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Lotus Notes 7 User Essentials
Lotus Training Overview

During this course you will send and reply to electronic mail using Lotus Notes 7. Once you have the basics of Mail mastered, you will learn all of the options available when you send mail. Mail is a key business application, so you will learn how to organize your messages into folders and how to archive important messages.

Because Notes incorporates instant messaging, you will also know when people are online so you can chat in real time.

You will learn how to use the Calendar and how to schedule a meeting and send invitations to other people.

In addition to learning about Mail, you will learn the most commonly used features in Notes as you use the Address Book, create a Personal Journal, and participate in a shared discussion on a Lotus Domino Server.

This course also teaches how to customize your Notes environment so that you can be a more effective contributor and collaborator.

Lotus Training Learning Objectives

In this course, you will learn how to:

  • navigate in the Notes user interface
  • send and receive electronic mail and include file attachments
  • know when other people are online and communicate with instant messages
  • start instant meetings and participate in Web conferences
  • organize your mail into folders and use SwiftFile to predict your choices
  • configure user preferences, Mail preferences, and delivery options
  • establish Mail Rules to process incoming mail on your behalf
  • create contacts and group lists in your personal Address Book
  • use the Calendar to schedule appointments and meetings
  • open other users’ Calendars and create a Group Calendar
  • use the Scheduler to check for free time in other people’s schedules
  • enable the Out of Office agent to automatically respond to memos while you are away
  • archive messages into a local Archive database
  • create a personal Journal database from a database template
  • participate in a shared Discussion database on a Domino Server
  • utilize document locking to prevent simultaneous updates
  • resolve replication conflicts
  • use three types of version tracking
  • find information using the Notes search tools, including full text search
  • format Rich Text fields that include bulleted and numbered lists, tables, sections, hidden paragraphs
  • determine your rights in a database and protect your computer from rogue code
  • delegate your Calendar and Mail to a colleague when you are unable to respond personally
  • use Notes to browse the Web and send/receive mail from your personal Internet mail account
  • create and manage Bookmarks and Bookmark Folders
  • create Document Links and hotspots to Web pages
  • use Notes while disconnected from the company network.
Lotus Training Audience

There are two audiences for this course:

New Notes users who can:
  • start and stop software applications in Microsoft® Windows™
  • use Microsoft Windows Explorer to find and organize files
  • create, format, and print documents using a graphical word processing software package
  • use Microsoft Internet Explorer to browse Web pages and manage a list of favorite bookmarks.
For these individuals, only parts of the course may be presented.
  • Help desk employees who want an in-depth understanding of how Notes is used on a day-to-day basis. This course is typically followed by the Lotus Notes 7 Support course.
This course is part of a series of training courses for Lotus Notes users. Follow these paths to master all aspects of using Lotus Notes 7:

The Lotus Notes 7 Basic Messaging and Calendar course is a prerequisite to the other courses, which should be taken in sequence (the arrows indicate prerequisite knowledge). There is no content overlap in any of the five courses.

The Lotus Notes 7 User Essentials course contains all the topics of the five Lotus Notes 7 courses plus over 70 pages of bonus content. In other words, this course contains the whole library of topics!

Lotus Training Course duration

This course is sold as a 3-day course, but instead should be thought of as a set of materials from which you can create a custom course that both meets the training objectives and your alloted time frame. Most users do not need the full course to begin using Notes. You can always come back later and train them in more advanced topics.

Lotus Training Course outline

Get Started

    Your company network
    Notes and Domino on the network
    Secure sharing
    Start Lotus Notes
    Other possible Welcome Pages
    Quick tour of the Notes interface
    Get Help
    Exit Notes
Understand Lotus Notes
    What is Lotus Notes?
    What is a Notes database?
    What is a Notes application?
Notes Preferences
    User preferences
    Location preferences
    Client Reconfiguration Wizard
    Mail preferences
    Administrator control over preferences
Send Message
    Open your Mail database
    Starting window
    Create Memo
    Address fields
    Type-ahead addressing
    Select addresses
    Ambiguous Names
    Address mail to people outside your company
    Content fields
    Send message
    Blank Subject warning
    Exercise: Create and send memo
Search for Addresses
    Search for addresses
Mail Preferences and Options
    Always keep a copy of sent messages
    Use Letterhead
    Delivery options
    Spell check every message you send
    Exercise: Mail delivery options
    Advanced delivery options
    Text signature
    Set Notes as your default email program
    Send phone message
    Memo stationery
    Personal stationery
Message AutoSave
    Enable AutoSave in Notes
    When AutoSave runs
    AutoSave timeline
    If you never saved the document: Scenario 1
    Manually run AutoSave
    If you never saved the document: Scenario 2
Read Messages
    New mail notification
    Finding unread messages
    Refresh the display
    Read a message
    Exercise: Read a message
    Print message you are reading
Message Reading Options
    New mail notification
    Read next/previous message
    Read next/previous unread message
    Filtering a folder or view to show only unread messages
    Marking messages read or unread
    Preview Pane
    Exercise: Preview Pane
    Embedded mail thread view
    Message Marking: Recipients
Notes Minder
    Start Notes Minder
    Notes Minder is running
    New mail notification
    Visual Notification for Mail
Respond to Messages
    Exercise: Reply
    Exercise: Delete and recover a message
    Create Memo to any addressee
    Follow up
    Exercise: Follow up
    Copy Into New
Navigate in Folders and Views
    Navigation keys
    Folder and view sorting
    Select multiple messages
    Print folder or view
    Print messages from a folder or view
Customize Folders and Views
    View sorting preference
    Minor folder and view customization
    Row colors
File Attachments
    What is an attachment?
    When not to attach a file
    How to attach a file
    View, Open, Edit, Save, Delete attachments
    Changed attachment warning
    Exercise: Attach file
Organize Messages using Folders
    Create folder
    File messages
    Exercise: Organize mail into a folder
    Remove message from a folder
    Exercise: Add and remove messages from folder
    Folder options
    How SwiftFile works
    SwiftFile works only on Shared folders
    Install SwiftFile
    Activate SwiftFile
    Using SwiftFile
    Uninstall SwiftFile
Out of Office Agent
    Enable the Out of Office agent
    Messages from Internet addresses
Mail Rules
    Create QuickRule
    Exercise: Create QuickRule
    Block Mail from Sender Rule
Advanced Mail Rules
    Manually create a Rule
    Exercise: Manually create a Rule
    Multiple Rules
    Blacklist and Whitelist tag Rule conditions
Local Mail Archive
    Why archive mail?
    Configure local Mail archiving
    Routine message archive
    Recover archived message
    Archive Log database
    Schedule the archive
    Remove expired messages from your Mail
    Administrator control over archiving
Instant Messaging
    Lotus Sametime clients
    Log on to Sametime Server
    Status Bar messages
    Change online status
    Presence awareness
    In-context chat with person who is online
    Exercise: In-context chat
    Out-of-context chat
    Out-of-context chat with Web Conferencing
    Instant Messaging Contact List
    Add contacts
    Instant Messaging Contact List icons
    Chat from the Instant Messaging Contact List
    Exercise: Add contact and start chat session
Instant Messaging Preferences and Options
    User Preferences
    Instant Messaging Contact List display options
    Leave a message
    Save chat transcript
    Paste Notes links into Chat window
    Calendar overview
    Create Calendar Entry
    Calendar Entry types
    Create Appointment
    Date and Time entry
    Change the appointment
    Exercise: Create appointment
    Calendar format
    Delete entry
    Calendar Cleanup
    Print calendar
    Print Calendar to document
Calendar Entry Options
    Option 1: Repeats
    Reschedule a repeated entry
    Option 2: Notify Me
    Alarm configuration
    Missed alarms
    Option 3: Mark Private
    Option 4: Pencil In
    Option 5: Specify a different time zone
    Option 6: Categorize
Calendar Configuration
    Preference 1: International preferences
    Preference 2: Current location
    Display alternate time zone
    Preference 3: Calendar display preferences
    Preference 4: Default Calendar Entry type
    Preference 5: Workday definition
    Preference 6: Scheduling conflict handling
    Enable conflict checking
    Exercise: Conflict checking
    Preference 7: Colors used to help distinguish entries
    Exercise: Color code Calendar Entries
    Preference 8: Holidays
    Import holidays
Group Calendars
    View a Group Calendar
    Exercise: Create Group Calendar
    The invitation process
    Invited participants
    Owner: Send Meeting invitation
    Participant: Receive an invitation
    Owner: Wait for responses
    Owner: View Invitee Status
    Owner: Make changes
    Participant: Request changes
    On My Calendar
    Filter Calendar
    Invitation delivery options
Manage Meeting Invitations
    Automatic Inbox Management
    Control Inbox clutter
    Autoprocess invitations
    Check invitee schedules
    Scheduler Details view
    Scheduler Summary view
    Exercise: Use the Scheduler
    Scheduler preferences
    Availability schedule
    Define your availability schedule
    Control who can query your schedule
Rooms and Resources
    Resource Reservations database
    Reserve a room for a meeting
    Exercise: Schedule a meeting and reserve a room
    Cancel a room/resource reservation
    Limits to room and resource reservations
    Reservation approval process
    Automatic reminder notices
    Preferred rooms and resources
Direct Room and Resource Reservations
    Who can make direct reservations
    Reserve a room in Resource Reservations
    Immediate reservation feedback
    Exercise: Make direct reservation
    Resource views
    Quick reservation
    Transfer reservation to new owner
    Cancel a reservation
Room and Resource Management
    Who can create rooms and resources
    First create a site
    Create resource at site
    Room and Resource ownership
    Verify resource in Domino Directory
    Site document: Automatic reminder notices
    Resource document: Limit advanced reservations
    Edit resource attributes
    Rename resource
    Delete resource
Sametime Web Conferences
    Instant Sametime Meeting with tools
    Exercise: Start a Sametime Instant Meeting
    Use the Whiteboard
    Exercise: Whiteboard
    Moderate a meeting
    Exercise: Permissions
Schedule Online Meetings
    Why schedule a meeting?
    Schedule meeting in Sametime Meeting Center database
    Schedule online meeting from your Calendar
    Open Address Book
    Address Book views
    New contact
    Briefcase tab
    Advanced tab
    Finished contact
    Exercise: Create contacts
    Group documents
    Exercise: Create group from contacts
Contact Actions and Options
    Create contact from message(s)
    Create group from sent messages
    Create contact from a directory lookup
    View actions
    Print labels from contacts
    Contact preferences
To Do List
    To Do List overview
    New To Do
    Exercise: Create To Do
    Complete a To Do
Group To Dos
    Assign a To Do
    Receive assignment
    Tracking the status of an assignment
    Exercise: Group To Do
To Do List Views, Actions, and Preferences
    By Category view
    Incomplete and Complete views
    Quick To Do
    Copy into New To Do
    To Do Preferences
Personal Journal
    Open Personal Journal
    Create Personal Journal database
    Exercise: Create Personal Journal
    Quick tour of the Personal Journal
    Create and edit document
    Exercise: Create and edit documents
    Delete documents
    Forward document
Discussion Databases
    Open database on Server
    Exercise: Open Class Discussion database
    Discussion views
    Exercise: Author Profile
    Main Topic form
    View categories
    Expand view categories with twisties
    Read documents
    Edit documents
    Exercise: Start a discussion
    Response documents
    Exercise: Create responses
    Dual-purpose view twisties
Find and Open Databases
    Search for a database
    Database Catalog
Document Locking
    Automatic document locking
    Manual document locking
    Exercise: Document locking
    Document locks and mobile users
Replication Conflicts
    Replication defined
    Document replication conflicts
    Save conflicts
    Conflict resolution
Document Version Tracking
    Types of version tracking
    Manual or Automatic versioning
    Additional developer work
Search for Information
    Find text in a view
    Starts with
    Full Text Search
    Search using Full Text Search
    Search results
    Exercise: Full Text Search
    Improve your results
    More options
    Exercise: Use the Search Builder
Full Text Search Operators
    Any or All Words
    Exact Phrase
    Boolean Phrase
    FIELD Operator
    Reserved Characters and Words
    Additional search operators
Domain Search
    Verify your Catalog/Domain Search Server
    Conduct a Domain Search
    Advanced Domain Search options
    Exercise: Domain Search
Document Content Maps
    Knowledge Taxonomy
    Domino Content Map
    Add Meta information to documents
    Verify your Catalog/Domain Search Server
    Exercise: Meta tab information
Rich Text Formatting
    What is Rich Text?
    How to add Rich Text
    Format Rich Text using Text properties
    Minimized properties
    Image resources
    Exercise: Format Rich Text
    Spell check
    Dictionary preferences
    Find and replace text
Advanced Rich Text Formatting
    Formatting tips
    Highlight text
    Text Pop-up
    Exercise: Text Pop-up
    Permanent pen
    Named styles
    Document properties
    Print header and footer
    Special characters
    Use the default fonts in documents
    Set the default fonts on your computer
    Character display size
Bullets and Numbered Lists
    Add a bulleted list
    Reorder lists
    Indented numbering
    Exercise: Add numbered list
    Table types
    Create table
    Merge and Split cells
    Nested tables
    Add a Basic table
    Format a table
    Insert, append, and delete rows or columns
    Cell width
    Reorder table rows
    Exercise: Add table to a document
    Exercise: Animated table
    Create a Section
    Edit Section properties
    Remove a Section
    Exercise: Sections
Hide When
    Hide a paragraph
    Exercise: Hide a paragraph
Security and Notes User IDs
    Notes User ID
    Server access
    User ID responsibilities
    Lock Notes
User Security Basics
    User Security dialog box
    Find your current Notes user name
    Change your Notes user name
    Change your password
    Compromised password
    Recover a forgotten password
Database Security
    Database access
    Determine your access level to a database
    Denied access
    Database Access Control List settings
    Exercise: ACL
    Special ACL rights
Document Security
    Private documents
    Reader access control list
    Anonymous documents
Copy Documents
    Create a copy of a document
    Security implications
    Design implications
Mail and Calendar Delegation
    Mail database is private by default
    Delegation and your privacy
    Delegate your Mail database
    Exercise: Calendar delegation
    Calendar delegation and time zones
    Shortcuts to others Mail databases
Workstation Security
    How ECLs work
    View your ECL
    Default and No Signature
    Edit your ECL
    Domino administrator control over your ECL
    Enable Java applets and JavaScript
Notes and the Internet
    Open a Web page
    Web-related Bookmark Folders
    Change Internet Search Sites
    Browser selection
    Internet Explorer settings
    Browser-related user preferences
    Actions menu
Internet Mail
    Send and receive Internet mail
    Notes and Internet mail in the same Inbox
    Notes and Internet mail in different Inboxes
    Internet mail preferences and security
    Default Bookmarks
    Default Bookmark folders
    Add Bookmark to Bookmark Bar
    Pin Bookmarks Window open
    Exercise: Bookmarks
    Restore default Bookmarks
    Create Bookmark folder
Bookmark Options
    Move, Remove, Change Bookmark
    Display Bookmarks as Workspace
    Modify Bookmark folder contents
    Display Bookmark details
    Find Bookmarks in Bookmark folders
Startup and Last State Bookmark Folders
    Startup Bookmark folder
    Last State Bookmark folder
Welcome Page
    Default Welcome Page
    Exercise: Quick Notes
    New Welcome Pages
    Frames Welcome Page
    Exercise: Create Frames Welcome Page
    Personal Page Welcome Page
    Set any Bookmark as Home Page
Toolbars and Status Bar
    Enable/disable toolbars
    Toolbar preferences
    Add new tool button
    Status Bar
    Select Status Bar items
    Exercise: Customize Status Bar
Document Links
    Document Links
    Document Links caveats
    Create a Notes Document Link
    Exercise: Create Document Link
    Move or copy a Document Link
    Copy a view into table (with links)
    Link message
    Database and View Links
    Anchor Links
Link Hotspots
    Document Link hotspot
    Change or remove a Link Hotspot
    Move or copy a link
    Image maps
    Link to a Named Element
    Automatic URL conversion to a hotspot
    Link to a URL
Interest Profiles and Database Subscriptions
    Interest Profiles
    Add Topic/Thread To Interest Profile
    Convert My Interest Profile to a Subscription
    Configure Notes to monitor databases
    Subscribe to a database
    Document selection options
    Work with subscription results
    Subscription Options view
    Select documents that match the selected criteria
    Exercise: Subscribe to Class Discussion database
    Why subscribe to your Mail?
Microsoft Office Integration
    Send current file via email
    Embed Office object in Rich Text field
    Edit the embedded object
    Embed object starting from origin application
    Update a linked OLE object
    MS Office Library application
    Migrate existing Office files
    Disadvantages of OLE
    Create Notes link in other application
    Smart tags
    Custom programs
Work Remotely with Notes
    Two ways to work remotely
    Before you leave the office
    Other things not to forget
    While you are in transit
    When you arrive at your destination
    Replication page
    When you receive mail
    When sent messages are transferred
    Keep replication times short
    Back in transit
    When you return to the office
    Exercise: Simulate travel
    Schedule replication
    Replication and accidental document deletion

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