PARCO IT Bulletin

FREQUENTLY ASKED QUESTIONS ABOUT LOTUS

NOTES EMAIL

How to change my Email Password?

How to create a folder?

How to set the Signature in Email?

How to Flag an email for Follow-up?

How to enable an out-of-office notification?

How to Schedule Meeting Invitations through

Calendar?

How to Archive the Emails?

How to mark unwanted emails as Spam?

What is Stationery Lotus Notes?

How to use Stationery Lotus Notes?

How to encrypt my confidential emails?

1. HOW TO CHANGE MY EMAIL PASSWORD?

a. To change your Notes password, Windows users should click FILE from menu bar then click CHANGE
PASSWORD and enter your current password.

b. A pop-up window will open. Enter a New Password in the ENTER NEW PASSWORD field. Then, enter it again
in the RE-ENTER NEW PASSWORD field.

c. Click OK.

d. Password will expire after 60 days. User starts receiving alert 15 days before the password expiry. Password
history is maintained and three previous passwords cannot be used.

2. HOW TO CREATE A FOLDER?

a. On the left pane in your inbox, click the FOLDER button.

b. Click the right mouse button, Select CREATE FOLDER. A dialog box will
appear.

c. In the FOLDER NAME field, type the name of the folder you are
creating.
d. Click OK to finish.

e. Inside the NAVIGATION PANE, you will notice the FOLDERS directory
and see the folder you just created.
f. Repeat the steps above to create more folders.

3. HOW TO SET THE SIGNATURE ?

a. Select the Actions from menu bar and Click More and select Preferences.

b. Select the Signature Tab. Check the automatically append a signature to

the bottom of my outgoing mail messages option.
c. You can set the Company Standard Email Signature in the text box
appearing at the bottom of this window.

4. HOW TO FLAG AN EMAIL FOR FOLLOW-UP?

a. Select the email you want to flag for Follow-up.

b. Select the Actions from menu bar and Click Follow up and select Quick
Flag or Add or Edit Flag.

c. Now there are two ways to keep track of flagged emails i.e. you can click on a small flag at the top of your
emails window and click flags icon to sort your flagged emails.

d. OR, you can click on the small arrow appearing at the bottom of the
navigation pane at the right of the main screen, upon clicking a new
window will pop down containing all the flagged emails.

e. You can also remove the flag on the email after the necessary follow-up work is complete. To remove flag,
select the Actions from menu bar and Click Follow up and select Remove Flag.
5. HOW TO ENABLE AN OUT-OF-OFFICE NOTIFICATION?

You can enable the out-of-office notification to automatically

respond to incoming e-mail messages, stating the reason you are
away, and when you will return.
To enable the notification:

a. Go to Actions from menu bar, click More > Out of Office.

b. Set the dates in Leaving and Returning fields, You can also
set Subject and Additional body text to add details of your
unavailability.

c. Click Enable and Close button.

d. You will be given a confirmation that the agent was

enabled. Click OK to close the confirmation. Then,
click OK again to close the Out of Office dialog box.

e. Out of Office will be deactivated automatically after the

date/time defined as Returning field.

6. HOW TO SCHEDULE MEETING INVITATIONS THROUGH CALENDAR?

To create a new Meeting, first open your Calendar by clicking

on File from menu bar then select New then Calendar Entry.
A blank Meeting form appears.

a. In the Subject field, enter a subject.

b. In the When fields, choose a start and end date and time

for the meeting.

c. In the Where fields, set the location.

d. In the Invitees fields, enter the names of the people whom you want to invite.

e. Click the Save and Send Invitations button on the Action bar.

f. All your Invitees receive a message in their Inbox asking them to Accept or Decline the invitation request which
would also be incorporated in their Calendar.

7. HOW TO ARCHIVE THE EMAILS?

a. Select the email you want to archive by pressing Shift+Up/Down Arrow key or by CTRL+Mouse Click.
b. Then click Actions from the menu bar.

c. Select Archive and click on Archive Selected documents.

8. HOW TO MARK UNWANTED EMAILS AS JUNK (SPAM)?

a. Select the email you want to mark as spam.

b. Then click File from the menu bar, click on More, select Deliver Sender’s mail to Junk. You have two option now

 Deliver to Junk any email from this sender: abc@xyz.com (This selection will block only abc@xyz.com)
 Deliver to Junk any email from any address that ends with: @xyz.com (This selection will block the xyz.com
domain)
9. WHAT IS STATIONEY IN LOTUS NOTES?

Stationery is used to create email templates in Lotus Notes. It can be helpful when a user needs to send a message

frequently in the same format over and again to save time.

10. HOW TO USE STATIONERY IN LOTUS NOTES?

There are two types of stationery in Lotus Notes. By default, Memo stationery is created in the email application. You can

create both types of stationery or emails templates by the following steps:

a. Create Memo Stationery: In Memo type, you will get a plain email body where

you can use text and images in any order and create a template. Follow below

steps:

 Open the IBM Notes then open your Mailbox. Go to Tools >>
Stationery from the left pane. Then click on Action from menu bar,

select New Stationery then select Message.

 A new email window will open. Now, write the email message along with the subject. Then click
on Action from menu bar and click on Save.

 A dialog box appears. Name the title of the Stationery you have created then click on OK button to
finish the process.

 Now, you will be redirected to your mailbox. Now, click on Tools >> Stationery on the left panel to
view and use the stationery.

 You can check the stationery created with the same title name on the right panel of the window. To
send any email message using

stationery, double click on it.

 Now, you can see that the same

message is displayed on the screen.

Now type the email id to whom you

want to send the email. At last, click on Send button.

11. HOW TO ENCRYPT EMAILS?

a. Users can encrypt mail sent to other Email users.

b. To encrypt an email, click on Action > Delivery Options > in Security Options Tab click Encrypt before sending

the mail. This will encrypt the email.

Note: If you encrypt the email, it becomes irrecoverable i.e. if your mail box faces technical problems, your
encrypted emails would not be recoverable, there it is advisable to encrypt only highly sensitive and confidential

emails.