Lotus Notes 8.5 Upgrade
Lotus Notes 8.5.2
Topics
• Using Lotus Notes
• Q&A
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Accessing Lotus Notes
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Launch Notes from a desktop icon or via the ‘Start’ menu
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Notes Launch Screen – 8.5.2
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Most people see a Welcome page (or a customized Welcome page) when they
launch Lotus Notes
Others see the ‘Workspace’ screen
Your launch screen/options should be retained after the upgrade
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Notes Launch Screen – 8.5.2 Continued
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The 8.5.2 Welcome/Home page is similar to the default Welcome page in Notes 8.5.1
There are a handful of Welcome/Home screen changes you should be aware of
Click to
customize
launch
options
The Open
button replaces
the Bookmarks
bar with
standard icons
for mail,
calendar and
applications
Notes 8.5.1
Notes 8.5.2
Quick Notes…
use to create
quick emails,
reminders,
contacts, etc.
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The ‘Open’ Button
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Similar icons and links… just a different way of getting there
Click the green Open button to see the drop-down list
You can search
your bookmarks
Notes 8.5.1
Notice that
most of these
icons are the
same (mail,
calendar, etc).
You access
them using the
Open button in
8.5.2
Notes 8.5.2
To see
bookmarks the
old way, rightclick the open
button
There are a
number of ways
you can add
bookmarks…
here is an
option to add a
bookmark from
the Open
Application
dialog box
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Notes Launch Page – Customizing the Home screen
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Drop down the Home Page options bar to customize your launch options
There are 4 pre-built Home page options – Basics, Basics with Calendar, My Work
and Basics Plus
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Notes Launch Page – Customizing the Home screen
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You can also click the ‘Create a new Home Page’ button
Using a wizard interface, you select the type of home page you want, the content, the
number of frames and the content you want in each frame (inbox, calendar, web
page, etc.)
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Notes 8.5.2 – Quick Notes
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Quick Notes – create memos, contacts, reminders & notes (only available on the Home screen)
Click this blue
triangle to toggle
(open and close)
the quick notes
area
You can
personalize the
image if you wish
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Notes 8.5.2 – Sidebar
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The Sidebar – Sametime (Instant Messaging), Feeds (not supported by UH) and Day-At-a-Glance
Toggle the sidebar
using the smaller
triangle (not the
blue one)
Day-At-a-Glance
shows one-day of
your calendar
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Notes 8.5.2 – Sidebar Continued
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The Sidebar – Sametime (Instant Messaging), Feeds (not supported by UH) and Day-At-a-Glance
RSS Feeds (news
and blog
subscriptions)
Buttons to manage
your feeds…
Example of
creating a new feed
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Notes 8.5.2 – Sidebar Continued
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The Sidebar – Sametime (Instant Messaging), Feeds (not supported by UH) and Day-At-a-Glance
Sametime Instant
Messaging (only
UH personnel)
Manage Sametime
contacts and
groups and settings
Sametime login
screen… the
password is the
same password
that you use for
iNotes (webmail)
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Working with Mail
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Familiar buttons, folders and tools
Create New mail, calendar entries, contacts and more.
Can toggle between mail, calendar and to-do list
Self-explanatory folders and views… 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 8.5.2.
Rules allow you to process mail automatically (put mail in folders, forward emails, etc)
Set a follow-up flag on an email and it shows up here
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Working with Mail – Opening & Closing Windows
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Double click an email to open it
Click the ‘X’ to close the email tab or just hit the Esc key on the keyboard
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Working with Mail – Email buttons and menus
Toggle for mail, calendar, to-do list, contacts
Toolbar buttons, print, navigate, search, refresh and more
What other folders contain this email
Copy Into New… is a
great feature you
should use
Just unread emails
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Working with Mail – Right Click on a Document
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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 – Message Recall
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You can only recall messages from the Sent view…
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Working with Mail – Mail Preview
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You can preview mail at the bottom of the screen or on the right side of the screen
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Working with Mail – Web Images
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You may not automatically see web images in your email… click the Show Images
link to view them
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Working with Mail - Addressing
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Address emails by simply typing the person’s name or clicking on the To: field label
You can select names from the Domino directory or from your personal contacts
directory
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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 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
Toggle to mail, to-do list, etc.
Similar right-click options
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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, end time, alarm, subject, mark private, rooms & resources
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Working with the Calendar – New Meeting
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Click Required to add invitees (similar to the To: label in email)
Click Room and Resource buttons to add rooms and resources
Online Meetings are currently disabled
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Working with the Calendar – Adding Invitees
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Look at the Find Available Times tab to see if people are available
In this example I can see that Dewayne and Wesley are both available from 3:15 PM
to 4:00 PM
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Working with the Calendar – Repeating Entries
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Click the Repeat label 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 Invitations’ 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 Another Person’s Calendar…
Select the employees calendar you wish to view (note: they have to grant you
permission to view it)
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Working with the Calendar – Viewing Others’ Calendars
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Notice that I’m now viewing Dewayne Winston’s calendar
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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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Launch your personal address book (contacts) from the Open button
Make sure you enter their email address so you can email them from Lotus Notes
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Working with Contacts
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You can synchronize your personal contacts (those stored in Notes on your local PC) with your
iNotes contacts… this allows you to use these contacts in iNotes
First open your contacts and then select More - Preferences...
Then make sure ‘Enable “Synchronize Contacts” on the Replicator’ is checked
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Working with Contacts
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Now, click on the Replication link under the Open button
Make sure you enable (check) the Synchronize Contacts entry
Now, to synchronize contacts, just click on the “Start Now” button
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Working with Contacts
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Here are my contact in Lotus Notes and iNotes
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Working with Contacts
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Would you rather synchronize your contacts automatically
(instead of having to click the ‘Start Now’ button on the
replicator page)?
To do that, you need to enable replication… first go back to
the replication page and then click Enable Scheduled
Replication
Then click Set Replication/Sync Schedule…
Select options as you see fit – here it what we recommend
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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 Mail Preferences
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From your inbox select More - Preferences
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Working with Preferences
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Here are a handful of useful settings
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Working with Preferences
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You can set up colors to quickly see email from certain individuals
Establish your default free/busy schedule
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Working with Preferences
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Establish who can read your calendar and email… be VERY careful when granting
users’ access to your email
Create links to other users’ mail files
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Questions?