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Sending and Receiving Notes

The Send Note feature allows you to send a note via Internet Mail. The note will be delivered via the recipientÆs email address. If the recipient is running a version of Post-it® Software Notes that has the Internet Mail Message Service installed, your note will also appear as a desktop note, with its graphics and formatting preserved. You must have access to an SMTP/POP3 Internet mail account for this Message Service to function.

The Internet Mail Message Service is a standard feature on all versions of Post-it® Software Notes 2.1.1.1050 and higher. Standard and Office Editions include additional ways to send and receive notes from other computers.

To send a note:

Before you send your first note, you must first configure Post-it® Software Notes in Preferences . You must be connected to the Internet and have an email service. To learn more about how to set up your computer for sending and receiving notes, read Preferences about the Internet Mail Tab.

Once you are correctly configured, to send a note all you do is:

1. Create and edit your note. You must write your note before addressing it.

2. Address and send your note.

Select the hierarchical menu Send Note To > from the Note Menu to select a recipient.

Send Back to: (only if note was previously sent to you)

• If you are replying on a note sent from someone else, the hierarchical menu will show the Send Back to: option. Make sure you edit your reply message before selecting this option, because the note is sent immediately.

Favorites >

• If you have set up a "Favorites" group, the hierarchical menu will show Favorites >. Select any one person from that group and your note will be sent immediately. Click here to find out how to create a Favorites group.

Send using <default mail system>

• If you want to send the note using your default mail system. A mail message will be created in your default mail system with the text from the note and picture of the note. If the recipients are running Post-it® Software Notes they can open the .psnxml file that is attached to the message to create a note on their desktop.

• You can change your default mail system in the Internet Explorer properties under the "Programs" tab.

Others... (Send your note to someone new, or to more than one person.)

• If you want to send the note to someone not on your Favorites list, or

• If you want to send the note to a person you havenÆt sent to before, or

• If you want to send the note to more than one person, then

Select the Others... option. This brings up the Send Note dialog.

Send Note dialog (after selecting Send Note to: Others)

To send a note, select a name from your Personal List, or click on the Internet Mail tab and type in the full Internet address (e.g., jsmith@email.com). Add the address to the Send to: list on the right by clicking on the button. Or, you can double click names and addresses on your Personal List to add them to the Send to: list. After selecting any number of recipients, click the Send button to send the note immediately.

Click here to learn how to create a Personal List of your often-used addresses, including groups and individuals. These addresses will appear on the My List tab. When you set up your Personal List, you can also create a special Favorites group of the most frequent addresses that you send notes to.

Click here to learn how to set up your Internet Mail in Preferences. You must know the address of your SMTP and POP3 servers.

Feedback after sending a note

After clicking the Send button, you'll get feedback if any notes could not be sent. (See Preferences for feedback options.) If the note was not delivered, you can choose to Resend the note at a later time.

Note: You can close the Sending to: dialog at any time and the note will still be sent. You can also do other tasks while the dialog is up.

If there was a problem sending the note, a Resend button will appear on the Sending dialog. When you click Resend, the Send Note dialog will re-appear. A new dropdown menu will be available next to the Send button, where you can select a time between now and 24 hours from now for the note to be resent.

Note: Your computer must be connected to the Internet at the time the note is to be sent.

Receiving a note...

The note will appear on your desktop, and a copy will be sent to the POP3 email account listed in the Internet Mail tab of Preferences. A notifier will appear on the Notepad or in the Taskbar.

Click the notifier on the Notepad or in the Taskbar to expose the received note. The notifier will remain visible until you have exposed all received notes.

Other Sending and Receiving Notes Options

Select Preferences from the Notepad Menu and go to the Sent Notes tab:

After sending: Select whether you would like to show the results of your sent note while sending, or only when the note failed to be sent.

Check the Insert "A note from <your name>" into sent notes checkbox to include your name in the notes you send.

Make sure that the Enable sending & receiving notes checkbox is checked if you want to send notes to, or receive notes from, others.

When using Internet Mail to send notes:

--You will not be able to send notes when your email system is temporarily down or inaccessible.

--Unsuccessful email delivery and replies to your notes may be reported within your email system. Check your regular mail as you normally would for such information.

--Messages sent from Post-it® Software Notes will not be logged by your email system or put in your Outbox (sometimes called your Sent mailbox).

Internet Mail Troubleshooting

Having problems sending notes?

• Are you sure that your email account uses SMTP/POP3 servers?

• Are you sure that you are connected to the Internet when you try to send your note?

• Use the Return Address that is associated with your SMTP (outgoing) email server.

Having problems receiving notes?

• Have you entered your email address, your user name and your password correctly?

• Click on Internet Mail tab in Preferences > POP3 Server Information > Check for Notes Now.
  • If Post-it® Software Notes is unable to successfully poll your POP3 Server, you will get an error message indicating so. Try re-entering your User name and password and click Check for Notes Now again.

Click here to see if there is more up-to-date information in the FAQ part of the Post-it® Software Notes website.

Setting up My Personal List

Editing your Personal List: You can add people to your Personal Address List by clicking the Edit Personal List button at the bottom of the Send Note dialog. This saves you having to type their Internet mail address every time you send a note.

The My Personal List dialog allows you to type in an Internet address on the left side of the dialog. Type in the full email address (such as, jsmith@email.com) and then click the button or press Enter to add the address to your Personal List forming on the right side.

After adding names to the Personal List you can create/edit a nickname for an address, and you can create/edit groups of addresses that will appear under one nickname on your list. You can also create a Favorites group here (see below).

Groups

New Groups: You can create groups of recipients, by clicking on the New Group button on the My Personal List dialog. This will open the New Group dialog, which allows you to name the group and select people from your Personal List to copy into that group. You can also delete names from the group in this dialog.

Note: You can create a group with other groups in it.

Editing Groups. You can add more names to the group later by selecting the name of the group you want to change and clicking on the Edit Group button in the My Personal List dialog. You can also delete names from the group in this dialog.

Note: Deleting a group preserves the original My List entries for each of the members of the group; however, deleting the original entry will also remove that name from membership in any groups. For example, you might have put "Jim" (a nickname for someone on your Personal List) into your "Delbert Project Group". Later, if you delete "Jim" from the group, the original entry for "Jim" will remain in your Personal List. However, if you delete "Jim" from your Personal List, his address will also be deleted from the Delbert Project Group.

Importing another person's Personal List

You can merge another person's Personal List with yours. The personal list is saved in a file named PSNMsgAddr that is kept in the same folder as the application. If you have a copy of another person's PSNMsgAddr file, you can merge their addresses with yours.

On the My Personal List dialog, click the Import Personal List button. Then open the PSNMsgAddr file. Your list will now include any new addresses from the import file.

Making a Favorites Group

The Favorites group, once created, appears on the Send Note to: hierarchical menu. You can select any one from this group to send your note to, without having to go to the Send Note dialog.

Once you have one or more names in your Personal List, select any of them and click on the Add to Favorites button. A new group will appear in your Personal List, called Favorites.

You can add and delete names from your Favorites list by selecting the Favorites Group and pressing the Edit Group button. Select a name in the Group List and press Remove to remove the name from the Favorites or select a name from the Personal List and press the >>> button to add the name to the Favorites group.