Lotus Notes Commonly Asked Questions

Answers to Lotus Notes Commonly Asked Questions

· What is Lotus Notes

Lotus Notes is database-driven groupware, which allows groups 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.

· What is the difference between the Client and Web versions?

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

· What is my account quota?

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

· How many megabytes (Mbs) of file(s) can I send per email?

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

· How do I change my Lotus Notes password?

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

· What do the icons in Lotus Notes mean?

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

· How do I create an email signature?

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.

→ Preferences→ Mail tab → Signature sub-tab → enter your Signature information → OK

Note that:

a. You can check the box of " Automatically append a signature to the bottom of my outgoing mail messages ," if you wish to have your signature automatically appended.

b. You can also choose between

• using plain text as your signature (in this case, select the radio button of " Text ") or

• using a previously scanned image of your business card or any other image (in this case, select the radio button of " HTML or Image File " and click on Browse to locate your image file).

· What are mail threads?

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

· How do I quickly add a new contact?

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

· How do I add a new contact with detailed information?

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

· How do I create a distribution list?

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 Kingsborough’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

· How long do my deleted messages remain in the trash can?

48 hours.

· How can I find a list of keyboard shortcuts?

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.

· How do I change my email letterhead?

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.)

→ 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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