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IBM® Lotus® Notes® is the client-type application of the Notes/Domino® client-server model that functions as the main interface of the IBM Lotus Domino server. Mail is one of the major features of Lotus Notes; it's the most popular way to communicate within your corporation and with other companies via the Internet.
This is the second part of a five-part article series, describing the IBM Lotus Notes mail features of archive, attention indicators, follow up, spell checking, and delivery options. The remainder of Notes mail features are covered in Part 3 of the series.
New mail, reply, forward, and draft
1. First, we need to start the Lotus Notes client. By default, Lotus Notes is located in Programs > Lotus Applications; look for “Lotus Notes 8.5” and click on it (see figure 1).
Figure 1. Lotus Notes in Applications menu
You also can look for the Notes icon on your desktop (Microsoft® Windows® version) and double-click it (see figure 2).
Figure 2. Desktop icon
2. After your Notes client is started, a window like that shown in figure 3 displays, prompting for the password of your user ID (provided one was set by your Lotus Notes/Domino administrator). Type in your password and click the Log In button, or press Enter.
Figure 3. Password prompt
3. After authenticating, you should see the Notes Home page as shown in figure 4. Click the Mail button (highlighted in red).
Figure 4. Mail button on Home page
You should see the mail Inbox, an example of which is shown in figure 5.
Figure 5. Mail Inbox example
Figure 6 shows the major email components of Lotus Notes.
Figure 6. Major Notes mail components
New (highlighted in red above). Creates a new message. If you click this button you'll see the new message form (see figure 7).
Figure 7. New message form
To create an email message:
Reply and Reply to All
- Address the message by typing at least one name or email address in one of the address fields: To, Cc (carbon copy), or Bcc (blind carbon copy).
- Type a subject in the Subject field, click the message body, and type your message.
- To attach one or more files, click the paperclip icon above the message list.
- Click Send, to send the message; click Send and File, to send the message and save it in a folder; or click Save as Draft, to save a copy of the message in your Drafts view without sending it.
(highlighted in red in figure 6). You can reply to only the person who sends you a message or reply to all the recipients of the message. If you click the little black down arrow of this button, you see the options below:
- Reply with History or Reply to All with History. Sends a reply that includes the original message and all previous messages.
- Reply without Attachment(s) or Reply to All without Attachment(s). Sends a reply that includes the original message and all previous messages, except for file attachments.
- Reply or Reply to All. Sends a reply that does not include any previous messages.
- Reply with Internet-Style History or Reply to All with Internet-Style History. Sends a reply that includes the text of the original message formatted in the line length and marked with the left-margin character (> is the default) specified in your Internet mail preferences. This style of reply includes no pictures, attachments, OLE objects, or collapsible sections.
You can forward a message from your Notes mail application or a document from another application. If you click in the black down-arrow of this button, you see these options:
- Forward. Forwards the entire original message.
- Forward without Attachments. Forwards the entire original message, except for any file attachments it contains.
- Internet-Style Forward. Forwards the text of the original message formatted in the line length and marked with the left-margin character (> is the default) specified in your Internet mail preferences. This style of forwarding includes no pictures, attachments, OLE objects, or collapsible sections.
(highlighted in green in figure 6). The Inbox is the folder in which you can see all messages that arrive for you. You can sort the messages by Sender, Subject, Date and Size by clicking the respective buttons highlighted in red in figure 8.
Figure 8. Sort messages by Who, Subject, Date, and Size
(highlighted in green in figure 6). This view contains all messages saved with the option “Save as Draft”. This option is used to save any message you worked on but are not done yet, so you can save your work to finish later.
(highlighted in green in figure 6). This view contains all the messages you have sent; a copy of the message is automatically saved here. If you use the option “Send only”, Notes mail will not save copy of the message.
(highlighted in yellow in figure 6). This view contains all documents or mail, so if you don't know where you placed a message or document (folders or view), you can use this view to search for it.
Users or server administrators can copy documents in a database that meet specified criteria to an archive database, and then delete the documents from the database or reduce the sizes of the documents. When documents that meet the specified criteria are deleted from the database, replica stubs remain so that deletions can replicate if there are replicas of the database.
Users or administrators can archive documents based on days since the documents were last read, last modified, last accessed, and/or marked as expired. From the Notes client, you enable archiving and specify settings that control what happens when a database is archived.
Use this functionality specially to avoid reaching the mail database quota that was set by the Domino server Administrators and/or, if the quota is reached, you can archive messages and documents to free up space in your database.
1. If your Administrator did not set an “archive criteria” for you, select Actions --- Archive --- Create Criteria, as highlighted in red in figure 9.
Figure 9. Set archive criteria
You should see a window similar to that shown in figure 10.Figure 10. Create Archive Criteria window
Descriptive name of these archive criteria. In this field you define any name for the criteria you wish to create. We recommend choosing a name that reminds you of what criteria you set.Figure 11. Archive Selection Criteria window
Enable this criteria. This option enables the criteria you are defining. Make sure you select this option for the archive to work.
Selection Criteria. When you click this button, you should see a window like that in figure 11. Normally you use the option “not modified in more than” 60 days. If you do not have any activity in the document or message for 60 days, it's usually a good indication that you should archive it.