
Do NOT make iNotes your default mail client if you also use Lotus Notes
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Working with Preferences
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You should create an email signature if you do not already have one
Include your name, phone, cell, etc.
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Working with Preferences
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It’s a good idea to set your default “free/busy” schedule so other users can effectively invite you to
meetings. Also, this is where you set your out of office agent when on leave or vacation
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Working with Preferences
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Click the link below to change your internet (iNotes) password
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Working with Mail – Copy Into New
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This calendar entry (a Meeting invite) was created from an existing email. The
subject and body of the email were brought into the invitation along with the recipient.
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Working with Preferences
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This is where you can give others access to view your calendar
Be VERY careful when allowing others to view your email. It is NOT recommended.
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Modifying the Signature
Select “Preferences”
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Select “Signature”
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Enter your information in the Rich text box and save the changes
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