Lotus Notes 4.5 for Dummies Quick Reference


Lotus Notes can do wonders for your workgroup's collaborative process -- from helping you keep in touch with the home office while you're on the road to affording access to important databases through the Internet or an organizational intranet. Now completely updated for the latest Lotus Notes release, Lotus Notes 4.5 For Dummies Quick Reference is the ideal compact reference to keep you productive. Here, you find ready-to-use instructions for performing hundreds of common and not-so-common Lotus Notes functions ...
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Lotus Notes can do wonders for your workgroup's collaborative process -- from helping you keep in touch with the home office while you're on the road to affording access to important databases through the Internet or an organizational intranet. Now completely updated for the latest Lotus Notes release, Lotus Notes 4.5 For Dummies Quick Reference is the ideal compact reference to keep you productive. Here, you find ready-to-use instructions for performing hundreds of common and not-so-common Lotus Notes functions -- including managing e-mail and your calendar, creating and accessing databases, interfacing with the World Wide Web, and integrating Lotus Notes with the other software applications you depend on. Best of all, this information is always right at your fingertips.

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Product Details

  • ISBN-13: 9780764503115
  • Publisher: Wiley, John & Sons, Incorporated
  • Publication date: 7/1/1997
  • Series: For Dummies Quick Reference Series
  • Edition description: SPIRAL
  • Edition number: 1
  • Pages: 224
  • Product dimensions: 6.05 (w) x 8.57 (h) x 0.71 (d)

Table of Contents

Introduction: How to Use This Book

The Contents of This Book
Conventions Used in This Book
Icons That You Will Find
Off You Go, Then
Part I: Getting to Know Notes
Groupware and Notes
Lotus Notes -- What It Can and Can't Do
What Notes isn't
What Notes is
Powerful Features of Notes
Compound documents -- feel that power
Replication: an explanation
Serving You
Notes servers
The User ID -- Your Key to Notes
Windows and OS/2 Function Keys
Part II: Your E-Mail and Calendar
Choosing a Letterhead
Closing a Message
Letting People Know You're on Vacation
Managing Your Calendar
The Calendar Profile
The Calendar views
Modifying Your Calendar
Adding an appointment
Adding an invitation
Adding an event
Adding a reminder
Adding an anniversary
Setting an alarm
Setting up a repeating item
Editing an entry
Responding to an invitation
Looking at your meetings
Opening Your Mail
Reading Your Messages
Selecting Messages
Sending a New Message
Delivery options for messages
Writing a new memo
Step #1: Addressing a message
Step #2: Entering the body of a message
Step #3: Sending a message
File that message
Switching Views and Folders
Tracking To-Do's
Making a new task
Editing a task
Updating your tasks
Accepting/declining a task
Converting an e-mail message
The View Pane
Changing a column's width
More pictures to try to remember
Sorting your mail
Working in Your Mail Database
Deleting documents
Creating a new folder
Deleting a folder
Finding documents
Forwarding messages
Opening a folder to see what's in it
Putting a document in a folder
Views and folders
Part III: Dealing with Databases
Access to the Database
Aligning a Paragraph
Creating a New Document
Editing a Document
Enhancing text
Making comments
Filling in Fields
Hiding a Document
Headers and Footers
Linking Documents, Views, and Databases
Icons for Databases
Indenting a Paragraph
Moving Around in a Database
From view to shining view
Navigating around a document
Opening a document
Seeing another document
Numbering Items
Opening a Database
Page Breaks
Saving a Document
Searching for Text
Spell Checking
Adding a table
Adding and deleting rows and columns in a table
Cell borders
Changing cell colors
What Is a Database?
Working with Documents -- Moving beyond Reading
Adding documents in a folder
Deleting a document
Forwarding a document
Printing a document
Removing documents from a folder
Selecting and deselecting a document
Selecting a group of documents
Part IV: Building Databases
Adding About Database and Using Database Documents
Adding Actions
Adding Agents
Adding Buttons to a Form
Adding Columns to Views and Folders
Adding Documents to Folders
Adding Layout Regions
Adding Static Text
Adding a Table to a Form
Allowing and Denying Access to the Database
Changing the Access Control List
Creating roles
Adding users to a role
Using roles to restrict access
Updating the ACL
Enforcing the ACL
Creating the Database
Creating a Form
Creating a Navigator
Creating Fields in a Form
Dividing a Form into Sections
Dividing a Form with Lines
DocLinks to Help Documents
Encrypting Data
Field Help
Hiding Items Automatically
Mail-Enabling Documents
Using reserved field names to mail documents
Using a formula to mail documents
Using form properties to mail documents
Mailing a document to another database
Popping In a Few Pop-Ups
Restricting Access to Forms and Views
Setting Properties for Views and Folders
Shared Fields
Creating a shared field
Using a shared field
Views and Folders
Window Titles
Writing Formulas and Using @Functions
Part V: Notes and the Web
Accessing the World Wide Web in Notes
Opening a Web page
Reading a Web page
Using a Web page
Mail Links
Using Your Personal Web Navigator Database
Setting up an Internet profile document
Using the database
Web Ahead: Your offline surfing pal
Configuring the Web Ahead agent
Telling Notes which pages to preload
Page Minder
Configuring the Page Minder agent
Telling Notes which pages to check
Importing Bookmarks from a different Web browser program
Your URLs
Part VI: Notes on the Road
Connection Documents
Adding a new connection document
Editing a connection document
Location Documents
Adding a new location document
Automatic replication
Changing locations
Editing a location document
Making Your Modem Work
Configuring your modem
Troubleshooting modem problems
Enabling your serial port
Saving Replication Time and Money
Partial replication
Selective replication
Working in Notes Away from the Office
Sending mail from afar
Taking a database with you
Using the Replicator page
Part VII: Notes and Other Programs
Attaching a File to a Document
Converting a View into a Spreadsheet
Cutting or Copying and Pasting
Exporting Notes Data
Importing a File into a Document
Linking and Embedding Data
Embedding part of a file
Embedding a whole file
Activating an embedded file
Using an Attachment
View-Level Imports
Part VIII: Notes the Way YOU Want It
Changing Your Password
Creating a Full Text Index
Creating a New SmartIcon
Customizing a SmartIcon Toolbar
Customizing Your Workspace
Setting advanced options
Changing database icons
Choosing mail options
Scanning for unread mail
Selecting a location
Installing Notes
Sending Newsletters

Glossary: Techie Talk


IDG Books Worldwide Registration Card

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First Chapter

Part I
Getting to Know Notes

(The online version of this Part has been abridged.)

Groupware and Notes

Groupware is software that enables you to work with a group of other people. That was easy, wasn't it? Unlike a spreadsheet program, which you toil away with by yourself, Notes can help you do the following things:

  • Send e-mail documents to individuals and groups
  • Create databases and put information into them that you, everyone, or only people you choose can read and edit
  • Ensure that the same information on a particular subject is available to everyone who is supposed to see it -- regardless of where they are and without having to worry about what kind of computer or network they use
  • Retrieve, view, and share pages and files from the World Wide Web
  • Enable everyone in the organization to communicate with each other as quickly as possible, whether the communication is gossip, news, or vital corporate data (assuming that you can tell the difference)
  • Prevent prying, unauthorized busybodies from rummaging around in places where they have no business
  • Combine data, graphics, text, and tables from many different places, such as spreadsheet programs, word processors, and even the World Wide Web and the Internet
  • Hold information and e-mail for users who are only occasionally connected

For more information about groupware, Notes, and their capabilities and limitations, see Chapter 1 of Lotus Notes® 4.5 For Dummies® (also written by us and published by IDG Books Worldwide, Inc.).


The most important concept in Notes is the database. In fact, the entire program is organized around databases. A database is essentially a bunch of information that is assembled in a way that makes it easy to retrieve. You can think of the Sears Roebuck catalog as kind of like a database -- it's organized in alphabetical order, with the name, description, picture, and price of each item neatly arranged. But the only way to find an item in the Sears catalog is to turn the pages and let your fingers do the walking. That's where electronic databases are much more useful.

When you use Notes, you create documents: memos, company policy statements, sales records, or listings of baseball statistics. These documents are all stored in databases with other documents so that you can select information from a database without turning pages or scanning long lists. If you ask your database to show you all sales contacts in Alabama, for example, as quickly as the electrons can arrange themselves, the list of Alabama sales contacts appears on-screen.

A good example of a Notes database is a discussion database, which is the electronic equivalent of the backyard fence. You can express your opinion on a particular subject by composing a main document. Then someone in the Singapore office may compose a reply to your statement telling you that you're all wet. People anywhere in your organization can respond to these opinions.

Remember: You may write your opinion using Notes working in Windows, while the response can be created on a Macintosh; others may be using UNIX or OS/2. Everyone can read all of the documents, regardless of what kind of computer the documents were composed on. All of you can share not only your sought-after opinions but also drawings, enhanced text, and even information from other sources such as Excel or the Internet.

In Notes, databases contain views. Views contain documents. Documents contain fields. And fields contain individual pieces of data. See, the whole concept is based on data, and that's why it's called a database. Don't let all these new words bog you down. We get into what they mean and how you can put them to good use in other parts of this book -- we just want to give you the big picture for now.

For more information about using databases, see Chapters 8 and 9 in Lotus Notes® 4.5 For Dummies®.


You probably already know that the e in e-mail stands for electronic. Sending e-mail is better than sending p-mail (the p stands for paper) because it's fast, cheap, and fun.

Most people prefer e-mail to p-mail because it's so fast; you can get a five-page e-mail message to a coworker in Japan in just a few minutes. The post office can't compete with that! You send e-mail right from your desk, without leaving your chair.

To send e-mail, you simply put a name at the top of a memo and click the Send button. If you put several names at the top of the memo, the memo goes to everyone.

In Notes, the e-mail that you send goes to everyone you address it to and only to those people. If you write a nasty note about the boss and send it to a friend two floors down, you don't have to worry about whether the boss will see it.

In Notes e-mail, you can add text enhancements, such as boldface, italics, or underlining; you can change colors and fonts; and you can add tables, links, and graphics. Instead of sending messages that make people yawn, you can make them sit up and take notice! And, when you use Notes to send a message, the recipient's computer beeps the minute the memo arrives to notify him or her of your all-important correspondence.

More people around the world are now connected with all kinds of e-mail programs, and now you can "talk" to them via Notes. You can send an e-mail message to your friend (who works at another company), your cousin (who's studying art in Paris), or even to your kid (who's at home using America Online).

(The online version of this Part has been abridged.)

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