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Lotus Notes 7.0 Training Material for expert
1. LOTUS NOTES CONSULTING & DEVELOPMENT
®
Infimedia
IT Strategic Sourcing & Solution
Top 10 ways to use and get more out of Lotus
Notes 7
Lotus Software –July / August 2006
2. 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
3. LOTUS NOTES CONSULTING & DEVELOPMENT
®
Infimedia
IT Strategic Sourcing & Solution
Number 1: Attachment Handling
4. IBM Software Group | Lotus software
In-place Editing
Edit documents directly
No need to save, edit,
re-attach and send
HUGE time savings
Simply
Click on
Edit
5. IBM Software Group | Lotus software
Reply without Attachments….
Save valuable bandwidth
Reduce email file size
Keeps everyone happy
Stubs placed
in reply to
show
attachments
are deleted!
6. IBM Software Group | Lotus software
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
7. LOTUS NOTES CONSULTING & DEVELOPMENT
®
Infimedia
IT Strategic Sourcing & Solution
Number 2 – Mail Follow Up Flags and Visual
Indicators
8. IBM Software Group | Lotus software
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
10. LOTUS NOTES CONSULTING & DEVELOPMENT
®
Infimedia
IT Strategic Sourcing & Solution
Number 3 – Full Text Indexing and Searching
11. IBM Software Group | Lotus software
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!
12. LOTUS NOTES CONSULTING & DEVELOPMENT
®
Infimedia
IT Strategic Sourcing & Solution
Number 4 - Mail Expiration
13. IBM Software Group | Lotus software
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
14. IBM Software Group | Lotus software
Set the defaults
You can change the defaults and
allow the mail to not expire for up to
99 years!
15. LOTUS NOTES CONSULTING & DEVELOPMENT
®
Infimedia
IT Strategic Sourcing & Solution
Number 5 - Archiving
16. IBM Software Group | Lotus software
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!
23. IBM Software Group | Lotus software
One of the templates – with Launch Pad
24. LOTUS NOTES CONSULTING & DEVELOPMENT
®
Infimedia
IT Strategic Sourcing & Solution
Number 7 - Mail Rules – Quick Rules and SPAM
control
25. IBM Software Group | Lotus software
Setting up Mail Rules
Rules allow you to file,
delete, modify and
forward mail
automatically!
26. IBM Software Group | Lotus software
QuickRules
QuickRules automate the
creation of rules, by
populating the sender,
domain, and subject from
the selected message for
the user
27. IBM Software Group | Lotus software
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!
28. LOTUS NOTES CONSULTING & DEVELOPMENT
®
Infimedia
IT Strategic Sourcing & Solution
Number 8 – Instant Messaging Integration –
direct in your Mail and Calendar!
Is email the right tool to use??
29. IBM Software Group | Lotus software
Sametime Integration
Awareness integration at the view/folder level…
Awareness integration at the form level…
Rick Click
30. IBM Software Group | Lotus software
Sametime Integration
Awareness integration in calendar invites!
Awareness integration in the calendar.
31. IBM Software Group | Lotus software
Sametime Integration
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.
32. IBM Software Group | Lotus software
Sametime Integration
Instant Messaging Status Bar
34. LOTUS NOTES CONSULTING & DEVELOPMENT
®
Infimedia
IT Strategic Sourcing & Solution
Number 9 – General Inbox goodies
35. IBM Software Group | Lotus software
Colour coded inbox entries
Can’t find those
important emails?
Wish you could see
groups of mail in a
different light?
37. IBM Software Group | Lotus software
Column controls
Choose the order and size of
your columns.
Optionally choose what
columns you want!
38. LOTUS NOTES CONSULTING & DEVELOPMENT
®
Infimedia
IT Strategic Sourcing & Solution
Number 10 – Bookmarks and the Workspace
39. IBM Software Group | Lotus software
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!
40. LOTUS NOTES CONSULTING & DEVELOPMENT
®
Infimedia
IT Strategic Sourcing & Solution
In Summary
41. IBM Software Group | Lotus software
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.
42. IBM Software Group | Lotus software
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
…
43. IBM Software Group | Lotus software
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