Contents

Using Help

Overview of Lotus Organizer Administration 2.1 for mail-based scheduling

Starting and ending Lotus Organizer Administration

Logging in and out of Lotus Organizer Administration

The Lotus Organizer Administration window

Selecting and deselecting entries

Using views

Overview of naming Organizer files

Creating an Organizer entry for a cc:Mail user

Adding scheduling information for multiple existing cc:Mail users

Creating an Organizer entry for a room

Creating an Organizer entry for a resource

Creating an entry for a Lotus Organizer Scheduling Agent 2.1 for cc:Mail

Creating an Organizer entry for a file server

Editing entries

Clearing and deleting an entry

Setting preferences

Assigning access rights to an Organizer file

Resetting a password for a user's Organizer file

Compacting Organizer files


Using views

The User Fields view

The Server Fields view

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Starting and ending Lotus Organizer Administration

Starting Lotus Organizer Administration

Ending Lotus Organizer Administration

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Logging in and out of Lotus Organizer Administration

Logging in to a Notes Name & Address Book

Logging in as a cc:Mail post office

Logging in as a different cc:Mail post office

Logging out

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Selecting and deselecting entries

Selecting a single entry

Selecting multiple entries

Deselecting a single entry or multiple entries

Selecting entries that match specific criteria

Selecting specific Notes Organizer entries

Selecting specific cc:Mail Organizer entries

Going to a specific entry

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Editing entries

Editing a single entry

Editing multiple entries

Editing an Organizer Release 1.1 entry

Changing the icon for a Lotus Organizer Scheduling Agent 2.1 for Notes entry

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Using Help

About the Lotus Organizer Administration Help menu

About the Help buttons

About the Help icons

About the Windows Help menu

About cross-references

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Overview of Lotus Organizer Administration 2.1 for mail-based scheduling

Mail-based scheduling uses an existing e-mail network and the Lotus Notes or cc:Mail mail transport system to deliver meeting notices. A scheduling agent processes meeting notices that arrive in an Organizer message mailbox. Mail-based scheduling provides enterprise-wide calendaring and scheduling.

Lotus Organizer Administration 2.1 is a Microsoft Windows application for maintaining Organizer group-scheduling files. When you use mail-based scheduling with Notes, scheduling information for Organizer is stored in unique Organizer fields in Person documents in the public Notes Name & Address Book. When you use mail-based scheduling with cc:Mail, scheduling information for Organizer is stored in the Comments field in cc:Mail directory entries.

Lotus Organizer Administration 2.1 lets you do the following:

•	Display Organizer field values associated with directory entries for Organizer users, rooms, resources, file servers, and scheduling agents.

•	Select a single entry or multiple entries.

•	Select entries that match specific criteria.

•	Select specific cc:Mail or Notes entries.

•	Manage Organizer information in the cc:Mail directory. (You can create entries for cc:Mail users, rooms, resources, file servers, and scheduling agents.)

•	Manage Organizer information in a Notes Name & Address Book. (You can create entries for Notes rooms, resources, and file servers. For Notes users and scheduling agents, you must use Notes first to register them as new users on the Notes server.)

•	Edit and delete entries for users, rooms, and resources.

•	Reset a password for a user's Organizer file.

•	Display errors and informational messages on the screen, in a log file, or both.

•	Assign access rights to Organizer files.

•	Compact Organizer files.


The Lotus Organizer Administration window

When you successfully log in, the Lotus Organizer Administration window appears. Entries Lotus Organizer Administration receives from an existing Notes Name & Address Book or cc:Mail directory, along with any Organizer scheduling information currently associated with the entries, appear in this window. All entries appear as they are received from the Notes Name & Address Book or cc:Mail directory.

You can view the information in the Lotus Organizer Administration window by using the View menu in two ways. The User Fields view displays scheduling information for Organizer user, room, and resource entries. The Server Fields view displays scheduling information for Organizer file servers. Scheduling agents don't have scheduling information in either view.

The following sections include details about areas of the Lotus Organizer Administration window.

Columns for Organizer entries

The Lotus Organizer Administration window arranges scheduling information for Organizer entries in columns. The columns contain either user-specific or file server-specific data.

Icons for Organizer entries

Each Organizer entry type has an icon associated with it. The following table summarizes these icons:

Icon	Description
	A user with an Organizer file for group scheduling
	An Organizer file set up as a room
	An Organizer file set up as a resource
	A file server
	A Lotus Organizer Scheduling Agent 2.1
	A volume alias (Lotus Organizer Scheduling for Macintosh Release 1.1 entries only)
Note  Organizer Release 1.1 users and Organizer 1.1 remote users don't have icons until you edit their entries.

Status bar

The status bar consists of two areas and a button that display information about the Lotus Organizer Administration window.

Program status text area

Displays the notification of a successful login, the current view, and prompts that help you use menus and commands.

Access area

The access area in the bottom right corner of the status bar displays one of the following icons:

Icon	Description
	Indicates read-write access to the Notes Name & Address Book or the cc:Mail directory.
	Indicates read-only access to the Notes Name & Address Book or the cc:Mail directory.
Address Book button

Lists the Notes Name & Address Book or the cc:Mail directory.

See also

Resizing columns

Using views


The User Fields view

When you choose View - User Fields, Lotus Organizer Administration displays scheduling information for Organizer user, room, and resource entries found in the Notes Name & Address Book or cc:Mail directory. The Program status text area in the status bar tells you the current view.

File server entries have icons but don't have any scheduling information in the User Fields view. Scheduling agents don't have any scheduling information in the User Fields view. Organizer Release 1.1 users have scheduling information but don't have icons until you edit their entries.

User Fields columns

The User Fields view displays scheduling information for Organizer users, rooms, and resources in these columns.

Column	Displays
Name	Name of the entry (user, room, resource, file server, or scheduling agent)
File server	The file server name and volume name associated with the Organizer file
Directory	The directory within which the entry’s Organizer file is stored
File name	The entry’s Organizer file name
Agent name	The scheduling agent for this entry
See also

Resizing columns


The Server Fields view

When you choose View - Server Fields, Lotus Organizer Administration displays scheduling information for Organizer file server entries found in the Notes Name & Address Book or cc:Mail directory. The Program status text area in the status bar tells you the current view.

Names for all entries appear in the Server Fields view but only file server entries have scheduling information in the Account name and Password columns. Data appears in the Alias for column if you entered an alias for the file server in the Server Information dialog box. Scheduling agents don't have scheduling information in the Server Fields view.

Server Fields columns

The Server Fields view displays scheduling information for file server entries in these columns.

Column	Displays
Name	The name of the file server entry
Account name	The network account name that Organizer uses to access Organizer files stored on the named file server
Password	The password for the network account on the named file server. Lotus Organizer Administration displays each character of the password with an * (asterisk). Network accounts that don’t use passwords have a blank Password column.
Alias for	An additional name for a file server if the file server name is already used by a user, room, or resource. (Alias for avoids duplicate names in the Notes Name & Address Book or cc:Mail post office.)
See also

Resizing columns


Resizing columns

When a column is too narrow to display an entire field, Lotus Organizer Administration displays only the part of the field that fits in the column where it is displayed. To increase your column width for more data, you can widen the column. All columns but the icon column are resizable.

1.	Move the mouse pointer to the right border of the column name.

The mouse pointer changes to a black two-headed horizontal arrow.

2.	Drag the pointer to the right until the column is the width you want.


Overview of naming Organizer files

When you create an Organizer entry for a user, room, or resource, Lotus Organizer Administration provides the following methods for naming the Organizer (.OR2) file:

•	First initial and last name

•	First name and last name

•	Specific name you enter

Organizer file-naming algorithm

Lotus Organizer Administration uses an algorithm to guarantee unique Organizer file names in each Notes Name & Address Book or cc:Mail directory. By default, Lotus Organizer Administration uses first initial and last name when it first creates the .OR2 file name. For example, Daniel Rosa’s Organizer file would be DRosa.OR2 by default.

If you later add an Organizer user whose first initial and last name already exist in the Notes Name & Address Book or cc:Mail directory, Lotus Organizer Administration appends n to the existing file name, where n is a number starting with 1. (n increases in increments of 1.) For example, after Daniel Rosa's file (DRosa.OR2) is created, Dorothy Rosa’s .OR2 file name would be DRosa1.OR2, David Rosa’s .OR2 file name would be DRosa2.OR2, and so on.

When generating unique file names, Lotus Organizer Administration may convert certain characters that aren't valid MS-DOS file name characters (for the current code page in use) to similar characters or to _ (underscore). If you don't like the name Lotus Organizer Administration creates, use the Specific option in the Edit Selected dialog box to rename the .OR2 file. (You get there by choosing Edit - Edit Selected.) Remember, .OR2 file names must be unique in the specified directory.

When you select first name and last name, Lotus Organizer Administration uses as many characters in the first name as it can, followed by as many characters in the last name until it reaches the DOS eight-character limit for file names. With this naming scheme, Judy Hersh’s .OR2 file name would be JudyHers.OR2, Timothy Wood’s .OR2 file name would be TimothyW.OR2, and Caroline Rosa’s .OR2 file name would be Caroline.OR2.

If the .OR2 file name can’t fit within the DOS eight-character file name limit, Lotus Organizer Administration truncates characters from the name when it creates the .OR2 file name. For example, Mike Greenwood’s .OR2 file name would be MGreenwo.OR2. If necessary, the .OR2 name is further truncated to guarantee unique .OR2 file names. For example, Marcia Greenwood’s .OR2 file name would be MGreenw1.OR2, Martin Greenwood’s .OR2 file name would be MGreenw2.OR2, and so on.

When you enter a specific name for the .OR2 file, you are restricted only by DOS file-naming conventions and the .OR2 names in the current Notes Name & Address Book or cc:Mail directory.


Setting preferences

You can determine how Lotus Organizer Administration reports errors and, for cc:Mail, where to write Organizer scheduling information for Organizer files in the Comments field of the cc:Mail directory.

1.	Choose File - Preferences.

2.	To display errors and informational messages on the screen, under Interactive error message boxes, click the Detail drop-down box and select the type of messages you want to display: Normal (errors and warnings) or Verbose (errors, warnings, and status).

3.	To display errors and informational messages in a log file, under Log file, click the Detail drop-down box and select the type of messages you want to log: Normal (errors and warnings) or Verbose (errors, warnings, and status).

Lotus Organizer Administration creates the default log file, named ORGADMIN.LOG, and places it in the directory from which you’re running Lotus Organizer Administration. You can use a text editor to open the log file and view it.

4.	If you select Log file, enter a new file name in the text box.

5.	(Optional for cc:Mail) Select where you want Lotus Organizer Administration to write Organizer scheduling information in the Comments field of the cc:Mail directory.

6.	Click OK.

Lotus Organizer Administration creates initialization entries for the choices you make in the Preferences dialog box in the [Org Admin] section of the ORG2.INI file. See “Maintaining the ORG2.INI file," in Chapter 4 of Lotus Organizer 2.1 Administrator's Guide, for more information.


Starting Lotus Organizer Administration

You must complete a file server installation and then complete a node installation on the same system before starting Lotus Organizer Administration.

1.	Start Windows and display the Program Manager window.

2.	If necessary, open the group window that contains the Lotus Organizer Administration 2.1 program icon.

3.	Double-click the Lotus Organizer Administration 2.1 program icon.

See also

The Lotus Organizer Administration window

Using Help


Ending Lotus Organizer Administration

Choose File - Exit or press ALT+F4.


Logging in to a Notes Name & Address Book

When you start Lotus Organizer Administration, a dialog box appears. You use it to log in to Notes. If you don't successfully log in, Lotus Organizer Administration cannot access the Notes Name & Address Books.

Notes administrators who use Lotus Organizer Administration must have Manager or Editor access to the public Notes Name & Address Book to edit entries. If you only have Editor access to the Notes Name & Address Book, you must use a text editor to add the AdminGroup entry to the [Org Admin] section of the ORG2.INI file. See “Maintaining the ORG2.INI file," in Chapter 4 of Lotus Organizer 2.1 Administrator's Guide, for more information.

1.	Start Lotus Organizer Administration.

2.	Enter the password the Notes ID file requires in the text box.

Note  If the Notes administrator's ID doesn't contain a password, Lotus Organizer Administration won't prompt you for it.

3.	Click OK.


Logging in as a cc:Mail post office

When you start Lotus Organizer Administration, a dialog box appears. You use it to log in to the cc:Mail post office. If you don't successfully log in, Lotus Organizer Administration cannot access the cc:Mail directory.

cc:Mail administrators who use Lotus Organizer Administration must log in as the cc:Mail post office and enter its password to edit entries in the cc:Mail directory. You may log in using your name, but you will then only be able to view (and not edit) entries.

1.	Start Lotus Organizer Administration.

2.	(Optional) If the post office name is incorrect, enter another post office name, or select another name from the P.O. name list box. If the path to the cc:Mail post office is incorrect, enter the correct information in the P.O. path text box.

3.	Enter the password for the cc:Mail post office.

4.	Click OK.


Logging in as a different cc:Mail post office

When you successfully log in, Lotus Organizer Administration displays the entries for the cc:Mail post office. To use a different cc:Mail directory, you don’t need to exit Lotus Organizer Administration. You can log in as a different cc:Mail post office.

1.	Choose File - Logout to close the current cc:Mail directory.

2.	Choose File - Login.

3.	Enter the name, password, and path for the new cc:Mail post office.

4.	Click OK.

Lotus Organizer Administration displays entries for the new cc:Mail post office.


Logging out

Choose File - Logout.


Selecting a single entry

To work with an entry, you must select it. You can select entries in only one Notes Name & Address Book or one cc:Mail directory at a time. When you select an entry, it is highlighted. You can select a single entry and then use Lotus Organizer Administration to act on the entry you select.

Move the mouse pointer to the entry you want to select, and click the left mouse button.

You can also use the following keys to select an entry:

Press	To select
or	An entry above or below the current selection
END	The last entry in the window
HOME	The first entry in the window
PG UP	The entry at the top of the previous window
PG DN	The entry at the bottom of the previous window


Selecting multiple entries

Selecting multiple entries is useful when you want to perform one task on multiple entries at a time. You can select entries that appear in sequence or out of sequence.

To select multiple entries in sequence

1.	Click the first entry you want to select.

2.	Drag to the last entry you want to select.

You can also click the first entry and press and hold SHIFT while you click the last entry you want to select.

To select multiple entries out of sequence, press and hold CTRL while you click each entry.


Deselecting a single entry or multiple entries

When you deselect an entry the entry is no longer highlighted.

To deselect a single entry, select another entry.

To deselect multiple entries, press and hold CTRL while you select each entry.

To deselect all selected entries, choose Edit - Deselect All.


Selecting entries that match specific criteria

Selecting entries that match criteria you specify is useful when you want to perform one task on multiple entries at a time. For example, you may want to select multiple Organizer users on a file server and change the name of their scheduling agent. Options for the Select Specific dialog box are described after the procedure.

1.	Choose Edit - Select Specific.

2.	Select the type of entry (Organizer user, room, or resource).

3.	Enter the desired information in the Select Specific dialog box.

For example, you could select all entries that have a specific scheduling agent by entering its name in the Scheduling agent text box.

4.	Click OK.

Lotus Organizer Administration deselects all current selections and selects all entries that meet the desired criteria. Depending on the size of the Notes Name & Address Book or cc:Mail directory, this could be a lengthy operation.

Options for the Select Specific dialog box

Option	Result
Type of entry to select	Lets you limit the search to a specific type of Organizer entry.
Server\volume	Restricts the search to entries whose Organizer files are on the specified file server and volume.
Directory	Restricts the search to entries whose Organizer files have the specified directory.
Scheduling agent	Lets you specify the name of the scheduling agent for the specified entries.
Note  Lotus Organizer Administration displays “Server\volume” for Novell NetWare and “Server\resource” for LAN Manager and MS-Net compatible networks in the Organizer file location list box.


Selecting specific Notes Organizer entries

If you have a large Notes Name & Address Book, you can use the Select Specific Options dialog box to select Organizer entries that reside on a specific Notes server: the users’ home server.

1.	Choose Edit - Select Specific.

2.	Click Options.

3.	Enter the name of the Notes server.

4.	Click OK.

5.	Click OK.

Lotus Organizer Administration deselects all current selections and selects all entries on the specified Notes server.


Selecting specific cc:Mail Organizer entries

If you have a large cc:Mail directory you can use the Select Specific Options dialog box to select all cc:Mail Organizer entries, all local entries, all remote entries, or all users at a specific cc:Mail post office.

1.	Choose Edit - Select Specific.

2.	Click Options.

3.	Select the type of cc:Mail Organizer entries (all entries, all local entries, all remote entries, or all users at a cc:Mail post office).

4.	(Optional) If you select the All users @ PO option, enter the name of the cc:Mail post office in the text box.

5.	Click OK.

6.	Click OK.

Lotus Organizer Administration deselects all current selections and selects all the entries you specified.


Going to a specific entry

1.	Choose Edit - Go To.

2.	Enter the first few letters of the entry you want to go to.

For example, if you type LIND and click OK, Lotus Organizer Administration goes to the first Organizer entry whose name begins with these four letters.

3.	Click OK.

You can also go to an entry by entering the sequence of characters quickly in the Lotus Organizer Administration window.


Creating an entry for a cc:Mail Organizer user

1.	Choose Create - Organizer User.

2.	Enter the name of the user in the User name text box.

(For example, if your cc:Mail post office uses the format “last name, first name” enter Crow, Erin.)

3.	Enter the data for your Organizer network in the Server\volume text box and the Directory text box for this user.

4.	Select a method for naming the user’s Organizer file or enter a specific Organizer file name.

For example, ERINC.OR2.

Lotus Organizer Administration uses the default format (first initial and last name) when naming Organizer files until you select a new naming scheme.

5.	Select Create scheduling file, if it is not selected.

Tip  If you are upgrading an Organizer Release 1.x or Release 2 PIM user to group scheduling, deselect the Create scheduling file option to guarantee that Lotus Organizer Administration reserves a unique file name for the user. When the user tries to open Organizer PIM files, Organizer will display a dialog box asking whether or not to convert the file to an .OR2 file.

6.	Enter the name of the scheduling agent for this user.

For example, _OrgAgent.

7.	Click OK.

See also

Adding scheduling information for multiple existing cc:Mail users

Overview of naming Organizer files

Assigning access rights to an Organizer file


Adding scheduling information for multiple existing cc:Mail users

Lotus Organizer Administration lets you add scheduling information for multiple cc:Mail users at one time. Editing multiple entries is useful for tasks that involve a large number of entries that already exist in a cc:Mail post office. For example, you may want to move only 10 out of 50 users on _OrgAgent to _OrgAgent2 at once.

1.	Choose Edit - Select Specific.

2.	In the Select Specific dialog box, select the cc:Mail Organizer entries you want to edit.

3.	Click OK.

4.	(Optional) In the Lotus Organizer Administration window, deselect those entries that you don’t want to change.

5.	Choose Edit - Edit Selected.

Lotus Organizer Administration displays the number of selected cc:Mail Organizer entries, the entry type (if all the entries are the same), and the scheduling information that the entries have in common (server and volume, directory, and/or scheduling agent).

6.	Make necessary changes to the file server and volume, directory, and/or the scheduling agent.

7.	Click OK.


Creating an entry for an Organizer room

Organizer 2.x has different entry types for rooms and resources. Rooms in Organizer 2.x are meeting or conference rooms, and resources are items like company vehicles, computers, and audio visual equipment. In Organizer 1.1, there was only one entry type for rooms and resources.

1.	Choose Create - Room.

2.	Enter the name of the new room in the User name text box.

When naming rooms, enter the conference room number, followed by its person capacity in parentheses. For example, Conf. Rm. 109 (10).

3.	Enter the data for your Organizer network in the Server\volume text box and the Directory text box for this room.

4.	Select a method for naming the room’s Organizer file or enter a specific Organizer file name.

The default .OR2 file name for Conf. Rm. 109 (10) is C(10).or2.

When naming a room that will be used by both Organizer 1.1 and Organizer 2.x users, set up the room in Organizer 1.1 (with the DIRADMIN utility) so that an Organizer 1.1 (.ORG) file is created. Creating an .ORG file enables both Organizer 1.1 and 2.1 users to display the free and busy times of the room.

5.	Select Create scheduling file, if it is not selected.

If you are upgrading an Organizer Release 1.1 resource for a conference room to an Organizer Release 2.1 room, deselect the Create scheduling file option to guarantee that Lotus Organizer Administration reserves a unique file name for this room. Then you must start the Organizer client and convert the .ORG file for this room to an .OR2 file.

6.	Enter the name of the scheduling agent for this room.

For example, _OrgAgent2.

7.	Click OK.

After creating a room entry, you may want to edit the entry's access rights to give the room administrator special access to the Organizer file.

Administering rooms

You use Lotus Organizer Administration to create entries for rooms. When users schedule meetings, the room entries appear in the Room drop-down box in the Schedule Meeting dialog box. (You get there by clicking Invite in the Create Appointment dialog box.) In order for the room entries to appear, you must create a public mailing list (cc:Mail) or group (Notes) that contains these entries.

Note  In Notes, you should create a group named “*ROOMS”. For more information on creating groups, see the Lotus Notes administrator’s guide. In cc:Mail, use cc:Mail ADMIN to create a public mailing list named “#*ROOMS”. For more information on creating public mailing lists, see cc:Mail administrator’s guide.

See also

Overview of naming Organizer files

Assigning access rights to an Organizer file


Creating an entry for an Organizer resource

Organizer 2.x has different entry types for rooms and resources. Rooms in Organizer 2.x are meeting or conference rooms, and resources are items owned by the company, for example, cars, computers, and audio visual equipment. In Organizer 1.1, there was only one entry type for rooms and resources.

1.	Choose Create - Resource.

2.	Enter the name of the new resource in the User name text box.

When naming resources, precede the resource with an _ (underscore) to sort them together at the bottom of the Notes Name & Address Book or cc:Mail directory. For example, _Overhead Projector.

3.	Enter the data for your Organizer network in the Server\volume text box and the Directory text box for this resource.

4.	Select a method for naming the resource’s Organizer file or enter a specific Organizer file name.

The default .OR2 file name for _Overhead Projector is _Project.or2.

When naming a resource that will be used by both Organizer 1.1 and Organizer 2.x users, set up the resource in Organizer 1.1 (with the DIRADMIN utility) so that an Organizer 1.1 (.ORG) file is created. Creating an .ORG file enables both Organizer 1.1 and 2.1 users to display the free and busy times of the resource.

5.	Select Create scheduling file, if it is not selected.

If you are upgrading an Organizer Release 1.1 resource to an Organizer Release 2.x resource, deselect Create scheduling file to guarantee that Lotus Organizer Administration reserves a unique file name for this resource. Then you must start the Organizer client and convert the .ORG file for this resource to an .OR2 file.

6.	Enter the name of the scheduling agent for this resource.

For example, _OrgAgent2.

7.	Click OK.

After creating a resource entry, you may want to edit the entry's access rights to give the resource administrator special access to the Organizer file.

See also

Overview of naming Organizer files

Assigning access rights to an Organizer file


Creating an entry for a Lotus Organizer Scheduling Agent 2.1 for cc:Mail

1.	Choose Create - Agent.

2.	Enter a name for the new scheduling agent in the text box.

Each scheduling agent in an organization must have a unique name.

3.	Click OK.

The new scheduling agent is added as an uppercase "P" directory entry.


Creating an Organizer entry for a file server

You must create an entry for each remote file server in the Notes Name & Address Book or cc:Mail post office. Organizer uses the file server entry to log in to the remote file server and display free and busy time for users, rooms, and resources on remote file servers. Lotus Organizer Scheduling Agent 2.1 also uses the file server entry to deliver meeting notices on a remote file server.

If you don’t have access rights on the remote file server for which to create the network account, ask the administrator on the remote file server to complete this procedure.

1.	Create a network account on the local and remote file server with the appropriate access rights for your network.

See “Specifying file server information,” in Chapter 3 of Lotus Organizer 2.1 Administrator's Guide, for more information.

2.	Choose Create - File Server.

3.	Enter the name of the remote file server in the Server name text box.

For example, Jeeves.

4.	Enter the network account name on the remote file server in the User name text box.

For example, ORGACCT.

5.	Enter the password for the network account on the remote file server in the Password text box.

For example, Neptune.

Note  The password appears in the Password text box as you type it. Lotus Organizer Administration displays each character of the password with an * (asterisk) in the Server Fields view.

6.	(Optional) If the file server name is already used by a user, room, or resource, select Use alias and enter an additional name for the file server.

Using an alias avoids duplicating names in the Notes Name & Address Book or cc:Mail post office. The alias appears in the Alias for column in the Server Fields view.

7.	Click OK.

Organizer connects the client to the remote file server using the network account. Therefore, the network account should only be granted access rights to the \ORG2\ORGFILES subdirectory.


Editing a single entry

Before you edit an entry, you must select it.

1.	Double-click the entry you want to edit.

You can also edit an entry by selecting it and pressing ENTER.

2.	Make necessary changes to the Organizer file location, Organizer file name, and/or the name of the scheduling agent in the appropriate text boxes.

When you edit an entry, Lotus Organizer Administration uses the Keep previous name option, which is the default, for the Organizer file name.

3.	Click OK.

See also

Selecting and deselecting entries

Overview of naming Organizer files


Editing multiple entries

Lotus Organizer Administration lets you edit multiple entries at one time. Editing multiple entries is useful for tasks that involve a large number of entries. For example, you may want to move only 10 out of 50 users on _OrgAgent to _OrgAgent2 at once. The procedure below demonstrates how to edit the directory and name of a scheduling agent for multiple Organizer user entries.

1.	Choose Edit - Select Specific.

2.	In the Select Specific dialog box, select the entries you want to edit.

3.	Click OK.

4.	(Optional) In the Lotus Organizer Administration window, deselect those entries that you don’t want to change.

5.	Choose Edit - Edit Selected.

Lotus Organizer Administration displays the number of selected Organizer entries, the entry type (if all the entries are the same), and the scheduling information that the entries have in common (server and volume, directory, and/or scheduling agent).

6.	Make necessary changes to the file server and volume, directory, and/or the scheduling agent.

7.	Click OK.

See also

Selecting entries that match specific criteria


Editing an Organizer Release 1.1 entry

1.	Double-click the entry you want to edit.

2.	Select Organizer user for the Organizer entry type.

3.	In the Organizer file name list box, select Specific and enter a new file name for the user with the file extension .OR2.

For example, change the entry DALISON.ORG to DALISON.OR2.

Caution  After you change the user’s file name from .ORG to .OR2, the resulting .OR2 file can no longer be used with Organizer Release 1.1.

4.	Make necessary changes to file server and volume, directory, and/or the name of the scheduling agent in the appropriate information boxes.

5.	Click OK.

See also

Overview of naming Organizer files


Changing the icon for a Lotus Organizer Scheduling Agent 2.1 for Notes entry

1.	Double-click the scheduling agent entry whose icon you want to change.

2.	Select Agent for the Organizer entry type drop-down box to add the scheduling-agent icon.

3.	Click OK.

See also

The Lotus Organizer Administration window


Clearing and deleting an entry

Clearing Organizer information from a directory entry

When you clear an Organizer entry, you remove the Organizer scheduling information from the Person document in the current Notes Name & Address Book or the Comments field in the cc:Mail directory. Clearing an entry does, however, physically retains the entry in the Notes Name & Address Book or the cc:Mail directory. You can clear multiple entries.

1.	Select the entry you want to clear.

2.	Choose Edit - Clear.

3.	(Optional) The Delete Organizer file option is available only when at least one selected entry has an Organizer file associated with it. If you select this option, the Organizer file for this user is erased from the file server.

4.	Click OK.

Deleting an Organizer entry in the cc:Mail directory

When you delete an Organizer entry, Lotus Organizer Administration removes the entry from the cc:Mail directory and you can't retrieve it. You can delete multiple entries.

1.	Select the entry you want to delete.

2.	Choose Edit - Clear.

3.	Select Delete Entry.

4.	(Optional) The Delete Organizer file option is available only when at least one selected entry has an Organizer file associated with it. If you select this option, the Organizer file for this user is erased from the file server.

5.	Click OK.

6.	Click Yes.


Compacting Organizer files

You should compact Organizer files periodically to reduce their file size. Depending on your users and the size of their .OR2 files, you can choose to compact .OR2 files on a weekly or monthly basis. You can compact files while you are using Lotus Organizer Administration 2.1, or, in Batch mode. The following procedures describe both methods for compacting files.

Using Lotus Organizer Compact 2.1

1.	From the Lotus Organizer Administration 2.1 window, select the entries whose Organizer files you want to compact.

2.	Choose Utilities - Compact.

3.	To save the original .OR2 files that Lotus Organizer Administration 2.1 will rename with the extension .OLD, make sure Delete .OLD files is not selected. To delete .OLD files after compacting for the files is completed, select Delete .OLD files.

4.	To compact the selected entries, make sure Don't compact now, but create off-line command (.OAC) file is not selected.

5.	Click OK.

As Lotus Organizer Administration 2.1 rebuilds the .OR2 file for each entry, it displays a progress indicator with the compact status for each file.

Using Lotus Organizer Compact 2.1 in Batch mode

Lotus Organizer Administration 2.1 lets you compact Organizer files in Batch mode. You must first create the Organizer command (.OAC) file before you can run it in Batch mode.

1.	From the Lotus Organizer Administration 2.1 window, select the entries whose Organizer files you want to compact.

2.	Choose Utilities - Compact.

3.	To save the original .OR2 files that Lotus Organizer Administration 2.1 will rename with the extension .OLD, make sure Delete .OLD files is not selected. To delete .OLD files after compacting for the files is completed, select Delete .OLD files.

4.	To compact the selected entries in Batch mode, select Don't compact now, but create off-line command (.OAC) file.

By default, Lotus Organizer Administration 2.1 creates the file named COMPACT.OAC and places it in the Organizer \ADMIN directory. You can enter another name for the file in the text box.

5.	Click OK.

After you create the .OAC file, you can run it from Program Manager.

1.	From Program Manager, create a copy of the Lotus Organizer Administration 2.1 program icon: press and hold CTRL while you drag this program icon from its current location to another location in the Lotus Applications group window.

2.	Select the copied Lotus Organizer Administration 2.1 program icon and choose File - Properties.

3.	Type Batch Compact for the Description.

4.	Edit the path to Lotus Organizer Administration 2.1 in the Command Line by typing a space and the name of the Lotus Organizer Compact 2.1 command file (for example, C:\LOTUS\ORG2\ADMIN\ORGADMIN.EXE COMPACT.OAC).

5.	Click OK.

6.	Double-click the Batch Compact program icon to compact the specified Lotus Organizer Compact 2.1 command file.

Lotus Organizer Administration 2.1 compacts the entries according to the options you selected in the Lotus Organizer Compact 2.1 dialog box.

See also

Lotus Organizer Compact 2.1 command file


Lotus Organizer Compact 2.1 command file

The Lotus Organizer Compact 2.1 command file is a text file. It may contain the following sections and entries based on login information and options you selected in the Lotus Organizer Compact 2.1 dialog box. The sections and entries in the Lotus Organizer Compact 2.1 command file are included below with a brief description of each one.

[Session] section

LoginContainerPath=user-defined

Path to the cc:Mail post office (cc:Mail only).

LoginName=user-defined

Name of the cc:Mail post office to log in as (cc:Mail only).

SessionId=encrypted password

If the mail system uses a password for your login, SessionId displays an encrypted password.

Commands=1

The number and sequence of commands to execute. Commands must remain set to 1 for Lotus Organizer Administration 2.1. Each command number has a section associated with it. For an example, see the [Command1] section below.

LoginPassword=user-defined

If the mail system does not use a password for login, LoginPassword lets you specify a non-encrypted password to gain access to your mail system. Lotus Organizer Administration 2.1 does not create this entry. You use this entry if you are creating an .OAC file from scratch with a text editor.

[Command1] section

AddressBook=user-defined

The Address Book that contains names of Organizer users whose Organizer files Lotus Organizer Administration 2.1 will compact. (AddressBook=Directory for cc:Mail.)

SelectionList=[Names]

The name of the section in the command file that lists the names of the users whose Organizer files Lotus Organizer Administration 2.1 will compact.

Command=0

The number for a command you want Lotus Organizer Administration 2.1 to execute. Command must remain set to 0 for Lotus Organizer Administration 2.1.

DeleteOldFiles=0

Tells Lotus Organizer Administration 2.1 to delete or not to delete all .OLD files after compacting is complete: 0=do not delete all .OLD files; 1=delete all .OLD files.

[Names] section

Individual names of the Organizer users whose Organizer files Lotus Organizer Administration 2.1 will compact. You insert the list of names by selecting their entries in the Lotus Organizer Administration 2.1 window or by entering them in this section yourself with a text editor.


Using Help

Lotus Organizer Administration provides context-sensitive Help, namely Help based on the task you're doing. To get help on the dialog box that is displayed, click Help or press F1. Help will appear and your dialog box will also remain open.

See also

About the Lotus Organizer Administration Help menu

About the Help buttons

About the Help icons

About the Windows Help menu

About cross-references


About the Lotus Organizer Administration Help menu

When you are working in Lotus Organizer Administration, you can choose Help to display menu items that let you work with Help.

Contents

Displays the Help Contents window, a list of Help main topics.

Search

Displays a list of Help keywords.

Using Help

Displays information on how to use Lotus Organizer Administration Help.

About Lotus Organizer Administration

Displays Lotus Organizer Administration release and copyright information.


About the Help buttons

When the Help window is active, the following buttons appear at the top of the Help window to display related Help topics.

Contents

Displays the main Help Contents window.

Search

Lists all the Help keywords in Lotus Organizer Administration. Enter a keyword in the text box, or select a keyword or phrase in the list box. Then, click Show Topics. Lotus Organizer Administration displays Help topics that relate to the keyword or phrase.  To display a topic, select the topic in the list box and click Go To.

Back

Displays the last Help topic you viewed. You can move back through each topic, one at a time. When you're at the first topic, the button is dimmed.

History

Displays a list of the previous Help topics you viewed. You can select a topic in the list to display that topic.


About the Help icons

Lotus Organizer Administration Help provides icons at the top of the Help window that help you better navigate Help and quickly get the information you need.

Icon	Function
	Displays a list of topics related to the current topic. You can display a topic in the list by selecting it, or you can return to the Help Contents window. You can also display the Search window.
	Prints the current Help topic.


About the Windows Help menu

When you are working in Help, the Windows Help menu appears at the top of the main window. For complete information on the Help menu, choose Help - How to Use Help from the Windows Help menu.

File

Opens Help files, prints Help topics, sets printer options, and closes Help.

Edit

Copies Help text to the Clipboard and adds annotations to Help text.

Bookmark

Places bookmarks in and removes bookmarks from Help topics. You use a bookmark to mark a specific Help reference.

Help

Switches control from Lotus Organizer Administration Help to Windows Help and displays information about and options for Windows Help. To return to Lotus Organizer Administration Help, click History and then select a Lotus Organizer Administration Help topic, or click Contents.


About cross-references

Many Help topics contain cross-references to other related Help topics. The cross-references display in green (gray on a monochrome system) with an underline. If the cross-reference leads directly to another Help topic, the underline is a solid line. If the cross-reference leads to a list of related topics from which you must choose, the underline is dotted.

To display another Help topic using a cross-reference, click the cross-reference with the left mouse button. If you use the keyboard, you can press TAB to move to the cross-reference and then press ENTER.


Assigning access rights to an Organizer file

You can assign the level of access rights to Organizer files for anyone on your network. When you use Lotus Organizer Administration to create Organizer files for users, the default access right is Free time, which lets other users see only the available time in a user's Calendar section while using group scheduling.

When you use Lotus Organizer Administration to create Organizer files for rooms or resources, the default access level is Reader. You can assign different access rights to rooms and resources.

1.	From the Lotus Organizer Administration window, select the user entry whose Organizer file access you want to change.

2.	Choose Utilities - User Access.

3.	Click Names to see a list of the names of other users to whom you can give access rights.

4.	Select a name from the list and click Add.

You can add more than one name. If you enter a name that appears in more than one location, Organizer displays a dialog box listing each occurrence of the duplicate name and the associated directory, namely, cc:Mail post office, or Notes Name & Address Book. Select the name you want and click OK.

5.	Click Close.

6.	Under People or groups, select the name of a person you added.

7.	Under Access level, select the level of access rights you want to give this user.

8.	Click Update.

9.	Repeat steps 6 - 8 for any other user whose name you added.

10.	Click OK.

11.	Click OK.

Any changes you make to access rights will take effect the next time the Organizer file is opened.

Tip  To change the default access for all users, select Default at the top of the People or groups list box, select an access level, and click Update.

Organizer access rights

The following access levels are available:

Access level	Access privileges
Owner	Full access rights, including read, write, customize and free-time access. Owners can access confidential entries, set or change passwords, and set the user access level for other users.
Trustee	In addition to assistant rights, trustees can also customize the file. Trustees can't view or change confidential entries or set the user-access level for other users.
Assistant	Read, write, and free-time access. Assistants can schedule and respond to meetings in your file and change preferences. Assistants can't view or change entries that are confidential or set the user-access level for other users.
Reader	Read only access and free-time access.
Free time	Free-time and busy-time view of a Calendar for group-scheduling purposes; individual appointment details can't be viewed by others.
None	No access to the file.
See also

Resetting a password for a user's Organizer file


Resetting a password for a user's Organizer file

If a user forgets the password to his or her Organizer file, Lotus Organizer Administration lets the administrator reset the password to the file.

1.	From the Lotus Organizer Administration window, select the user entry whose password you want to reset.

2.	Choose Utilities - User Access.

3.	Click Password.

4.	Enter a new password.

5.	Click OK.

6.	Confirm the password by entering it again.

7.	Click OK to confirm the password.

8.	Click OK.

9.	Inform the user of the new password.

Organizer only checks passwords when there is no network login to validate the user and permit access to a user's named scheduling file.  When users create a password for a file, they must type that password to access the file when they are disconnected from the LAN.

Also, when disconnected from the LAN, any other user to whom they granted access rights must also enter the password to open the file. Refer users to the Organizer client Help file for information on protecting their work with a password.

Note  If users take an .OR2 file off the LAN, they may want to protect their file with a password because they won’t use a network login to provide security. In Organizer 2.1, a dialog box appears as a reminder to users to create and maintain a password on their files.

See also

Assigning access rights to an Organizer file