Lotus Notes Mail 8.5 FAQ

Getting Started

  1. What is my new email address?
  2. What will happen to my old mail?
  3. Will my old mail folders be moved to Notes?
  4. Can I move my address book from my old email to Notes?
  5. How do I change my default font in the Lotus Notes desktop client?
  6. How can I add a signature block to my outgoing email?
  7. How do I activate York's spam filter on my Lotus Notes email?
  8. How do I use the Spam unlearn function in Lotus Notes?
  9. How do I install Notes desktop client?
  10. Can multiple users be set up one the same desktop?
  11. What should I do if I forgot my Notes password?
  12. How do I change my Notes password?

Accessing Lotus Notes from Home

  1. Can I access my Notes mail from home if is it not installed on my desktop?
  2. How do I synchronize the addresses in my address books in both the Desktop and Web Client?
  3. Can I install Notes desktop client at home?
  4. How do I Log into the Lotus Notes Web Interface?
  5. My Lotus Notes password has been expired and I cannot log in. How do I reset my password using webmail.notes.yorku.ca?

Features

  1. How do I configure Lotus Notes to invoke the web browser of my choosing?
  2. How do I view email message header information while in Notes?
  3. How do I send plain text messages in Lotus Notes?
  4. How do I create "rules" in Notes to filter mail?
  5. What is the attachment size limit in Notes?
  6. How can I move back and forward through my email messages using keyboard shortcuts?
  7. How do I add or delete a shortcut to someone else's mail or calendar?
  8. How do I send a copy of any mail I receive to another email address?
  9. How do I give another Lotus Notes user access to view my mail?
  10. How do I look up email addresses with York Atlas in Lotus Notes?

Folders

  1. How do I remove a folder in Notes?
  2. The 'All Documents' Folder in Notes has lots of messages in it. Can I delete some of the messages from here?
  3. In the Notes desktop client I can't move email messages from my Sent folder into other folders. It will let me add a message to another folder, but then I have a duplicate, which I don't want. Why is this?
  4. What is the Mail Threads folder, and is it safe to delete it?
  5. What is the "Discussion Threads" folder in Lotus Notes, and is it safe to delete it?

IMAP Email

  1. How can I read my email using an IMAP email client (Thunderbird, Outlook, etc)
  2. Why can't I see all of my folders when using an IMAP email client?

Mail Merge

  1. How do I perform a Mail Merge?

Mailin Database

  1. What's a mail in database and how do I access it?

Mailing List

  1. Can I create a mailing list from a message I receive?
  2. How do I create a Mailing List?

Printing

  1. When I print an email message it cuts off some of the names in the address fields. How do I print so that I can see all of this information?

Vacation

  1. How do I set the Vacation / Out of office message on my mail?

 


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1. What is my new email address?

Migrating from York's Central (MyMail) email to Lotus Notes your email address will remain the same as your previous email address: username@yorku.ca. However you can also email askit@yorku.ca to request a long email address which will have your first name and last name separated by a period. For example, oliver.cromwell@yorku.ca

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2. What will happen to my old mail?

If you have mail on York's central mail servers the old mail that is stored on the server will be copied into your new Lotus Notes account.

If you have local folders in Netscape/Outlook Express or another mail client, and you want to have them available in Lotus Notes you must copy them back to the central mail server before your mail is migrated to Lotus Notes.

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3. Will my old mail folders be moved to Notes?

Yes, old mail folders that are in a central mail account will be migrated to your Notes account. You will not lose any mail. You must be sure you are subscribed to all your folders before your mail is migrated. The technician who sets up your account will ensure that this has taken place before the migration process begins.

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4. Can I move my address book from my old email to Notes?

Address books in your old mail provider will not be copied to your Lotus Notes account. You should print or cut/paste those addresses to another document and be prepared to re-enter them into Lotus Notes.

Currently we do not know of any free software available to migrate your address book to Notes. There is an Import/Export option in Notes however it requires that the imported addresses be in vCard file format. vCard files have the extension VCF and contain one or more contacts per file. Typical fields in a vCard file are Name, Title, Phone, Fax, Address, City, State, and Zip; Notes imports the data in these fields into the matching fields in the contact document. To import an address book from another mail application such as Microsoft Outlook Express (the ONLY application we have found that can do this), open the other application and save the addresses in vCard (.VCF) file format. Then you can import the resulting file(s) into Notes and select which contacts from the file you want to add. Lotus Organizer 6.0 allows you to copy one or more contacts as a vCard file using the Edit - Copy Special command. You can then paste the contacts into your Notes Personal Address Book.

You can import vCard (.VCF) files into your address book and convert them to new contacts.

  1. Click this icon in the Bookmark bar to open your address book to the Contacts view.
  2. From the menu, choose File - Import. 3. In the "Files of type" list, select vCard. 4. Browse to the .VCF file you want to import from and click Import. If the file contains only one contact, the contact information appears. If the file contains more than one contact, a list appears, with an asterisk (*) next to any contact name you already have in your address book. 5. Do one of the following:

To import the contact when the file contains only one, click Save. To import only some of the contacts in a file that contains more than one, click each contact to select it and then click Import selected. To import all the contacts in a file, click Import all. If you already have a contact for a name in the file, Notes creates a duplicate contact document.

NOTE: The Lotus Notes client is equipped with addresses for UIT, ITS, Communications, Schulich, and Atkinson staff members. When sending an email click 'new memo' -> Click the To icon -> Choose Address book for YorkU's Directory, Atkinson staff members and York Atlas.. Listed according to department are staff email address and other relevant information. From here you can browse the corporate hierarchy for names.

If you know the correct spelling of the first name of the person you are sending mail to -> type the beginning of their name in the To field and hit Enter. The name or choices of names that begin with the letters you have typed will show up in the To field.

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5. How do I change my default font in the Lotus Notes desktop client?

To change your default font:

  1. Click File - Preferences - Basic Notes Client Configuration
  2. Click Default Fonts
  3. For Default Sans Serif Font (second option), select the font you want to use. For example, Times Rmn, Helvetica, etc.
  4. Click OK.
  5. Click OK again.
  6. Close your Lotus Notes client and restart it.

The change you made to the font should be visible.

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6. How can I add a signature to my outgoing email?

To save time adding you name, office, telephone number, etc to the bottom of each Notes message you send, Notes lets you create a personal signature for your email. These can be text, HTML, or graphic files.

To add a signature:

  1. Click Open the Mail.
  2. Go to File| Preferences| Mail
  3. Click on the Signature tab.
  4. Check the "Automatically append a signature to the bottom of my outgoing mail messages" if you wish ALL of your outgoing messages include your signature.
  5. A) If you wish to have a text signature type that text into the Signature: box. Be sure to hit enter once at the top of your text signature so that you will have space to enter your message.
    B) If you wish to have an HTML or Image file as your signature select 'Append My vCard' and specify the location of the file.
  6. Click on OK.

Create a new memo. If you have selected the "Automatically append a signature to the bottom of my outgoing mail messages" option your signature will be displayed at the bottom of the new memo. If you have not select that option you can insert the signature at any time by clicking on More | Insert Signature.

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7. How do I activate York's spam filter on my Lotus Notes email?

Click on Tools on your folders menu (left hand side of mail window). Then Click Rules and click New Rule.
Under sender select from the drop down menu blocklist tag.
Type Yes in the box to the right of the contains field. Click on Add.
Under Specify Actions select move to folder from the pull-down menu. Click on Select and select Junk. Click OK. Click OK again.
Make sure there's a green checkmark beside the rule
"Block List tag contains Yes." If there is no checkmark, click Enable to create the checkmark.
Log out of Lotus Notes then log back in for the changes to take effect.

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8. How do I use the Spam unlearn function in Lotus Notes?

The following steps will demonstrate how to submit an email that you believe was erroneously delivered to your Lotus Notes Junk mail Folder. You must copy the message to a specific folder to protect against losing the message.

Step 1

  1. To create a YSpam-Unlearn Folder in Lotus Notes right-click on the word "Folders." Scroll down to highlight New Folder.
  2. Type YSpam-Unlearn in the Folder name section.
    Click OK to create the folder.
    You now have a folder called YSpam-Unlearn in your folder list.

Step 2 - Copy email from Junk Mail folder and paste it into the YSpam-Unlearn Folder

  1. Go into your Junk mail folder and select the message that has been erroneously sent to Junk mail.
  2. Right click on the message and then select copy.
  3. Select YSpam-Unlearn folder.
  4. Press CTRL + V to paste the message to the unlearn folder.

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9. How do I install the Lotus Notes desktop client?

You may email askit@yorku.ca making a request to migrate from Central e-mail to Lotus Notes. The installation and initial set-up of the program will be handled by your local desktop support group. Technical support will come by your desk to install Lotus Notes and ensure that everything is running smoothly.

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10. Can multiple users be set up on the same desktop?

On a PC: The Notes desktop client can be set up on a machine so that multiple people can access it, each with their own desktop configurations. Please call the helpdesk at x55800 to have a technician set this up for you. Lotus Notes WebMail can be used by multiple users on a machine without any special configuration at http://webmail.notes.yorku.ca.

On a Macintosh: Lotus Notes desktop client cannot be set up on a machine so that multiple people can access it. We advise that roaming Macintosh users use Lotus Notes WebMail on computers other than their own.

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11. I have forgotten my Lotus Notes password; what should I do?

Have your faculty/department admin or computer coordinator send an email to accounts@yorku.ca requesting a recovery password for your Lotus Notes account. Once they have been sent the recovery password do the following:

  1. Restart Notes. When you are prompted for your password, leave it blank. Click OK
  2. Click the Recover Password button and select the ID file in your data directory
  3. The password recovery process reads some information from the recovery ID
  4. The Enter Password dialog box opens. Do NOT enter your old password here. Instead, you will need to enter the recovery password that has been sent to you. Note that recovery passwords are case sensitive.
  5. After you successfully enter the required password you will be prompted to change your password. Enter a new password and click OK. This is your new password that you will use to log into Notes from that point on.

Note: The new password you set after you have gone through the forgotten password process above will take effect immediately for logging into the desktop client. However it will take 4 hours for the new password to take effect for logging into Webmail.

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12. I want to change my Lotus Notes password; how do I do it?

  1. For the Lotus Notes desktop client please read the instructions below. In your Lotus Notes desktop client at the top left, click on File, Security, User Security.
  2. When the password screen pops up, enter your current Lotus Notes desktop client password and click OK.
  3. You will now be at the User Security screen. Find the Change Password button on the right side of the screen and click on it.
  4. Once again enter your current Notes Desktop Client password and click OK.
  5. You should now see the Change Password screen:On this screen you will need to choose and enter your new password and click OK or you can choose to have Notes generate a password for you by clicking the Generate Password button.NOTE - If the password you choose is not accepted it is most likely because it is not complicated enough.

Accessing Lotus Notes from Home

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1. Can I access my Notes mail from home if it is not installed on my desktop?

You can access your Lotus Notes from home via the Web client at http://webmail.notes.yorku.ca.
In the username field enter your full email address. For example, tsmith@yorku.ca.
In the password field enter your Lotus Notes password. This may contain spaces.

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2. How do I synchronize the addresses in my address books in both the Desktop and Web Client?

  • While in the desktop client version of Notes, open your mail.
  • Select Actions - Lotus Notes - Synchronize Notebook. Addresses are transferred both ways.
    • For those users who have the Notes client installed on another computer, this is a great way to make sure your address books are always up-to-date.

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3. Can I install Notes desktop client at home?

There are two ways to use Lotus Notes at home:

  1. If you have a computer that is owned or leased by the University you can arrange to bring your machine in and your local desktop support group will install Lotus Notes for you on that computer. You can call the helpdesk at 416-736-2100 ext.55800 to arrange this service.
  2. If you do not have a computer that is owned or leased by the University you can still use Lotus Notes from anywhere that has an internet connection by using the Lotus Notes Web Interface at http://webmail.notes.yorku.ca.

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4. How do I Log into the Lotus Notes Web Interface?

In a Web browser open the following Web page: http://webmail.notes.yorku.ca. Enter either your full name or your mail address, e.g. test@yorku.ca, as your username. If you are entering your full name as your username be aware that Lotus Notes accepts spaces as valid characters in usernames and passwords so be sure to enter the space between your first and last names. Enter your Lotus Notes password in the password field and click "Log In." From the Web interface you will be able to access your E-mail, Calendar, To-Do, and Contact List. Note: to access your full address book on the Web you must first synchronize your Address Book in the desktop client.

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5. My Lotus Notes password has been expired and I cannot log in. How do I reset my password using webmail.notes.yorku.ca?

Requests should come from client's desktop support.


Features

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1. How do I configure Lotus Notes to invoke the web browser of my choosing?

  • Open Lotus Notes.
  • Click on the File pull-down menu and select Preferences - Toolbar - Web Browser.
  • To use the embedded browser, select 'Use the browser embedded in this client'. This opens the Web browser in Notes; not in a separate browser window.
  • To use the browser that you have already set as the default for your computer, select 'Use the borwser I have set as the default for this operating system'.' This opens the Web browser in a separate browser window; not in Notes.
  • Click OK.

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2. How do I view an email message with full header information while in Notes?

In the desktop client:

  • Double click on the message to open it in it's own tab.
  • Choose View - Show - Page Source

In the Web Client:

  • Double click on the message to open it in it's own window.
  • Right click in the body of the message and choose View Source

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3. How do I send plain text messages in Lotus Notes?

In Notes, you can set a preference so that you are always prompted for whatever format you wish to use when sending messages out.

In the Notes desktop client:

  • Click on File - Preferences - Mail - Internet
  • Under the Internet mail format drop down choose Plain text only. Click OK.

In the Notes web client:

If you just want the mail message you are composing to be sent in plain text then in the open New window click on Format | Plain Text

If you want all the messages you compose to be in plain text then log into http//:webmail.notes.yorku.ca and go to

  • Click on the Preferences tab
  • Click on the Mail tab then under the Send message in this format: drop down choose Plain text. Click on 'Save and Close'.

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4. How do I create "rules" in Notes to filter mail?

You can use mail "rules" to have Notes act automatically on new messages you receive that meet certain conditions. For example, you could create a rule that checks for messages from a certain sender or that contains a certain subject. If a received message fits any of the rules you have specified, you can have Notes automatically move the message to a certain folder or delete it altogether.

Notes stores the mail rules you create in the Rules folder in your mail database. You can go there to add new rules, as well as to work on or edit the ones you've already created.

To create a new rule, do the following:

In the desktop client:

  1. Open your Inbox and click on Tools in the left hand menu (under your Folders). Click on Rules
  2. Click New Rule
  3. Under "Specify Conditions," select a part of messages to check (such as "sender" or "subject"), select a state (such as "contains" or "is"), and type the criteria to check for (such as the name of a certain person or a certain word). For example, you could select "sender," select "contains," and type John to filter all messages sent to you by John Grisham, John Mayer, and anyone else named John. Or you could select "Size (in bytes)," select "is greater than," and type 2000 to filter all messages sent to you that are greater than 2000 bytes in length.
  4. Click Add
  5. Under Specify Actions select the appropriate action that you would like Notes to take.
  6. If you selected move to folder or copy to folder , click Choose Folder and select a folder. If you selected change importance to , select an importance level.
  7. Click Add Action
  8. Click OK.

In the web client:

  1. Open your Inbox , hover over Tools and select Mail Rules
  2. Hover over New and choose Mail Rule
  3. Under Rule Name type a name to describe the rule
  4. Under When messages arrive that meet these conditions choose the specific conditions for the mail rule to act upon.
  5. Under Then perform these actions select the appropriate action that you would like Notes to take.
  6. If you selected move to folder or copy to folder , click Choose Folder and select a folder. If you selected change importance to , select an importance level.
  7. Click Save & Close

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5. What is the attachment size limit in Notes?

The total size limit for any single message is 10MB. You could have any number of attachments included in the message as long as the total size of the message does not exceed 10MB. If you exceed this limit your message will bounce and you will get a Delivery Failure notice.

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6. How can I move back and forward through my email messages using keyboard shortcuts?

If you have a memo open you can hit the ENTER key to open the next message or the BACKSPACE key to open the previous message.

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7. How do I add or remove a shortcut to someone else's mail?

Desktop Client

To add shortcuts

  1. Connect to Lotus Notes desktop client and open your inbox.
  2. From the menu bar at the top of the Lotus Notes window select File | Preferences | Mail.
  3. Select the Access and Delegation tab.
  4. Select the Shortcuts to Other's Mail sub-tab.
  5. Under "Provide shortcuts to the following users' Mail, click on the triangle at the bottom right of the text box.
  6. From the "Directory" dropdown menu select YorkU's Directory. Search for and highlight the account for which you would like to add a shortcut, then click Add. The account should appear on the right. You may select multiple accounts for which to create shortcuts. When you are done, click OK.
  7. The account name should now appear in the text box on the preferences window. Click OK.
  8. Shortcuts are now available to add access to your Mail or Calendar.

To remove shortcuts

  1. Connect to Lotus Notes desktop client and open your inbox.
  2. From the menu bar at the top of the Lotus Notes window select File | Preferences | Mail.
  3. Select the Access and Delegation tab.
  4. Select the Shortcuts to Other's Mail sub-tab.
  5. All the shortcuts are listed in the text box under "Create shortcuts to open the mail files of these people".
  6. Delete any shortcuts you no longer need and click OK.

Web Client

It is NOT possible to open someone else's mail or calendar from the Web client.

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8. How do I send a copy all mail I receive to another email address?

  1. Click on Open. Click on Mail.
  2. Click on Tools on the left-hand pane under the word Folders or Archive and select Rules.
  3. Click on New Rule.
  4. Click on the drop-down arrow under Create Condition and select all documents then click on Add.
  5. Click on the drop-down arrow under Specify Actions and select send copy to. In the to: text box type the email address where you would like to receive your incoming mail messages.
  6. Click on Add Action then click OK.

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9. How do I give another Lotus Notes user access to view my mail?

  1. Click on File and Preferences then Mail.
  2. Open the Access and Delegation tab. Click on Access to York Mail & Calendar tab, then select Add. In the Add People/Groups window that appears:
  • Enter or Choose a user/group
  • Choose whether it's for " Mail, Calendar To Do" or " Calendar, To Do".
  • Decide on the amount of access to be given (Read, create, edit, and delete, or just Read access)
  • Click OK.

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10. How do I look up email addresses with York Atlas in Lotus Notes?

  1. Click on File | Preferences | Accounts.
  2. Click on New Account.
  3. Type the following information:

Account: York Atlas
Server Name: yorkatlas.yorku.ca
Description:
Login name:
Password:
Type: LDAP

  1. Click on Advanced properties and type in the following information:

Search timeout: 60 seconds
Maximum entries to return: 100
Search Base: ou=york atlas, o=york university, c=ca
Check names when sending mail: NO
Use simple search filter: Yes
Port Number: 389

  1. Click OK.
  2. Ensure the port number is 389.
  3. Click on Save&Close.

To search for an address when composing a message.


Folders

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1. How do I remove a folder in Notes?

You can remove (delete) folders if you no longer need them. However, the messages contained in the folders are NOT deleted. They can still be located in the All Documents view. If you want to delete the folder and the messages, delete the messages first, then delete the folder.

If you want to delete the messages AND the folder, first delete the messages. To remove a folder, right-click the folder, and select Remove.

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2. The 'All Documents' Folder in my Notes email has lots of messages in it. Can I delete some of the messages from here?

No. 'All Documents' contains ALL of your mail, calendar, to-do entries, etc. Deleting documents directly from here will cause these items to be deleted from your account permanently.

The All Documents view is a beneficial way for you to see all of the items in your mail database at a glance, in an "index" format. This is helpful for things such as finding mail messages, sorting and deleting mail (to help reduce your quota), etc.

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3. In the Notes desktop client I can't move email messages from my Sent folder into other folders. It will let me add a message to another folder, but then I have a duplicate, which I don't want. Why is this?

The Notes desktop client protects Sent messages in the same way as those in the 'All Documents' folder. In order to transfer a message from the Sent folder to another folder:

  • Drag the message from the Sent folder to the folder you wish to move it to
  • Once you have verified that a copy of the message now exists in the new folder, click on the message in the Sent folder and chooseDelete
  • When you do that, you will receive a message warning you that deleting it from the Sent folder will also delete it from any other folder it is in. It will then give you the option of just removing it from the Sent folder but retaining it in the others.
  • Choose Remove and the message will effectively have been transferred to the other folder.

You may also want to handle this by using the Send and File feature each time you send out a message. This command sends out your message and allows you to choose which folder you want to put a copy of the sent message in. Later, however, you will still have to Remove the duplicate message from the Send folder.

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4. What is the Mail Threads folder, and is it safe to delete it?

Mail Threads is actually a "view" of all your mail messages, grouped with their replies, so you can view an entire conversation at once. It also contains your calendar entries, to-dos, and drafts. If you delete any messages/items from this view (or if you delete the whole view), you are also deleting them from whatever folder they were originally in. So, be very careful not to delete Mail Threads or any of its contents.

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5. What is the "Discussion Threads" folder in Lotus Notes, and is it safe to delete it?

"Discussion Threads" is actually a "view" of all your mail messages, grouped with their replies, so you can view an entire conversation at once. It also contains your calendar entries, to-dos, and drafts. If you delete any messages/items from this view (or if you delete the whole view), you are also deleting them from whatever folder they were originally in. So, be very careful not to delete "Discussion Threads" or any of its contents unless you know exactly what you are doing! Enbedded Mail Thread

IMAP Email

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1. How can I read my email using an IMAP email client (i.e. Thunderbird, Outlook, etc)

You will have to set up your IMAP mail client with the following settings.

server name: postoffice.notes.yorku.ca.
user name: Enter your email address, e.g. tsmith@yorku.ca.

Note that you will be able to receive meeting invitations using an IMAP Mail client, but you won't be able to accept or decline any meeting invitations unless you are using the desktop or MyMail version of Lotus Notes.

Outlook 2010

  1. Select File then select Account Settings | Account Settings.
  2. On the Email tab clickNew...
  3. Select E-mail Account and click Next.
  4. Select Manually configure server settings or additional server types and click Next.
  5. Select Internet E-mail and click Next.
  6. In the Your Name field type your full name, e.g. Tom Smith.
  7. In the E-Mail Address field type your York email address, e.g. tsmith@yorku.ca.
  8. In the Account Type field select IMAP
  9. In the Incoming Mail field enter: postoffice.notes.yorku.ca
  10. In the Outgoing Mail field enter: mailrelay.yorku.ca
  11. In the User Name field type your full @yorku.ca email address e.g. tsmith@yorku.ca
  12. In the Password fieldtype your Lotus Notes password.
  13. Click on the More Settings... button.
  14. Select the Outgoing Server Tab
  15. Put a check mark beside My outgoing server (SMTP) requires authentication
  16. Select Log on using
  17. In the User Name field enter only the part of your email address BEFORE the @yorku.ca e.g. tsmith
  18. In the Password field enter your central email password. (This can be different from your lotus notes password. If you don't know what is then you can change the password for your "Electronic Mail" Account at http://mms.yorku.ca
  19. Click Ok
  20. Click Next then click Finish

You should now be able to logon and see your inbox. If you don't see all your folders, then follow this process.
Thunderbird

  1. Select Tools | Account Settings.
  2. Click on the Account Actions button in the bottom left and select Add Mail Account
  3. In the Your Name field type your full name e.g. Robyn Carruthers.
  4. In the Email Address field type in your York email address e.g. rcarruthers@yorku.ca.
  5. In the Password field type your Lotus Notes password
  6. Click Continue
  7. In the Incoming field select IMAP and enter Server Hostname: postoffice.notes.yorku.ca | Port: 993 | SSL: SSL/TLS | Authentication: Normal Password.
  8. In the Outgoing field enter: Server Hostname: mailrelay.yorku.ca | Port: 587 | SSL: STARTTLS | Authentication: Normal Password.
  9. In the Username field enter your full @yorku.ca email address e.g. rcarruthers@yorku.ca
  10. Click the "Adanced config" button
  11. At the bottom of the white box on the left click on Outgoing Server (SMTP)
  12. Click on mailrelay.yorku.ca so that it's highlighted then click on the Edit.."Button
  13. Ensure that all of the following are selected: Server name: mailrelay.yorku.ca | Port: 587 | Connection Security: STARTTLS | Authentication Method: Normal Password |
  14. In the User Name field ensure only the first part of email address before the @yorku.ca is entered (e.g. rcarruthers) and click OK
  15. Click OK

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2. Why can't I see all of my folders when using an IMAP email client?

You will only be able to see the folders that are listed under "Folders..." in your mail view in Lotus Notes. It is not possible to view any folders that are not contained therein (i.e. Sent, Junk Mail) if you are using an IMAP email client.

Mail Merge

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1. How do I perform a Mail Merge?

  1. Launch IBM Lotus Symphony
  2. Click on NewLotus Symphony Document
  3. You will copy and paste or create the body of the mail merge.
  4. Then open a new Lotus Symphony Spreadsheet: this is where the contact information will be located. The fist column should contain the Fields…i.e. Title, First and Last name, E-mail etc…
  5. From the Symphony Document that contains the body of the message, Choose ToolsMail Merge.
  6. Then Browse for the file that contains the contacts.
  7. Then Place the fields in the body of the message, by double clicking on them.
  8. Once finished then, click on Finish Merge.
  9. Select Send E-mail, then select the Field with the e-mail address, and fill out the rest of the information as appropriate.
  10. Click OK, then you will be prompted for your Lotus Notes Password. Enter your password and click OK…the e-mails will then be sent.

Mailin Database

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1. What's a mail-in database and how do I access it?

A mail-in database is a mail account that can be used by departments or organizations that wish to have a common email address that can have mail be read and sent by more than one employee. For example a mail-in database could be created with the name "department_inquiries" with the email address department_inquiries@yorku.ca. Anyone could send email to this address, and any specified employees of the department can be given access to access the mail-in database.

You access a mail-in database the same way you access another user's mail. Click on Open | Mail. Under 'Other Mail' click on your mail-in
database name.

You will only be able to access the mail-in database if you have been granted access. To obtain access to a mail-in database or to set up a
mail-in database send a request to askit@yorku.ca.

Mailing Lists

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1. Can I create a mailing list from a message I receive?

  • To create a mailing list from a message you received
    1. Open or select the message containing the list you want to add to your personal address book.
    2. Select Actions | More | Add Recipients to Contract Group.
    3. In the Group name field type a name for the group.
    4. If desired, type a description for the group in the Group type field..
    5. If necessary, deselect any names you do not want added to the group by clicking on that name
      to remove the checkmark in box.
    6. Click OK.

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2. How do I create a Mailing List

If you frequently send messages to the same group of people you might want to create a mailing list. Once you create the mailing list you can address messages to the mailing list name and the message delivers to each member on the list.

  • From the Bookmark bar on the left side of the screen, click the address book logo.
  • From the Action bar, click New , then select Group .
  • In the Group name: field, type a name for your mailing list.
  • In the Group type: field, verify that Mail only or Multi-purpose is selected.Optional: In the Description: field, type a description for the group.
    Optional: If desired, type a category.
  • To add names to the Members: field, click the arrow, select the appropriate address book, select the names you want from theNames dialog box, click Add , then click OK .
    or Type addresses in the Members: field. Press Enter between each name.Optional: To sort names alphabetically by first name, click Sort Member List from the Action bar.
  • Click Save and Close.

Addressing to a Mailing List

When you want to send a message to a mailing list (group) you have created, simply type the name of the group in the appropriate field (To:, cc: or bcc). If you can't remember the name of the group, click the Address button, activate your personal address book and search for the name of the group.

Tip : If you want to see the names in the mailing list expanded in your message, press the F9 key.

Editing a Group in your Personal Address Book

Once you have copied a group to your personal address book, you can edit it as necessary.

  • From the Bookmark bar on the left side of the screen, click the Address Book button.
  • From the Navigation pane on the left side of the screen, click Groups .
  • Double-click the group you want to edit.
  • Click Edit Group .
  • Add, change, or delete addresses as necessary. You can also change the group name to something that is easier for you to remember, if desired.
  • When finished, click Save & Close .

Note : To address mail to your edited group list, click your Address button. In the Look in field, select your personal address book from the drop-down list. Locate and select the appropriate group name, then click To> , cc> , or bcc> .

Printing

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1. When I print an email message it cuts off some of the names in the address fields. How do I print so that I can see all of this information?

In order to print so that you see all of the addresses:

  1. While viewing your message choose File - Print
  2. From the Print Document popup screen, choose the Page Setup tab
  3. On the Page Setup tab, in the bottom right corner you'll see the Miscellaneous section - make sure the box is checked for Expand Names field contents

Once you've checked this box you'll be able to print all the names in the address fields of your message.

Vacation

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1. How do I set the Vacation / Out- of-office message on Lotus Notes?

See page 7 of Lotus Notes Guide (PDF).