Lotus Notes 7.0 Training Material for expert

LOTUS NOTES CONSULTING & DEVELOPMENT
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Infimedia
IT Strategic Sourcing & Solution
Top 10 ways to use and get more out of Lotus
Notes 7
Lotus Software –July / August 2006

IBM Software Group | Lotus software
What are we going to cover
1. Attachment Handling
 In-place Editing
 Reply without Attachments
 Deleting Attachments
2. Mail follow-up and visual indicators
3. Full text indexing and searching
4. Mail Expiration
5. Archiving
6. Welcome Pages and Quicknotes
7. Mail Rules – Quick Rules and SPAM control
8. Instant Messaging integration – direct in your mail and calendar
9. General Inbox goodies
 Colour coded inbox entries
 Message Marking
 Column controls
10.Bookmarks and the Workspace

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Number 1: Attachment Handling

In-place Editing
 Edit documents directly
 No need to save, edit,
re-attach and send
 HUGE time savings
Simply
Click on
Edit

Reply without Attachments….
 Save valuable bandwidth
 Reduce email file size
 Keeps everyone happy
Stubs placed
in reply to
show
attachments
are deleted!

Deleting Attachments
 Reduce your mail file
size
 Save the attachments
somewhere where
others can share them:
ie. Teamroom
 Then Save the
message back to your
mail file.
Attachments
Saved and
Deleted

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Number 2 – Mail Follow Up Flags and Visual
Indicators

Follow Ups
•From the Inbox, a user can flag a
message to be looked at on a later
date via “Follow Up”.
•Flags for high, normal, or low priority
•Alarms can be set for a specific date
and time, including sounds and email
notifications
•Inbox can be sorted via follow priority
flags
•At the document level, you can see
the Follow Up information

Visual Indicators

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Number 3 – Full Text Indexing and Searching

Simple to setup and use
Notes rich text searching is very
powerful.
It can even search inside PDF files!
Some users simply use search and
live in the All Documents View!

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Number 4 - Mail Expiration

IBM “Feature”….
In order to ensure we have smaller
mail files, documents will be
automatically removed from your
mail file after 12 months.
NEW TEMPLATE!!!
http://w3-03.ibm.com/tools/it/ittools.nsf/main/itassist_notes7V2

Set the defaults
You can change the defaults and
allow the mail to not expire for up to
99 years!

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Number 5 - Archiving

Archiving
 Reduce your mail file size
 Easy to manage
 Options to leave stubs in your
mail file
 Can be centrally controlled
 Archive Db created automatically
 Great logging
Accessed like a
mail folder!

Archiving – going even further….

Choosing when Archiving runs
Scheduled
Manual (selection)

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Number 6 – Welcome Pages and Quick Notes

Start with the basics and Enjoy
QuickNotes!
The Default Look.

Or customise how Notes welcomes you each day!
Build your own

Another view….

One of the templates – with Launch Pad

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Number 7 - Mail Rules – Quick Rules and SPAM
control

Setting up Mail Rules
Rules allow you to file,
delete, modify and
forward mail
automatically!

QuickRules
QuickRules automate the
creation of rules, by
populating the sender,
domain, and subject from
the selected message for
the user

Block Sender
Tired of SPAM? If you want to
automatically move emails
from a specific sender to the
Junk Mail folder, just choose
Block Mail from the tools
menu.
To see you blocked
senders list go to your
mail rules!

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Number 8 – Instant Messaging Integration –
direct in your Mail and Calendar!
Is email the right tool to use??

Sametime Integration
Awareness integration at the view/folder level…
Awareness integration at the form level…
Rick Click

Awareness integration in calendar invites!
Awareness integration in the calendar.

Instant Messaging Menu Items Instant Messaging Toolbar
•Send Instant Message
•Start Instant Meeting
•Add to Buddy List
•Show Hide Buddy List
If you are using instant messaging in
Notes don’t have another copy of
Sametime running.

Instant Messaging Status Bar

Single Sign-On

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Number 9 – General Inbox goodies

Colour coded inbox entries
Can’t find those
important emails?
Wish you could see
groups of mail in a
different light?

Message Marking

Column controls
Choose the order and size of
your columns.
Optionally choose what
columns you want!

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Number 10 – Bookmarks and the Workspace

Get your bookmarks to look like the workspace!
Other bookmark options:
•Sorting
•Multiple selection
•Drag and drop
•History and Startup folders
•Office apps and docs!

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In Summary

Wayne Boxall’s – 6 ways to reduce email clutter
1. Don’t use email when other communication tools are more appropriate.
 Email doesn't replace face-to-face communication, phone calls and newer,
more personal communication technology - like Instant Messaging. Each of
these tools has its place.
2. Don't use your inbox as a catchall folder.
 The inbox is a 'view' of newly arrived messages. Once a message is read, file
it, flag it or delete it. Categorising messages by group or sender is an easy way
to organise your email.
3. Use email archiving.
 Setup archiving to happen automatically so that old mail is moved out of your
main mail file. This reduces clutter.
4. When you can, send a message that is only a subject line.
 End the subject line with <eom> - end of message. This increases response
time and efficiency. OR use Instant Messaging.
5. Know your audience, and don’t waste their time.
 Send email only to people who need to see it. This includes appropriate use of
copying, blind-copying and groups.
6. Use graphics and attachments sparingly.
 This reduces the amount of disk space on the recipient’s server, and relieves
the network of heavy-mail traffic. This includes mail signatures.

And what haven’t we covered….
 Calendaring and scheduling
 Enterprise calendaring
 Todos
 Address Books
 Mail editing - have a look at CTRL options in a table
 Copy selected view items as a table
 Mail addressing
 Journals
 Toolbars
 Login and Logout
 User preferences
 MyAttachments tool - ISSI
 …

When in Doubt……..
A/NZ Notes 7 deployment
http://w3-03.ibm.com/tools/it/ittools.nsf/main/itassist_notes7depl
IT Tools – What’s new in 7
http://w3-03.ibm.com/tools/it/ittools.nsf/main/notes_new7

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