Marian SternSusanna Doyle#####################################
TopicNumberTopicNumber
TopicNumber
Marian SternSusanna Doyle#################
Section
Susanna DoyleSection
Section
SectionAssign this topic to a category.
1. HOW DO I?2. GETTING STARTED3. MENUS & DIALOG BOXES4. SMARTICONS5. SCRIPTING & FORMULAS6. MESSAGES7. SHORTCUTS
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Whats_New
Susanna DoyleWhats_New
Whats_New
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PrimeView
Susanna DoylePrimeView
PrimeView
PrimeViewAssign this document to a (main) view.
a. How Do I?b. What's New?c. Top 10 Taskse. Search IndexRef a. Setting UpRef b. WorkspaceRef c. ShortcutsRef d. ScriptingRef e. @FunctionsRef f. Troubleshooting.
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ViewSection
Susanna DoyleViewSection
ViewSection
ViewSectionAssign this topic to a topic group.3
Use DatabasesUse ViewsUse DocumentsSearch for InformationUse MailPrint Documents and ViewsKeep Notes SecureShare Information With Other ApplicationsUse Notes Away from a NetworkDesign Notes DatabasesManage Notes DatabasesAdminister Notes Servers---Where is this Release 3 command?What are the important new features?What changed at the last minute?How do I upgrade my site to Release 4?----Things you do before startingThings you do every dayThings you do frequentlyOther things-----About NotesSetting Up NotesStarting & Stopping NotesAbout Other Notes Documentation------About MenusAbout the SmartIcons PaletteAbout WindowsAbout FoldersAbout Split PanesAbout the Status Bar-------SmartIcon ShortcutsMouse ShortcutsKeyboard Shortcuts--------About ScriptingLotusScript BasicsLotusScript Reference----------@Functions Basics@Functions Reference@Commands Basics@Comands Reference---------About MessagesAbout Customer SupportList of Messagest
Workspace\icon names inFolders\across top of workspaceTabs, workspaceDesktopReferenceAboutH_ABOUT_THE_DESKTOP_FILE_DESKTOPDSKContext Help FormAbout the desktop file (DESKTOP.DSK)
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02 General Notes Concepts02 Workspace
Workspace\tabbed pages inFolders\across top of workspaceTabs, workspaceDesktopReplicator tabReferenceAboutH_ABOUT_THE_SIX_TABBED_PAGESContext Help FormAbout workspace pages
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02 General Notes Concepts02 Workspace
SmartIconsToolbarsSmartIcons\directory stored inReferenceAboutH_ABOUT_THE_SMARTICONS_BARContext Help FormAbout SmartIcons
02 General Notes Concepts02 Workspace
Status barToolbarsReferenceAboutH_ABOUT_THE_STATUS_BARContext Help FormAbout the status bar
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03 How do I upgrade my applications to Release 4?
Notes\upgrading from previous releasesWhat's New?AboutH_ABOUT_THE_UPGRADERS_GUIDEContext Help FormAbout the Migration Guide
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02 General Notes Concepts02 Workspace
WorkspaceFolders\across top of workspaceTabs, workspaceDesktopReferenceAboutH_ABOUT_THE_WORKSPACEContext Help FormAbout the workspace
Databases\addingFile names\adding databases withHow Do I?StepsH_ADDING_A_DATABASE_USING_ITS_FILE_NAMEContext Help FormAdding a database using its file name
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01 Do Everyday Tasks02 Use Databasesffffff
Databases\adding specialWeb NavigatorInternetHow Do I?StepsH_ADDING_DATABASES_THAT_ARE_SPECIAL_TO_YOUR_ORGANIZATIONContext Help FormAdding databases that are special to your organization
02 How do I learn about important new features?02 New Database Design and Management Features
UpgradingNew featuresWhat's New?AboutAllH_AGENT_(MACRO)_FEATURESContext Help FormAgent features
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AllH_APPLICATION_DEVELOPMENT_FEATURESContext Help FormApplication development featuresWhat's New?02 How do I learn about important new features?02 New Database Design and Management Features
About
UpgradingNew features
Joe Levine####################################
AllH_CHANGES_TO_THE_APPLICATION_DEVELOPER'S_GUIDE_AND_DATABASE_MANAGER'S_GUIDEContext Help FormChanges to the Application Developer's Guide and Database Manager's GuideWhat's New?02 How do I learn about important new features?02 New Database Design and Management Features
?About
What's newUpdates
Joe Levine##############
01 Do Everyday Tasks02 Use Databasesffffff @
Databases\changing title ofTitles\changing database titleHow Do I?StepsH_CHANGING_A_DATABASE_TITLEContext Help FormChanging a database title or type
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01 Do Everyday Tasks03 Use Views, Panes, and Folders
Panes\sizingSizing\panesResizing panesHow Do I?StepsH_CHANGING_THE_SIZE_OF_A_PANEContext Help FormChanging the size of a pane
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01 Do Everyday Tasks03 Use Views, Panes, and Folders
Views\collapsing items in
How Do I?Top 10 TasksStepsH_COLLAPSING_ALL_ITEMS_IN_A_VIEWContext Help FormCollapsing all items in a view
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01 Do Everyday Tasks03 Use Views, Panes, and Folders
Folders\collapsingFolders\expandingExpanding\foldersHow Do I?StepsH_COLLAPSING_OR_EXPANDING_A_FOLDERContext Help FormCollapsing or expanding a folder
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01 Do Everyday Tasks03 Use Views, Panes, and Folders
Documents\copyingCopying\documentsDocuments\pastingPasting documentsHow Do I?StepsH_COPYING_AND_PASTING_DOCUMENTSContext Help FormCopying and pasting documents
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01 Do Everyday Tasks
Folders\creatingCreating\private foldersHow Do I?StepsH_CREATING_A_PRIVATE_FOLDERContext Help FormCreating a private folder03 Use Views, Panes, and Folders
Joe Levine#####################
01 Do Everyday Tasks03 Use Views, Panes, and Folders
Categories\creatingCreating\categoriesHow Do I?StepsH_CREATING_NEW_CATEGORIESContext Help FormCreating new categories
01 Do Everyday Tasks03 Use Views, Panes, and Foldersa
Categories\creatingSubcategoriesHow Do I?StepsH_CREATING_SUBCATEGORIESContext Help FormCreating subcategories
02 How do I learn about important new features?02 New Database Design and Management Features
UpgradingNew featuresWhat's New?AboutAllH_DATABASE_MANAGEMENT_FEATURESContext Help FormDatabase management features
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01 Do Everyday Tasks03 Use Views, Panes, and Folders
Categories\deletingDeleting\categoriesHow Do I?StepsH_DELETING_A_CATEGORYContext Help FormDeleting a category
01 Do Everyday Tasks02 Use Databases
Databases\deletingDeleting\databasesHow Do I?StepsH_DELETING_A_DATABASEContext Help FormDeleting a database
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01 Do Everyday Tasks03 Use Views, Panes, and FoldersD
Deleting\documentsDocuments\deletingRemoving\documentsTrash cans in view
How Do I?Top 10 TasksStepsH_DELETING_DOCUMENTSContext Help FormDeleting documents
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DetailsSearch IndexDetailsH_DETAILS:_USING_DATABASE_LIBRARIESContext Help FormDetails: Using database libraries
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Domains, adding databases from otherDetailsSearch IndexDetailsH_DETAILS_ADDING_A_DATABASE_FROM_A_SERVERContext Help FormDetails: Adding a database from a server
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Pasting documents\problems withDetailsSearch IndexDetailsH_DETAILS_COPYING_AND_PASTING_DOCUMENTSContext Help FormDetails: Copying and pasting documents
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Subcategories\number ofDetailsSearch IndexH_DETAILS_CREATING_SUBCATEGORIESContext Help FormDetails: Creating subcategories
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Subdirectory, missingDetailsSearch IndexDetailsH_DETAILS_DELETING_A_DATABASEContext Help FormDetails: Deleting a database
Locations\stacked database icons andDetailsSearch IndexDetailsH_DETAILS_DISPLAYING_DATABASE_ICONS_AS_STACKED_ICONSContext Help FormDetails: Displaying database icons as stacked icons
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Folders\limitations on movingDetailsSearch IndexDetailsH_DETAILS_MOVING_A_FOLDER_WITHIN_THE_NAVIGATION_PANEContext Help FormDetails: Moving a folder within the navigation pane
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Keyboard\moving database icons withDetailsSearch IndexDetailsH_DETAILS_MOVING_DATABASE_ICONS_AROUND_YOUR_WORKSPACEContext Help FormDetails: Moving database icons around your workspace
Keyboard\opening database icons fromWorkspace\finding added iconsDetailsSearch IndexDetailsH_DETAILS_OPENING_ONE_OR_MORE_DATABASE_ICONSContext Help FormDetails: Opening one or more databases
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Folders\creating and adding documents to simultaneouslyDetailsSearch IndexDetailsH_DETAILS_PUTTING_DOCUMENTS_INTO_NEW_OR_EXISTING_FOLDERSContext Help FormDetails: Putting documents into new or existing folders
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Links\missing target databaseWorkspace\refreshingDetailsSearch IndexDetailsH_DETAILS_REASSOCIATING_AN_ICON_WITH_ITS_DATABASEContext Help FormDetails: Reassociating an icon with its database
Refresh view iconDetailsSearch IndexDetailsH_DETAILS_REFRESHING_A_VIEW_TO_SHOW_NEW_DOCUMENTSContext Help FormDetails: Refreshing a view to show new documents
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Documents\counting in a viewDetailsSearch IndexDetailsH_DETAILS_SELECTING_DOCUMENTSContext Help FormDetails: Selecting documents
Icons\file names onDatabase icons\file names onFile names\on database iconsHow Do I?StepsH_DISPLAYING_DATABASE_FILE_NAMES_ON_ICONS_IN_THE_WORKSPACEContext Help FormDisplaying database file names on icons in the workspace
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01 Do Everyday Tasks02 Use Databasesffffff
Replica databasesSwitching database replicasDatabases\switching replicasStacked iconsDatabase icons\stackedReplica databases\stacked icons forIcons\stacked databaseHow Do I?StepsH_DISPLAYING_DATABASE_ICONS_AS_STACKED_ICONSContext Help FormDisplaying database icons as stacked icons
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01 Do Everyday Tasks02 Use Databasesffffff
Icons\server names displayed onDatabase icons\showing server names onServer names\displayed on database iconsLocal databases\displaying names on database iconsHow Do I?StepsH_DISPLAYING_DATABASE_LOCATIONS_ON_ICONS_IN_THE_WORKSPACEContext Help FormDisplaying server names on icons in the workspace
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01 Do Everyday Tasks02 Use Databases\
Icons\unread document numberDatabase icons\unread document numberUnread document number\displayed on database iconsDocuments\number of unreadHow Do I?StepsH_DISPLAYING_NUMBER_OF_UNREAD_DOCUMENTS_ON_ICONS_IN_THE_WORKSPACEContext Help FormDisplaying number of unread documents on icons in the workspace
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02 How do I learn about important new features?01 New Everyday Task Features
UpgradingNew featuresWhat's New?AboutAllH_DOCUMENT_AUTHORING_FEATURESContext Help FormDocument authoring features
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02 How do I learn about important new features?01 New Everyday Task Features
UpgradingNew featuresWhat's New?AboutAllH_EASE_OF_USE_FEATURESContext Help FormEase-of-use features
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Path\adding database by typingKeyboard\adding databases withSecurity\avoiding use of file serversExamples\databasesSearch IndexExamplesH_EXAMPLES_ADDING_A_DATABASE_USING_ITS_FILE_NAMEContext Help FormExamples: Adding a database using its file name
01 Do Everyday Tasks03 Use Views, Panes, and FoldersF%u
Views\expanding items inHow Do I?StepsH_EXPANDING_ONLY_SELECTED_ITEMS_IN_A_VIEWContext Help FormExpanding only selected items in a view
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01 Do Everyday Tasks02 Use Databases
Databases\finding replicas ofReplicas\finding and addingHow Do I?StepsH_FINDING_A_REPLICA_OF_A_DATABASE_ON_YOUR_WORKSPACEContext Help FormFinding a replica of a database on your workspace
H_FINDING_THE_RELEASE_4_EQUIVALENT_OF_A_RELEASE_3_COMMANDContext Help FormFinding the Release 4 equivalent of a Release 3 commandWhat's New?01 How do I find the new equivalent of a menu command I already know?
?Steps
Menu finderRelease 3 Menu FinderCommands
Joe Levine############
02 How do I learn about important new features?02 New Database Design and Management Features
UpgradingNew featuresWhat's New?AboutAllH_FORM_AND_FIELD_DESIGN_FEATURESContext Help FormForm and field design features
######
02 How do I learn about important new features?01 New Everyday Task Features
UpgradingNew featuresWhat's New?AboutAllH_FULL_TEXT_SEARCH_FEATURESContext Help FormSearch features
Files\databaseInformation\on database filesPath\in database file informationDatabase filesHow Do I?StepsH_GETTING_INFORMATION_ABOUT_A_DATABASE_FILEContext Help FormGetting information about a database file
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01 Do Everyday Tasks03 Use Views, Panes, and FoldersN
Panes\hidingPanes\displayingHiding\panesDisplaying\panesHow Do I?StepsH_HIDING_OR_DISPLAYING_PANESContext Help FormHiding or displaying panes
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Access levels\to current databaseSearch IndexStepsH_IDENTIFYING_YOUR_LEVEL_OF_ACCESS_TO_A_DATABASEContext Help FormIdentifying your level of access to a database
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Web pagesTracking\Web pagesSearch IndexAllH_KEEPING_TRACK_OF_WEB_PAGES_YOU_HAVE_VISITEDContext Help FormKeeping track of Web pages you have visited
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01 Do Everyday Tasks
Views\scrollingViews\typing letters inViews\column widthViews\horizontal scroll bar inScroll bar\showing horizontalHow Do I?StepsH_LOOKING_AT_DOCUMENTS_IN_A_VIEWContext Help FormLooking at documents in a view03 Use Views, Panes, and Folders
Joe Levine##########################################################
02 How do I learn about important new features?01 New Everyday Task Features
UpgradingNew featuresWhat's New?AboutAllH_MAIL_FEATURESContext Help FormMail features
01 Do Everyday Tasks03 Use Views, Panes, and Folders
Documents\marking read or unreadUnread marksRead marksMarking documents read or unreadHow Do I?StepsH_MARKING_DOCUMENTS_READ_OR_UNREADContext Help FormMarking documents read or unread
02 How do I learn about important new features?01 New Everyday Task Features
UpgradingNew featuresWhat's New?AboutAllH_MOBILE_DIALUP_FEATURESContext Help FormMobile (dial-up) features
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01 Do Everyday Tasks03 Use Views, Panes, and Folders
Folders\moving within navigation paneFolder hierarchyHow Do I?StepsH_MOVING_A_FOLDER_WITHIN_THE_NAVIGATION_PANEContext Help FormMoving a folder within the navigation pane
:dG<
01 Do Everyday Tasks02 Use Databasesffffff
Icons\movingDatabase icons\movingMoving\database iconsHow Do I?StepsH_MOVING_DATABASE_ICONS_AROUND_YOUR_WORKSPACEContext Help FormMoving database icons around your workspace
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02 How do I learn about important new features?01 New Everyday Task Features
UpgradingNew featuresWhat's New?AboutAllH_NETWORK_FEATURESContext Help FormNetwork features
01 Do Everyday Tasks03 Use Views, Panes, and Folders
Views\openingHow Do I?StepsH_OPENING_A_VIEWContext Help FormOpening a view
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01 Do Everyday Tasks02 Use Databases
Icons\openingDatabase icons\openingOpening\database iconsDatabases\openingViewing\databasesHow Do I?StepsH_OPENING_ONE_OR_MORE_DATABASE_ICONSContext Help FormOpening one or more databases
02 How do I learn about important new features?01 New Everyday Task Features
UpgradingNew featuresWhat's New?AboutAllH_PRINTING_FEATURESContext Help FormPrinting features
02 How do I learn about important new features?02 New Database Design and Management Features
UpgradingNew featuresWhat's New?AboutAllH_PROGRAMMING_FEATURESContext Help FormProgramming features
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01 Do Everyday Tasks03 Use Views, Panes, and Folders%u
Categories\using existingHow Do I?StepsH_PUTTING_DOCUMENTS_INTO_EXISTING_CATEGORIESContext Help FormPutting documents into existing categories
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01 Do Everyday Tasks#J{
Folders\adding documents toDocuments\adding to folders
How Do I?Top 10 TasksStepsH_PUTTING_DOCUMENTS_INTO_NEW_OR_EXISTING_FOLDERSContext Help FormPutting documents into new or existing folders03 Use Views, Panes, and Folders
Joe Levine#########
01 Do Everyday Tasks02 Use Databases
Databases\information onInformation\on database contentsHow Do I?StepsH_READING_ABOUT_A_DATABASE_BEFORE_ADDING_ITContext Help FormReading about a database before adding it
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01 Do Everyday Tasks02 Use Databases
Databases\description ofDatabases\information onInformation\on database contentsAbout Database documents\readingPolicy documentsHow Do I?StepsH_READING_A_DESCRIPTION_OF_A_DATABASES_CONTENTSContext Help FormReading a description of a database's contents
Databases\instructions on usingUsing Database documentPolicy documentsHow Do I?StepsH_READING_INSTRUCTIONS_ON_USING_A_DATABASEContext Help FormReading instructions on using a database
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01 Do Everyday Tasks02 Use Databases
Icons\rearrangingDatabase icons\rearrangingMoving\database iconsHow Do I?StepsH_REARRANGING_DATABASE_ICONS_ON_A_TABBED_PAGEContext Help FormRearranging database icons on a workspace page
01 Do Everyday Tasks03 Use Views, Panes, and Folders
Panes\arrangingPreview paneRearranging panesHow Do I?StepsH_REARRANGING_PANESContext Help FormRearranging panes
Icons\brokenDatabase icons\brokenFinding databasesHow Do I?StepsH_REASSOCIATING_AN_ICON_WITH_ITS_DATABASEContext Help FormReassociating an icon with its database
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01 Do Everyday Tasks03 Use Views, Panes, and Folders
Views\refreshingRefreshing\viewsHow Do I?StepsH_REFRESHING_A_VIEW_TO_SHOW_NEW_DOCUMENTSContext Help FormRefreshing a view to show new documents
###############################
01 Do Everyday Tasks02 Use Databases
Icons\removingDatabase icons\removingRemoving\database iconsHow Do I?StepsH_REMOVING_DATABASE_ICONS_FROM_YOUR_WORKSPACEContext Help FormRemoving database icons from your workspace
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01 Do Everyday Tasks03 Use Views, Panes, and Folders[
Categories\removing documents fromHow Do I?StepsH_REMOVING_DOCUMENTS_FROM_CATEGORIESContext Help FormRemoving documents from categories
The five most important things you need to know about Help are:n
To open Help as a database, choose Help - Help Topics.
To get help on your current task, choose Help - Guide Me, click the Help button in a dialog box, or click the question mark in an InfoBox.
Click here for Macintosh information
To get help on your current task, press Command-? or Help.
To find an entry in the Index view of Help, click the view pane, type as many letters as you want of the entry you're looking for, and click OK. Click the green triangle next to any index entry to expand its documents.
To jump from one topic to another, double-click green
underlined y
text (press green text in a box for a pop-up definition of a term). To return to where you were, click Go Back. You can also return to the Help Contents screen by clicking Help Topics at the top of any topic.
To search for a word or phrase anywhere in Help, click Search in the navigation pane and follow the instructions in the box in the navigation pane. When you search, Notes shows all the Help topics that contain the word or phrase, in order of the most occurrences.n
Do you frequently use scripting information?
The reference information for @functions, @commands, and LotusScript are in the Tell Me About view. If you use this information frequently and would prefer to see it whenever you open Help from the database icon, do this:i
1. At the workspace, select the Notes Help database.
2. Choose File - Database Properties and click Launch.
3. Choose "Help Topics - Tell Me" from the Navigator list.
Getting Help when there is no Help
If you choose Help - Guide Me or use the keyboard to open Help and see a message saying "There is no Help available for that topic," it may only mean that Help isn't available in your current context in Notes. Choose Help - Help Topics and look through the Index view for the topic, or switch to the Search view and use full text search. If you were trying to get help on an error message, look for it in the Troubleshooting view.
If you ask for Help and see a message that the Help database cannot be located, ask your organization's Notes administrator to add the database to your home server.
About editing and printing Help topics
To suit the needs of your site, you can create a replica of this database and edit its documents strictly for the sole use of users within your organization. You cannot resell or otherwise distribute this documentation, modified or unmodified, to anyone outside your organization. Lotus assumes no responsibility for the technical accuracy of any modifications made to this documentation or the operation of Lotus products in reliance on such modifications.
Notes Help is a Notes database which functions as online help for all platforms running the Notes Release 4 workstation software.
Choose Help - Using This Database for information on using Help.
Copyright
Revision History:
Original: Original material produced for Lotus Notes Release 4.
First revision: Incorporates information on Lotus Notes Release 4.1.
Under the copyright laws, neither the documentation nor the software may be copied, photocopied, reproduced, translated, or reduced to any electronic medium or machine-readable form, in whole or in part, without the prior written consent of Lotus Development Corporation, except in the manner described in the documentation.
Copyright 1995, 1996
Lotus Development Corporation
55 Cambridge Parkway
Cambridge, MA 02142
All Rights Reserved.
List of trademarks
List of trademarks
InterNotes, Lotus Notes Desktop, LotusScript, Notes, Notes/FX, Notes HiTest, NotesSQL, and Word Pro are trademarks and Ami Pro, DataLens, Freelance, Freelance Graphics, Lotus, Lotus Notes, 1-2-3, ScreenCam, SmartIcons, SmartSuite, and Symphony are registered trademarks of Lotus Development Corporation. PostScript is a registered trademark of Adobe Systems, Inc. Helvetica and Times are registered trademarks of Allied Corporation licensed to Apple Computer, Inc. Geneva, Monaco, and System 7 are trademarks and AppleTalk, Macintosh, MacPaint, MacTCP, and MacWrite are registered trademarks of Apple Computer Inc. Visio is a trademark of Axon Corporation. VINES is a registered trademark of Banyan Systems, Inc. cc:Mail is a trademark of cc:Mail, Inc., a wholly owned subsidiary of Lotus Development Corporation. Claris is a registered trademark of Apple Computer, Inc. licensed to Claris Corporation. CompuServe is a registered trademark of CompuServe, Inc. DEC and VAX are trademarks of Digital Equipment Corporation. Frame and FrameMaker are registered trademarks of Frame Technology Corporation. HP-UX is a trademark of Hewlett-Packard Corporation. AIX, IBM, and OS/2 are registered trademarks of International Business Machines Corporation. Interleaf is a registered trademark of Interleaf, Inc. Internet is a registered trademark of Internet, Inc. Mastersoft is a registered trademark of Mastersoft, Inc. Metafile is a registered trademark of Donald H. McNeil. ODBC and is a trademark and MS-DOS, Microsoft, Microsoft Access, MS, PowerPoint, Visual Basic, and Windows are registered trademarks of Microsoft Corporation. NLM is a trademark and Novell and NetWare are registered trademarks of Novell, Inc. Motif is a registered trademark of Open Software Foundation, Inc. Oracle is a registered trademark of Oracle corporation. SCO is a registered trademark of The Santa Cruz Operation, Inc. Sun is a trademark of Sun Microsystems, Inc. UNIX is a registered trademark in the United States and other countries, licensed exclusively through X/Open Company Limited. WordPerfect is a registered trademark of WordPerfect Corporation.
Vendor Independent Messaging (VIM) Specification, Copyright 1992 Apple Computer, Inc., Borland International, Inc., International Business Machines Corporation, Lotus Development Corporation, MCI International, Inc., Novell, Inc., Oracle Corporation and WordPerfect Corporation. All rights reserved.
International Correctspell
English licensed from Houghton Mifflin Company.
Copyright
1991 by Houghton Mifflin Company. All rights reserved.
Reproduction or disassembly of embodied algorithms or database prohibited.
Based upon
The American Heritage Dictionary
"Arial
Notes Help
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4. Click Search.
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Help Topics - Index
a. Contents\e. Troubleshooting
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TextBox1Troubleshooting
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How do I see the topics I stored?
Choose View - Show - Folders and open the My Help Topics folder. When you want to return to Help, choose View - Show - Help Topics - Index.
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Help Topics - How
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Help Topics - Tell Me
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Help Topics - What's New
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Visual Index1
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Help Topics - Search
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Help Topics - Index
a. Contents\d. What's New?
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TextBox1Contents
TextBox2How do I...?
TextBox3Tell me about...
TextBox4Common tasks
TextBox5What's new?$
TextBox1Troubleshootingh
TextBox2Index.
TextBox1Visual Index
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Choose View - Show - Folders and open the My Help Topics folder. When you want to return to Help, choose View - Show - Help Topics - Index.
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TextBox1Click yellow bubbles to see topics about using Replicator.
TextBox2Visual Index
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TextBox2Click an area of Notes you're interested in. This Index contains pictures of things you can do in each area.
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TextBox4View management
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Mobile management
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Navigator design
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CN=David Chung/O=Show & Tell
Notes administrator tasks are covered in Notes Administration Help.
If you are an administrator:
1. Add the Notes Administration Help (HELPADMN.NSF) database to your workspace from a Notes server.
2. Open the database.
3. Look through the Index for all Notes administration tasks and reference topics.
This view lists several tasks that everyday Notes users do frequently. If the Help you're looking for isn't in this view, try How Do I? or the Index.
A Notes database generally contains information in a single area of interest, such as a new product discussion, a set of industry news items, or all the processes, forms, and policy for a department such as customer service. A database can be used by an individual or shared. Most databases are shared.
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On the computer, a Notes database is a single file containing multiple
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A Lotus Notes database entry users create by using a form on the Create menu. Documents consist of fields containing text, numbers, graphics, and so on. Information may be entered by a user, automatically calculated by formulas, imported from other applications, or linked to another application and dynamically updated.
documents
If you've worked with other database software, you may think of the items within a database as "records." You can think of a document within a Notes database as a record, but a Notes document is more sophisticated than a typical database record, containing rich text, pictures, objects, and many other types of information.
To work with a database, you add its icon to your Notes workspace. You can use a database only if you have the proper access. The first Notes database you'll probably use is your mail database, in which your electronic mail messages are stored as documents.
Most Notes databases are stored on one or more Notes
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A computer that runs the Lotus Notes server program and stores Notes databases.
servers
, accessible by many users. Databases are either
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A Lotus Notes database stored on your computer's hard drive, on a disk, or on a networked file server.
local
or
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A Lotus Notes database that resides on a Notes server.
shared
See related topics
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About database libraries
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Ways to manage a database file
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Ways to use database icons
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Ways to search for databases
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Deleting a databaseo
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Folders let you store and manage related documents without putting them into a category, which requires a Categories field in the
Forms control how you edit, display, and print documents. A form can contain fields, static text, graphics, and special objects. A database can have any number of forms.
form
used to create the documents. Folders are also convenient because you can drag documents to them.
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You can keep a folder private, or share it with other users of a database. No one else can read or delete your private folders. To create private folders in a database, you must have at least Reader
Identifies the types of tasks users or groups of users are permitted to perform in a database. The levels are Manager, Designer, Editor, Author, Reader, Depositor, and No access.
access
to the database. To create shared folders in a database, you must have at least Designer access.
When you create a private folder, Notes stores it in one of two places:s
If the manager of the database has allowed it, your folder is stored in the database, letting you use the folder at different workstations.o
Note
To see whether a database allows storage of folders, select the database, choose File - Database - Access Control, and see whether "Create personal folders/views" is turned on.o
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If the manager has not allowed storage of folders in the database, Notes stores your folder in your
desktop file
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Note
If a folder is stored in your desktop file, you can't use full text search in the folder.
About folder design
When you create a folder, its design is automatically based on the design of the default view of the current database. You can choose to base the folder's design on a different existing view, or to design the folder from scratch. Designing a folder is useful when none of the existing views of a database shows information the way you want to see it.
You design a folder the same way you design any Notes view.
After you create a folder, it appears in the navigation pane until you delete the folder.n
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Ways to manage folders
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Creating a private folderc
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Creating a shared folder
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The Release Notes for Notes Release 4 contain information on:.
Platform availability and requirements
Known software limitations and restrictions
Interoperability issuese
Last-minute documentation updatess
Look on your home server for the Release Notes (README.NSF) database and add the database to your workspace.
Notes has six menus that you see all the time, and two context menus that appear with different titles based on what you have selected.
File menu
Use the File menu to perform tasks on an entire document or database at a time, such as saving or closing a document or creating, copying, or deleting a database. Also use the File menu to handle database replication, manage mobile use of Notes, work with non-database files (importing, exporting, attaching), print from databases, manage your user preferences, SmartIcons, and user ID, administer Notes servers (if you have administration access), debug LotusScript, and exit Notes.
Edit menu
Use the Edit menu to change selected elements of a document or a database by cutting, copying, clearing, or pasting. Also use the Edit menu to find and replace text, check spelling, and manage unread marks for the current database.
View menu
Use the View menu to manage display elements in:
The workspace (information on icons such as server names and unread document counts; you can also switch to view agents, the database design, or specific views)
The current view (search bar, horizontal scroll bar, display of only certain documents, collapse-expand levels, preview pane; you can also switch among agents, folders, or views)
Or the current document (ruler, page breaks, hidden characters, horizontal scroll bar, field help, preview pane, collapse-expand for sections, and form switching).
Create menu
Use the Create menu to add elements to the current database, such as views, forms, folders, or agents, or to add elements to the current document, such as tables, pictures, or hotspots.c
Actions menu
Use the Actions menu to perform tasks on selected elements. For example, when a document is open, use this menu to categorize the document or move it to a folder.
Context menus
Use context menus such as
Text
to change attributes of a Notes element you have selected. Other context menus include
Table
Section
Attachment
Link
, and
Picture@
Click here for Windows, OS/2, or UNIX information
When you want to learn more about a particular context menu, highlight the first command and choose Help - Guide Me for a list of tasks you can perform.
Window menu
Use the Window menu to manage active Notes windows.
Help menu
Use the Help menu to get guidance on your current task, open the Help database for more detailed information, see the Help - About This Database and Help - Using This Database documents for the current Notes database, and see release information about Notes.
Click here for Windows, OS/2, and UNIX information
You can also use the Release 3 Menu Finder on the Help menu to find Release 3 menu equivalents.
Click here for Macintosh information
On the Macintosh, the apple menu provides Notes release information, and the balloon menu provides all other Help-related items.
You can divide a Notes view into three parts:
The navigation pane
The view pane
The preview pane
One pane is always selected (with the current selection in that pane surrounded by a thick black highlight), and the Notes menus use that pane as their context. If you can't find the task you want to perform in the available menus, click the pane where you want to perform the task, and look at the menus again.
About the navigation pane
The navigation pane displays the names of all views, folders, and agents in the database. If the database design allows it, the navigation pane may also show design elements of the database.
If the database design includes navigators, a navigator may be set to appear instead of the usual contents of the navigation pane. For example, the pane you see in Notes Help contains a navigator:
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About the view pane
The view pane contains a list of documents. The first column may display icons to help identify types of documents. You use the gutter to the left of all the columns to select documents.
About the preview pane
The preview pane lets you read the content of the selected document, or if Notes is set to preview document links, documents linked to the selected document.
See related topics
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Ways to manage view panes
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About views
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5"g]$
Notes stores information about your workspace in a file called DESKTOP.DSK in your local Notes data directory. This file stores information about the following:
The database icons you add to your workspace
The number of documents still unread in each databaseh
Any private folders or private views you create
As you add and remove databases, your DESKTOP.DSK file grows gradually larger, but you can compact it when necessary.
Back up your DESKTOP.DSK file regularly, using your operating system.
Click here for Windows, OS/2, and UNIX information
It's a good idea to back up the DESKTOP.DSK file as the same time as you usually back up your AUTOEXEC.BAT, WIN.INI, CONFIG.SYS, and other customized system files.
See related topics
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Compacting your workspace file
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You can organize sets of related database icons on different tabbed pages in the workspace, and give each page a descriptive name.
The last page is automatically occupied by the Replicator, which allows you to manage replication while working away from the office. You cannot rename the Replicator page.
You can:
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Enter a name for or change the name of any tab
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Add
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and
remove
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workspace pages
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Switch between workspace
pages
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See related topics
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Moving database icons around your workspace
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Rearranging database icons on a workspace page
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Ways to display information on database icons
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Compacting your workspace file
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About mobile Notes
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:dG<
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SmartIcons are buttons that perform an
Allows users to click to accomplish tasks, from mimicking the Notes menus to tasks defined by formulas or a LotusScript program.
action
(for example, italicizing selected text) in Notes when you click them. For many tasks, it's faster to click SmartIcons than to pull down menus or recall and type keyboard shortcuts.
Notes includes:A
over 150 predefined SmartIcons, including icons for most Notes menu commands
over a dozen custom SmartIcons to which you can assign your own macros
You can also create and save your own sets of SmartIcons.
SmartIcons work with all the databases in your workspace. Notes displays SmartIcons in a bar that can appear across the top of the workspace under the menus, or in other positions you can select. Groups of SmartIcons you display at once in the bar are called sets.
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You can set Notes to
change which icons are displayed depending on your context
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(what you're doing in Notes). For example, when you're editing a document, Notes can automatically display SmartIcons you can use for editing.e
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If you have
Descriptions turned on for SmartIcons
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, you can find out what any icon does by moving the cursor over the icon and waiting a moment. Notes displays an explanation of the icon.
Click here for Macintosh information
You can display SmartIcons descriptions by choosing Help - Show Balloons. Then when you move the cursor over an icon, Notes displays what the icon does..
SmartIcons are stored in the following subdirectory in your Notes data directory (or folder in your Notes Data folder): in Windows Release 3.1, the \WIN subdirectory; in Windows 95 and Windows NT, the \W32 subdirectory; in OS/2, the \OS/2 subdirectory; in UNIX, the \UNIX subdirectory; and on the Macintosh, the SmartIcons Sets folder.l
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Ways to set up SmartIcons
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Creating custom SmartIcons
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The status bar is the area along the bottom of your Notes workspace.
Click here for Windows95 information
The status bar appears above the Windows95 task bar, unless you've moved the task bar.
Using the status bar, you can:
See whether Notes is accessing the network (a lightning bolt appears)
Change the font (typeface), size, or paragraph style of selected text when you're editing a document
See a list of recent messages displayed by Notes
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See your
Identifies the types of tasks users or groups of users are permitted to perform in a database. The levels are Manager, Designer, Editor, Author, Reader, Depositor, and No access.
level of accessD
to the open database
See your current location and switch between locations such as your office and your home
Use a popup menu to perform common mail tasks such as creating a message or scanning for unread mail
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See examples
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See related topics
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Ways to format paragraphs
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About the Access Control List
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Ways to set up locations
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About Notes mail
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DB9'
The
Migration Guide
(MIGRATE.NSF) contains all information on upgrading from Release 3.x to Release 4 of Notes.
Look on your home server for this database and add it to your workspace.
The workspace is the window Notes displays when you start Notes. It includes:
The title barj
The menu bar
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The SmartIcons
bar
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Click here for Macintosh information
On the Macintosh, you see the menu bar, the SmartIcons, and then the title bar of the active window..
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Tabbed pages that contain your database icons
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The
Replicator
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, a special tabbed page where you manage database
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replication
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The status bar
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Click here for Windows, OS/2, and UNIX information
Click the right mouse button on the workspace for a menu of tasks you can perform there.
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See examples
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See related topics
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Ways to set up your workspacew
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About the desktop file (DESKTOP.DSK)
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Views are lists of documents in a Notes database. Depending on how they're designed, views can select, sort, or categorize documents in different ways. Views can also show many types of information about the documents listed in them, such as author's name or date of creation.
A view may show all documents in a database, or only a selection of documents.
About panes
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You can split a view into three
panes
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: the navigation pane, the view pane, and the preview pane.
About folders
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Views are created by the designer of a database. As a database user, you can customize panes and columns to some extent, but you can't affect a view's design. You can, however, create a
folder
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whose design you control.
About rows and columns in the view pane
The view pane contains:
One row for each category or single- or multi-line document title.
One column for each type of information, such as author's name, displayed for that document.
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If the database's design allows it, you can resize columns by
dragging
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, or change the sorting in a column by clicking its title.
About view action bars
A database may include an action bar, a row of buttons you can click as shortcuts to perform common tasks in the database. If there's an action bar, it appears above the column headers and below the search bar if the search bar is displayed.
About categories
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Views often include alphabetical
categories
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, which help you to pick out relevant documents.
About view icons
The left edge of the view pane may contain view icons showing which documents are:
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Selected
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(check marks)
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Unread or marked unread
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(stars)
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Marked for deletion
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(trash cans)
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Results of replication conflicts that should be resolved
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(diamonds)
Designers may add many other types of icons to views, depending on the purpose of the database.
Some tasks you can perform in views
In a view, you can:
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Select and open documents
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Copy and paste documents
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Delete documents
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Print documents
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, or
the view
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Forward selected documents to other Notes users
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Refresh the view to see new documents
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Search for documents containing specific text
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See examples
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See related topics
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Ways to collapse or expand a view
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Ways to manage view categories
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Ways to manage documents in views
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Switching between views
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Creating a link to a view or folder
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Designing views
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You can access pages contained on authenticated Internet servers if you have a user name and password from a previous visit to the Internet server. You only need to enter your user name and password for each Internet server once per Notes session.
Note
For a full description of how to use the Web Navigator database, see the
Lotus InterNotes Web Navigator User's Guide
You can open a local or server-based database while adding it. When you do this, the Open Database dialog box closes.
1. Choose File - Database - Open.
2. Find and select the database you want.
3. Click Open.
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Adding a database from your hard drive
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Adding a database from a server
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Opening one or more database icons
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Ways to call servers
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If you know what Notes server a database is on, you can add the database from the File menu. By default, Notes shows only servers for databases already added to your workspace, but you can see many more servers.D
1. Choose File - Database - Open.
2. Do one of the following:
Select the server you want from the Server list.
To see additional servers, select Other from the server list. Then select the server you want and click OK.
Click here for OS/2 and UNIX information
Click Open to see a list of databases on the server you selected.$
3. Select the database you want from the Database list, changing to a subdirectory if necessary.
4. To add the database's icon to your workspace without opening the database, click Add Icon.
5. To add more database icons, repeat steps 2 through 4.
6. When you finish adding databases, click Done.
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See details
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See related topics
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Opening one or more database icons
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Adding and opening a database at once
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Using database libraries
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Adding a database from your hard drive
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You can add any database (.NSF file) stored "locally" on your hard drive to your workspace. When you choose Local as your server, Notes shows databases and any subdirectories in your Notes data directory. You can use your operating system to add databases from any directory outside your data directory.
To add databases from your data directory
1. Choose File - Database - Open.
2. Select the database you want from the Database list, changing directories if necessary.
3. To add the database's icon to your workspace without opening the database, click Add Icon.
4. To add more database icons, repeat steps 2 through 4.
5. When you finish adding databases, click Done.
To add databases from outside your data directoryo
1. Choose File - Database - Open.
2. Click Browse, select the directory that contains the database, select the database, and click Select. (On a Macintosh, click Open.)
3. To add the database's icon to your workspace without opening the database, click Add Icon.
4. Click Done.
See related topics
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Opening one or more database icons
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Adding and opening a database at once
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Adding a database using its file name
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Adding a database from a server
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Changing your Notes data directory
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If you know a database's file name, you can add its icon by typing its full "path."D
1. Choose File - Database - Open.
2. Click the Filename box, and type the complete operating system path to the database.
Include the server name (if the database isn't local), the volume (if the database is on a file server), the directories, and the database name.
3. Click Add Icon.
You can use a file name to re-add a local database that you've removed.V
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See examples
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See related topics
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Adding and opening a database at once
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Ways to call servers
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Your Notes administrator may set important databases, such as the Internet Web Navigator, to appear in a special dialog box so that you can add the databases quickly.
1. Choose File - Database - Open Special.
2. Select the database you want to add to your workspace.
3. Click OK.
If you would like to see specific databases added to the Open Special dialog box, ask your Notes administrator to add them.
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Ways to add databases to your workspace
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You can now:
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Create agents
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using powerful predefined actions instead of formulas, for example, "Move to folder" or "Send document"
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Create agents that use LotusScript
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so you can access features not available through @functions, such as looping, control logic, and maintaining the access control list
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Create more than one
mail-activated agent
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or
paste-activated agent
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for a database
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Create mail agents
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that provide archiving of old messages and automatic replies to incoming mail
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Use the Agent Window to manage agents
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Test agentst
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'II_A1
Application developers can now:
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Develop applications more productively using a new integrated
development environment
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and the Lotus
InfoBox
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Create
NotesFlow
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applications that streamline work processes and transparently move users between Notes and other products
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Use many redesigned
templates
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that come with Release 4, including the Notes mail template
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Display the
About Database document
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if it has changed
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Display a navigator when users open a database
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to provide users with easy graphical navigation among views
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Launch an attachment
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or
jump to a link
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when users open a database
The printed versions of the Application Developer's Guide and Database Manager's Guide have not been updated for Notes Release 4.1. The following topics from these books have been updated in Help; see these online topics for the most recent information.
Application Developer's Guide
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About designing the database icon
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About the advantages of developing in Notes
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Adding templates to your workspace
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Browsing for templates
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Creating a column
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Designing a form that launches an object automatically
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Details: Changing the name of a view or folder
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Details: Restricting who can edit a section
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Details: Displaying an icon in a column
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Details: Grouping related forms
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Making a field that restricts who can read documents
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Details: Adding static text to a form
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Details: Providing a default value for an editable field
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Details: Allowing a form to be used in text searches
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Examples: Creating a field that generates a list of encryption keys
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Examples: About Notes applications
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Launching an object in-place or out-of-place
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Making a form that is stored in each document
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Making an agent that modifies fields in documents
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Database Manager's Guide
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About using the Administration Process to update the access control list
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About assigning user types to names in the access control list
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About full text indexes
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About finding out what's controlling a user's database access
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Assigning librarians to a database library
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Choosing the database features a replica receives
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Manually replicating server replicas
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Renaming an entry in the access control list by selecting from an Address Book
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Ways to add a name to the access control list
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You can change the title or database type of any local database or any database to which you have Manager
Identifies the types of tasks users or groups of users are permitted to perform in a database. The levels are Manager, Designer, Editor, Author, Reader, Depositor, and No access.
access
. The title is not the same thing as the database file name on disk. Most databases are of standard type.
1. In the workspace, select or open a database.
2. Choose File - Database - Properties.
information.
Application
r's Guide
3. On the Basics tab, click the Title box.
4. Enter a new title.
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5. Choose a type (Standard,
LibraryF
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, or Personal Journal) from the Type list.&
Detailsr
You can change the title of a replica of a database without affecting its ability to replicate changes.+
Use the Personal Journal type only for databases created with the Personal Journal (R4) template (JOURNAL4.NTF). This database type doesn't offer the option of creating shared agents, folders, or views, since the database is meant for your own use.
You can change the size of any pane. When you make any pane larger, the adjacent pane becomes smaller.
1. Move the cursor over the edge of the pane you want to resize until you see a black line with two arrows.v
2. Drag the edge of the pane until the pane is the size you want.
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Ways to manage view panes
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About panesv
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About views&
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5"g]$
Collapsing all items makes a view easy to scan.
1. Click the main view pane.
2. Choose View - Collapse All.
WAYS_TO_MANAGE_D
_IN_VIEWS
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Ways to collapse or expand a view
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You can collapse or expand any folder that contains other folders. Folders are stored inside a top-level folder called "Folders and Views."
lds\1tri_bef.bmp
wwwww
1. Display the navigation pane.
2. If "Folders and Views" is collapsed (its triangle is pointing to the right), click the triangle.
3. Do one of the following to the folder you want:
To expand the folder, click its triangle when it's pointing to the right.
To collapse the folder, click its triangle when it's pointing down.
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Ways to manage folders
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You can cut, copy and paste documents from one database to another.
1. Select the document(s) you want to copy.
2. Choose Edit - Copy.
3. Open the database you want to copy the documents to.v
4. Choose Edit - Paste.
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See details8
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Ways to manage documents in views
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About views
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5"g]$
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You can create private folders in any database to which you have Reader
Identifies the types of tasks users or groups of users are permitted to perform in a database. The levels are Manager, Designer, Editor, Author, Reader, Depositor, and No access.
access
, except your mail database (where everything is private). You can base the folder's design on any view already in the database, or create the folder from scratch.e
Select or open the database where you want to create the folder.
1. Choose Create - Folder.
2. Enter a name for the folder in the "Folder name" box.
3. (Optional) To place the folder inside another existing folder, click that folder in the "Select a location for the new folder" list.A
4. Click Options and do one of the following:
To base the design on an existing folder or view, click a folder or view in the "Inherit design from" list.O
To create the folder from scratch, click Blank.
5. Click OK twice.
Tip
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You can also
customize a folder's design
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Creating a shared folder
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Building a view or folder
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Ways to manage folders
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Categories are temporary; they appear only when there are documents in them.
1. Select (checkmark) the document(s) you want to categorize.
2. Choose Actions - Categorize.
3. In the "New categories" box, type a category name.
Shorter names are easier to read in the scrolling list. Start with a word that's easy to remember; later, you can type the first letter of the word to find the category.
4. (Optional) To create multiple new categories, separate names with commas, for example:
Sales planning, Trade shows
5. Click OK.
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Ways to manage view categories
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Looking at documents in a view
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Ways to collapse or expand a view
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Selecting documents
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Creating subcategories
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About views
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5"g]$
Subcategories appear indented under category names in the same column. Subcategory names don't appear in the Categorize dialog box.t
To create subcategories:
1. Select (checkmark) the document(s) you want to categorize.
2. Choose Actions - Categorize.N
3. In the "New categories" box, type a category name, a backslash (\), and a subcategory name, for example:u
Sales planning\Trade shows
4. Click OK.
To put documents into existing subcategories:F
1. Select (checkmark) the document(s) you want to categorize.w
2. Choose Actions - Categorize.r
3. In the "New categories" box, type the exact category name, a backslash (\), and the exact subcategory name, for example:
Sales planning\Trade shows
4. Click OK.
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See details
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See related topics
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Looking at documents in a view
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Ways to collapse or expand a view
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Selecting documentsF
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Ways to manage view categories
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About views
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5"g]$
You can now:
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Analyze database statistics
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and store the information in
one centralized results database
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Generate user activity records
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not only for the current database, but for all of its replicasb
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Create databases that can reach a
maximum size
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of four gigabytes
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Set a database quota
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and prevent users from adding documents once the database reaches the maximum sizeb
Update full text indexes and view indexes for several databases simultaneously by setting up multiple indexes on a single server
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Include attachment text and encrypted fields in a full text index
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Start background indexingn
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so you can
create full text indexes
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in the background
You delete a category from a view by removing all the documents from it. After you close and open the database, the deleted category will no longer appear in the Categorize dialog box, and the documents will appear under the heading (Not Categorized).
1. Scroll the view to the category you want to remove.
2. Select (checkmark) all the documents under the category.
3. Choose Actions - Categorize.~
xample LSAZ_DIM_
T; LSAZ_PCTINCLU
TIVE; LSAZ_SUB_I
E; LSAZ_SUB_TERM
4. Select the existing category name in the list to remove the highlight.E
5. (Optional) Select or enter another category for the documents.T
6. Click OK.
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Ways to manage view categories
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Looking at documents in a view
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Ways to collapse or expand a viewt
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Selecting documents
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Creating subcategories
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About views
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5"g]$
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You can permanently delete a Notes database from your local hard drive, from a floppy disk, or from a
A computer that runs the Lotus Notes server program and stores Notes databases.
server
1. If the database you want to delete is open, close it.
2. If databases are stacked, choose View - Stacked Icons to unstack them.v
3. In the workspace, select the icon representing the database.P
4. Choose File - Database - Delete.
5. Click Yes.
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See details&
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See related topics
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Removing database icons from your workspacet
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You can mark documents for deletion, and then make Notes delete them. Documents marked for deletion appear in the view with a trash can icon.
To delete documents
1. Select the document(s) you want to delete.
2. Choose Edit - Clear to mark the documents for deletion.
3. When you're ready to delete documents, do one of the following:
Close the database.)
Refresh the view.
You can refresh the view by pressing F9.
4. Click Yes in the message asking whether you want to permanently delete the marked documents.
To change your mind about deleting marked documents:
1. Select the document(s) that are marked for deletion that you want to keep.
2. Choose Edit - Undo Delete to remove the deletion mark(s).
See related topics
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Ways to manage documents in views
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About views
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5"g]$
A database library continues to locate databases even when their managers move them to other servers or other locations on servers, because a library finds databases by their replication ID numbers instead of by their operating system file names.
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If your organization uses more than one Notes
A group of Lotus Notes servers that share the same public Name & Address Book. Users' domains are determined by the location of their server-based mail file.
domain
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, you can
add database libraries from other domains
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the same way you add any other databases from other domains.
By default, the Open Database dialog box shows only servers that you've previously added databases from.
To see the rest of the servers in your domain, click Other in the Server list.
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To open a server in a different
A group of Lotus Notes servers that share the same public Name & Address Book. Users' domains are determined by the location of their server-based mail file.
domain
, type the exact name of the server, including spaces, in the Server box, and click Open. For example, if the server is called "Marketing 95", type:
Marketing 95
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A designer may decide not to list a server-based database in the Open Database dialog box, but you can still add the database if you know its file name. You can also add a database from a networked file server instead of a Notes server. See T
Adding a database using its file name
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If you're working from a mobile location (not connected to a network), you can select a server-based database in the Open Database dialog box and click Call to connect to the server over the phone.
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Ways to call servers
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Whenever possible, copy and paste documents between databases that have the same or similar design.k
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If you paste documents into a database that doesn't have the
Forms control how you edit, display, and print documents. A form can contain fields, static text, graphics, and special objects. A database can have any number of forms.
form
those documents were created with, Notes uses the default form of the new database to display the document content. But if the default form or view does not have some or all of the same fields, you may have trouble reading data stored in the documents.
Tipk
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You can also save old mail and reduce the size of your mail database by
archiving mail
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You can have up to 32 levels of main and subcategories.t
You enter additional levels of subcategories separated by backslashes, for example:
Sales planning\Trade shows\Boston\July\Week 2
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Click
here
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to see a common question about subcategories.
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You can delete any database to which you have Manager access, or any s
A Lotus Notes database stored on your computer's hard drive, on a disk, or on a networked file server.
localt
database.
If you delete a database from a subdirectory and there are no other files in that subdirectory, Notes deletes the subdirectory.t
You can delete one or more selected databases at once.
If you delete a database using your operating system, you still see its database icon on your workspace but you can no longer use the icon to get to the database.
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When you stack icons, Notes checks your location and displays either a
A computer that runs the Lotus Notes server program and stores Notes databases.
server
replica (if you are at the office) or a local replica (if you are not connected to a network) at the top of the stack.
Stacking icons automatically displays where databases are stored (on servers or locally) on all icons.
If a database has replicas on multiple servers and all are added to your workspace, the top left icon appears at the top of the stack.
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If you select a stacked icon and attempt to
remove it from the workspace
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, Notes removes only the replica at the top of the stack.
You can move a folder only into an unrelated folder, not into its parent folder, any of its children, or itself.
You can move a folder using the menu.g
1. Select the folder you want to move.
2. Choose Actions - Folder Options - Move.
3. In the "Choose a folder" list, click the folder into which you want to move the selected folder.t
4. Click OK.
You can move icons with the keyboard.r
1. Hold down CTRL+SHIFT and press the arrow key(s) to move the selected icon(s).
Click here for Macintosh information
Hold down Command-Shift as you press the arrow keys.
2. Press ENTER when the icons are where you want them.
Tipn
If you change your mind about moving the icons, press ESC instead of ENTER in Step 2.R
If you open more than one database at once, the database titles appear in the navigation pane in the order in which you selected the icons.
If you have numerous icons and can't find an icon you're certain is on your workspace, try to add or open the database again from the Open Database dialog box. Notes highlights the icon you already have, switching tabbed pages if necessary, and displays a message saying that the database is already added to your workspace. Then, if you clicked Open, Notes opens the database.
Shortcuts
You can open any database by double-clicking its icon. You can open multiple databases by SHIFT-selecting them and then double-clicking any of them.
You can also open a database by changing to the tabbed page where the database icon appears and typing the first letter of the database title. If there are several database titles beginning with the same letter on a tabbed page, cycle through them by typing the letter repeatedly. When the database icon you want is selected, press ENTER.
You can create a new folder and put one or more documents into it at the same time.t
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1. Follow the steps in e
Putting documents into new or existing folders
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2. At step 3, click "Create new folder."
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3. Do steps 3 through 5 in c
Creating a private folderr
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4. Complete the steps for
Putting documents into new or existing folders
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If Notes can't find the database after searching all servers, ask your Notes administrator whether the database has been deleted.i
You may also have to search for a database when:
You double-click a document link, but your workspace doesn't have an icon for the database that contains the linked document.
You press F9 or SHIFT+F9 to refresh database icons in your workspace, but Notes can't find a database file for one or more database icons.
A view that's ready to be refreshed has this icon in the top left corner of the view pane:
You can click this icon to refresh the view. You can also press F9 to refresh a view.
When you have selected documents, you can:
categorize them
copy them
delete them from the database
export them to a file
forward them all together as one mail message
mark them read or unread
print them
If documents are stored in a compacted state as a result of replication, you can select documents and retrieve their entire contents.
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You can also
select documents using the keyboard
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Selecting documents is an easy way to count them. Notes shows the number of documents selected in the status bar.
"l_K-
If you try to keep a document selected as you switch views, but the document is not included in the view you switch to, Notes beeps.
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If the designer of a database has associated an initial view with a
A Notes page that you can design to include rich text and picture hotspots in any arrangement. Hotspots in a navigator can perform actions, run formulas or scripts, or link to documents, views, or databases.
navigator
, you may switch views by clicking hotspots in the navigator.
You can type up to 127 characters in the Quick Search dialog box.
You can press BACKSPACE to correct your entry before starting the search.
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You can use ALT+F1 (or the OPTION key on the Macintosh) to
enter compose sequences for special characters
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If the view has subcategories, you can type the entire name of a category and part of a subcategory to highlight the subcategory, for example:
Oranges\App
to scroll to the category
Oranges
Apples
You can display file names on all database icons in the workspace at once.
1. Display the workspace.S
2. Press and hold SHIFT.
3. Choose View - Show Server Names.
Details
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Displaying file names simultaneously either displays or hides locations (s
A computer that runs the Lotus Notes server program and stores Notes databases.
server
name or Local), depending on whether locations were already displayed. If the combination you want doesn't immediately appear, repeat steps 2 and 3 until it does.
See related topics
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Displaying number of unread documents on icons in the workspace
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Displaying server names
on icons in the workspace
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You can set your workspace to show all database
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replicas
as stacked icons. Stacked icons take up less room in your workspace and make it easier to act upon all replicas of a database at once. When you stack icons, the top left icon appears at the top of the stack.
To display icons as replicas, choose View - Stack Replica Icons.
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See detailsr
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See related topics
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Ways to use stacked database replica icons
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You can show where databases are stored (s
A Lotus Notes database stored on your computer's hard drive, on a disk, or on a networked file server.
locally
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or on a
A computer that runs the Lotus Notes server program and stores Notes databases.
server
) on all icons in the workspace.
1. Display the workspace.O
2. Choose View - Show Server Names.
See related topics
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Displaying database file names on icons in the workspace
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Displaying number of unread documents on icons in the workspace
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You can show the number of unread documents per database on all icons in the workspace.a
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If icons are already showing unread counts, you can update the counts for
A computer that runs the Lotus Notes server program and stores Notes databases.
server-based
databases when you're connected to the network, and for local databases at any time.
To display unread counts
1. Display the workspace.
2. Choose View - Show Unread.
To update unread counts that are already displayed
Choose View - Refresh Unread Count.
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Displaying database file names on icons in the workspace
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Displaying server names on icons in the workspacea
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You can now:
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Add bullets to paragraphs
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Create numbered listso
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Select from 240 colors when you format text
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Collapse one or more paragraphs into a section
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so your readers see a single line of text they can expand to read the contents
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Create links to views and databases
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as well as to other documents
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Create hotspots
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that display pop-up text or work like a link or a button
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Include a selected font in a named paragraph style
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Assign named paragraphs styles to a keyN
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and a
cycle through them by pressing the key
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when you format paragraphs.
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Format one or more columns or rows in a tablel
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by selecting them individuallyr
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Display hidden charactersn
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such as tabs and carriage returns
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Check spelling in more languages
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f]`O;/
You can now:
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Change your Notes Preferences
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in one dialog box
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Preview a document
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and h
mark documents read when you preview themm
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Use the Lotus
InfoBox
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to get information and change properties for just about everything in Notes
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Change more settings, such as font styles, from the
status bar
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Hide the horizontal scroll bar
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so you can see more of a document
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Double-click a document you're reading to
edit it
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Use the permanent pen
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to add comments to existing text in a different style
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Click a column heading
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to re-sort documents
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Divide a view or folder into
panes
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and
arrange
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panes to suit your work
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Resize
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columns by dragging
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Use private
folders
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to store documents; drag documents into private folders
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Switch views in new ways:
double-click links
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in documents or use graphic
navigators
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View an attached file
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directly in Notes even if you don't own the application in which the file was created
)&p#v
The following examples show how you might add database icons by typing in the Filename box.
Adding a database from your hard drive
Suppose you want to add a database called mywork.nsf that's in a top-level directory called NOTESBU on your c: drive. In the Filename box, you'd type:
c:\notesbu\mywork.nsf
Click here for Macintosh information
On the Macintosh, folder names might include spaces, and directories are separated by colons (:). In the Filename box, you'd type:
My Hard Drive:Notes Backup Files:mywork.nsf
Click here for UNIX information
On a UNIX system, directory and file names are case-sensitive (MYWORK.NSF is not the same as mywork.nsf), and directories are separated by slashes (/). In the Filename box, you'd type:
/notesbu/mywork.nsf
Adding a database from a Notes server
Suppose you want to add a database called mywork.nsf that's in a subdirectory called myfolder of the data directory on the Notes server called SALES. In the Filename box, you'd type:
sales!!myfolder\mywork.nsf
Click here for Macintosh information
On the Macintosh, folder names might include spaces, and directories are separated by colons (:). In the Filename box, you'd type:
Sales!!My Folder:mywork.nsf
Click here for UNIX information
On a UNIX system, directory and file names are case-sensitive (MYWORK.NSF is not the same as mywork.nsf), and directories are separated by slashes (/). In the Filename box, you'd type:
sales!!myfolder/mywork.nsf
Adding a database from a networked file server
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Suppose you want to add a database called mywork.nsf in the \users\anna directory on a
The computer on which you store the files you want to share with users whose computers form a network.
file server
that's using device name e. In the Filename box, you'd type:
e:\users\anna\mywork.nsf.
Click here for Macintosh information
On the Macintosh, the file server volume must be mounted in the Finder. Volume names are used instead of device letters, folder names might include spaces, and directories are separated by colons (:). In the Filename box, you'd type:
Everybody's Work:Users:Anna:mywork.nsf
Click here for UNIX information
On a UNIX system, directories are separated by forward slashes, and file names are case-sensitive. In the Filename box, if the mounted file system is called "/mnt/users," you'd type:
/mnt/users/anna/mywork.nsf
Caution
Notes databases stored on networked file servers are not using Notes security properly. If your organization stores databases this way, talk to your Notes administrator about moving databases to Notes servers instead.
Click here
Document contents
0S0E
to see this Visual Index entry.
Click here
Form design
0S0E
to see this Visual Index entry.
Click here
Mobile management
0S0E
to see this Visual Index entry.
Click here
Navigator design
0S0E
to see this Visual Index entry.
Click here
View and folder design
0S0E
to see this Visual Index entry.
Click here
View management
0S0E
to see this Visual Index entry.
Click here
Workspace management
0S0E
to see this Visual Index entry.
Expanding all items is particularly useful in discussion databases that may contain many levels of response and response-to-response documents.
1. Click the view pane.
2. Choose View - Expand All.
See related topics
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Ways to collapse or expand a view
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When you locate a main item you're interested in, you can expand it to see items on the level indented just below it, or all items at all levels below it.
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For example, expanding to only the selected level shows subcategories indented under a
A word, phrase, or number used to group documents in a view. To create categories, the form must contain a field named Categories.
category
, or response documents indented under a main document. Expanding the selected item
plus
all items under it reveals documents as well as subcategories, and response-to-response documents as well as responses.o
Some databases are designed to show a triangle, a plus symbol (+), or some other icon next to documents that have responses.
For any database already on your workspace, you can search a server or your hard drive for a replica. Notes adds the first replica it finds to your workspace.
1. At the workspace, select a database.
2. Choose File - Replication - Find Replica.
3. Do one of the following:
Select Local for your hard drive, or the server you want from the Server list.
To see additional servers, click Other, select a server from the list, and click OK.
4. Click OK.
See related topics
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Ways to search for databases
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Notes can show you the new equivalent of any command you may be accustomed to using in Notes Release 3.x.
1. Choose Help - Release 3 Menu Finder.
Click here
0S0E
now to open the menu finder.
2. From the menu in the window that appears, choose the Release 3.x command you want to locate in Release 4.
Application developers can now:
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Create forms using
layout regions
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to control the relative placement of fields, text, and graphics
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Display access-controlled sections in new ways
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Use
subforms
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to store commonly-used form elements
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Write scripts that occur whenever an event happens; for example, whenever a user
opens or closes a form
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, or
clicks a buttonl
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Use new lookup features to generate lists for keywords,
names
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readers
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, and
authors
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without writing formulas
Display keyword lists in new ways, for example, giving users an icon to click to display keywords
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Allow author
anonymityp
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Control the
cursor location and field focus
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in a newly-opened form
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Design forms that
open documents in edit mode
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Automatically merge replication conflicts into a single conflict document
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Test a form
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without leaving the design environment
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Create
action bars
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to automate user tasks in subform and forms
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Create forms that display as dialog boxes
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Use enhanced OLE 2.0 features; for example, edit an OLE object's data directly in a Notes document
You can now:
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Search without indexing a database
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Add conditions to a search with the Search Builder without writing a formula
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Name and save search formulaso
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The Database Properties box provides file-related information about the open or selected database.
1. In the workspace, select or open a database.
2. Choose File - Database - Properties.
to see this topi
ck here to see t
3. To see the file name, click the Basics tab.
4. To see the file size, date and time created, or date and time modified, click the Information tab.t
A Notes da
con that represe
tabase and all o
sociated replica
Details
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If the database icon is
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stacked
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switch the replica
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you want to the top of the stack.
See related topics
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Reading about a database before adding it
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Ways to control the size of a database
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Do one of the following to hide or display panes in the default pane arrangement:
To hide the navigation pane, drag its right edge all the way to the left.
To display the navigation pane, drag the left edge of the view pane to the right (this also hides some of the view pane).
To display the preview pane, choose View - Document Preview.
To hide the preview pane, choose View - Document Preview (removing the checkmark).
See related topics
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Ways to manage view panes
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About panes
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About views
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5"g]$
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You can learn what
Identifies the types of tasks users or groups of users are permitted to perform in a database. The levels are Manager, Designer, Editor, Author, Reader, Depositor, and No access.
level of access
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you have to a database at any time. You can also see whether you are listed in any
A named list of users and/or servers in a Personal or Public Address Book.
groups
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or have any
Identifies the level of access a user or group of users have to specific forms, views, or documents in a database.
roles
for a database.
1. Display the workspace.r
2. Select or open the database.
3. Click the key icon in the status bar.
Note
Notes displays the key icon while the database is closed, but when you open the database the icon changes to indicate your level of access.
DetailsD
A manager of a database may ask you for information from this dialog box if you're having difficulty accessing a database.
See related topics
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About access levels for usersV
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About roles and refining database access
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About using server groups in the ACL
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You can return to Web pages you have visited during your current Web session, or save a history of a Web session to use at a later time. If you save your history, you can open it using the Web Tours view. e
Returning to a Web page you visited during the current session
1. Click the History button or choose History from the Actions menu.
2. Select the Web page you want from the list.
3. Click Go To.
Saving the current history to a Web tour
1. Click the History button or choose History from the Actions menu.
2. Click Save.
The Web tour is saved in the Web Tour view in the Web Navigator database.
Note
For a full description of how to use the Web Navigator database, see the
Lotus InterNotes Web Navigator User's Guide
The view pane can contain hundreds of documents, which you can see in several ways.W
To see more rows (document titles or categories), do one of the following:
Drag the view scroll box up or down.
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Click within the view pane and start typing to g
use quick search
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To see more columns:
1. If you're using Windows or UNIX, choose View - Show - Horizontal Scroll Bar. (If you're using OS/2 or a Macintosh, the horizontal scroll bar is always present.)o
2. Drag the horizontal scroll box right or left.
To expose more information in a column:
1. Move the cursor over the right edge of the column's title until you see a vertical line with two horizontal arrows (this is the splitter).
2. Drag the splitter to the right.
Note
Not all database designs allow you to drag out the column headers.
See related topics
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Ways to collapse or expand a viewe
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Ways to show only certain documents in a viewl
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Switching between views
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You can now:
Use an improved mail template that includes action bars, folders, and other ease-of-use enhancements
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Choose from several styles of letterheads
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for your messages
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Create stationery
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for messages whose format and recipient list you want to use again
Address messages by
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dragging names from the Public Address book
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Address messages using "quick" addressing
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Assign and track tasks using maila
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Create a message that automatically includes a doclink
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Let recipients know the type of message you are sendingb
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before they open it
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Deter recipients from sharing your message
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View a discussion
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in your mail database
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Easily
add a sender
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to your Personal Address Book
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Tell Notes to
respond to messages
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that you receive while you are out of the office
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Archive old messages
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to save space
You can mark documents read or unread whether or not you've actually read them, simply to make a view easier to scan. You can mark either selected documents or all documents in the view.
To mark document(s) read:t
1. (Optional) Select the document(s) you want to mark.
2. Do one of the following:m
Choose Edit - Unread Marks - Mark Selected Read to mark only selected documents.
Choose Edit - Unread Marks - Mark All Read to mark all the documents in the view.
To mark document(s) unread:
1. (Optional) Select the document(s) you want to mark.
2. Do one of the following:m
Choose Edit - Unread Marks - Mark Selected Unread to mark only selected documents.
Choose Edit - Unread Marks - Mark All Unread to mark all the documents in the view.
See related topics
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Selecting documentsn
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Ways to show only certain documents in a viewo
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Ways to manage documents in viewso
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About viewsi
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5"g]$
You can now:
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Create locations
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to store communication settings for each place you work with Notes (such as your office or home) and then s
choose a locationL
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from the status bar to use the settings that apply to where you're workinge
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Call a passthru server
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and access multiple servers through a single phone connection
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Use Help Lite
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to get Help while you travel and save disk space
You can move the folders under "Folders and Views" in the navigation pane into other unrelated folders.
1. Display the navigation pane.
2. If "Folders and Views" is collapsed (its triangle is pointing to the right), click the triangle.
3. Drag the folder you want to move into the folder you want to move it to.
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See details
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See related topics
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Ways to manage folders
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You can move a database icon elsewhere on the same workspace tabbed page, or to another page.W
Note
Don't move database icons to the Replicator page unless you want to change the way replication works for the databases.
To move an icon elsewhere on the same page, drag it.
To move an icon to a different workspace page, drag it to the tab for that page.
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See details
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See related topics
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Rearranging database icons on a tabbed page
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Ways to set up Replicator
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You can now:
Use the integrated World Wide Web browser to access the Internet. See the
Lotus InterNotes Web Navigator User's Guide.
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More easily monitor, access, set up, and change
port configurationst
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Double-click here to see this topic
Connect to a e
remote local area network
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service
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Trace a network connection
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to find out where a problem is occurring if you can't make a connection
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Opening a database automatically opens a view. You can switch views using either the a
The pane that either displays icons for all views, folders, and agents in a database, or displays the current navigator.
navigation pane
or the menu.
When any view is open, you can open a new window on the same view or on a different view.
1. Switch to the workspace.
2. Select the database you're already working in.e
3. Choose View - Go To and select the view you want to open in a new window.
See related topics
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Switching between views
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Looking at documents in a view
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You can open more than one database on a tabbed page, and see each database in the navigation pane with all its subordinate views and folders.
To open a single database, select its icon and press ENTER.(
To open two or more databases, SHIFT-select their icons and press ENTER.
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See details
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See related topics
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Using database catalogs
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Adding a database from a serverv
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Adding and opening a database at once+
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You can now:
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Specify a printer/
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from the File Print dialog box
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Print file attachments
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Specify multi-line headers and footers
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Print a list of documents in a foldera
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Application developers can now:
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Use LotusScript
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--an object-oriented, cross-platform, BASIC-compatible language--to perform complicated tasks and to create iterative programs and branches
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many new @functions, including
@AllChildren
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@AllDescendants
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@Cos
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@DialogBox
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@IsDocBeingEdited
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@PickListo
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@Sin
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@Sum
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@Tan
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@URLGetHeader
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@URLHistory
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Double-click here to see this topic
, and
@URLOpen
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Execute commands in the
order they appear in a formula
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Use the
ODBC
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database drivers to access non-Notes databasesb
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Automate tasks in more places using
hotspots
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(selected text or pictures in a rich text field)
RA~`N
#QibC
You can put documents into one or more categories at the same time.
1. Select (checkmark) the document(s) you want to categorize.
2. Choose Actions - Categorize.
3. Select one or more categories from the list.
To deselect a category you change your mind about, click it again.
4. Click OK.
See related topics
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Ways to manage view categories
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Looking at documents in a view
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Ways to collapse or expand a view
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Selecting documentsv
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Creating subcategories
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About views
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5"g]$
You can put documents into folders by dragging the documents, or by using the menu. You may want to use the menu if it's not convenient to drag, or if you want to manage a large number of documents at once.
To drag document(s) into a folder:
1. Select the document(s) you want to store.
2. Drag the documents to that folder's icon in the navigation pane and let go when the folder is highlighted and the cursor appears as a plus symbol (+).
3. Repeat steps 1 and 2 to drag documents to another folder.
To put documents into folders using the menu:
1. Select the document(s) you want to store.
2. Choose Actions - Move to Folder.
3. Do one of the following:
Click a folder name in the "Select a folder" list to use an existing folder.
To create a new folder, see Details.
4. Do one of the following:
Click Add to put the document into a folder without removing it from other folders.
Click Move to put the document into a folder and remove it from other folders.
5. Repeat steps 1 through 4 to put documents into more folders.v
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See details
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See related topics
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Ways to manage folders
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You can read a description of a database before adding or opening it.
Note
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If you're creating a database, you can also read a description of any
template
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you may want to use.
1. Choose File - Database - Open.
ootingH_STR_OVER
ScreenNumeric o
045759881IfThenE
",DeleteMark(`Lt
2. Select the Notes server you want to browse, then click Open.
3. Select the database you want to read about, and click About.D
4. When you finish reading the description of the database, click Close.
See related topics
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Reading a description of a database's contents
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Getting information about a database filev
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Starting a database from a template
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The "About" document is usually the first document you see when you open a database for the first time. This document contains information supplied by the database designer, often a description of the database's purpose and contents.
1. Open the database or select its icon in the workspace.
2. Choose Help - About This Database to see the "About" document.
Details
The About document may appear the first time you open a database, every time, or only when the contents of the document have changed, depending on how the database is designed.
See related topics
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Reading about a database before adding it
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The "Using this database" document contains information supplied by the database designer - usually instructions on using the
Forms control how you edit, display, and print documents. A form can contain fields, static text, graphics, and special objects. A database can have any number of forms.
forms
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A list of documents in a database that is usually sorted or categorized to make finding documents easier. A database can have any number of views.
views
, and other elements of the selected database.
1. Open the database or select its icon in the workspace.
2. Choose Help - Using This Database to see the "Using" document.n
See related topics
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Reading about a database before adding itr
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Ways to get information about a database
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You can arrange all icons on a workspace page at once. When you rearrange icons, they move into continuous rows starting at the top left of the workspace page.f
1. Display the workspace.o
2. Click the tab for the page on which you want to arrange icons.
3. Choose View - Arrange Icons.h
See related topics
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About the tabbed pages
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You can set three different automatic pane arrangements.
1. Choose View - Arrange Preview.
2. Click the icon for the arrangement you want.
3. Click OK.
See related topics
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Ways to manage view panes
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About panes*
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About views
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5"g]$
Sometimes you may try to open a database icon for which the database has been moved or deleted. When this happens, Notes opens the "Database cannot be found" dialog box so you can search for the database.
Note
Searching on servers can take a long time.
1. In the Server box, select or type the name of the server you want to search.
Choose Local if the database is on your hard disk.
2. Click OK.
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See detailsv
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See related topics
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Adding a database from a server
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Using database libraries
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Removing database icons from your workspace
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Refreshing a view lets you see whether documents have been added or deleted during the time you've been using the view. For example, when Notes tells you that you have new mail, you can refresh the view to see the new mail.
To refresh a view:
1. Click the view pane.
2. Choose View- Refresh.
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See details
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See related topics
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Looking at documents in a view
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Ways to manage documents in views
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Ways to manage view categories
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About viewso
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5"g]$
You can remove one or more database icons from your workspace at any time. Removing an icon doesn't affect the actual database, and you can add the icon again if you want to use it later.
1. Select the icon or icons you want to remove.e
2. Choose Edit - Clear (or press DEL).
Click here for Windows, OS/2, and UNIX information
Or click the right mouse button and choose Remove From Workspace.i
3. Click Yes.
Details
If you remove an icon while its database is open, the icon remains on your workspace until you close the database, and then is removed.
See related topics
Double-click here to see this topic
Deleting a databaser
Double-click here to see this topica
You can remove documents from any categories in which the documents appear.1
Double-click here to see this topic
1.
Expand
Double-click here to see this topic~
the category you want to remove documents from, scrolling the view if necessary.
2. Select (checkmark) the document(s) you want.
3. Choose Actions - Categorize.
4. Select any category or categories in the list to remove the highlight.j
To reselect a category you change your mind about, click it again.
5. Click OK.
Detail
If you remove a document or documents from all categories, the document(s) appear(s) at the bottom of the list of the categories in the heading "(Not Categorized)".
See related topics
Double-click here to see this topic
Ways to manage view categories
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Looking at documents in a view
Double-click here to see this topic
Double-click here to see this topic
Ways to collapse or expand a view
Double-click here to see this topicD
Double-click here to see this topic
Selecting documents"
Double-click here to see this topicC
Double-click here to see this topic
Creating subcategories
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About views
Double-click here to see this topicF
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01 Do Everyday Tasks03 Use Views, Panes, and Folders
Folders\removing documents fromDocuments\removingRemoving\documentsDeleting\documentsHow Do I?StepsH_REMOVING_DOCUMENTS_FROM_FOLDERSContext Help FormRemoving documents from folders
Databases\librariesLibraries, database\publishing requestsHow Do I?StepsH_REQUESTING_THAT_A_DATABASE_BE_PUBLISHED_TO_A_LIBRARYContext Help FormRequesting that a database get published to a library
02 How do I learn about important new features?01 New Everyday Task Features
UpgradingNew featuresWhat's New?AboutAllH_SECURITY_FEATURESContext Help FormSecurity features
01 Do Everyday Tasks03 Use Views, Panes, and Folders:#J{
Documents\selectingSelecting documentsDeselecting documentsDocuments\deselectingCheck marks in viewHow Do I?StepsH_SELECTING_DOCUMENTSContext Help FormSelecting documents
01 Do Everyday Tasks03 Use Views, Panes, and Folders
Views\showing only categoriesCategories\limiting view toHow Do I?StepsH_SHOWING_ONLY_CATEGORIES_IN_A_VIEWContext Help FormShowing only categories in a view
###################
01 Do Everyday Tasks03 Use Views, Panes, and FoldersP
Views\showing only selected documentsSelected documents, limiting view toHow Do I?StepsH_SHOWING_ONLY_SELECTED_DOCUMENTS_IN_A_VIEWContext Help FormShowing only selected documents in a view
Replica databasesSwitching database replicasDatabases\switching replicasStacked iconsDatabase icons\stackedReplica databases\stacked icons forIcons\stacked databaseHow Do I?StepsH_SWITCHING_BETWEEN_REPLICAS_USING_A_STACKED_ICONContext Help FormSwitching between replicas using a stacked icon
#################
01 Do Everyday Tasks
Views\switching betweenViews\finding same document in another viewHow Do I?StepsH_SWITCHING_BETWEEN_VIEWSContext Help FormSwitching between views03 Use Views, Panes, and Folders
Databases\librariesLibraries, database\usingHow Do I?StepsH_USING_DATABASE_LIBRARIESContext Help FormUsing database libraries
01 Do Everyday Tasks03 Use Views, Panes, and Folders
Searching for text\in document titlesQuick searchViews\quick search ofHow Do I?StepsH_USING_QUICK_SEARCH_IN_A_VIEWContext Help FormUsing quick search in a view
#############
01 Do Everyday Tasks03 Use Views, Panes, and Folders
Views\sorting by clickingHow Do I?StepsH_USING_THE_MOUSE_TO_SORT_A_COLUMN_IN_A_VIEWContext Help FormSorting a view by clicking a column heading
#########################################
AllH_VIEW_FOLDER_AND_NAVIGATION_FEATURESContext Help FormView, folder, and navigator design featuresWhat's New?02 How do I learn about important new features?02 New Database Design and Management Features
About
UpgradingNew features
Joe Levine######################
URLWeb pagesInternet\accessSearch IndexAllH_VISITING_A_WEB_PAGE_BY_ENTERING_ITS_URLContext Help FormVisiting a Web page by entering its URL
#############################################
01 Do Everyday Tasks02 Use Databases
Icons\addingAdding\databasesWorkspace\adding databases toDatabase icons\addingWays toHow Do I?Ways ToH_WAYS_TO_ADD_DATABASES_TO_YOUR_WORKSPACEContext Help FormWays to add databases to your workspace
01 Do Everyday Tasks03 Use Views, Panes, and Folders
Collapsing\documents or categories in a viewCategories\collapsingCategories\expandingWays toHow Do I?Ways toH_WAYS_TO_COLLAPSE_OR_EXPAND_A_VIEWContext Help FormWays to collapse or expand a view
#########################################
01 Do Everyday Tasks02 Use Databases333333
Icons\information onDatabase icons\information onInformation\on database iconsWays toHow Do I?Ways ToH_WAYS_TO_DISPLAY_INFORMATION_ON_DATABASE_ICONSContext Help FormWays to display information on database icons
########################################
01 Do Everyday Tasks02 Use Databases
Databases\information onInformation\on current databaseWays toHow Do I?Ways ToH_WAYS_TO_GET_INFORMATION_ABOUT_A_DATABASEContext Help FormWays to get information about a database
###########
01 Do Everyday Tasks02 Use Databases
Databases\information onWays toHow Do I?Ways ToH_WAYS_TO_LEARN_ABOUT_THE_CONTENTS_OF_A_DATABASEContext Help FormWays to learn about the contents of a database
################################
01 Do Everyday Tasks02 Use Databases
Database filesFiles\databaseWays toHow Do I?Ways ToH_WAYS_TO_MANAGE_A_DATABASE_FILEContext Help FormWays to manage a database file
01 Do Everyday Tasks03 Use Views, Panes, and Folders
Documents\managingViews\managing documents inWays toHow Do I?Ways toH_WAYS_TO_MANAGE_DOCUMENTS_IN_VIEWSContext Help FormWays to manage documents in views
###################
01 Do Everyday Tasks03 Use Views, Panes, and Folders
Folders\deletingDeleting\foldersManila foldersWays toHow Do I?Ways toH_WAYS_TO_MANAGE_FOLDERSContext Help FormWays to manage folders
######################################
01 Do Everyday Tasks03 Use Views, Panes, and Folders
Ways toHow Do I?Ways toH_WAYS_TO_MANAGE_VIEW_CATEGORIESContext Help FormWays to manage view categories
##########
01 Do Everyday Tasks03 Use Views, Panes, and Folders
Split windowSlidersWays toHow Do I?Ways toH_WAYS_TO_MANAGE_VIEW_PANESContext Help FormWays to manage panes
01 Do Everyday Tasks02 Use Databases
Ways toHow Do I?Ways ToH_WAYS_TO_PUBLISH_DATABASES_TO_LIBRARIESContext Help FormWays to publish databases to libraries
##########
01 Do Everyday Tasks02 Use Databases
Databases\searching forFinding databasesWays toHow Do I?Ways ToH_WAYS_TO_SEARCH_FOR_DATABASESContext Help FormWays to search for databases
ServersWorkstationReferenceAboutH_ABOUT_LOTUS_NOTESContext Help FormAbout Lotus Notes
######################################
02 General Notes Concepts08 Mobile Notes
Mobile NotesReferenceAboutH_ABOUT_MOBILE_NOTESContext Help FormAbout mobile Notes
###########################################
02 General Notes Concepts08 Mobile NotesP
MAIL.BOXOutgoing Mail databaseMail\mobile Notes andAddressing mail\mobile Notes andMobile Notes\mail andReplicator\mail andReferenceAboutH_ABOUT_MOBILE_NOTES_AND_MAILContext Help FormAbout mobile Notes and mail
################################
H_ABOUT_NAMED_STYLESContext Help FormAbout named stylesReference02 General Notes Concepts05 Documents\
@About
Named paragraph stylesCreating\named stylesCycle keySaving\named paragraph stylesFormatting\paragraphsParagraphs\formattingText\formatting
Joe Levine######
02 General Notes Concepts01 Notes Setup?5^
Workstation\limitsLimits\designApplication design\limitsReferenceAboutH_ABOUT_NOTES_LIMITSContext Help FormAbout Notes limits
PrintingBackground\printingReferenceAboutH_ABOUT_PRINTING_DOCUMENTSContext Help FormAbout printing
############################
02 General Notes Concepts12 Sharing Information with Other ApplicationsL7
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Importing\filesExporting\documentsDocuments\exportingReferenceAboutH_ABOUT_RICH_TEXT_FORMATContext Help FormAbout Rich Text Format
#######################
02 General Notes Concepts05 Documents=
SectionsCollapsing\sectionsExpanding\sectionsReferenceAboutH_ABOUT_SECTIONSContext Help FormAbout collapsed sections
#######
02 General Notes Concepts08 Mobile Notesd;
Server connectionsReferenceAboutH_ABOUT_SERVER_CONNECTIONSContext Help FormAbout server connections
#########################
02 General Notes Concepts08 Mobile Notes%
Setup\mobile NotesMobile Notes\setupHelp LiteReferenceAboutH_ABOUT_SETTING_UP_MOBILE_NOTESContext Help FormAbout setting up mobile Notes
################################################
02 General Notes Concepts12 Sharing Information with Other Applications
Sharing informationCopying dataAttaching filesFile attachmentsImporting\filesSubscribingLinking dataEmbedding dataReferenceAboutH_ABOUT_SHARING_INFORMATION_WITH_OTHER_APPLICATIONSContext Help FormAbout sharing information with other applications
##########################
02 General Notes Concepts12 Sharing Information with Other Applications;
SubscribingLinking data\and subscriptionReferenceAboutH_ABOUT_SUBSCRIBING_TO_MACINTOSHBASED_DATAContext Help FormAbout subscribing to Macintosh-based data
02 General Notes Concepts12 Sharing Information with Other Applications
Copying dataPasting dataMoving\dataClipboardShowing\Clipboard contentsCutting dataDisplaying\Clipboard contentsReferenceAboutH_ABOUT_THE_CLIPBOARDContext Help FormAbout the Clipboard
###########################
02 General Notes Concepts05 DocumentsR
Paragraphs\formattingFormatting\paragraphsText\formattingRulerReferenceAboutH_ABOUT_THE_RULERContext Help FormAbout the ruler
Passthru serversReferenceAboutH_ABOUT_USING_PASSTHRU_SERVERSContext Help FormAbout using passthru servers
###################
01 Do Everyday Tasks04 Read, Create, and Edit Documents
PicturesImporting\picturesHow Do I?StepsH_ADDING_A_PICTUREContext Help FormAdding a picture
################
01 Do Everyday Tasks01 Set Up Notes
Adding\portsPorts\setupHow Do I?StepsH_ADDING_A_PORTContext Help FormAdding a port
#############################################
01 Do Everyday Tasks04 Read, Create, and Edit Documents
Tables\formattingColumns, table\addingAdding\columns and rows in tablesInserting\columns and rows in tablesRows, table\addingCreating\columns and rows in tablesHow Do I?StepsH_ADDING_ONE_COLUMN_OR_ROW_TO_A_TABLEContext Help FormAdding one column or row to a table
############################
01 Do Everyday Tasks04 Read, Create, and Edit Documents
Tables\formattingColumns, table\addingAdding\columns and rows in tablesInserting\columns and rows in tablesRows, table\addingCreating\columns and rows in tablesHow Do I?StepsH_ADDING_ONE_COLUMN_OR_ROW_TO_THE_END_OF_A_TABLEContext Help FormAdding one column or row to the end of a table
######
01 Do Everyday Tasks01 Set Up Notes7
Spell checkerDictionariesUser dictionarySetup\spell checkerHow Do I?StepsH_ADDING_OR_DELETING_WORDS_FROM_YOUR_USER_DICTIONARYContext Help FormAdding or deleting words from your user dictionary
01 Do Everyday Tasks04 Read, Create, and Edit Documents
Text\enteringPermanent penFontsColors\permanent pen andCommentsHow Do I?StepsH_ADDING_QUICK_COMMENTS_THAT_STAND_OUT_FROM_EXISTING_TEXTContext Help FormUsing permanent pen
01 Do Everyday Tasks04 Read, Create, and Edit Documents
Tables\formattingColumns, table\addingAdding\columns and rows in tablesInserting\columns and rows in tablesRows, table\addingCreating\columns and rows in tablesHow Do I?StepsH_ADDING_SEVERAL_COLUMNS_OR_ROWS_TO_A_TABLEContext Help FormAdding several columns or rows to a table
################
01 Do Everyday Tasks01 Set Up NotesD
Adding\SmartIcons to setsSmartIcons\setupHow Do I?StepsH_ADDING_SMARTICONS_TO_A_SETContext Help FormAdding SmartIcons to a set
01 Do Everyday Tasks04 Read, Create, and Edit Documents
Named paragraph stylesFormatting\paragraphsParagraphs\formattingText\formattingCycle keyStatus barHow Do I?StepsH_APPLYING_A_NAMED_PARAGRAPH_STYLEContext Help FormFormatting a paragraph with a named style
#######################
01 Do Everyday Tasks04 Read, Create, and Edit Documents
Named paragraph stylesRemoving\named styles from cycle listDeleting\named styles from cycle listCycle keyHow Do I?StepsH_ASSIGNING_A_NAMED_PARAGRAPH_STYLE_TO_A_KEYContext Help FormAssigning a named style to the cycle key
###########
01 Do Everyday Tasks11 Share Information with Other Applications
Attaching filesFile attachments\creatingCreating\file attachmentsHow Do I?StepsH_ATTACHING_A_FILE_TO_A_DOCUMENTContext Help FormAttaching a file to a document
01 Do Everyday Tasks11 Share Information with Other Applications
Objects\breaking linksBreaking linksLinks\breakingHow Do I?StepsH_BREAKING_A_LINKED_OBJECTS_LINKContext Help FormBreaking a linked object's link
################
01 Do Everyday Tasks07 Use Mobile Notes
Calling serversServers\callingDialing serversHow Do I?StepsH_CALLING_A_SERVERContext Help FormCalling a server
###########
01 Do Everyday Tasks07 Use Mobile Notes
Calling serversServers\callingDialing serversHow Do I?StepsH_CALLING_A_SERVER_USING_AN_OPERATORContext Help FormCalling a server using an operator
#######################################
01 Do Everyday Tasks04 Read, Create, and Edit Documents
Buttons\editingFormulas\buttons andScripts\buttons andActions\buttons andHow Do I?StepsH_CHANGING_A_BUTTONS_FORMULA_OR_SCRIPTContext Help FormChanging a button's action
01 Do Everyday Tasks04 Read, Create, and Edit Documentsd;
Tables\formattingColumns, table\widthHow Do I?StepsH_CHANGING_A_COLUMNS_WIDTH_WITH_THE_KEYBOARDContext Help FormSetting a column's width
###################################
01 Do Everyday Tasks04 Read, Create, and Edit Documents
Tables\formattingColumns, table\widthRulerHow Do I?StepsH_CHANGING_A_COLUMNS_WIDTH_WITH_THE_RULERContext Help FormSetting a column's width with the ruler
################
01 Do Everyday Tasks04 Read, Create, and Edit DocumentsX9
Hotspots\editingActions\hotspots andFormulas\hotspots andScripts\hotspots andHow Do I?StepsH_CHANGING_A_HOTSPOTS_FORMULA_OR_SCRIPTContext Help FormChanging a hotspot's action
01 Do Everyday Tasks04 Read, Create, and Edit Documents
MarginsHow Do I?StepsH_CHANGING_A_PARAGRAPHS_MARGINS_WITH_THE_KEYBOARDContext Help FormSetting margins
#######
01 Do Everyday Tasks01 Set Up NotesH
Ports\setupHow Do I?StepsH_CHANGING_A_PORTS_SETTINGSContext Help FormSpecifying network port options
#############################
01 Do Everyday Tasks04 Read, Create, and Edit Documents
Sections\formattingBordersColors\section bordersHow Do I?StepsH_CHANGING_A_SECTIONS_BORDERContext Help FormFormatting a section's border
#################################
01 Do Everyday Tasks
Sections\formattingTitles\sectionFormulas\section titles andHow Do I?StepsH_CHANGING_A_SECTIONS_TITLEContext Help FormChanging a section's title04 Read, Create, and Edit Documents
01 Do Everyday Tasks04 Read, Create, and Edit Documents
Tables\formattingBordersRemoving\table bordersDeleting\table bordersHow Do I?StepsH_CHANGING_A_TABLES_BORDERSContext Help FormFormatting a table's borders
#############
01 Do Everyday Tasks04 Read, Create, and Edit Documents
Tables\formattingMargins\tables andHow Do I?StepsH_CHANGING_A_TABLES_LEFT_MARGINContext Help FormSetting a table's left margin
#############################################
01 Do Everyday Tasks04 Read, Create, and Edit Documents
Tables\formattingColumns, table\widthHow Do I?StepsH_CHANGING_A_TABLES_WIDTH_AUTOMATICALLYContext Help FormSetting a table's width automatically
###########################
01 Do Everyday Tasks01 Set Up Notes
SmartIcons\setupCustom SmartIconsEditing\custom SmartIconsFormulas\SmartIcons andHow Do I?StepsH_CHANGING_CUSTOM_SMARTICONSContext Help FormEditing custom SmartIcons formulas
#############
01 Do Everyday Tasks
Buttons\formattingSizing\buttonsHow Do I?StepsH_CHANGING_HOW_A_BUTTON_LOOKSContext Help FormChanging a button's label or size04 Read, Create, and Edit Documents
Joe Levine################
01 Do Everyday Tasks04 Read, Create, and Edit Documents
Hotspots\formattingBordersHiding\hotspot borderDisplaying\hotspot borderShowing\hotspot borderHow Do I?StepsH_CHANGING_HOW_A_HOTSPOT_LOOKSContext Help FormHiding or displaying a hotspot's border
###################################
01 Do Everyday Tasks01 Set Up Notes
International settingsSorting\characters andHow Do I?StepsH_CHANGING_HOW_NOTES_SORTS_CHARACTERSContext Help FormChanging how Notes sorts characters
############################################
01 Do Everyday Tasks01 Set Up Notes
International settingsImporting\files, and character translationTranslating charactersExporting\files, and character translationHow Do I?H_CHANGING_HOW_NOTES_TRANSLATES_CHARACTERSContext Help FormChanging how Notes translates characters
#######################
01 Do Everyday Tasks01 Set Up Notes
InterNotes Web Navigator\Internet URLs andWeb Navigator\Internet URLs andHow Do I?StepsH_CHANGING_INTERNET_URLS_INTO_HOTSPOTSContext Help FormChanging Internet URLs into hotspots
#############
01 Do Everyday Tasks08 Print}?5^
Printing\page settingsMarginsHeaders\and marginsFooters\and marginsHow Do I?StepsH_CHANGING_PRINT_MARGINSContext Help FormSetting print margins
Workspace pages\setupColors\workspace tabsTabs, workspace\setupHow Do I?StepsH_CHANGING_THE_COLOR_OF_A_WORKSPACE_TABContext Help FormChanging the color of a workspace tab
###################
01 Do Everyday Tasks04 Read, Create, and Edit DocumentsR
Formatting\textText\formattingFontsPoint sizesColors\textSuperscript textSubscript textStrikethrough textBold textUnderlined textItalic textHow Do I?StepsH_CHANGING_THE_FONT_SIZE_STYLE_OR_COLOR_OF_TEXTContext Help FormFormatting text
################################################
01 Do Everyday Tasks01 Set Up Notes
International settingsSpell checkerLanguages, spell checkerSetup\spell checkerDictionariesHow Do I?StepsH_CHANGING_THE_LANGUAGE_YOU_CHECK_SPELLING_WITHContext Help FormChanging the language you check spelling with
####################################
01 Do Everyday Tasks01 Set Up Notes
Sizing\SmartIconsSmartIcons\setupHow Do I?StepsH_CHANGING_THE_SIZE_OF_THE_SMARTICONSContext Help FormChanging the size of the SmartIcons
01 Do Everyday Tasks04 Read, Create, and Edit Documents9
Tables\formattingColumns, table\spacingRows, table\spacingSpacing\tablesHow Do I?StepsH_CHANGING_THE_SPACE_BETWEEN_COLUMNS_AND_ROWSContext Help FormSetting the space between columns and rows
#########################################
01 Do Everyday Tasks
|?5^:
Formulas\hotspots andHotspots\editingText\pop-upPop-up text\changingHow Do I?StepsH_CHANGING_THE_TEXT_IN_A_POPUPContext Help FormChanging a hotspot's pop-up text04 Read, Create, and Edit Documents
Joe Levine########################################
01 Do Everyday Tasks01 Set Up Notesu
International settingsTabs, in documents\unit of measurementMargins\unit of measurementHow Do I?H_CHANGING_THE_UNIT_OF_MEASUREMENTContext Help FormChanging the unit of measurement
##################
01 Do Everyday Tasks01 Set Up Notes
Data directoryHow Do I?StepsH_CHANGING_YOUR_NOTES_DATA_DIRECTORYContext Help FormChanging your Notes data directory
##############
01 Do Everyday Tasks04 Read, Create, and Edit Documents
Spell checkerText\spell checkingDictionariesUser dictionaryDocuments\spell checkingHow Do I?StepsH_CHECKING_SPELLINGContext Help FormChecking spelling
###############
01 Do Everyday Tasks07 Use Mobile Notes
Locations\choosingHow Do I?StepsH_CHOOSING_A_LOCATIONContext Help FormChoosing a location
####################################
01 Do Everyday Tasks01 Set Up Notesd;
Startup settingsLocations\choosingHow Do I?StepsH_CHOOSING_YOUR_LOCATION_AT_STARTUPContext Help FormChoosing your location at startup
DictionariesStepsH_CHOOSING_YOUR_SPELL_DIRECTORYContext Help FormChoosing your spell directory
###########################################
01 Do Everyday Tasks04 Read, Create, and Edit Documents
Documents\closingClosing\documentsHow Do I?StepsH_CLOSING_A_DOCUMENTContext Help FormClosing a document
01 Do Everyday Tasks01 Set Up Notes
Setup\mouseMouse setupRight mouse buttonHow Do I?StepsH_CLOSING_WINDOWS_WITH_THE_RIGHT_MOUSE_BUTTONContext Help FormClosing windows with the right mouse button
##############################
01 Do Everyday Tasks04 Read, Create, and Edit DocumentsD
Printing\collapsed sections andPreviewing\collapsed sections andOpening\collapsed sections andEditing\collapsed sections andSections\formattingCollapsing\sectionsExpanding sectionsHow Do I?StepsH_COLLAPSING_OR_EXPANDING_A_SECTION_AUTOMATICALLYContext Help FormCollapsing or expanding a section automatically
##############################################
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01 Do Everyday Tasks04 Read, Create, and Edit Documents
SectionsCollapsing\text into sectionsText\collapsing into sectionsParagraphs\collapsing into sectionsCreating\sectionsTitles\sectionHow Do I?StepsH_COLLAPSING_TEXT_INTO_A_SECTIONContext Help FormCreating a collapsed section
01 Do Everyday Tasks01 Set Up Notes
Workspace\setupDESKTOP.DSKCompacting\desktop filesHow Do I?StepsH_COMPACTING_YOUR_WORKSPACE_FILEContext Help FormCompacting your workspace files
#############################################
01 Do Everyday Tasks04 Read, Create, and Edit Documents
Tables\formattingColumns, table\copyingCopying\columnsRows, table\copyingHow Do I?StepsH_COPYING_CELLS_COLUMNS_OR_ROWS_IN_A_TABLEContext Help FormCopying cells, columns, or rows in a table
###########################################
01 Do Everyday Tasks11 Share Information with Other Applications
Copying data\from other applicationsClipboardPasting data\from other applicationsHow Do I?StepsH_COPYING_DATA_INTO_A_DOCUMENTContext Help FormCopying data into a document
H_COPYING_MOVING_OR_DELETING_DATAContext Help FormCopying, moving, or deleting dataHow Do I?01 Do Everyday Tasks04 Read, Create, and Edit Documents
@Steps
Deleting\dataRemoving\dataCopying\dataMoving\data
Joe Levine#######################################################
01 Do Everyday Tasks04 Read, Create, and Edit Documents
ButtonsCreating\buttonsFormulas\buttons andActions\buttons andScripts\buttons andHow Do I?StepsH_CREATING_A_BUTTONContext Help FormCreating a button
#################
01 Do Everyday Tasks04 Read, Create, and Edit Documents+
Hotspots\creatingCreating\hotspotsButtons\hotspots andCreating\buttonsActions\hotspots andFormulas\hotspots andScripts\hotspots andHow Do I?StepsH_CREATING_A_BUTTON_WITH_A_HOTSPOTContext Help FormCreating an action hotspot
01 Do Everyday Tasks04 Read, Create, and Edit DocumentsL7
DoclinksCreating\linksLinksViews\linksDatabases\linksFolders\linksDocuments\linksHow Do I?StepsH_CREATING_A_DOCLINKContext Help FormCreating a link
##############
01 Do Everyday Tasks04 Read, Create, and Edit Documents
Hotspots\creatingCreating\hotspotsLinks\hotspots andDoclinks\hotspots andCreating\linksHow Do I?StepsH_CREATING_A_DOCLINK_WITH_A_HOTSPOTContext Help FormCreating a link hotspot
01 Do Everyday Tasks04 Read, Create, and Edit DocumentsX9
Documents\creatingCreating\documentsHow Do I?StepsH_CREATING_A_DOCUMENTContext Help FormCreating a document
01 Do Everyday Tasks
Creating\documentsDocuments\creatingInterNotes Web Navigator\Internet URLs andWeb Navigator\Internet URLs andHow Do I?StepsH_CREATING_A_DOCUMENT_THAT_OPENS_AN_INTERNET_URL_AUTOMATICALLYContext Help FormCreating a document that opens an Internet URL automatically04 Read, Create, and Edit Documents
Joe Levine###
01 Do Everyday Tasks11 Share Information with Other Applications
Linking dataViews\linksDocuments\linksDatabases\linksHow Do I?StepsH_CREATING_A_LINK_TO_A_NOTES_DOCUMENT_VIEW_OR_DATABASEContext Help FormCreating a link to a Notes document, view, or database
##############################
01 Do Everyday Tasks07 Use Mobile Notes
Web Navigator\locations andInterNotes servers\Web NavigatorLocationsCreating\locationsEditing\locationsPassthru servers\locations andTime zonesHow Do I?StepsH_CREATING_A_LOCATIONContext Help FormSetting up a location
#########################
01 Do Everyday Tasks04 Read, Create, and Edit Documentsq=
Named paragraph stylesCreating\named stylesSaving\named paragraph stylesHow Do I?StepsH_CREATING_A_NAMED_PARAGRAPH_STYLEContext Help FormCreating a named style
##########
01 Do Everyday Tasks04 Read, Create, and Edit DocumentsB`
NumbersCreating\numbered listsIndenting textHanging indentHow Do I?StepsH_CREATING_A_NUMBERED_LISTContext Help FormCreating a numbered list
############################
01 Do Everyday Tasks01 Set Up Notes
Creating\SmartIcons setsNaming\SmartIcons setsSaving\SmartIcons setsSmartIcons\setupHow Do I?StepsH_CREATING_A_SMARTICONS_SETContext Help FormCreating a SmartIcons set
####################
01 Do Everyday Tasks04 Read, Create, and Edit Documents
TablesCreating\tablesHow Do I?StepsH_CREATING_A_TABLEContext Help FormCreating a table
#####################
01 Do Everyday Tasks01 Set Up Notes
Workspace pages\creatingCreating\workspace pagesHow Do I?StepsH_CREATING_A_WORKSPACE_PAGEContext Help FormCreating a workspace page
Bitmaps\for SmartIconsCustom SmartIconsSmartIcons\setupHow Do I?StepsH_CREATING_BITMAPS_FOR_CUSTOM_SMARTICONSContext Help FormCreating bitmaps for custom SmartIcons
#########################
01 Do Everyday Tasks01 Set Up Notes-
Formulas\SmartIcons andCustom SmartIconsSmartIcons\setupHow Do I?StepsH_CREATING_CUSTOM_SMARTICONSContext Help FormAssigning formulas to custom SmartIcons
###################################
01 Do Everyday Tasks04 Read, Create, and Edit Documents
Hotspots\creatingCreating\hotspotsPop-up text\creatingText\pop-upFormulas\hotspots andHow Do I?StepsH_CREATING_POPUP_TEXT_WITH_A_HOTSPOTContext Help FormCreating a pop-up hotspot
CroppingPrinting\page settingsHow Do I?StepsH_CROPPING_A_PAGEContext Help FormCropping a page
#########################################
01 Do Everyday TasksF
Named paragraph stylesDeleting\named stylesRemoving\named stylesHow Do I?StepsH_DELETING_A_NAMED_PARAGRAPH_STYLEContext Help FormDeleting a named style04 Read, Create, and Edit Documents
Joe Levine####################################################
01 Do Everyday Tasks01 Set Up Notes
Deleting\portsRemoving\portsPorts\setupHow Do I?StepsH_DELETING_A_PORTContext Help FormDeleting a port
#######################
01 Do Everyday Tasks01 Set Up Notes
Deleting\SmartIconsRemoving\SmartIcons setsSmartIcons\setupHow Do I?StepsH_DELETING_A_SMARTICONS_SETContext Help FormDeleting a SmartIcons set
###############################################
01 Do Everyday Tasks01 Set Up Notes+
Workspace pages\deletingDeleting\workspace pagesRemoving\workspace pagesHow Do I?StepsH_DELETING_A_WORKSPACE_PAGEContext Help FormDeleting a workspace page
##################################
01 Do Everyday Tasks04 Read, Create, and Edit DocumentsZd;
Tables\formattingColumns, table\deletingDeleting\columnsRemoving\columns and rows from tablesRows, table\deletingHow Do I?StepsH_DELETING_ONE_COLUMN_OR_ROW_FROM_A_TABLEContext Help FormDeleting one column or row from a table
#####
01 Do Everyday Tasks04 Read, Create, and Edit Documents
Tables\formattingColumns, table\deletingDeleting\columnsRemoving\columns and rows from tablesRows, table\deletingHow Do I?StepsH_DELETING_SEVERAL_COLUMNS_OR_ROWS_FROM_A_TABLEContext Help FormDeleting several columns or rows from a table
AttachmentsFile attachmentsDetaching filesSaving\file attachmentsCopying\file attachments to diskHow Do I?StepsH_DETACHING_AN_ATTACHED_FILEContext Help FormDetaching an attached file04 Read, Create, and Edit Documents
Joe Levine#################
01 Do Everyday Tasks11 Share Information with Other Applications
Databases\attachingDetailsDetailsH_DETAILS_ATTACHING_A_FILE_TO_A_DOCUMENTContext Help FormDetails: Attaching a file to a document
01 Do Everyday Tasks01 Set Up Notes
DetailsCLS filesDetailsH_DETAILS_CHANGING_HOW_NOTES_SORTS_CHARACTERSContext Help FormDetails: Changing how Notes sorts characters
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You can remove one or more documents from a folder. Removing documents from all folders does not delete the documents from the database or remove them from views.
1. Display the navigation pane.a
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2. Select the folder you want to remove documents from,
expanding
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a parent folder if necessary.
3. Select the document(s) you want to remove.
4. Choose Actions - Remove from Folder.
Caution
Don't choose Edit - Clear; that marks the documents to be deleted from the database.
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Ways to manage folders
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Selecting documents
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You rename a category by recategorizing all its documents under a new category.
1. Scroll the view to the category you want to rename.
2. Select (checkmark) all the documents under the category.
3. Choose Actions - Categorize.
4. Select the existing category name in the list to remove the highlight.+
5. Under "New categories," type the new name.
6. Click OK.
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Ways to manage view categories
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Looking at documents in a view
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Ways to collapse or expand a view
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Selecting documentsx
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Creating subcategories
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About viewsb
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5"g]$
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You can change the name of any private folder, and any public folder to which you have Designer or Manager
Identifies the types of tasks users or groups of users are permitted to perform in a database. The levels are Manager, Designer, Editor, Author, Reader, Depositor, and No access.
access
1. Display the navigation pane.
2. Select the folder.
3. Choose Actions - Folder Options - Rename.
4. Enter a name of up to 60 characters.
5. Click OK.
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Ways to manage folders
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You can now:
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Replicate selected folders and views
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without having to write a formula
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Replicate databases using the Replicator
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, making it easier to call servers and replicate databases you use frequently
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Shorten long incoming documents
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in a replica or
remove older documents
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Display replica icons as a single
stacked icon
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If you have at least Reader
Identifies the types of tasks users or groups of users are permitted to perform in a database. The levels are Manager, Designer, Editor, Author, Reader, Depositor, and No access.
access
to a library, you can request a librarian of the library to publish a database in it. The database icon for the library where you want to publish a database must be added to your workspace.
1. Display the workspace
2. Select the icon of the database you want to publish.
3. Choose File - Database - Publish.
4. Select the library you want from the "Available libraries" list.
5. Click Yes in answer to the message asking whether you want to mail a library request.
6. Send the mail message that automatically appears.
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Ways to publish databases to libraries
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Creating a database library
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About database libraries
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You can now:
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Keep local databases secure_
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Restrict who can read selected documents
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Create a new public key for your User ID
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, and mail it to your Notes certifier.
You can select one or more documents to act upon at the same time. For example, you can print selected documents or put them into a category. Selected documents appear with a checkmark.
To select one document, click the document.w
To select or deselect more than one document, click the gutter at the left of the view pane next to each document.
To select or deselect adjacent documents, drag up or down the left space of the view pane next to each document.
To select or deselect all of the documents in a view, choose Edit - Select All or Edit - Deselect All.
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See details
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Ways to manage documents in views
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Ways to search for documents that contain specific text or match specific criteria
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Table of keys for viewing documents
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About viewsP
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"l_K-
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1. Click the view pane.
2. Choose View - Show - Categories Only.
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Ways to show only certain documents in a view
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About views
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Setting the view to display only documents you've already selected is useful when you want to categorize or delete a large number of documents at once.
1. Click the view pane.s
2. Select (checkmark) at least one document.
3. Choose View - Show - Selected Only.
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Ways to show only certain documents in a view
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About views
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The
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replicat
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on top of an
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icon stack
is the database that Notes acts upon.
1. Click the list indicator to see a list of all the replicas in the stack.+
2. Choose the replica you want.
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Ways to use stacked database replica icons
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You can switch between views using either the navigation pane or the menu.
To switch views in the navigation pane:
1. If the navigation pane isn't visible, drag the right edge of the pane to display it.v
2. Click the triangle to expand "Folders and Views."
3. (Optional) To keep the same document highlighted as you switch, press and hold CTRL (or COMMAND on the Macintosh).
4. Click the view you want.G
To switch views from the menu:
1. (Optional) To keep the same document highlighted as you switch, press and hold CTRL (or COMMAND on the Macintosh).F
2. Choose View - _
Go To.
3. Select the view you want to switch to.
4. Click OK.
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See details
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About views
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5"g]$
Many Notes commands open InfoBoxes. InfoBoxes have tabbed pages, letting you choose many options for selected information all at once.
To change different properties, click a tab.
To change properties for a different object, click the drop-down menu and select an object.(
To move the box, drag it by the title bar.
To collapse the box to its title bar or to expand the box, double-click the title bar.
To get Help, click the question mark.j
To close the box, click the close box.
Click here for Macintosh information
On the Macintosh the close box is at the top left.
Detail
Unlike dialog boxes, InfoBoxes can be left open while you work, and you don't have to click OK or Done to make Notes accept your changes. Changes to settings are made as soon as you click somewhere else in the box.
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Libraries help you identify databases of interest. You can use any database library to which you have at least Reader
Identifies the types of tasks users or groups of users are permitted to perform in a database. The levels are Manager, Designer, Editor, Author, Reader, Depositor, and No access.
access
You can use a library to store information about databases on your own hard drive.
1. At the workspace, open a database library.
2. Do any of the following:
Scroll the view to find a database you're interested in.
Open any document to read a database's abstract.
Tip~
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Use
full text search
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to see whether any abstracts contain terms you're interested in.
3. (Optional) If you decide you want to use a database, open the document for that database and do one of the following:
To open the database without adding its icon to your workspace, click Browse Database.
To add and open the database, click Open Database.
To add the database without opening it, click Add Icon.
4. When you're done, close the document(s) and the library database. h
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See detailsV
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Ways to publish databases to libraries
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Removing databases from a library
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Ways to search for databases
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About database libraries
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You can search a view by typing at least the first part of the name of a category, or, in a view that doesn't use categories, a document. Notes looks only at the category or document titles in a quick search, not the contents of documents.h
1. Click the view.
2. Type the letter or letters you want to search for.
3. Click OK.
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See detailsV
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Searching for text in document titles that appear in a viewF
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Ways to search for documents that contain specific text or match specific criteria
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If a designer has set one or more columns to allow sorting, you can sort the view by any one of these columns. A small triangle appears on the column heading of any column that allows sorting. Double triangles may allow you to sort the column in a couple of different ways.
To sort a view by a particular column, click that column's heading.
Application developers can now:
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Create
action bars
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to automate user tasks in views and folders
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Use more options for refreshing views
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Select documents
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for a view or folder without using formulas
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Define column values
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without using formulas
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Give users the option to
choose the way a column sorts
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Hide the selection margin or column headers
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Alternate row colors
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Allow rows or column headings to wrap to more than one line
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Add space between rows
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Go to the top or bottom row when a view is opened
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Create
navigators
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to provide users with easy graphical navigation among views
You can visit a specific Web page by entering a URL directly into a text field.i
1. Click the Open button or choose Open from the Actions menu.
2. Enter the URL into the text field.
Be sure to enter the full URL for the Web page, including the protocol, server, and pathname. For example, to visit the Lotus Web page, you would enter http://www.lotus.com. Note that the Web Navigator supports these URLs: http, ftp, gopher, and mailto. The default protocol is http, so if you enter www.lotus.com, the Web Navigator will open the Lotus Web page.
3. Select "Reload from Internet server" if you want to retrieve the Web page from the Internet server instead of opening it from the Web Navigator database.
(If the Web page has been retrieved previously, it will reside in the Web Navigator database for faster viewing.)
4. Click OK.
Note
For a full description of how to use the Web Navigator database, see the g
Lotus InterNotes Web Navigator User's Guide
You add a database by adding its icon to your workspace. To add a database, you must be given access to the database by the database's manager.
You can do any of the following to add databases:
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Browse through a library of available databases
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, select one or more databases, and add them
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Find and add a database from a server^
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Add a database stored locally on your hard drive
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Add a database by typing its file name
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Add a database that is special to your organization
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Details
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The Open dialog box lists items with icons for databases, database
A Lotus Notes database design that you can use as a starting point for a new database. If it is a design template, it will update database design elements created from the template.
templates
, and folders (operating system directories).
"""""
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Adding and opening a database at once
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Opening one or more database icons
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Removing database icons from your workspace
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If a view's design allows it, you can collapse the view to show fewer items. When you collapse a view, Notes hides documents under
A word, phrase, or number used to group documents in a view. To create categories, the form must contain a field named Categories.
categories
, or
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A document created using a Response form, a typical component of a discussion database. In a view, response documents are usually indented underneath the document to which they respond.
response documents
under main documents. Collapsing helps you find the main item you want; you can then expand a selected item, or the item and all its subordinate items.
You can:
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Collapse all categories or main documents
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Expand only selected categories or main documentse
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Expand selected categories or main documents, and any documents under them
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Ways to manage documents in views
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Ways to manage view categories
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About views
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You can expand database icons on the workspace to show:
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File names
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Number of unread documents
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Names of the servers where the databases are stored
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(Local means your hard drive)
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Reading a description of a database's contents
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Getting information about a database file
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You can get information on:
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The contents of a database
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- what types of information are available in its documents
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Using
a database's forms and views
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A database's file
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(file size, where the database is stored, and other properties)
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About databases
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You can read a description of a database's contents from several different places in Notes.0
You can:
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Read a short description of a database before adding it
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Browse short descriptions in a database libraryB
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Read all about a selected database
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Reading instructions on using a database
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You can manage a database file by:
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Getting information about it
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Controlling its file size
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A database is an operating system file, so in addition to using Notes to copy and delete a
A Lotus Notes database stored on your computer's hard drive, on a disk, or on a networked file server.
local
databases, you can use your operating system. For example, you may want to switch to your operating system to copy or delete databases while Notes is performing a time-intensive operation. However, if you use your operating system to move a databases to different directories, you must remove their icons from your workspace and add them again from their new directory. You must also remove and add a database's icon again if you change its file name.
Database files have the extension .NSF.
Click here for Windows95, OS/2, and UNIX information
Even in an operating system that doesn't require file name extensions, you can share a database more easily across systems if it has an MS-DOS file name of 8 characters plus the extension .NSF. The database title can be longer and more informative.
You can select any database icon in Notes and see file-related information in the Database Properties box.
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About databases
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Ways to get information about a database
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You can:
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Select documents to act upon
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Copy documents
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Delete documents
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Find unread documents
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Mark documents read or unread
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Putting documents into existing categories
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Putting documents into new or existing folders
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About views
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5"g]$
You can:
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Create folders
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Put documents into folders
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Remove documents from folders
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Collapse or expand folders to see other folders
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Move folders to different levels of the navigation pane
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Rename folders
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Delete folders
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About folders
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I6Axw
Categories help you organize data in views that contain many documents, and move around in these views more quickly. Categories may be sorted alphabetically.n
To make categories available in a view, the database designer must set a column to sort on a field called "Categories." Notes shows an error message if you try to use categories in a view that isn't designed for them.
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You can categorize your own documents in any view that uses categories. To categorize documents created by other users, you need at least Editor o
Identifies the types of tasks users or groups of users are permitted to perform in a database. The levels are Manager, Designer, Editor, Author, Reader, Depositor, and No access.
access
to the database.p
You can:
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Create new categories and put documents into themr
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Create subcategories and put documents into them
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Put documents into existing categories
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Remove documents from a category
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Rename a categorye
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Delete a categoryo
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See related topics
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Looking at documents in a view
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Ways to collapse or expand a view
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Putting documents into new or existing folders
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About viewsc
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5"g]$
You can:
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Change the size of a pane
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Rearrange the relative locations of the panes
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Hide or display a pane
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Set the preview pane to show linked documents as well as the current document
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See related topics
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About panes@
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About views
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C'B2W
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You can:
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Request that databases be published in a library
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(if you have at least Reader access to the library)
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Publish databases directly to a library
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(if you have at least Author access to the library)
Note
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You usually have more than Author
Identifies the types of tasks users or groups of users are permitted to perform in a database. The levels are Manager, Designer, Editor, Author, Reader, Depositor, and No access.
access
to any library database you create locally.
You can search for a specific database in the following ways:
If you know the name of the server where the database resides,
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open that server from the File menu
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If you don't know the exact name of the server, use
Other in the Open Database dialog
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to see a list of servers.
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Open a database library and read database descriptions
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If the database has been moved but you still have an icon for it on your workspace, look for it in the database library and add it from there.
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For any database already added to your workspace, you can ask Notes to
find replicas on a selected server or on your hard drive
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See related topics
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Adding a database from your hard drive
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You can:
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Show only documents that you haven't opened or marked as read
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Show only documents that you've selected
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(checkmarked)
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Show only categories and subcategories without showing any documents
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See related topics
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Looking at documents in a view
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Ways to manage documents in viewst
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Ways to manage view categories
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About views
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Each Notes database is represented on your workspace by an icon, for example:
Icons use little storage space on your hard drive, so you can use them freely on your workspace pages.
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You can also
compact
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your workspace to save storage space.
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Stacked icons represent two or more
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replicas
of the same database.
You can do any of the following with database icons:
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Add and open a single database
at once
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Move database icons around your workspace
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Rearrange database icons on any tabbed page9
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except the Replicator
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Show information on database icons
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, such as where the databases are stored (locally or on a server)
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Select which replica of a database to use
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Remove any database
from your workspaceN
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(without affecting the database it refers to)
See related topics
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About the workspace
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About the
tabbed pages
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Ways to add databases to your workspace^
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Opening one or more database icons
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Ways to use stacked database replica icons
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:dG<
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When a database has one or more
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replicas
, you can stack icons to represent the database and all its replicas. A stack of icons takes up less room on your workspace, and makes it easy to find all the replicas of a database.
A stacked icon looks like a regular icon except for the drop-down menu of server names in the top right corner.J
You can:
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Display all database replicas in the workspace
as stacked replicas
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Change which replica is on top of a stack
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See related topics
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Ways to create replicas
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Finding a replica of a database on your workspace
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What happenede
You accessed an authenticated Web page from an Internet server. This page will be saved in the Web Navigator database in a private folder named after your user name. This message only appears the first time the Web Navigator needs to create a private folder for you.
What you can do
To access the page again:s
1. Choose View - Show Folders.
2. Open the private folder named after your user name.
Note
For more information, see the
Lotus Notes Web Navigator User's Guide
You can now:
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Add or remove workspace pages
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Keep the workspace behind
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other open windows while you work
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Compact your workspace file
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, freeing space created from deleted database iconsW
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Display the workspace in 3D
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Notes lets you attach files to documents. You can attach virtually any type of file, including binary files, compressed files, executable files, even an entire Notes database file. When you attach a file, you're actually attaching a copy of the file, so the original is not affected.
When you attach a file (and have the file's application installed), Notes displays an icon indicating the file type and name; for example, this is a Freelance Graphics file attachment:
view of Help
, press the firs
Notes displays a generic icon if you don't have the file's application installed (or if you don't have the application installed properly).?
In a view, Notes displays a paper clip to the left of documents that contain file attachments; for example:v
Users can detach and save attached files. If users have the application used to create an attached file, they can also launch the application directly from Notes and display the file.P
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Users can also view and print attached files directly in Notes.
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Attaching a file to a document
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Ways to use file attachments
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About sharing information with other applications
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The Notes spell checker looks for misspelled words using two dictionaries, the main dictionary and the customizable user dictionary. The main dictionary is comprehensive, but does not contain proper names or many specialized words. If you use words like this often, you can add them to your user dictionary so Notes will recognize them.
In addition to misspellings, the spell checker looks for repeated words, such as "that that." The spell checker does not check single-character words (such as "a"), text that does not contain letters (such as 75% or 23), or words that contain more than 64 characters.o
The main dictionary within North America is American English (LOTUSEN1.DIC). If your version of Notes includes more than one language dictionary (for example, if you're using Notes outside North America), you can choose a different dictionary. Language dictionaries have the extension .DIC and are located in your Notes program directory. The user dictionary (USER.DIC) is located in your Notes data directory.
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Checking spelling
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Adding or deleting words from your user dictionary
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Changing the language you check spelling with
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What is OLE?
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OLE (Object Linking and Embedding) is a technology that lets you share data between applications and is supported for Windows and Macintosh. OLE lets you embed or link data, such as a 1-2-3 chart, Word Pro document, or Freelance Graphics presentation, as an
A copy of data from a server application for embedding in a client application; or, a pointer to data in a server application for linking in a client application.
object
in a Notes document.t
You can embed or link part of a file or an entire file from another application as an object in a Notes document. You can also embed a new object in a Notes document and use the object's application to enter data in Notes. For example, if you have 1-2-3, you could create a blank 1-2-3 worksheet object and enter 1-2-3 worksheet data in a Notes document.
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To use OLE, you need the Microsoft OLE Extensions, which are available during Notes installation.i
Linkingi
A linked object is a pointer to data in a source file; when data in the source file changes, the changes are reflected in Notes. (You can specify whether the linked data in Notes is updated automatically or manually when data in the source file changes.)
Because a linked object's data is stored in the source file, users who need to edit (or update) a linked object need to have the server application, access to the source file on a file server, and have the same directory mapping to the source file on the file server. Also, if a source file is moved or deleted, the linked object that points to it has to be recreated.
Embedding
An embedded object is a copy of data from a source file; when data from the source file changes; the changes are
reflected in Notes.
Because an embedded object's data is stored in Notes, users who need to edit an embedded object don't need access to the source file. For this reason, embedding makes it easier to share data from other applications in Notes with other users.
Note
Embedded objects require more storage space in a Notes database than a linked object.
What is OLE 2?
OLE 2.0 is the latest version of OLE technology. You can use the following OLE 2 features in Notes:o
Drag & drop - You can create an OLE 2 object in Notes by dragging data from an OLE 2 server application and dropping it into Notes.I
Edit "in-place" - You can edit an OLE 2 object using the server application's commands without leaving the Notes window.
Link server - You can create links to Notes documents, views, and databases in Notes documents and in other OLE 2 client applications.
Storage server - You can embed an OLE 2 object in a Notes document and create links to the embedded data in Notes documents and in other OLE 2 client applications. This way, you can use Notes to store data from other applications.
What is DDE?
DDE (Dynamic Data Exchange) is a protocol that lets you share data between applications and is supported for OS/2. DDE lets you link data from another application as an object in a Notes document. Notes can act as a DDE client application, but not as a DDE server application. Before you can create or activate a DDE link in Notes, both Notes and the DDE server application must be running.
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Ways to add objects to documents
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Ways to manage objects
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A Notes document is a database entry that contains information. A document may range in size from a brief reply to a question to a multi-page market analysis filled with text and graphics.
Fields
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When you create or edit a document, Notes puts the document in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
so you can enter information into it. You enter information in fields, which are enclosed by brackets that look like this:
k here to see th
Note
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When the brackets are red, the field is
Notes provides document security by letting you encrypt fields in documents. Encryption means encoding data so that only those who have the secret encryption key can read it.
encryptablet
The types of information you can enter into a document depend on the types of fields on its form. For example, you can enter text in text fields, numbers in number fields, and text, graphics, and Notes features such as links and file attachments in rich text fields. If Notes beeps when you try to enter text into a field, the field is a keyword field; you can press ENTER and select a keyword from the list Notes displays.
If the database designer created help for a field, it is displayed at the bottom of the window when the insertion point is in the field.
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Ways to read documents
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Ways to use features you see in documents
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Creating a document&
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Editing a document
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Ways to add information to documents
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Ways to save documents
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Printing a documentv
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B4[@v
)&p#v
When you export a document to a graphics, ASCII text, structured text, or word processing file, keep the following information in mind.p
Graphics files
When you export a document to a graphics file, Notes exports only the first graphic in the document. If you want to export a graphic that is not the first graphic in a document, select the graphic (by dragging the mouse over the graphic) before you choose File - Export.
You can export two types of graphics files, CGM Image and TIFF 5.0 Image. Both graphics types can be used across platforms (Windows, OS/2, Macintosh, and UNIX).
Note
You cannot export raster images (.BMP, .TIF) as metafile images or export metafile images as raster images.
ASCII text files
When you export a document to an ASCII text file, Notes asks you to set the line length for the exported text. Words that extend beyond the line length wrap to the next line.
Structured text files
You can export documents to a structured text file from a view. Select the documents you want to export from the view, choose File - Export, and select Structured Text as the file type. When you click Export, select "Selected documents," keep form feed as the document separator or specify the character code for a different separator, and specify the line length you want for the exported text. If you keep form feed as the separator, Notes exports one record per page and one field per line.#
Word processing files
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Notes uses Microsoft
Rich Text Format
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(RTF) as an intermediate file format for exporting documents to some word processing files (such as WordPerfect files).
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Exporting a document to a file
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About importing and exporting
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About importing files into documents
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About sharing information with other applicationst
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Notes lets you x
import files into documentsO
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and
import files into viewst
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, which means converting data from other applications into a form that Notes documents or views can use. You can import many types of spreadsheet, graphics, word processing, and text files into a
On a form, a type of field that can include pictures, tables, pop-ups, objects, edition files, and other data created in Notes, imported from other applications, or pasted from the Clipboard. Text can be bold, italicized, in color, and so on.
rich textM
field in a document, as well as import spreadsheet and text files into a view.)
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Notes also lets you
export documents to files
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and
export views to files
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, which means converting Notes data into a form that other applications can use. You can export documents to word processing, graphics, and text files, as well as export views to spreadsheet and text files.
File support
Notes supports import and export of the following types of files.
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Notes supports Claris
XTND capabilities, which let you import Macintosh files such as MacPaint
and MacWrite files.
Spreadsheet files
File type b
Import into rich text field or view
Export from document or view
File extension
File description
Lotus 1-2-3
Rich text field or viewi
View
.WKS, .WK1, .WK3, .WK4
Entire worksheet or named range created in Lotus 1-2-3 for DOS 1A or later, 1-2-3 for Windows, or 1-2-3 for Macintosh
Microsoft
Excel
Rich text field
Not supported
.XLS
Microsoft Excel 4.0, 5.0
Graphics files
File type
Import into field or view
Export from document or view
File extension
File description
PCX Image
Rich text field
Not supported
.PCX
Raster graphic
Lotus PIC
Rich text field
Not supported
.PIC
Picture created in Lotus 1-2-3 or Symphony
CGM Image
Rich text field
Document
.CGM, .GMF
Picture created in software supporting ANSI Metafile
TIFF 5.0 image
Rich text field
Document
.TIF
Bitmapped image scanned into software supporting TIFF
Bitmap Image (not UNIX)
Rich text field
Not supported
.BMP
Bitmapped imageo
GIF image
Rich text field
Not supported
.GIF
Graphics Interchange Format image
JPEG image
Rich text field
Not supported
.JPG
Joint Photographics Experts Group imageb
Word processing files
File type
Import into field or view
Export from document or view
File extension
File description
Lotus Ami Pro
Rich text field
Document
.SAM
Ami Pro 1.x, 2.x, 3.x
Microsoft Rich Text Format (RTF)
Rich text fieldr
Document
.RTF
Applications that support .RTF, such as Word
Microsoft Word
Rich text field
Document
.DOC
Word for Windows 6.0
WordPerfect
Rich text field
Document
.DOC, .WPD, .WPT
WordPerfect 6.0, 6.1
Frame Technologies FrameMaker
(UNIX only)
Rich text field
Document
.MIF
FrameMaker 3.0, 4.0
Interleaf ASCII (UNIX only)
Rich text field
Interleaf Version 5 or later
Text files
File typeo
Import into field or view
Export from document or view
File extension
File description
ASCII text
Rich text field
Document
Unformatted text
Binary with text
Rich text field
Not supported
Imports text from non-text files
Tabular ASCII text
View
View
Anys
ASCII text arranged in rows and columns; limit of 1536 characters per record, total
Structured ASCII text
View
View
Any (except .TAB, .TXT, .PRN, .RPT)
ASCII text arranged as fields and field values; limit of 256 bytes per simple text field
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When you import a graphics, spreadsheet, or word processing file, keep the following information in mind.e
Graphics files
Graphics must be imported into Notes separately; if a file contains more than one graphic, Notes imports only the first graphic. Also, Notes can't import a graphic that is embedded in a text file (such as a PIC file in a WordPerfect document).t
Imported graphics may look different in Notes because their fonts, colors, text sizes, and overall size are mapped to Notes equivalents. Since you can only resize graphics in Notes, you may want to experiment with a graphic's appearance in its original application before you import it into Notes.t
Before you import scanned images into Notes, save them in BMP, PCX, or TIFF format. If you're not satisfied with the appearance of your scanned images, try adjusting the dpi (dots per inch) setting or the image size setting in your scanner software if possible. Start with 75 dpi and 100% size, increasing the dpi and decreasing the size until you're satisfied with the results. In general, higher dpi settings result in larger images in Notes. Note that different monitors may display the scanned image differently.
Spreadsheet filest
If you specify a range to import that spans more than one worksheet, Notes imports only the specified range in the current worksheet. Notes doesn't import named ranges that span more than one worksheet. Also, Notes doesn't import named ranges from Microsoft Excel files.
The default font is Courier for 1-2-3 imports and Times Roman for Microsoft Excel imports. Once imported, you can specify a different Notes font.a
Notes doesn't line-wrap imported spreadsheets. If a spreadsheet has more columns than a Notes window can display, use the horizontal scroll bar to see the rest of the data. Notes supports a maximum text width of 22.75 inches in a document. Additional text is truncated.E
Word processing filesd
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Notes uses Microsoft
Rich Text Format
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(RTF) as an intermediate file format for importing some word processing files (such as WordPerfect files).
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Importing a file into a document
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About importing and exporting
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About exporting documents to files
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A location is a document in your _
A database that contains the names and computer addresses of users and user groups that you enter yourself.
Personal Address Book
that contains communication settings you use when you work with Notes in a particular place. For example, you might use a network port at the office to connect to Notes servers on a local area network and use a remote port at home to connect to Notes servers over a modem.
In location documents, you specify settings such as the port(s) you want to use (network or remote), the location of your mail file (on a server or local), phone information (such as dialing prefixes), and replication schedules.
When you install Notes, Notes automatically creates five location documents in your Personal Address Book: Island (Disconnected), Home (Modem), Office (Network), Travel (Modem), and Internet. You can edit these documents and customize them or create your own. When you use Notes in a different location, you choose the location document that contains the settings that apply to where you're working. You could set up locations in the following ways:S
You could set up the Office location to use a network port and your mail file on the server when you're at the office, and you could set up the Travel location to use a remote port and a local replica of your mail file when you're on the road.
If your home and office are in different area codes, you could specify your home's area code in your Home location. Then when you use Home and call a server with a different area code, Notes automatically dials 1 and the server's area code before it dials the server's phone number.
If you use a calling card only when you make long-distance calls from hotel rooms, you could create a location called Hotel and specify your calling card number. Then when you use Hotel and call a server, Notes automatically uses your calling card number.i
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You can also set up the
Replicator
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workspace page in different ways at different locations. This way, you can use different replication settings depending on where you're working.
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Ways to set up locations
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Choosing a location
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Lotus Notes is a workgroup computing environment that helps people work together more effectively. With Notes, people can work together regardless of platform or technical, organizational, or geographical boundaries. Notes-based information can be shared across any distance, at any time.
Notes servers and workstations
Notes consists of two primary programs: the Notes server and the Notes workstation.
The Notes server - a computer running OS/2, Windows, or UNIX - provides services to Notes workstation users and other Notes servers including storage of shared databases and mail routing.
The Notes workstation - a computer running Windows, OS/2, Macintosh, or UNIX system software - communicates with Notes servers so you can use shared databases and read and send mail.
Note
A Notes server is not the same as a file server. A file server is a computer that provides access to shared resources like printers and applications, and manages network activity.*
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Starting, stopping, and exiting Notesa
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About Notes limits
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Mobile Notes lets you connect to Notes servers over a phone line. This way, you can work with databases on Notes servers when your workstation isn't connected to a
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local area network (LAN)
When to use mobile Notes
You can use Notes in the following mobile situations:
On your laptop when you work at home or on the road.
When you're away from the office, you can call a server or work disconnected. When you return to the office, you can easily switch back to using Notes on the network.
On a mobile workstation when there is no LAN-based Notes installation.
For example, when you're at a regional office, you could call a server at the home office from a computer with a modem.
Notes also supports X.25 connectivity. You can use asynchronous communications scripts to connect to X.25 networks and other applications that require extended communications support.
How to use mobile Notes
There are two ways to use mobile Notes:
Interactively, by calling a server and remaining connected while you work directly with databases on the server.
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Locally, by working in local g
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replicas
of databases on a server, calling the server, and exchanging data between your local replicas and the databases on the server.
Advantages to working interactivelyN
Advantages to working locally
Without local replicas, you save disk space on your workstation.
With local replicas, telephone calls are shorter and cost less.
You don't need to create local replicas.
You can work when a server is down.
Working directly on the server, you get and provide the most current data.
Working locally, performance is faster and you occupy the server's modem for shorter periods of time.
Mail is routed immediately. If mail is addressed incorrectly, you will be notified right away.
You can send all of your mail to the server at once. You don't have to wait for a memo to be sent before you can write the next one.
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When you use mobile Notes, you can work in a local
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replica
of your mail database. Then you can use the Replicator workspace page to send and receive Notes mail by exchanging documents between the replica and your mail database on the server.j
The way you create a local replica of your mail database depends on the connection type you specified the first time you set up Notes.
If you specified remote connection, Notes automatically created a replica stub of your mail database. To use the replica stub, you need only replicate your mail database's documents to it.
If you specified network connection only, you can create a local replica of your mail database manually.
About the Outgoing Mail database (MAIL.BOX)~
When you send mail from a local replica of your mail database, Notes temporarily stores the outgoing mail in MAIL.BOX.
@FUNCTIO
GBOX 100
Double
ere to see this
When you replicate with your mail database on the server, Notes sends the mail. When replication is completed successfully, MAIL.BOX is empty.
Note
MAIL.BOX is used for temporary storage only; do not try to create mail in it.
About mail and Replicator
If you have a local replica of your mail database, Notes automatically includes an entry for the replica on the Replicator workspace page. Notes also includes a "Send outgoing mail" entry for MAIL.BOX on the Replicator page. When you use mobile Notes, you can use the Replicator page to send and receive mail or send mail only.v
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About addressing mailv
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When you address mail that you create in a local replica of your mail database, Notes looks for the recipient (the name you entered in the To: field) in your
A database that contains the names and computer addresses of users and user groups that you enter yourself.
Personal Address Book
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. If the recipient is not there, Notes assumes the server will look for the recipient in its
A database that contains the name and computer address of every Lotus Notes user, user group, and Notes server in a domain.
Public Address Book@
when the document is sent during replication. If the server cannot find the name, it sends a non-delivery report to your mail file on the server to let you know the mail was not received.
You may not see this report until the next time you replicate your mail file, so make sure that recipients you enter are listed in your Personal Address Book or the server's Public Address Book.
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About Notes mail
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About Replicator
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Ways to replicate databases with Replicator
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Named paragraph styles let you save combinations of paragraph properties that you use regularly. For example, suppose that you often write sales reports in italic text with a 2.25" left margin like this:
In the first quarter, domestic sales increased 5% and international sales increased 10%. In the second quarter, both domestic and international sales increased 15%.
You could save the italic and left margin paragraph properties as a named style called Reports. Then when you write sales reports, you could format them with Reports without having to specify the italic and left margin properties individually each time. You could select Reports from the Text - Named Styles menu or from the status bar:
Or, you could assign Reports to the cycle key F11, which lets you cycle through each of the named styles you've created and assigned to the key.
Note
When you create a named style, you can make the style available to the rest of the documents in the database, or make it available only in the document in which you created it.
[None] named style
You can use the default style [None] to create named styles from existing named styles. When you select [None], it retains the properties of the last current named style, but lets you change its properties and save the properties as a new named style. This way, you don't have to change the existing named style.
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Ways to use named
styles
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The following table lists known Notes workstation limits.
Feature test
Windows, OS/2, UNIXe
Macintosh
What is the maximum size of a database?
4 GB (gigabyte)S
4 GB (gigabyte)
What is the maximum size of plain text fields?
15KB (storage); 7KB displayed in a view's column
15KB (storage); 7KB displayed in a view's column
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What is the maximum size of a single paragraph in a
On a form, a type of field that can include pictures, tables, pop-ups, objects, edition files, and other data created in Notes, imported from other applications, or pasted from the Clipboard. Text can be bold, italicized, in color, and so on.
rich text
field?
64KB
64KB
What is the maximum number of paragraph styles?
64,000
unique
paragraph styles in a single document
64,000
unique O
paragraph styles in a single document
How many levels of responses in a hierarchical view; how many documents at each level?
31 levels; 300,000 documents
31 levels; 300,000 documents
What is the maximum number of windows you can have open simultaneously?
How many characters are allowed in names for views, forms, and so on?
Database Title: 32
Filename: on server 8 plus extension; on local workstation 8 plus extension (on Windows 95 workstation 255)
Field names: 32
View names: 64
Form names: 32
Macro names: 32
Database Title: 32
Filename: on server 8 plus extension; on local Macintosh workstation 31
Field names: 32
View names: 64
Form names: 32
Macro names: 32
What is the maximum size for Mail recipient names?
2MB of recipient names (based on fully qualified names, for example, a
Les Kaplan @ Marketing
2MB of recipient names (based on fully qualified names, for example,
Les Kaplan @ Marketing
What's the maximum password length allowed on an ID?
63 characterse
63 characters
How many fields in a form?
10MB memory (6MB memory for OS/2)t
48MB on disk, 12MB total memory, 2MB cache size, with 3MB memory assigned to Notes e
How many columns can be included in one table?
How many rows can be included in one table?
How many views can be added to a database?
No limit; however, as the number of views increases, the length of time to display other views also increases
No limit; however, as the number of views increases, the length of time to display other views also increases
How many forms can be added to a database?
Unlimited
Unlimited
How many columns are allowed in a view?
289 ten-character columns; dependent upon # or characters per column
289 ten-character columns; dependent upon # or characters per column
How wide can a column be (# of inches)?
999 characters or approximately 54 inches wide
999 characters wide; more than 70 inches
What is the total size of computable simple text fields?
15K (cumulative throughout document)
15K (cumulative throughout document)
How many paragraphs in a document?
21,509 (19,004 for OS/2)
3,018 (with partition size set to 2,500)
What is the maximum size of a rich text field?
Limited only by available disk space up to 1GB
Limited only by available disk space up to 1GB
What is the maximum number of inserted page breaks?
How many cascading views are allowed in a database?
200X
How many copies of a document can be printed at once?
65,535
999m
What is the maximum value allowed in "Start page numbers at" field?B
65,535
32,767
What is the maximum value (in inches) you can enter for margin size?
What is the maximum value (in inches) you can enter for page size cropping?o
What is the maximum point size you can select/print?
250 (except under UNIX X11R4/Motif, where it's the maximum display size for the font).
250s
How many documents are allowed in one view?
Maximum of 130MB for a view index
Maximum of 130MB for a view index
What is the maximum number of documents that can be exported to Tabular Text?
Limited only by available disk space
Limited only by available disk space
How many levels of responses will display in a view?
31 responses to 1 main document
31 responses to 1 main document
What is the maximum number of entries in an Access Control List?
950 names
950 names
What is the maximum number of roles in an access control list?
75 Roles
75 Roles
What is the maximum size of a single paragraph you can cut or copy to the Clipboard?
Unlimited (64K for UNIX)
Unlimiteds
What is the maximum number of users to have authorized passwords on a multiple password ID?
8 users
8 users
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About Lotus Notes
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You can print an open document, selected documents in a folder or view, a list of documents in a folder or view, or print to a file.
Click here for Windows information
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You can also print file
A file attached to a Lotus Notes document. An attachment remains with the document until delete the attachment or the document.
attachmentsk
directly from Notes.
You can specify printer settings such as the printer to use and page settings such as headers, footers, and margins. You can also insert page breaks and preview a document to see where pages will break and words will wrap before you print.
Depending on the operating system and printer you're using, you can specify additional print settings such as print orientation, paper size, and scaling._
Notes uses your operating system's print spooler to print in the background. A print spooler sends your print job to a queue, where it waits for its turn to print. This means that you can continue working in Notes rather than wait until printing is complete. The print spooler is controlled by your operating system; for information on print spoolers, see your operating system or printer documentation.
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Ways to set up a printer
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Ways to set up a page for printing
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Previewing a document for printing
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Ways to print
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/MC=v
Notes uses Microsoft Rich Text Format (RTF) as an intermediate file format for importing and exporting to some word processing files. For example, if you import a WordPerfect file, Notes calls the Mastersoft
libraries to translate the file to an RTF file and then imports the RTF file into Notes. Similarly, if you export to a WordPerfect file, Notes calls the Mastersoft libraries to translate the document to an RTF file and then converts the RTF file to the WordPerfect file format.
Features that Notes translates
Character set
When importing, Notes supports the Windows ANSI, IBM PC, and IBM 850 character sets. When exporting, Notes uses the IBM 850 character set.
Click here for Macintosh information
The Macintosh character set is supported for import but not export.
Click here for UNIX information
When exporting, Notes uses the 8859 ISO Latin 1 character set.
Fontsn
When importing, Notes maps each font to one of the three basic Notes fonts: Helvetica, Times Roman, and Courier. Roman is mapped to Times Roman; Modern is mapped to Courier; and other fonts default to Helvetica. For documents that support changeable fonts, serif fonts are mapped to Times Roman; sans-serif fonts are mapped to Helvetica; fixed-pitch fonts are mapped to Courier; and other fonts default to Helvetica.
Click here for Macintosh information
The three basic Notes fonts on the Macintosh are Genevao
, Times, and Courier. For documents that support changeable fonts, serif fonts are mapped to Times; sans-serif fonts are mapped to Geneva; fixed-pitch fonts are mapped to Monaco
; and other fonts default to Geneva.
Character attributes
Bold, italic, and strikethrough are fully supported. Small caps, caps, and shadow attributes are imported as bold text. Outline is imported as italic, and any hidden text is imported as plain text. Notes has only one kind of underline, so continuous, dotted, and word underlining are imported as underlined text. Superscripts and subscripts are supported. Font sizes and colors are imported correctly.e
Colors
Each color is mapped to the closest Notes color.
Document and paragraph margins and indents
In Notes, paragraph left, first line indents, and tabs are relative to the left side of the page, whereas in word processing products they are relative to the document margins. When importing, Notes calculates the left margin of a paragraph by adding the Notes document's left margin setting to the left margin and paragraph indent settings of the imported paragraph. For example, if you import a paragraph with a 0" left margin and a .5" tab setting into a Notes document with a left margin of 1", the imported paragraph will have a 1" left margin and a 1.5" tab.
When exporting, Notes checks all paragraphs and makes the document's left margin equal to the left margin of the leftmost paragraph.
Section formatting
If a section break is also a page break, it is imported as a page break. Otherwise, it is imported as a paragraph break.
Paragraph justification and line spacing
Notes imports left, right, full, and center justification, and converts all line spacing into single, single and one-half, and double line spacing.
Special characters
A non-breaking space is imported as a normal space. Different kinds of hyphens are imported as dashes.
Headers, footers, and footnotes
Notes doesn't import header or footer information into Notes headers and footers. Instead, header or footer text is inserted into the body of the document at the position in the document where the header or footer control code exists in the original document. Notes imports footnote text in the same way.
Features that Notes doesn't translater
Notes doesn't translate revision marks, style sheets, annotations, expanded or compressed text, or bookmarks.o
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About importing files into documents
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About exporting documents to files
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Ways to format paragraphs
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You can use sections to collapse one or more paragraphs in a document into a single line.
Sections make navigation in large documents easier. Readers can expand a section when they want to read its contents.F
Sections are useful for organizing documents that contain a lot of information. You can group related information in a large document into different sections.
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Expanding or collapsing a section
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Creating a collapsed section
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Ways to format sections
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f]`O;/
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A server connection is a document in your
A database that contains the names and computer addresses of users and user groups that you enter yourself.
Personal Address Book
that contains information, such as a server's phone number, that Notes uses to connect to a server. There are four types of server connection documents.
A dial-up server connection tells Notes the phone number you want to use to connect to a server over a modem. Notes saves the phone number so you can use it whenever you call the server.
A network server connection tells Notes the network port you want to use to connect to a server on a local area network. This is useful if you need to use a port with a specific protocol driver to connect to a server.
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A passthru server connection tells Notes the
passthru server
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you want to use to connect to another server. If you have access to a passthru server, you can set up passthru connections for servers the passthru server leads to.
For more information about passthru servers, see Notes Administration Help or your Notes administrator.
A remote LAN server connection tells Notes the remote LAN server you want to use to connect to another server. If you're using a remote LAN service, such as Microsoft RAS, you can set up remote LAN connections for servers you want to use on the remote LAN.
For more information about remote LAN service, see Notes Administration Help or your Notes administrator.p
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Ways to set up server connectionso
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What you need
To set up mobile Notes, you need:
Notes 4.0 installed on the workstation.
A certified Notes user ID.
A modem connected to the workstation that is compatible with Notes (unless you're using another method to connect remotely, such as Microsoft Remote Access Service).
The names and phone numbers of servers you want to access.
To use mobile Notes, you need a direct-dial, analog phone line. (To check if you have an analog phone line, listen to the tones made when you dial. If the tone varies for each number, you have an analog phone line.)
If you're using mobile Notes on a laptop, it's a good idea to have a phone cord, extra batteries, and a power adapter. Also, many countries have different phone jacks, so If you're going to use mobile Notes on a laptop in a different country, you will probably need a specific connector for the country you are visiting.
Help Litey
When you installed Notes, you also installed the Notes Help Lite database (HELPLT4.NSF) locally (unless you selected a different Help option during Install). Help Lite lets you get Help while you travel and uses much less disk space than full Help. Help Lite contains information you are more likely to need when you use Notes away from the office, such as information on using mobile Notes.
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About mobile Notes
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Setting up mobile Notes
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There are several ways you can add information to Notes documents from other applications.
Method
Goal
Copying part or all of a file
To add data quickly.
Do this when the source application is available and supports the Clipboard. This is useful when the data you're copying will not be changing.
Attaching a file
To distribute files electronically.
Do this when users will work with the file in the source application rather than in Notes. This is useful when the file is compressed or is a system or executable file.
Importing a file
To add large amounts of data in its original format.
Do this when you want to work with the file in Notes rather than the source application. This is useful when you want to display data such as tables, styled text, and pictures in their original form and when the data you're importing will not be changing.B
Linking a file
To add data that updates when the original file changes.
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Do this when the source application is available and supports
DDE (dynamic data exchange)
A method for displaying data created with other Windows and Presentation Manager applications, such as graphics or spreadsheet ranges, within Notes documents. DDE objects can be reactivated and updated to reflect the current state of changing data.
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or
The acronym for "Object Linking and Embedding," a Microsoft Windows utility that allows applications to share data. If you LINK an object between two applications, the object is stored in the "server" application and viewed in the "container" application. To be able to edit the object you must have the server application installed. If you EMBED an OLE object, the object is stored in the field in the document you embed the object into, along with all the information you need to be able to edit it. With both LINKING and EMBEDDING, the object maintains its connection to the server (originating) application (assuming you have the server application installed or have network access to it).
Notes/FX (based on OLE and the Notes API) advances the capability of OLE by letting you "see" information at field-level and send/receive data at that level.
OLE
linking. This is useful when you want to display the latest data from the source application in Notes.
Embedding part or all of a file
To add data that is not necessarily associated with a file.
Do this when the source application is available and supports OLE embedding. This is useful when you want to use the source application to enter and edit data in Notes.
Subscribing to part or all of a file
To add data from Macintosh applications that updates when the original file changes.
Do this when you're using Macintosh System 7 or later and the source application is available and supports publishing. This is useful when you want to display the latest data from the source application in Notes.
Note
If you want to link, embed, or subscribe to data, but the source application does not support DDE, OLE, or the Macintosh Subscribe command, you can copy, attach, or import data instead.
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Ways to share information with other applicationsI
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About the Clipboard
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About attaching files
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About importing and exporting
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About OLE and DDE objectse
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IT!?v
If you're using Macintosh System 7 or later, Notes lets you subscribe to information in other Macintosh System 7 applications, such as 1-2-3 for Macintosh. All Notes users, whether they use Macintosh computers or other Notes platforms, can see this information if you save it in a shared database or send it to them using Notes mail.
Subscribing and publishing
An application that can make information available is a publisher; an application that can link to published information is a subscriber. Notes can serve as a subscriber, but not as a publisher.
Subscribing is almost as simple as copying data, but is much more powerful because the shared information is saved as a live link. Whenever the information in the publisher is changed, the information also changes in any documents that subscribe to it. You can subscribe to information located on your own Macintosh or on another Macintosh available on your network.
For example, suppose you want to include the latest sales figures from a 1-2-3 worksheet in an Executive Summary document in a Notes database. Instead of having to paste, import, or type the sales figures in Notes every time they change, you could publish them using 1-2-3 for Macintosh and subscribe to them in Notes.
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Subscribing to Macintosh-based data
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Updating subscription data
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About sharing information with other applications
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The Clipboard is a temporary storage area provided by your operating system to store the data you copy or cut.
With the Clipboard, you can copy or cut text, pictures, or other data from a Notes document and paste the data elsewhere in the same document or into another document. You can also copy, cut, and paste selections between Notes and other Windows, OS/2, Macintosh, and UNIX applications that support the Clipboard.
When you copy or cut data to the Clipboard, it remains on the Clipboard until you do one of the following:
Copy or cut new data, which replaces Clipboard data.
Exit Windows or OS/2, or shut down your Macintosh, which removes Clipboard data.
Click here for Windows information
You can display the contents of the Clipboard. If you're using Windows, double-click the Clipboard Viewer icon in the Windows Main program group. If you're using Windows 95, choose Start - Programs - Accessories - Clipboard Viewer. After you open the Clipboard Viewer, you can clear its contents by choosing Edit - Delete.
Click here for Macintosh information
You can display the contents of the Clipboard by switching to the Finder and choosing Edit - Show Clipboard.
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Copying, moving, or deleting data
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Copying data into a document
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About sharing information with other applicationsb
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When you choose View - Ruler, Notes displays a ruler you can use to format one or more paragraphs.
The ruler contains:F
Pentagon pointers, which represent the left margin.
The upper pentagon pointer represents the left margin for the first line in a paragraph; the lower pentagon pointer represents the left margin for the remaining lines in a paragraph.
Triangle pointers, which represent tab stops.
The first triangle pointer represents a left tab stop; the second represents a right tab stop; the third represents a decimal tab stop; and the fourth represents a centered tab stop.
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When you click in a column in a table, the ruler also contains:F
Thin bar pointers, which represent the start and the end of the column.
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Indenting a paragraph with the ruler
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Setting the left margin with the ruler
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Setting tabs with the rulert
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Setting a column's width with the rulerN
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Changing the unit of measurement
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Ways to format paragraphs
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Your Notes administrator can set up one or more servers for you to use as "stepping stones" to connect to other servers. These intermediary servers are known as passthru servers. You can use passthru servers to do the following:
Connect to multiple servers through a single phone connection.
For example, if you have access to a passthru server that leads to servers A, B, and C, you can call the passthru server and access databases on servers A, B, and C without having to make another call.x
Connect to a server on a local area network running a different network protocol.
For example, suppose your workstation is running only NetBIOS and server A is running only TCP/IP. If you have access to a passthru server running both protocols, you can use the passthru server to connect to server A.
Note
Your Notes administrator can set up a passthru server so that it leads to additional passthru servers as well as target servers. This way, Notes can "hop" from passthru server to passthru server until it reaches the target server you want to access. You don't have to know how a passthru server reaches a target server; all you need to find out from your Notes administrator is which target servers you can reach from a passthru server.
Setting up to use passthru servers
There are two ways to set up your workstation to use a passthru server. You can:
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Specify a default passthru server for a location
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This is the easiest way to set up to use a passthru server. When Notes can't connect to a server directly, it tries to use the default passthru server for the current location to connect to the server.o
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Set up passthru server connections
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This way, you can tell Notes which passthru server you want to use to connect to a server. For example, if your default passthru server is server P1, but you want to use a different passthru server (server P2) to connect to server A, you can create a server connection document in your Personal Address Book that tells Notes to use server P2 to connect to server A.o
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About locationsr
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About server connections
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You can use the Clipboard to copy pictures into a document. You can also import picture files into a document.
To copy a picture into a documentt
1. Copy the picture.
2.
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Open the document you want to add the picture to in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit modey
3. Click where you want to place the picture.
4. Choose Edit - Paste.
To import a picture file into a document
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Click where you want to place the picture.
3. Choose File - Import.
4. Specify the name of the picture file.
5. If necessary, specify the file type.b
Note
You can import Lotus PIC files (.PIC), ANSI metafiles (.CGM, .GMF), JPEG files (.JPG), TIFF 5.0 files (.TIF), as well as .BMP, .GIF, and .PCX files.
6. Click OK.
Note
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You must be in a U
On a form, a type of field that can include pictures, tables, pop-ups, objects, edition files, and other data created in Notes, imported from other applications, or pasted from the Clipboard. Text can be bold, italicized, in color, and so on.
rich text
field to add a picture.
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About the Clipboard
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Resizing a picture
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Ways to add information to documents
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You can add a port to your workstation. When you add a port, Notes enables it by default and lets you specify the
A document in your Personal Address Book that contains communication and other location-specific settings you use when you work with Notes in a specific place. You can create as many location documents as you need.
locationso
at which you want to use the port.a
Note
Before you add a network port, make sure the appropriate network software is installed. Before you add a modem port, make sure a modem is installed and you know the physical port it is connected to.
1. Choose File - Tools - User Preferences.
2. Click Ports.
3. Click New.y
4. Do the following:
Enter a name for the port.
Select a driver for the port.
Select the locations at which you want to use the port.c
5. Click OK.
6. Click OK to close the User Preferences dialog box.M
Note
For information on adding server ports, see Notes Administration Help.
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Enabling or disabling a port
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Selecting ports for a location
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Ways to set up ports
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1.
Make sure
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the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit modeE
2. Click where you want to add the column or row.B
Note
Notes adds new columns to the left of the current column and adds new rows above the current row.
3. Do one of the following:
Choose Table - Insert Column to add a column.B
Choose Table - Insert Row to add a row.
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Ways to add columns or rows to a table
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You can add a column or row to the right or bottom side of a table.N
1.
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Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Click the table.5
3. Do one of the following:A
Choose Table - Append Column to add a column to the right side of the table.
Choose Table - Append Row to add a row to the bottom side of the table.
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Ways to add columns or rows to a table
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You can customize the user dictionary Notes includes so that it contains words you want Notes to recognize when it checks spelling.
1. Choose File - Tools - User Preferences.
2. Click User Dictionary.
3. For each change you want to make to the user dictionary, do one of the following:
To add a word, enter the word in the text box (below the larger list box) and click Add.
To delete a word, select the word from the list and click Delete.
To change the spelling of a word, select the word from the list, enter a new spelling in the text box, and click Update.
4. Click OK to close the User Spell Dictionary dialog box.
5. Click OK to close the User Preferences dialog box.e
Note
The user dictionary (USER.DIC) is located in your Notes data directory (or Data folder on the Macintosh).
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About checking spelling
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Checking spelling
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Ways to specify basic settings
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You can use permanent pen to add comments to a document in a different font. With permanent pen, you don't have to change the font every time you move somewhere different in a document.P
To turn on permanent pen
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Choose Text - Permanent Pen.
3. Enter text.
4. (Optional) To turn off permanent pen, choose Text - Permanent Pen again.
Note
By default, permanent pen is red bold.
To change the permanent pen font
1. Choose Text - Text Properties.
2. Click the Font tab.
UNCTIONS ADJUST
H_ADJUST
3. Select a font, size, style, and/or color.
4. Click "Set Permanent Pen font."
Note
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You must be in a
On a form, a type of field that can include pictures, tables, pop-ups, objects, edition files, and other data created in Notes, imported from other applications, or pasted from the Clipboard. Text can be bold, italicized, in color, and so on.
rich text^
field to use permanent pen.
You can also turn on permanent pen with the Permanent Pen icon in the SmartIcons bar.
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See examples
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Formatting text
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Ways to format paragraphs
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Ways to add information to documents
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1. r
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Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Click where you want to add columns or rows.
Note
Notes adds new columns to the left of the current column and adds new rows above the current row.
3. Choose Table - Insert Special.
4. Specify the number of columns or rows you want to add.
5. Select Column(s) or Row(s).
6. Click Insert.
To add the columns or rows to the right or bottom side of the table, click Append.
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Ways to add columns or rows to a table
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1. Choose File - Tools - SmartIcons.
2. In the box above the second column of icons, select the SmartIcons set you want to modify.F
3. Drag the icon you want to add from the Available icons column to the second column.
4. Click OK.
Note
When you drag an icon from the Available icons column, a copy of the icon remains in the Available icons column so you can add the icon to additional sets.h
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Removing SmartIcons from a set
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Rearranging SmartIcons in a set
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Ways to set up SmartIcons
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After you
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create named styles@
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, you can format one or more paragraphs with them.
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
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2.
You can select one or more paragraphs when you specify paragraph properties (such as margins and tabs). To select one paragraph, click the paragraph. To select more than one paragraph, drag the pointer from the beginning of the first paragraph to the end of the last paragraph.
You can also specify paragraph properties before you type a paragraph. Click where you want to start the paragraph, specify paragraph properties, and then type the paragraph.
Select the paragraph(s)
3.
Do one of the following:
Choose Text - Named Styles and select a style from the menu Notes displays.
Click the Named Styles indicator on the status bar and select a style from the list Notes displays.
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TipA
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If you
assign named styles to the cycle key
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, you can press F11 to cycle through the named styles when you format paragraphs.
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About named styles
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Ways to use named
styles
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You can assign named paragraph styles to the F11
key. Then you can press F11
to cycle through named styles when you format paragraphs.
1. Choose Text - Text Properties.
2. Click the Named Styles tab.
you can press F1
le through the n
les when you for
graphs."
3. Click "Assign Styles to Cycle List."
4. Click the named styles you want to assign to the cycle list.D
Note
Notes displays a check mark next to the styles assigned to the cycle list
. To remove a style from the cycle list, click the style.
5. Click OK.
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Ways to use named styles
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You can attach a copy of a file to a Notes document.
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1. With the document in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
, click where you want the file attachment to appear.
2. Choose File - Attach.
3. Do one of the following:F
Select the file's drive and directory and then select the file.
Enter the path and name of the file in the File Name box.
4. (Optional) To prevent Notes from compressing the file, deselect Compress.
5. Click Create (or Open on the Macintosh).
You can also attach files with the File Attach icon in the SmartIcons bar.
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topic
Click here for Windows information
If you're using Windows, you can use File Manager to attach a file to a Notes document; if you're using Windows 95, you can use Windows Explorer to attach a file to a Notes document. To do so, open the document in edit mode, drag the file from File Manager or Explorer, and drop it in the document.
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See details
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About attaching files+
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Ways to use file attachments
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Ways to share information with other applicationsv
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IT!?v
You can break the link between a linked object and a file.
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1. With the document in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit modeF
, choose Edit - External Links.
2. Select the link.u
3. Click Break Link.
4. Click OK when Notes asks you to confirm that you want to break the link.*
5. Click Close.F
Note
When you break a link, the object's data remains in the Notes document as "static" text, meaning that you can no longer use the object's server application to edit or update the data.v
Tip~
If you break a link unintentionally, you can restore the link by exiting the document without saving your changes.
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Ways to manage objects
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1.
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If necessary,
switch to a location
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where you use a modem to connect to Notes servers (such as Home or Travel).
2. Do one of the following:
Choose File - Mobile - Call Server.
Click the Call Server icon in the SmartIcons bar.
3. Select the server you want to call.
4. (Optional) To use a different phone number, specify a different phone number, dialing prefix, and/or dialing suffix.v
5. Click Auto Dial.
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To add a server to the list displayed in the Call Server dialog box, you
create a dial-up server connection
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document for the server in your Personal Address Book.
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See detailsM
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Ways to specify phone numbers
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Ways to call servers
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Hanging up
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If you need an operator to get an outside line (for example, if you're calling from a hotel room), you can dial a server's phone number manually.
1.
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If necessary,
switch to a location
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where you use a modem to connect to Notes servers (such as Home or Travel).
2. Do one of the following:
Choose File - Mobile - Call Server.
Click the Call Server icon in the SmartIcons bar.
3. Click More Options.
4. Click Manual Dial.V
5. When Notes prompts you to pick up the phone, call the operator.
6. When the operator connects you to an outside line, dial the number.
7. After the connection is made, hang up the phone.r
8. Click OK.
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See details
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Ways to call servers
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Hanging up
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You can specify a pre-programmed action that Notes includes or enter a formula or script for a button.
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Click the button.
3. Choose Button - Edit Button.
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4. In the
The pane that displays design options, as well as areas to enter design information.
design pane
, do one of the following:
To specify a pre-programmed action that Notes includes, select "Simple action(s)" and click Add Actions. Then select an action, specify any settings Notes needs to perform the action, and click OK. (Note that a button will not perform a simple action unless the document it's in is in edit mode.)
To enter a formula that performs an action, select "Formula" and enter the formula. (You can click Fields & Functions and/or @Commands to specify formula elements.)
To enter a script that performs an action, select "Script" and enter the script. (You can click Event, Fields & Functions, and/or Show browser to specify script elements.)v
5. Click the document to close the design pane.
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Writing a button script or formula
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Ways to format buttons
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You can use the Table Properties InfoBox to enter a specific column width.
1. Make sure
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the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Click the column you want to change._
3. Choose Table - Table Properties.
4. Click the Layout tab.
5. If necessary, deselect "Fit to window."
6. In the Column width box, enter a new width.
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Changing the unit of measurement
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Ways to set column widths in a table
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e%z9v
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You can use the
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rulerb
to set a column's width.
1.
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Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Click the column you want to change.
3. Choose View - Ruler.
4. On the ruler, do one or both of the following:
Drag the first thin bar pointer to where you want the column to start.
Drag the second thin bar pointer to where you want the column to end.
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About the ruler
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Changing the unit of measurement
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Ways to set column widths in a table
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e%z9v
You can specify a pre-programmed action that Notes includes or enter a formula or script for an action hotspot.
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Click the hotspot.r
3. Choose Hotspot - Edit Hotspot.t
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4. In the
The pane that displays design options, as well as areas to enter design information.
design pane_
, do one of the following:
To specify a pre-programmed action that Notes includes, select "Simple action(s)" and click Add Actions. Then select an action, specify any settings Notes needs to perform the action, and click OK. (Note that a hotspot will not perform a simple action unless the document it's in is in edit mode.)
To enter a formula that performs an action, select "Formula" and enter the formula. (You can click Fields & Functions and/or @Commands to specify formula elements.)
To enter a script that performs an action, select "Script" and enter the script. (You can click Event, Fields & Functions, and/or Show browser to specify script elements.)
5. Click the document to close the design pane.
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Writing a hotspot script or formula
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Ways to format hotspots
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1. h
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Make sure the document is in v
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode&
2. If necessary, format a paragraph with the properties you want to save.
3. Click the paragraph.
4. Choose Text - Text Properties.
5. Click the Named Styles tab.
AS_BEEN_MODIFI
UPTED_SINCE_SI
6108 2
6. Click Redefine Style.
7. Select the named style whose properties you want to replace with the selected paragraph's properties.
8. Click OK.
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About named styles
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Ways to use named
styles
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You can change the alignment of one or more paragraphs.
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
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2.
You can select one or more paragraphs when you specify paragraph properties (such as margins and tabs). To select one paragraph, click the paragraph. To select more than one paragraph, drag the pointer from the beginning of the first paragraph to the end of the last paragraph.
You can also specify paragraph properties before you type a paragraph. Click where you want to start the paragraph, specify paragraph properties, and then type the paragraph.
Select the paragraph(s)
3. Choose Text - Text Properties.
Note
To align a hotspot, button, attachment, or object, select the item and choose <Item> - <Item> Properties. (Notes aligns the paragraph that contains the item.)
4. Click the Alignment tab.
nt tab.
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Click one of th
5. Click one of the following Alignment icons:
the No Wrap icon
off word wrappi
isplay text on o
Click the Left icon to align text on the left margin.
Click the Center icon to center text.
Click the Right icon to align text on the right margin.
Click the Full icon to align text proportionally between the left and right margins.
Click the No Wrap icon to turn off word wrapping and display text on one line.
You can also align paragraphs with the Text Align Left, Text Align Center, and Text Align Right icons in the SmartIcons bar.
\J&;O
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Ways to format paragraphs
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You can use the
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rulerE
to set the left margin of one or more paragraphs.
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
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2.
You can select one or more paragraphs when you specify paragraph properties (such as margins and tabs). To select one paragraph, click the paragraph. To select more than one paragraph, drag the pointer from the beginning of the first paragraph to the end of the last paragraph.
You can also specify paragraph properties before you type a paragraph. Click where you want to start the paragraph, specify paragraph properties, and then type the paragraph.
Select the paragraph(s)
3. Choose View - Ruler.
4. On the ruler, drag the lower pentagon pointer to where you want the left margin.
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About the rulerI
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Changing the unit of measurement
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Ways to set margins
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You can change the amount of space between lines in one or more paragraphs. You can also change the amount of space above or below one or more paragraphs.
1.
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Make sure the document is in *
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit modeF
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2.
You can select one or more paragraphs when you specify paragraph properties (such as margins and tabs). To select one paragraph, click the paragraph. To select more than one paragraph, drag the pointer from the beginning of the first paragraph to the end of the last paragraph.
You can also specify paragraph properties before you type a paragraph. Click where you want to start the paragraph, specify paragraph properties, and then type the paragraph.
Select the paragraph(s)
3. Choose Text - Text Properties.
Note
To set line spacing for a hotspot, button, attachment, or object, select the item and choose <Item> - <Item> Properties. (Notes sets line spacing for the paragraph that contains the item.)v
4. Click the Alignment tab.N
his topic
DOCUMENT
EATE
5. Do any of the following:
In the Interline box, select the amount of space you want between the lines of each selected paragraph.D
In the Above box, select the amount of space you want between each selected paragraph and the paragraph above it.
In the Below box, select the amount of space you want between each selected paragraph and the paragraph below it.N
TipM
You can also use Text - Spacing to set the spacing below paragraphs.
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Ways to format paragraphsU
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You can use the Text Properties InfoBox to set specific margin widths for one or more paragraphs.
Note
Notes uses the left margin you specify for display and printing and uses the right margin you specify for printing. Notes automatically sets the right margin for display based on the size of the Notes window.
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
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2.
You can select one or more paragraphs when you specify paragraph properties (such as margins and tabs). To select one paragraph, click the paragraph. To select more than one paragraph, drag the pointer from the beginning of the first paragraph to the end of the last paragraph.
You can also specify paragraph properties before you type a paragraph. Click where you want to start the paragraph, specify paragraph properties, and then type the paragraph.
Select the paragraph(s)
3. Choose Text - Text Properties.
Note
To set margins for a hotspot, button, attachment, or object, select the item and choose <Item> - <Item> Properties. (Notes sets margins for the paragraph that contains the item.)#
4. If you want to change the left margin for display and printing, do the following:
Click the Alignment tab.
DIALOG 2
Double-click her
In the "Left margin" box, enter a new margin.C
5. If you want to change the right margin for printing, do the following:
Click the Page tab.
In the "Right margin (for printing)" box, select Other and enter a new margin.
Note
Make sure you specify the right margin in relation to the page size. For example, to specify a 1" right margin on 8.5" wide paper, set the right margin to 7.5".E
TipX
You can also
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set print margins
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for an entire document. To do so, choose File - Page Setup (on the Macintosh, choose File - Print and click Margins).
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Changing the unit of measurement
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Ways to set margins
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You can specify driver-specific options for NetBIOS, NWSPX, TCP/IP, and AppleTalk network ports.
1. Choose File - Tools - User Preferences.
2. Click Ports.
3. Select the network port (for example, LAN0).
4. Under Driver, click E
Name
Options, where
Name
is the port name (for example, LAN0 Options).
5. Specify the options you want and click OK.
6. Click OK to close the User Preferences dialog box.
Note
For information on the options you can specify for your network driver, see Notes Administration Help or your network administrator.
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Setting up a modem port
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Ways to set up ports
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[RnBT
You can change the style and color of a section's border.i
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit modee
2. Click the section.2
3. Choose Section - Section Properties.
4. Click the Title tab.
5. Under Section border, do one or both of the following:+
Select a border style.
Select a border color.
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Ways to format sectionst
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You can specify text or a formula that sets the text for a section's title.N
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit modeb
2. Click the section.i
3. Choose Section - Section Properties.u
4. Click the Title tab.r
5. Under Title, do one of the following:
Select Text and enter a new title.
Select Formula and enter the formula you want to use to set the new title.
To hide the title when the section is expanded, click the Expand/Collapse tab and select "Hide title when expanded."
Note
Make sure you don't use carriage returns, hotspots, or buttons in section titles.h
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Writing a section title formula
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Ways to format sectionsE
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You can specify single borders, double borders, or no borders for selected cells in a table.
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. r
Select the cells of the table whose borders you want to change._
3. Choose Table - Table Properties.
4. Click the Cell Borders tab.
5. (Optional) To set borders for the outer sides of the current selection only, select Outline.e
Note
By default Notes sets borders for each cell in the current selection individually.
6. Do one of the following:
To set the border on one or more sides, select None, Single, or Double for each side.
To set the border on all sides to single, click "Set All To Single."
To remove the border from all sides, click "Set All To None."
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Ways to format tables
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You can set the left margin for an entire table.
1. a
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Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit modet
2. Click anywhere in the table.
3. Choose Table - Table Properties.o
4. Click the Layout tab.
5. In the Left Margin box, enter a new left margin.
Note
The default left margin is 1" (2.54 cm).
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Changing the unit of measurement
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Ways to format tables
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You can specify whether to have Notes adjust column widths in a table so that the table fits the window it's in.
1.
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Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Click anywhere in the table.
3. Choose Table - Table Properties.
4. Click the Layout tab.
5. Do one of the following:t
Deselect "Fit to window" to cancel automatic sizing and keep the table one size.
Select "Fit to window" to automatically size the table to fit the window it's in.
Note
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"Fit to window" is selected by default. If you want to k
set a specific width for a columns
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, deselect "Fit to window" first.n
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Ways to format tables
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1. Choose File - Tools - SmartIcons.
2. Click Edit Icon.
3. Select the icon you want to change.
4. Do one or both of the following:p
Enter a different icon description.
Click Formula (or Assign Macro on the Macintosh), enter a different formula for the icon, and click OK.
5. Click Done.
6. Click OK to close the SmartIcons dialog box.
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Writing formulas for SmartIcons0
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Assigning formulas to custom SmartIconsi
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Creating bitmaps for custom SmartIcons
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Ways to set up SmartIcons
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You can change the text on a button, the size of a button, and whether the text on a button wraps.
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode&
2. Click the button.
3. Choose Button - Button Properties.D
4. Click the Presentation tab.
5. Do one or more of the following:F
To change the button's label, enter new text.
To change the button's width, enter a new size.
To change whether the button's label wraps to a new line, click Wrap text.
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Changing the unit of measurement
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Ways to format buttons
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Click the hotspot.
3. Choose Hotspot - Hotspot Properties.
4. Click the Presentation tab.
5. Select or deselect "Show border around hotspot."
Hiding a hotspot's border is useful if the hotspot area is a graphic or non-rectangular area (make sure users will recognize that they can click the area).
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Ways to format hotspots
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You can change how Notes sorts characters, for example, when Notes sorts categories in a view. (Notes sorts numbers and accented characters before letters by default.)
1. Choose File - Tools - User Preferences.
2. Click International.
3. Do any of the following:
Select "Scandinavian collation" to sort some accented characters last.
Select "Numbers last collation" to sort numbers after letters.
Select "French casing" to remove accent marks from most letters when they are changed from lowercase to uppercase.
4. Click OK to close the User Preferences dialog box.L
5. Click OK when Notes tells you some preferences will not take effect until you restart Notes.
Tip^
To sort documents again with the new settings, restart Notes and press SH+F9.
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See details
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Ways to specify international settings
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When you import or export, you can specify the character translation file Notes uses to translate special characters, such as international currency symbols.
1. Choose File - Tools - User Preferences.
2. Click International.
3. Click Import/Export Character Set.)
4. Do one of the following:
Select a character translation file.
Under "Translation File Name," type the name of a character translation file.
5. Click OK.
6. Click OK to close the User Preferences dialog box.
Note
The standard translation file is Codepage 1252 (L_CP1252.CLS).
Click here for UNIX information
The standard translation file is Codepage 8859 (L_CP8859.CLS).
Click here for Macintosh information
The standard translation file is MAC Script 0 (L_SCR0.CLS).
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See details
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Importing a file into a document
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Exporting a document to a file
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Ways to specify international settings
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You can have Notes change uniform resource locators (URLs), or Web page addresses, into hotspots. If you have access to the Lotus InterNotes Web Navigator database, you can then double-click the hotspots to open Web pages inside the database.
1. Choose File - Tools - User Preferences.
2. Under "Advanced options," select "Make Internet URLs (http:/...) into Hotspots."R
3. Click OK.
To specify an InterNotes server for the current location, choose File - Mobile - Edit Current Location and specify the InterNotes server name under Servers.
Note
The Lotus InterNotes Web Navigator database lets you access the World Wide Web through Notes. For more information about setting up to use the database, see Chapter 2 of the Lotus InterNotes Web Navigator User's Guide or see your Notes administrator.
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Ways to specify advanced settings
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~}Y?v
You can set margins for a print job.
1. Choose File - Page Setup.
2. Under Margins, do any of the following:
In the Top or Bottom box, enter the amount of space you want between the top or bottom edge of the page and the text area. The default is 1" (or 2.54 cm).
In the Extra Left or Extra Right box, enter the amount of space you want to add to the left or right margin. The default is 0.
In the Header or Footer box, enter the amount of extra space you want between the top or bottom edge of the page and the header or footer text. The default is 0.5" (or 1.27 cm).
3. Click OK.
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You can also d
set the left and right margins for individual paragraphs
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. To do so, use Text - Text Properties.
Click here for Macintosh information
To set margins for a print job, choose File - Print and click Margins.
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Changing the unit of measurement
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Ways to set up a page for printing
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/MC=v
1. Double-click the workspace tab.
2. Click the Tabs tab.
3. Under Tab color, select a color.
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Ways to set up your workspacek
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You can use the Text Properties InfoBox to change the font, point size, style, and/or color of text.
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Do one of the following:
To format existing text, select the text.F
To format new text, click where you want to enter the text.
3. Choose Text - Text Properties.w
Note
To format a section title or button label, select the section or button and choose Section - Section Properties or Button - Button Properties.
4. Click the Font tab.
5. Select a font, size, style, and/or color.
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You can
use permanent pen
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to add comments to existing text in a different font. To do so, choose Text - Permanent Pen and enter text.
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See detailsu
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See related topics
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Ways to format paragraphs
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If your version of Notes includes more than one language dictionary (for example, if you're using Notes outside North America), you can choose a different dictionary.
Note
The default dictionary within North America is American English (LOTUSEN1.DIC).U
1. Choose File - Tools - User Preferences.
2. Click International.
3. Click Spelling Dictionary.
4. Select the language you want and click OK.
5. If necessary, select the directory the dictionary file is in and click OK.
6. Click OK to close the User Preferences dialog box.
Note
Language dictionary files have the extension .DIC and are located in your Notes program directory (as opposed to USER.DIC, your personal dictionary of terms, which is located in your Notes data directory).
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Checking spelling
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Ways to specify international settings
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If you're using Windows or OS/2, you can increase or decrease the size of the SmartIcons bar onscreen.
1. Choose File - Tools - SmartIcons.
2. Click Icon Size.
3. Select a size and click OK.
4. Click OK to close the SmartIcons dialog box.
Note
Some monitors don't communicate their type (VGA or Super VGA) correctly to the operating system. On these monitors, you can display SmartIcons properly by changing their size.
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Moving the SmartIconsr
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Ways to set up SmartIcons
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1.
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Make sure the document is in o
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Click anywhere in the table.
3. Choose Table - Table Properties.e
4. Click the Layout tab.
5. Do one or both of the following:T
In the "Space between columns" box, enter a new amount.
In the "Space between rows" box, enter a new amount.
Note
The default amount of space between columns and rows is 0.0".
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Changing the unit of measurement
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Ways to format tables
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You can change the text or the formula that sets the text that a pop-up hotspot displays.
To change a pop-up hotspot's text^
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Click the hotspot.
3. Choose Hotspot - Hotspot Properties.
4. Click the Presentation tab.
5. Enter new text.
To change a pop-up hotspot's formula
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Click the hotspot.v
3. Choose Hotspot - Edit Hotspot.
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4. In the
The pane that displays design options, as well as areas to enter design information.
design paneN
, enter a new formula.
5. Click the document to close the design pane.
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Writing a hotspot script or formulaN
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Ways to format hotspots
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You can change the unit of measurement Notes uses. For example, you can use inches or centimeters when you set margins or tabs. (Notes uses inches by default.)
1. Choose File - Tools - User Preferences.
2. Click International.
3. Under Measurements, do one of the following:
Select Imperial to use inches.
Select Metric to use centimeters.
4. Click OK.
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Ways to specify international settings
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You can change your Notes data directory (or Data folder on the Macintosh).F
1. Choose File - Tools - User Preferences.
2. Enter the path to your new Notes data directory in the "Local database directory" box. (On the Macintosh, click Browse under "Notes data folder," select your new Data folder, and click Choose
<Folder name>
3. Click OK.
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Ways to specify basic settings
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You can check the spelling of all text or selected text within a document.
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. (Optional) If you want to check the spelling of selected text, select the text.
3. Choose Edit - Check Spelling.
4. For each word Notes does not recognize, do one of the following:i
To change the spelling, enter a different spelling or select a guess and click Replace.
To keep the spelling, click Skip.
To keep the spelling and add the word to your user dictionary (so Notes recognizes the word the next time), click Define.
5. Click Done when you are through checking spelling.
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About checking spellingi
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Adding or deleting words from your user dictionary
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Changing the language you check spelling with
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You can switch to a
A document in your Personal Address Book that contains communication and other location-specific settings you use when you work with Notes in a specific place. You can create as many location documents as you need.
location
that contains communication settings that apply to where you're currently working.
1. Do one of the following:F
Choose File - Mobile - Choose Current Location.
Click the location indicator on the status bar.+
2. Select a location.F
3. If necessary, click OK.
You can have Notes ask for your current location each time you start Notes. To do so, choose File - Tools - User Preferences, select "Prompt for location," and click OK.
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About locationsN
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Setting up a location+
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Ways to call servers
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You can have Notes ask for your current
A document in your Personal Address Book that contains communication and other location-specific settings you use when you work with Notes in a specific place. You can create as many location documents as you need.
location
each time you start Notes. This is useful if you use Notes at more than one location.
1. Choose File - Tools - User Preferences.
2. Select "Prompt for location" and click OK.
3. Click OK when Notes tells you some preferences will not take effect until you restart Notes._
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Setting up a location
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Ways to specify startup settings
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wp/@v
Notes cannot find the default dictionary file in your Notes program directory. The following could cause this:
You tried to check spelling, but the default dictionary file is not in your Notes program directory. Select the directory the file is in and click OK.
You tried to change the language you check spelling with, but you don't have the dictionary file that corresponds to the language you selected. Click Cancel and then click OK when Notes tells you it can't find the selected dictionary file. Then select a language for which you have the corresponding dictionary file and click OK.
Note
The default dictionary within North America is American English (LOTUSEN1.DIC).
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Changing the language you check spelling with
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To close a document
1. Choose File - Close or press ESC.
If you made changes to the document, Notes asks if you want to save the document.
2. If necessary, do one of the following:
Click Yes to save your changes and close the document.
Click No to discard your changes and close the document.
Click Cancel to leave the document open.
To close a document and open the next document
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1. Make sure the document is in
You can read but not modify a document. To modify a document, you must have Editor access (or better) to the database or you must be the document's author.
read mode
2. Press ENTER or click the Next icon in the SmartIcons bar.
2.
ser Dictionary.
3. For e
ge you want to m
To close a document and open the next unread document
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1. Make sure the document is in
You can read but not modify a document. To modify a document, you must have Editor access (or better) to the database or you must be the document's author.
read modeN
2. Click the Next Unread icon in the SmartIcons bar.
e following:
To add a word,
he word in the t
(below the large
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Ways to read documents
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If you're using Windows, OS/2, or UNIX, you can choose whether double-clicking the right mouse button closes the current Notes window.
1. Choose File - Tools - User Preferences.
2. Under Advanced options, select or deselect "Right double-click closes window."
3. Click OK.
You can click the right mouse button to display a menu related to what you're doing in Notes. (On the Macintosh, you can display this menu by pressing OPTION and clicking the mouse.)
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Ways to specify advanced settings
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~}Y?v
You can collapse or expand a section automatically when the document it's in is previewed, read, edited, or printed.
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Click the section.
3. Choose Section - Section Properties.P
4. Click the Expand/Collapse tab.
5. For each document state, do one of the following:
Select "Don't auto expand or collapse" to cancel automatic collapsing or expanding.e
Select "Auto-expand section" to expand the section automatically.e
Select "Auto-collapse section" to collapse the section automatically.t
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Ways to format sectionss
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You can collapse one or more paragraphs into a section. Readers can expand the section when they want to read its contents.;
1.
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Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2.
Select the paragraph(s) you want to collapse into a section.
3. Choose Create - Section.
Note
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You must be in a
On a form, a type of field that can include pictures, tables, pop-ups, objects, edition files, and other data created in Notes, imported from other applications, or pasted from the Clipboard. Text can be bold, italicized, in color, and so on.
rich text
field to create a collapsed section.
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Notes uses the first paragraph as the section title by default. To
change a section's title
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, use Section - Section Properties.
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See examples
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About collapsed sections
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Expanding or collapsing a section
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Ways to format sections
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Ways to add information to documents
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You can save disk space by compacting your DESKTOP.DSK and CACHE.DSK files. This recovers unused disk space by removing references to databases you no longer have on your workspace.
1. Double-click any workspace tab.
2. Click the Information tab.i
3. Click "% used."
Note
If the percentage is over 85%, there's no need to compact.
4. If the percentage is under 85%, click Compact.
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Ways to set up your workspace
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You can copy one or more cells, columns, or rows in a table.
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Select the table data you want to copy.
3. Choose Edit - Copy.
4. Click where you want to place the data.
5. Choose Edit - Paste.
Note
If you copy table data outside a table, Notes copies column and row borders with the data.
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Ways to format tables&
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You can use the Clipboard to copy data from another application into a Notes document.
1. In the application, select the data you want and copy it to the Clipboard.
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2. In Notes, open in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
the document you want to copy the data to.
3. Click where you want the copied data to appear.
If you want to replace existing data with the copied data, select the existing data.
4. Choose Edit - Paste.
Note
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Make sure you're in a
On a form, a type of field that can include pictures, tables, pop-ups, objects, edition files, and other data created in Notes, imported from other applications, or pasted from the Clipboard. Text can be bold, italicized, in color, and so on.
rich text
field when you paste formatted text or graphics into Notes.
If Edit - Paste produces unexpected results, try using Edit - Paste Special to paste the data in a different data format.
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About the Clipboard
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Copying, moving, or deleting data
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Ways to share information with other applicationsp
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IT!?v
)&p#v
You can copy, move, or delete data such as text and graphics, as well as features such as links and objects.
1. Select the data.
2. Do one of the following:
To copy data, choose Edit - Copy.
To move data, choose Edit - Cut.
To delete data, choose Edit - Clear.
3. If you copied or cut data, do the following:
Click where you want to place the data.
Choose Edit - Paste.
You can also cut, copy, and paste data with the Edit Cut, Edit Copy, and Edit Paste icons in the SmartIcons bar.
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See details
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About the Clipboard
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Editing a document
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You can create a button that lets readers perform a Notes action, such as sending a mail message. This is an example of a button that opens a database:
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Click where you want the button to appear.v
3. Choose Create - Hotspot - Button.
4. In the Button properties box, enter the label you want to appear on the button.
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5. In the
The pane that displays design options, as well as areas to enter design information.
design pane&
, do one of the following:
To specify a pre-programmed action that Notes includes, select "Simple action(s)" and click Add Actions. Then select an action, specify any settings Notes needs to perform the action, and click OK. (Note that a button will not perform a simple action unless the document it's in is in edit mode.)
To enter a formula that performs an action, select "Formula" and enter the formula. (You can click Fields & Functions and/or @Commands to specify formula elements.)
To enter a script that performs an action, select "Script" and enter the script. (You can click Event, Fields & Functions, and/or Show browser to specify script elements.)t
6. Click the document to close the design pane.
Note
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You must be in a
On a form, a type of field that can include pictures, tables, pop-ups, objects, edition files, and other data created in Notes, imported from other applications, or pasted from the Clipboard. Text can be bold, italicized, in color, and so on.
rich text
field to create a button.
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Writing a button script or formula
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Ways to format buttons
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Using a button
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Creating an action hotspot
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Ways to add information to documents
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You can add a hotspot to an area of a document (such as text or a graphic) that lets users perform a Notes action. This is an example of an action hotspot that sends a mail message:
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Select the area you want to add the hotspot to.
3. Choose Create - Hotspot - Action Hotspot.
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4. In the
The pane that displays design options, as well as areas to enter design information.
design pane
, do one of the following:
To specify a pre-programmed action that Notes includes, select "Simple action(s)" and click Add Actions. Then select an action, specify any settings Notes needs to perform the action, and click OK. (Note that a hotspot will not perform a simple action unless the document it's in is in edit mode.)r
To enter a formula that performs an action, select "Formula" and enter the formula. (You can click Fields & Functions and/or @Commands to specify formula elements.)
To enter a script that performs an action, select "Script" and enter the script. (You can click Event, Fields & Functions, and/or Show browser to specify script elements.)&
5. Click the document to close the design pane.
Note
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You must be in a ^
On a form, a type of field that can include pictures, tables, pop-ups, objects, edition files, and other data created in Notes, imported from other applications, or pasted from the Clipboard. Text can be bold, italicized, in color, and so on.
rich textv
field to create a hotspot.v
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Writing a hotspot script or formula
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Ways to format hotspotsv
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Ways to create hotspots
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Using a hotspotv
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Creating a button
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HMO;v
You can create a link that lets readers switch to another document, view, folder, or database. This is an example of a link that leads to another document:
1. Do one of the following:
To create a link to another document, select or open the document and choose Edit - Copy as Link - Document Link.
To create a link to a view or folder, select or switch to the view or folder and choose Edit - Copy as Link - View Link.
To create a link to a database, select or open the database and choose Edit - Copy as Link - Database Link._
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2. Open the document you want to add the link to in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
3. Click where you want the link to appear.&
4. Choose Edit - Paste.
Note
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You must be in a
On a form, a type of field that can include pictures, tables, pop-ups, objects, edition files, and other data created in Notes, imported from other applications, or pasted from the Clipboard. Text can be bold, italicized, in color, and so on.
rich text
field to create a link.
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Using a link
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Creating a link hotspot
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Ways to add information to documents
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You can add a hotspot to an area of a document (such as text or a graphic) that lets users switch to another document, view, folder, or database. This is an example of a link hotspot that leads to another document:
1. Do one of the following:
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In the -
The pane that displays documents in each view or folder as rows and columns of information.
view panej
, click the document you want to link to.
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In the
The pane that either displays icons for all views, folders, and agents in a database, or displays the current navigator.
navigation pane
, click the view or folder you want to link to.
In the workspace, click the database you want to link to.F
2. Choose Edit - Copy as Link.
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3. Open the document you want to add the hotspot to in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
4. Select the area you want to add the hotspot to.
5. Choose Create - Hotspot - Link Hotspot.
Note
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You must be in a h
On a form, a type of field that can include pictures, tables, pop-ups, objects, edition files, and other data created in Notes, imported from other applications, or pasted from the Clipboard. Text can be bold, italicized, in color, and so on.
rich text4
field to create a hotspot.
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Ways to format hotspots
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Ways to create hotspotsU
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Using a hotspot
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Creating a link&
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HMO;v
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You create a document in a database by choosing one of the database's
Forms control how you edit, display, and print documents. A form can contain fields, static text, graphics, and special objects. A database can have any number of forms.
forms
and entering information into it.
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1.
Open the database
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you want to create a document in.
2. Choose a form from the Create menu.
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See detailsv
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About documentsw
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Creating a mail message
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Ways to add information to documents
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Ways to save documents
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Editing a document
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)&p#v
If a database designer
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enables automatic URL launch for a form
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, you can use the form to create a document that opens a World Wide Web page automatically. When a user opens the document, Notes opens the Web page that corresponds to the uniform resource locator (URL) you specify.
1. Choose Create - <Form>, where <Form> is the name of a form that is enabled to open a URL automatically (for example, URL Launcher).
2. In the URL text field, specify the entire syntax of the URL (for example, http://www.lotus.com).
Note
Make sure you include the URL's protocol (for example, http://).t
3. (Optional) Enter data in other fields in the document.k
Note
When the document is opened, Notes opens the URL in a Web Navigator database on the user's workspace. The Lotus InterNotes Web Navigator database lets you access the World Wide Web through Notes. For more information about setting up to use the database, see Chapter 2 of the Lotus InterNotes Web Navigator User's Guide or see your Notes administrator.
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Creating a document
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If you're using Windows, you can create a link to a Notes document, view, or database in Notes or in another E
Version 2.0 of "Object Linking and Embedding," a Microsoft Windows utility that allows applications to share data. OLE 2 is an expansion of OLE technology that lets you share data in additional ways. For example, you can use OLE 2 features such as "drag & drop" and "edit in-place" to create and manipulate object data more easily.
OLE 2
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client application by creating an t
A copy of data from a server application for embedding in a client application; or, a pointer to data in a server application for linking in a client application.
object
. Then you can double-click the object in the application to open the document, view, or database in Notes.
1. In Notes, open the document, view, or database you want to link to.
2. Choose Edit - Copy as Link and choose Document Link, View Link, or Database Link.
3. In the application, click where you want the Notes link to appear.
4. Choose Edit - Paste Special.
5. Choose Paste Link (or the application's option equivalent).
6. Click OK.
If you're using Windows 95, you can create a link to a Notes document, view, or database on the Windows desktop. To do so, perform steps 1 and 2 above, click the right mouse button on the Windows desktop, and choose Paste Shortcut.
Note
When you create a Notes link in some OLE 2 client applications and open the file that contains the link, the application will launch Notes (if necessary) and open the linked document, view, or database.
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About OLE and DDE objects
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Ways to manage objects
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Ways to add objects to documents
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You can set up location documents in your Personal Address Book that let you use different sets of communication settings at different places where you work with Notes.
1. Choose File - Mobile - Locations.
Note
Notes opens the Locations view of your Personal Address Book.
2. Do one of the following:
To create a location document, click Add Location.
To edit a location document, select the location and click Edit Location.
3. In the Location name field, enter a name for the location.
4. In the Location type field, do one of the following:
To set up a location for network use, select "Local Area Network."
To set up a location for mobile use, select "Dialup Modem."
To set up a location for network and mobile use, select "Both Dialup and Local Area Network."
To set up a disconnected location, select "No connection."
Note
Notes displays different options depending on the location type you select.
5. (Optional) Under Basics, do any of the following:
In the Prompt for time/date/phone field, select Yes if you want Notes to ask you for location-specific information when you use the location.F
In the Local time zone field, select a time zone for the location.
In the Ports to use field,
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select ports for the location
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6. (Optional) Under Servers, do any of the following:
In the Home/mail server field, enter the name of your mail server.
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In the Passthru server field,
specify a passthru server for the location
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(if you have access to one).P
In the InterNotes server field, enter the hierarchical name of your InterNotes server (if you have access to one).
Note
You can access the World Wide Web through Notes using the Lotus InterNotes Web Navigator database on your InterNotes server. For more information on setting up to use the Web Navigator database, see Chapter 2 of the Lotus InterNotes Web Navigator User's Guide or see your Notes administrator.
7.
(Optional) Do any of the following:D
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Under Phone Dialing,
specify phone information for the location
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(if you select a mobile location type).
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Under Mail,
specify mail options for the location
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Under Replication,
specify a replication schedule for the location
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8. Choose File - Save to save the location document.
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See details
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About locations&
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Choosing a location
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You can use the Text Properties InfoBox to save a combination of paragraph properties (such as alignment, indentation, and margins) that you use regularly as a named style.
1. P
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Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit modev
2. If necessary, format a paragraph with the properties you want to save.
3. Click the paragraph.
4. Choose Text - Text Properties.&
5. Click the Named Styles tab.
6. Click Create Style.
7. Enter a name for the paragraph style.
8. (Optional) Do any of the following:
Deselect "Include font in named style" if you don't want to save the selected paragraph's font in the named style.
Select "Make style available for all documents" to make the style available when you format paragraphs in other documents in the database.
Select "Include this style in Cycle Key [F11]" to make the style available when you press F11 to cycle through named styles.
9. Click OK.
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About named styles
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Ways to use named
styles
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You can create a numbered list automatically by adding numbers to paragraphs.
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit modeN
2.
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You can select one or more paragraphs when you specify paragraph properties (such as margins and tabs). To select one paragraph, click the paragraph. To select more than one paragraph, drag the pointer from the beginning of the first paragraph to the end of the last paragraph.
You can also specify paragraph properties before you type a paragraph. Click where you want to start the paragraph, specify paragraph properties, and then type the paragraph.
Select the paragraph(s)
you want to start with a number.
3. Choose Text - Numbers.
Tipt
You can also add numbers with the Numbered List icon in the SmartIcons bar.
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See details
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Ways to create lists
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Ways to format paragraphs
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Ways to add information to documents
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You can create a new SmartIcons set by modifying an existing SmartIcons set.
1. Choose File - Tools - SmartIcons.
2. In the box above the second column of icons, select the SmartIcons set you want to modify.j
Tipv
Try to select the SmartIcons set that is most similar to the set you want to create.
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3.
Add SmartIcons to the set
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or
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remove SmartIcons from the set
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until it contains the ones you want.
4. Click Save Set.
5. Enter a name of up to 15 characters for the set.
6. (Optional) Enter a file name with the extension .SMI for the set.
Note
If you don't enter a file name, Notes uses the first eight characters of the set name to create the file name. (On the Macintosh, Notes automatically uses the set name as the file name.)
7. Click OK.
8. Click OK to close the SmartIcons dialog box.
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See detailsD
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Deleting a SmartIcons set
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Ways to set up SmartIcons
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1. F
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Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Click where you want the table to appear.
Note
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You must be in a
On a form, a type of field that can include pictures, tables, pop-ups, objects, edition files, and other data created in Notes, imported from other applications, or pasted from the Clipboard. Text can be bold, italicized, in color, and so on.
rich text
field to create a table.
3. Choose Create - Table.
4. Specify the number of columns and rows you want in the table.
5. Click OK.
Note
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Notes adjusts the widths of the columns to fit the current window by default. You can
set a column's width
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and M
specify other table settings
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in the Table Properties InfoBox.
You can also create a table with the Create Table icon in the SmartIcons bar.
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Ways to format tablesF
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Ways to add information to documents
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You can have up to 32 workspace pages (plus the Replicator workspace page).h
1. Click a workspace tab.s
Note
Notes inserts the workspace page to the left of the selected workspace page.
2. Choose Create - Workspace Page.
If you haven't added a workspace page before, Notes asks if you want to upgrade your desktop file.
3. If necessary, click Yes to add the workspace page and upgrade your desktop file or click No to cancel adding the page.
Note
If you add a workspace page to your desktop file, you can't use the file with previous releases of Notes.
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Ways to set up your workspace
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You can prepare your own bitmaps for use as SmartIcons.
1. Create a drawing.
Note
Make sure the drawing is no larger than 22 pixels by 22 pixels.
2. Save the drawing as a .BMP file.
3. Copy the .BMP file to your Notes SmartIcons directory (in Windows, the \WIN subdirectory of the Notes data directory; in Windows 95 and Windows NT, the \W32 subdirectory of the Notes data directory; in OS/2, the \OS/2 subdirectory of the Notes data directory; in UNIX, the \UNIX subdirectory of the Notes data directory; on the Macintosh, the SmartIcons Sets folder in the Notes Data folder).
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Assigning formulas to custom SmartIconse
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Editing custom SmartIcons formulas
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Ways to set up SmartIcons
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Notes provides custom SmartIcons to which you can assign your own formulas.c
1. Choose File - Tools - SmartIcons.
2. Click Edit Icon.$
3. Select an icon.
4. Enter a brief description of the icon.
Notes displays the description when you hold the mouse over the icon in the SmartIcons bar. To make sure that text wraps properly, include spaces between words in the description.t
5. Click Formula (or Assign Macro on the Macintosh).
6. Enter a formula for the icon and click OK.
7. Click Done.
8. Click OK to close the SmartIcons dialog box.
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After you assign formulas to custom SmartIcons, you can
add them to a SmartIcons set
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See related topics
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Writing formulas for SmartIcons
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Editing custom SmartIcons formulas
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Creating bitmaps for custom SmartIcons
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Ways to set up SmartIcons
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You can add a hotspot to an area of a document (such as text or a graphic) that lets users display pop-up text. This is an example of a pop-up hotspot:
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit modeF
2. Select the area you want to add the hotspot to.
3. Do one of the following:U
Choose Create - Hotspot - Text Pop-up and enter the text you want the pop-up to display.
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Choose Create - Hotspot - Formula Pop-up and enter a formula in the
The pane that displays design options, as well as areas to enter design information.
design pane
that will set the text you want the pop-up to display.
Note
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You must be in a
On a form, a type of field that can include pictures, tables, pop-ups, objects, edition files, and other data created in Notes, imported from other applications, or pasted from the Clipboard. Text can be bold, italicized, in color, and so on.
rich text
field to create a hotspot.
Note
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You must be in F
You can read but not modify a document. To modify a document, you must have Editor access (or better) to the database or you must be the document's author.
read modeh
to display pop-up text. To test a pop-up hotspot after you create it, return the document to read mode first.
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Writing a hotspot script or formula
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Ways to format hotspotst
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Ways to create hotspots
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Using a hotspot
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HMO;v
You can reduce the area of the page you print on.
1. Choose File - Page Setup.
2. Under "Page size cropping," enter the width and height of the area of the page you want to print on.
Note
This area is measured from the upper left corner of the page.
3. Click OK.
Tipp
To print indicators in the bottom right corner of each page that show the edges of the cropped area, select "Print Crop Marks." This is useful when you're sending documents to your organization's print service.
Click here for Macintosh information
To crop a page, choose File - Print and click Margins.
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Changing the unit of measurement
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Ways to set up a page for printing
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/MC=v
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit modeN
2. Choose Text - Text Properties.N
3. Click the Named Styles tab.
4. Click Delete Styles.
5. Select the named style you want to delete.F
6. Click OK.
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About named styles
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Ways to use named
styles
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If you're using Windows, OS/2, or UNIX, you can delete a workstation port.
1. Choose File - Tools - User Preferences.
2. Click Ports.
3. Select the port you want to delete.
4. Click Delete.
5. Click OK.
Note
For information on deleting server ports, see Notes Administration Help.
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Ways to set up ports
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1. Choose File - Tools - SmartIcons.
2. Click Delete Set.
3. Select the set you want to delete and click OK.
4. Click OK to close the SmartIcons dialog box.e
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Creating a SmartIcons set
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Ways to set up SmartIconsl
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1. Click the workspace page's tab.
2. Choose Edit - Clear or press DEL.
3. Click Yes to confirm the deletion or No to cancel it.
Note
If you delete a workspace page that contains database icons, Notes removes the icons from the workspace when it deletes the page.
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Ways to set up your workspace
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1.
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Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Click the column or row you want to delete.
3. Do one of the following:
Choose Table - Delete Selected Column(s) to delete the column.
Choose Table - Delete Selected Row(s) to delete the row.
4. Click Yes to confirm the deletion or No to cancel it.
Caution
When you delete a column or row, all of the data in the column or row is deleted.
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Ways to delete columns or rows from a table
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1.
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Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Click the first column or row you want to delete.
Note
Notes deletes columns from left to right and deletes rows from top to bottom.
3. Choose Table - Delete Special.
4. Specify the number of columns or rows you want to delete.
5. Select Column(s) or Row(s).
6. Click Delete.
7. Click Yes to confirm the deletion or No to cancel it.
Caution
When you delete columns or rows, all of the data in the columns or rows is deleted.
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Ways to delete columns or rows from a table
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You can save an attached file to disk. If more than one file is attached to a document, you can save some or all of the files to disk at once.
1. Do one of the following:
To detach one file, double-click the attachment and click Detach.
To detach more than one file, select the attachments and choose Attachments - Detach All.j
2. Specify the drive and directory in which you want to store the file(s).
3. Click Detach (or Save on the Macintosh).
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See detailsv
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See related topics
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Ways to use file attachments
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Attaching a file to a document
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When you attach a file to a document, keep the following in mind:
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You must be in a
On a form, a type of field that can include pictures, tables, pop-ups, objects, edition files, and other data created in Notes, imported from other applications, or pasted from the Clipboard. Text can be bold, italicized, in color, and so on.
rich text
field to attach a file.
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To attach a database file, it must be local (on your hard disk or a floppy disk) rather than on a Notes server. To make a local copy of a server database that you can attach, create a database copy using File - Database - New Copy or create a database
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replicaf
using File - Replication - New Replica.
You can't attach Notes documents to other Notes documents because they're not files. Instead, you can copy the contents of a document into another using the Clipboard, create a link to a document using Edit - Copy As Link - Document Link, or forward a document using Actions - Forward.
01 Do Everyday Tasks07 Use Mobile Notes
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01 Do Everyday Tasks01 Set Up NotesJ
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01 Do Everyday Tasks
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01 Do Everyday Tasks01 Set Up Notes
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01 Do Everyday Tasks07 Use Mobile Notes
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01 Do Everyday Tasks01 Set Up Notes
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Tabs, headers and footersDetailsPage numbersDetailsH_DETAILS_SPECIFYING_HEADERS_AND_FOOTERSContext Help FormDetails: Specifying headers and footers
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01 Do Everyday Tasks07 Use Mobile Notes
DetailsDetailsH_DETAILS_SPECIFYING_LOCATION_SETTINGSContext Help FormDetails: Setting up a location
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DetailsDetailsH_DETAILS_VIEWING_AN_ATTACHED_FILEContext Help FormDetails: Viewing an attached file
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01 Do Everyday Tasks11 Share Information with Other Applications
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01 Do Everyday Tasks01 Set Up Notes
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01 Do Everyday Tasks01 Set Up Notes1
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01 Do Everyday Tasks01 Set Up Notes
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01 Do Everyday Tasks04 Read, Create, and Edit Documents
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01 Do Everyday Tasks01 Set Up Notes
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01 Do Everyday Tasks04 Read, Create, and Edit Documents
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01 Do Everyday Tasks07 Use Mobile Notesm
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01 Do Everyday Tasks11 Share Information with Other Applications
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01 Do Everyday Tasks01 Set Up Notes
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01 Do Everyday Tasks04 Read, Create, and Edit Documentssh
Moving\hotspotsHotspots\movingHow Do I?StepsH_MOVING_A_HOTSPOTContext Help FormMoving a hotspot
############
01 Do Everyday Tasks04 Read, Create, and Edit Documents
Moving\sectionsSections\movingHow Do I?StepsH_MOVING_A_SECTIONContext Help FormMoving a section
############
01 Do Everyday Tasks01 Set Up Notes
Moving\SmartIconsSmartIcons\setupHiding\SmartIconsHow Do I?StepsH_MOVING_THE_SMARTICONSContext Help FormMoving the SmartIcons
01 Do Everyday Tasks08 Print?5^
Page numbersPrinting\page settingsHow Do I?StepsH_NUMBERING_PAGESContext Help FormNumbering pages
#####################################
01 Do Everyday Tasks04 Read, Create, and Edit DocumentsP
Opening\documentsDocuments\openingUnread documents\openingHow Do I?StepsH_OPENING_A_DOCUMENTContext Help FormOpening a document
##########################################
01 Do Everyday Tasks04 Read, Create, and Edit Documents
Previewing\documentsHow Do I?StepsH_PREVIEWING_A_DOCUMENTContext Help FormPreviewing a document
##############
01 Do Everyday Tasks08 Printu
Showing\page breaksPrinting\previewingPreviewing\print jobsPage breaks\displayingDisplaying\page breaksHow Do I?StepsH_PREVIEWING_A_DOCUMENT_FOR_PRINTINGContext Help FormPreviewing a document for printing
How Do I?Top 10 TasksStepsH_PRINTING_A_DOCUMENTContext Help FormPrinting a document
#######
01 Do Everyday Tasks08 Printm
Printing\documentsDocuments\printingForms\printing andHow Do I?StepsH_PRINTING_A_DOCUMENT_WITH_A_DIFFERENT_FORMContext Help FormPrinting a document with a different form
###########################
01 Do Everyday Tasks08 PrintR
Printing\list of documentsViews\printingFolders\printingHow Do I?StepsH_PRINTING_A_LIST_OF_DOCUMENTS_IN_A_FOLDER_OR_VIEWContext Help FormPrinting a list of documents in a folder or view
###########
01 Do Everyday Tasks08 Print7
Printing\documentsDocuments\printingPage numbersHow Do I?StepsH_PRINTING_MULTIPLE_DOCUMENTSContext Help FormPrinting multiple documents
Printing\to a fileDocuments\printingFiles\printing toViews\printingFolders\printingPostScript filesHow Do I?StepsH_PRINTING_TO_A_FILEContext Help FormPrinting to a file
######################
01 Do Everyday Tasks01 Set Up Notes
Moving\SmartIconsSmartIcons\setupHow Do I?StepsH_REARRANGING_SMARTICONS_IN_A_SETContext Help FormRearranging SmartIcons in a set
Deleting\hotspotsRemoving\hotspotsHotspots\removingHow Do I?StepsH_REMOVING_A_HOTSPOTContext Help FormRemoving a hotspot04 Read, Create, and Edit Documents
Joe Levine###################
D*`z5/v
01 Do Everyday Tasks
Deleting\sectionsRemoving\sectionsSections\removingHow Do I?StepsH_REMOVING_A_SECTIONContext Help FormRemoving a section04 Read, Create, and Edit Documents
Joe Levine###################
01 Do Everyday Tasks01 Set Up Notes
SmartIcons\setupRemoving\SmartIcons from setsDeleting\SmartIconsHow Do I?StepsH_REMOVING_SMARTICONS_FROM_A_SETContext Help FormRemoving SmartIcons from a set
################################
01 Do Everyday Tasks01 Set Up Notes333333
Renaming\portsPorts\setupHow Do I?StepsH_RENAMING_A_PORTContext Help FormRenaming a port
#######################################
01 Do Everyday Tasks01 Set Up Notessh
Reordering portsOrder, portsPorts\setupHow Do I?StepsH_REORDERING_PORTSContext Help FormReordering a port
####################
01 Do Everyday Tasks04 Read, Create, and Edit Documents
Sizing\picturesPictures\resizingFormatting\picturesHow Do I?StepsH_RESIZING_A_PICTUREContext Help FormResizing a picture
#################################################
01 Do Everyday Tasks04 Read, Create, and Edit Documents-
Documents\savingSaving\documentsHow Do I?StepsH_SAVING_A_DOCUMENTContext Help FormSaving a document
########
01 Do Everyday Tasksb
Documents\savingSaving\documentsVersions, of documentsHow Do I?StepsH_SAVING_A_NEW_VERSION_OF_A_DOCUMENTContext Help FormSaving a new version of a document04 Read, Create, and Edit Documents
Joe Levine################################################
01 Do Everyday Tasks04 Read, Create, and Edit Documents
Keyword fieldsStepsH_SELECTING_A_KEYWORDContext Help FormSelecting a keyword
#########################################
01 Do Everyday Tasks07 Use Mobile Notes
Locations\ports andPorts\locations andHow Do I?StepsH_SELECTING_PORTS_FOR_A_LOCATIONContext Help FormSelecting ports for a location
Tabs, in documentsHow Do I?StepsH_SETTING_TABS_WITH_THE_KEYBOARDContext Help FormSetting tabs04 Read, Create, and Edit Documents
Joe Levine####################################################
01 Do Everyday Tasks04 Read, Create, and Edit Documents
RulerTabs, in documentsCentering\tabsDecimal tabsRemoving\tabsDeleting\tabsHow Do I?StepsH_SETTING_TABS_WITH_THE_RULERContext Help FormSetting tabs with the ruler
01 Do Everyday Tasks07 Use Mobile Notes
Server connectionsPhone numbersCreating\server connectionsEditing\server connectionsHow Do I?StepsH_SETTING_UP_A_DIALUP_SERVER_CONNECTIONContext Help FormSetting up a dial-up server connection
Server connectionsPorts\server connections andCreating\server connectionsEditing\server connectionsHow Do I?StepsH_SETTING_UP_A_NETWORK_SERVER_CONNECTIONContext Help FormSetting up a network server connection
#######################################
01 Do Everyday Tasks07 Use Mobile Notes
Server connectionsPassthru serversCreating\server connectionsEditing\server connectionsHow Do I?StepsH_SETTING_UP_A_PASSTHROUGH_SERVER_CONNECTIONContext Help FormSetting up a passthru server connection
##############################################
01 Do Everyday Tasks07 Use Mobile Notes
Server connectionsRemote LAN serviceCreating\server connectionsEditing\server connectionsHow Do I?StepsH_SETTING_UP_A_REMOTE_LAN_SERVER_CONNECTIONContext Help FormSetting up a remote LAN server connection
###########################################
01 Do Everyday Tasks07 Use Mobile NotesZd;
Setup\mobile NotesMobile Notes\setupHow Do I?StepsH_SETTING_UP_MOBILE_NOTESContext Help FormSetting up mobile Notes
########
01 Do Everyday Tasks01 Set Up Notes
Workstation\setupHow Do I?StepsH_SETTING_UP_NOTES_FOR_BOTH_NETWORK_AND_MOBILE_USEContext Help FormSetting up Notes for both network and mobile use
###############################################
01 Do Everyday Tasks01 Set Up Notes=
Workstation\setupHow Do I?StepsH_SETTING_UP_NOTES_FOR_MOBILE_USE_ONLYContext Help FormSetting up Notes for mobile use only
#######
01 Do Everyday Tasks01 Set Up Notes
Workstation\setupHow Do I?StepsH_SETTING_UP_NOTES_FOR_NETWORK_USE_ONLYContext Help FormSetting up Notes for network use only
#####
01 Do Everyday Tasks01 Set Up Notes
Workstation\setupHow Do I?StepsH_SETTING_UP_NOTES_FOR_USE_WITHOUT_A_CONNECTIONContext Help FormSetting up Notes for use without a connection
01 Do Everyday Tasks11 Share Information with Other Applications
Objects\updatingUpdating\objectsHow Do I?StepsH_SPECIFYING_A_LINKED_OBJECTS_UPDATE_TYPEContext Help FormSpecifying a linked object's update type
##################
[RnBT
01 Do Everyday Tasks07 Use Mobile Notes
Modems\setupSetup\modemsHow Do I?StepsH_SPECIFYING_A_MODEM_FILEContext Help FormSetting up a modem
#########################
01 Do Everyday Tasks08 Print
Printing\printer settingsPaper, and printingHow Do I?StepsH_SPECIFYING_A_PAPER_SOURCEContext Help FormSpecifying a paper source
#######
01 Do Everyday Tasks07 Use Mobile Notes
Passthru serversLocations\passthru servers andHow Do I?StepsH_SPECIFYING_A_PASSTHRU_SERVER_FOR_A_LOCATIONContext Help FormSpecifying a passthru server for a location
######################
01 Do Everyday Tasks08 Print
Printing\printer settingsHow Do I?StepsH_SPECIFYING_A_PRINTERContext Help FormSpecifying a printer
######################################
01 Do Everyday Tasks08 Print
Printing\printer settingsOrientation, printLandscape modeHow Do I?StepsH_SPECIFYING_A_PRINTERS_ORIENTATIONContext Help FormSpecifying a printer's orientation
#######################################
01 Do Everyday Tasks07 Use Mobile Notes
Replication\schedulesScheduling replicationLocations\replication schedules, andReplicator\optionsHow Do I?StepsH_SPECIFYING_A_REPLICATION_SCHEDULE_FOR_A_LOCATIONContext Help FormSpecifying a replication schedule for a location
#####################
H_SPECIFYING_HEADERS_AND_FOOTERS_FOR_A_DATABASEContext Help FormSpecifying headers and footers for a databaseHow Do I?01 Do Everyday Tasks08 Print%
@Steps
Printing\page settingsHeadersFootersCreating\headers and footersDatabases\headersDatabases\footers
Joe Levine###
H_SPECIFYING_HEADERS_AND_FOOTERS_FOR_A_DOCUMENTContext Help FormSpecifying headers and footers for a documentHow Do I?01 Do Everyday Tasks08 Print
@Steps
Printing\page settingsHeadersFootersCreating\headers and footersDocuments\headersDocuments\footers
Joe Levine###
01 Do Everyday Tasks07 Use Mobile Notesy
Locations\mail andMail\locations andAddressing mail\locations andQuick-address methodServer-based mailWorkstation-based mailHow Do I?StepsH_SPECIFYING_MAIL_OPTIONS_FOR_A_LOCATIONContext Help FormSpecifying mail options for a location
##########
01 Do Everyday Tasks07 Use Mobile Notes-
Locations\phone numbers andLocations\time information andTime zonesHow Do I?StepsH_SPECIFYING_PHONE_AND_TIME_INFORMATION_FOR_THE_CURRENT_LOCATIONContext Help FormSpecifying phone and time information for the current location
#########################
01 Do Everyday Tasks07 Use Mobile NotesD
Locations\phone numbers andPhone numbersCalling card numbersHow Do I?StepsH_SPECIFYING_PHONE_INFORMATION_FOR_A_LOCATIONContext Help FormSpecifying phone information for a location
######
01 Do Everyday Tasks08 Print-
Printing\printer settingsPaper, and printingHow Do I?StepsH_SPECIFYING_PRINTER-SPECIFIC_SETTINGSContext Help FormSpecifying printer-specific settings
#################################################
01 Do Everyday Tasks01 Set Up Notes;
Workstation\setupHow Do I?StepsH_SPECIFYING_YOUR_TIME_ZONEContext Help FormSpecifying your time zone
#############################
01 Do Everyday Tasks04 Read, Create, and Edit Documents
BulletsCreating\bulletsIndenting textHanging indentHow Do I?StepsH_STARTING_A_PARAGRAPH_WITH_A_BULLETContext Help FormCreating a bulleted list
#########################
01 Do Everyday Tasks01 Set Up Notes
Startup settingsFull text indexes\creatingBackground\indexingReplication\and background indexingHow Do I?StepsH_STARTING_BACKGROUND_INDEXINGContext Help FormEnabling background indexing at startup
Starting NotesStopping NotesExiting NotesEnding NotesQuitting NotesHow Do I?StepsH_STARTING_STOPPING_AND_EXITING_NOTESContext Help FormStarting, stopping, and exiting Notes
#############
01 Do Everyday Tasks01 Set Up Notes9
Agents\scheduling andHow Do I?StepsH_STARTING_THE_AGENT_MANAGERContext Help FormEnabling scheduled agents at startup
#############
01 Do Everyday Tasks11 Share Information with Other Applications
SubscribingLinking data\and subscriptionHow Do I?StepsH_SUBSCRIBING_TO_MACINTOSHBASED_DATAContext Help FormSubscribing to Macintosh-based data
####################
01 Do Everyday Tasks01 Set Up NotesV
Workspace pages\switchingTabs, workspace\switchingHow Do I?StepsH_SWITCHING_TO_A_DIFFERENT_WORKSPACE_PAGEContext Help FormSwitching to a different workspace page
##############################
01 Do Everyday Tasks01 Set Up Notes
MDI modeHow Do I?StepsH_SWITCHING_TO_WINDOWS_95_MODEContext Help FormSwitching to MDI mode
#######################################
01 Do Everyday Tasks01 Set Up Notes
Tracing connectionsNetworksServersLOG.NSFPorts\setupShowing\port informationHow Do I?StepsH_TRACING_A_NETWORK_CONNECTIONContext Help FormTracing a connection attempt
##################
01 Do Everyday Tasks04 Read, Create, and Edit Documents
UndoHow Do I?StepsH_UNDOING_AN_ACTIONContext Help FormUndoing an action
######################################
01 Do Everyday Tasks11 Share Information with Other Applicationsm
Objects\updatingUpdating\objectsHow Do I?StepsH_UPDATING_A_LINKED_OBJECTContext Help FormUpdating a linked object
#################################################
01 Do Everyday Tasks11 Share Information with Other Applications
SubscribingLinking data\and subscriptionUpdating\subscription dataHow Do I?StepsH_UPDATING_SUBSCRIPTION_DATAContext Help FormUpdating subscription data
#########
01 Do Everyday Tasks04 Read, Create, and Edit Documents
ButtonsHow Do I?StepsH_USING_A_BUTTONContext Help FormUsing a button
To connect your computer to a phone line, plug one end of a phone cord into your computer's modem port, and plug the other end into either a phone jack on the wall or the back of a phone.
To disable call waiting before you make a call, you can dial *70 in many areas of the United States. (If someone calls the line you're using, call waiting can automatically disconnect you from a server.)
Changing the phone number
To use a different number for a server temporarily, type the new number in the Call Server dialog box.
To change a server's phone number permanently, choose File - Mobile - Server Phone Numbers, select the server, click Edit Connection, specify a new number, and save the server connection document.
To change a prefix or suffix permanently, choose File - Mobile - Locations, select the current location, click Edit Location, specify new information under "Phone Dialing," and save the location document.
Changing the port
To use a different port, click More Options and select a port. To set up a modem for the selected port, click Setup, select the modem type, and specify any other modem settings you want.
Canceling a call
To cancel a call in progress, press CTRL+BREAK (or COMMAND+. on the Macintosh).
To have Notes cancel a call in progress automatically after a period in which no connection is made, click More Options and specify a number of seconds in the Dial timeout field.
To have Notes hang up automatically after a period in which there is no activity (data transmission), click More Options and specify a number of minutes in the Hangup if idle field.s
Using communications scripts
To connect to a modem using a communications script, click More Options, click Call Setup, and select a script. Then click OK and select Auto Dial. For more information about using communications scripts, see Notes Administration Help or your Notes administrator.o
Using linkst
If you click a link to a database for which you have both local and server replicas on your workspace, Notes may try to access the unavailable server copy. To redirect Notes to the local replica, move the local replica on your workspace above or to the left of the server replica. If the icons are stacked, switch the local replica to the top of the stack.
Notes uses the following Country Language Services files (.CLS files) to determine the order in which characters are sorted, for example, when Notes sorts categories in a view.
To use a specific .CLS file to sort characters, copy the contents of the .CLS file over the contents of COLLSTD.CLS at the operating system level. For example, to use the Japanese collation file COLLJPN.CLS, switch to your Notes program directory and enter the following at the operating system prompt:
copy colljpn.cls collstd.cls
To return to the default collation file, copy COLLUS.CLS over COLLSTD.CLS.
.CLS file
Descriptione
COLL12DE.CLS
German (1 to 2) rules for collationd
COLL12FR.CLS
French (1 to 2) rules for collation
COLL12NL.CLS
Dutch (1 to 2) rules for collation
COLL21ES.CLS
Spanish (2 to 1) rules for collation
COLLBIG5.CLS
Taiwanese rules for collatione
COLLCS.CLS
Czech rules for collation
COLLEE.CLS
Eastern European (from 1-2-3) rules for collation
COLLGB.CLS
Chinese rules for collation
COLLHU.CLS
Hungarian rules for collation
COLLIS.CLS
Icelandic rules for collation
COLLJPN.CLS
Japanese rules for collation
COLLKS.CLS
Korean rules for collation
COLLL2.CLS
Latin (2) rules for collation
COLLNORD.CLS
Nordic rules for collation
COLLPO.CLS
Polish rules for collation
COLLRO.CLS
Romanian rules for collation
COLLSC.CLS
Slovenian/Croatian rules for collation
COLLSCAN.CLS
Scandinavian rules for collation
COLLSTD.CLS
Standard rules for collation
COLLSWED.CLS
Swedish rules for collation
COLLTR.CLS
Turkish rules for collation
COLLUS.CLS
Generic international rules for collation
LCASE.CLS
Lowercase (for case insensitive search)
PROPERTY.CLS
Defines the type of character, i.e., alphabetic, numeric, special control character, etc.
UCASEFRN.CLS
French uppercase (for case insensitive search)
UCASESTD.CLS
Standard uppercase (for case insensitive search)
UNACCENT.CLS
Accented to unaccented (for accent insensitive search)
Notes uses the following Country Language Services files (.CLS files) to translate international currency symbols such as the pound (
) and the yen (
), and accented letters such as
and
when you import or export.
.CLS file
Description
FALLBACK.CLS
Finds appropriate fallback characters when a given LMBCS character doesn't exist in a specified character set
L_CP437.CLS
LMBCS for Code Page 437 (United States)
L_CP850.CLS
LMBCS for Code Page 850 (Multilingual)
L_CP851.CLS
LMBCS for Code Page 851 (Greek)
L_CP852.CLS
LMBCS for Code Page 852 (Slavic)
L_CP860.CLS
LMBCS for Code Page 860 (Portuguese)
L_CP862.CLS
LMBCS for Code Page 862 (Hebrew)
L_CP863.CLS
LMBCS for Code Page 863 (Canadian-French)
L_CP865.CLS
LMBCS for Code Page 865 (Nordic)
L_CP866.CLS
LMBCS for Code Page 866
L_CP932.CLS
LMBCS for Code Page 932 (Japanese)
L_CP1200.CLS
LMBCS for Code Page 1200 (Unicode)
L_CP1250.CLS
LMBCS for Code Page 1250 (ANSI-2)
L_CP1251.CLS
LMBCS for Code Page 1251 (Cyrillic Windows)
L_CP1252.CLS
LMBCS to ANSI standard character set
L_CP1253.CLS
LMBCS for Code Page 1253 (Greek Windows)
L_CP1254.CLS
LMBCS for Code Page 1254 (Turkish Windows)
L_CP1255.CLS
LMBCS for Code Page 1255 (Hebrew Windows)
L_CP1256.CLS
LMBCS for Code Page 1256 (Arabic Windows)
L_CP8592.CLS
LMBCS for Code Page 8592
L_CP8859.CLS
LMBCS for Code Page 8859
L_CPASCI.CLS
LMBCS for ASCII
L_CPBIG5.CLS
LMBCS for Code Page Big 5 (Taiwanese)z
L_CPDOS.CLSA
LMBCS for DOS
L_CPGB.CLS
LMBCS for Code Page GB (Chinese PRC)
L_CPKS.CLS
LMBCS for Code Page KS (Korean)r
L_CPNLM.CLS
LMBCS for Code Page NLM
L_CPT50.CLSa
LMBCS for Code Page T50
L_CPWIN.CLS
LMBCS to ANSI standard character set
L_DEC.CLS
Multinational to/from LMBCS for use with VAX
MailI
gateway only
L_LICS.CLS
LMBCS to Lotus International Character Set (LICS) for ANSI
L_SCR0.CLS
LMBCS to Script 0 for MacintoshR
L_SCR1.CLS
LMBCS to Script 1 for Macintosh
L_T61.CLS
LMBCS for Code Page T61c
Default text properties
Double-click here to see this topic
The default text properties are Helvetica, 10-point, plain, and black. (On the Macintosh, the default font is Geneva.) You must be in a
On a form, a type of field that can include pictures, tables, pop-ups, objects, edition files, and other data created in Notes, imported from other applications, or pasted from the Clipboard. Text can be bold, italicized, in color, and so on.
rich text
field to change text properties.
Selecting fonts and point sizes with the status bar
To select fonts and point sizes with the status bar, select the text you want to format and click the font indicator or the point size indicator. Then select a font or size from the list Notes displays.
Formatting text with the keyboard
To format text with the keyboard, select the text and use the key combinations in the following table. (On the Macintosh, press COMMAND instead of CTRL.)
Press
Return text to normal
CTRL+T
Italicize text
CTRL+I
Make text bold
CTRL+B
Underline text
CTRL+U
Enlarge text one point size
Reduce text one point size
SH+F2
Note
Documents that contain many different text properties may be difficult to read.
Click here for UNIX information
If you use Notes under X11R4/Motif
, fonts are fixed width. You can enter font sizes up to 250, but you can select only the point sizes that are available for the selected font, usually from 4 to 21 point.
Your Notes data directory (or Data folder on the Macintosh) should contain the following:o
Local databases.
Double-click here to see this topic
To open local databases after you move them to a new data directory, remove their database icons from the
The Lotus Notes desktop, including Notes windows, menus, and SmartIcons, and the seven tabbed pages where you display database icons.
workspace
(by selecting each icon and pressing DEL), and then add each database icon back to the workspace (by using File - Database - Open).
Double-click here to see this topic
Local database i
A Lotus Notes database design that you can use as a starting point for a new database. If it is a design template, it will update database design elements created from the template.
templatesm
Your DESKTOP.DSK file, which contains information about your workspace
, such as the database icons you have added to it.
Country Language Services (.CLS) files, which contain information Notes uses to sort documents and import files.
If you're using OS/2 or UNIX, your NOTES.INI file, which contains information your operating system uses to run Notes on your workstation.
Click here for Windows information
Your NOTES.INI file is stored in your Windows directory.
Click here for Macintosh information
Your NOTES.INI information is stored in your Notes Preferences file, which is located in the Preferences folder in your System Folder.
You can copy, move, and delete the following:
Plain text
Double-click here to see this topic
On a form, a type of field that can include pictures, tables, pop-ups, objects, edition files, and other data created in Notes, imported from other applications, or pasted from the Clipboard. Text can be bold, italicized, in color, and so on.
Rich text
Graphics
Tables
Double-click here to see this topic
DDE and OLE
A copy of data from a server application for embedding in a client application; or, a pointer to data in a server application for linking in a client application.
objectse
Combinations of data types
Bitmap files or metafiles (or PICT files on the Macintosh)
Note
You can copy rich text, graphics, tables, and objects only to rich text fields.l
Copying pictures
If you copy a picture into a Notes document, it appears on all Notes platforms. For example, if you're using Windows or OS/2 and copy a bitmap into a document, Macintosh users can see it when they open the document; if you're using a Macintosh and copy a PICT into a document, Windows or OS/2 users can see it when they open the document.
Click here for Macintosh information
When you copy a picture, you can set your Macintosh to 16 colors in the Monitors control panel so that the picture will scroll faster when it appears on other platforms.P
When you create a bulleted list, keep the following in mind:
To remove a bullet, select the paragraph and choose Text - Bullets again.
To indent a bulleted list within a bulleted list, select the paragraphs you want to indent. Then press F8 to indent the paragraphs.
You can also use the Text Properties InfoBox to create a list. To do so, select the paragraphs, choose Text - Text Properties, and click the Alignment tab.
Then click one of the List icons (Bullets, Numbers, or Cancel).
When you create a document, keep the following in mind:
You can create documents in a database in which you have at least Author access (or Depositor access).
A new document may "inherit" or copy some values from the currently highlighted document. To prevent this, press and hold CTRL (or COMMAND on the Macintosh) when you choose a form from the Create menu.
Most documents display or store the date and time they were created. Documents created in databases on servers use the server's time, and documents created locally (in databases on your hard disk or a floppy disk) use your workstation's time.
When you create a numbered list, keep the following in mind:
To remove a number, select the paragraph and choose Text - Numbers again.
To create more than one numbered list in a document, include at least one unnumbered paragraph after each list to reset numbering for the next list.
To indent a numbered list within a numbered list, select the paragraphs you want to indent. Then press F8 to indent the paragraphs and reset numbering for the sublist.
To create a bulleted list within a numbered list, select the paragraphs you want to change to bullets and choose Text - Bullets. Then press F8 to indent the bulleted paragraphs and reset numbering for the rest of the numbered list.
You can also use the Text Properties InfoBox to create a list. To do so, select the paragraphs, choose Text - Text Properties, and click the Alignment tab.
Then click one of the List icons (Bullets, Numbers, or Cancel).
When you create a SmartIcons set, keep the following in mind:
If you don't specify an extension for the SmartIcons set, Notes adds the .SMI extension automatically. If you specify a different extension, Notes uses the .SMI extension instead.
To create SmartIcons sets from scratch, create a blank SmartIcons set by removing all the SmartIcons from a set and save the set with an appropriate name, such as Blank. This way, you can start from the blank set when you want to create new sets.
If you're creating SmartIcons sets to distribute to other users, make sure they place all associated SmartIcons files (.SMI, .BMP, .MAC) in the Notes SmartIcons directory (in Windows, the \WIN subdirectory of the Notes data directory; in Windows 95 and Windows NT, the \W32 subdirectory of the Notes data directory; in OS/2, the \OS/2 subdirectory of the Notes data directory; in UNIX, the \UNIX subdirectory of the Notes data directory; on the Macintosh, the SmartIcons Sets folder in the Notes Data folder).
The following tables lists the available LMBCS codes for Notes, their compose or key sequences (if any), and the characters they produce. The first table lists the characters you can create in Windows, OS/2, and UNIX; the second table lists the characters you can create on a Macintosh.
Windows, OS/2, and UNIX
U @(U
LMBCS code
Compose sequence
Description
Character
Space
Space
Exclamation point
Double quotes
Pound sign
Dollar sign
Percent
Ampersand
Close single quote
Open parenthesis
Close parenthesis
Asterisk
Plus sign
Comma
Minus sign
Period
Period
Slash
Zero
Three
Four
Five
Seven
Eight
Nine
Colon
Semicolon
Less than
Equal sign
Greater than
Question mark
aa or AA
At sign
A, uppercase
B, uppercase
C, uppercase
D, uppercase
E, uppercase
F, uppercase
G, uppercase
H, uppercase
I, uppercase
J, uppercase
K, uppercase
L, uppercase
M, uppercase
N, uppercase
O, uppercase
P, uppercase
Q, uppercase
R, uppercase
S, uppercase
T, uppercase
U, uppercase
V, uppercase
W, uppercase
X, uppercase
Y, uppercase
Z, uppercase
Open bracket
Backslash
Close bracket
Caret
Underscore
Open single quote
a, lowercase
b, lowercase
c, lowercase
d, lowercase
e, lowercase
f, lowercase
g, lowercase
h, lowercase
i, lowercase
j, lowercase
k, lowercase
l, lowercase
m, lowercase
n, lowercase
o, lowercase
p, lowercase
q, lowercase
r, lowercase
s, lowercase
t, lowercase
u, lowercase
v, lowercase
w, lowercase
x, lowercase
y, lowercase
z, lowercase
Open brace
Close brace
Tilde
C cedilla
u Umlaut
e acute
a circumflex
132h
a umlaut
a grave
134n
a angstrom
c cedillai
e circumflex
137b
e umlaut
e grave
i umlaut
i circumflex
141r
i graveN
142u
A umlaut
A angstrom
E acute
145-
ae dipthong
AE dipthong
o circumflex
148
o umlaut
149a
o graver
u circumflex
u grave
y umlaut
153
O umlaut
154
U umlaut
o slash
Pound sign
157m
O slash
xx or XX
Multiply sign
160r
a acute
161
i acute
o acute
163t
u acute
n tilde
165
N tilde
166
a_ or A_
Feminine ord.
O_ or o_
Masculine ord.
Inverted ?
169e
RO or R0 or r0
Registered
170r
Start of liner
171O
Half
Quarter
173
Inverted exclamation
Left Angle quotes
175_
Right Angle quotes
181
A acuteA
A circumflex
A graveo
184n
CO or co or C0 or c0
Copyright
189
c| or c/ or C| or C/
cent
Y= or y= or Y- or y-
Yen
a tilde
A tildes
207A
XO or xo or X0 or x0
Intl. Curr.
208n
Eth lower
Eth UpperS
210i
E circumflex
211t
E umlaut
E grave
214F
I acuteb
215L
I circumflex, uppercaseo
I umlaut, uppercaseT
221c
/<space>
Vertical line, broken
I gravev
224N
O acute, uppercase
German sharp, lowercase
O circumflex, uppercaseP
227i
O grave, uppercase
o tilde, lowercase
229T
O tilde, uppercase
230
Greek mu, lowercase
Icelandic Thorn, lowercase
232h
Icelandic Thorn, uppercase
U acute, uppercase
234R
U circumflex, uppercaseo
U grave, uppercase
236o
y acute, lowercase
237t
Y acute, uppercase
Overline
AcuteM
Hyphen
241R
Plus/Minus
3 quarters
244c
Paragraph symbol
245t
Section symbol
Division
Cedilla
248O
Degree
249B
Umlaut
250E
Center dot
251e
1 Superscript
3 Superscript
2 SuperscriptB
Macintosh
LMBCS Code
Key sequencer
DescriptionF
Character
32 to 127r
U.S. ASCII
128r
Option-Shift-C
C cedilla, uppercase
129F
Option-U, then U
u Umlaut, lowercasei
Option-E, then E
e acute, lowercase
131c
Option-I, then A
a circumflex, lowercase
132i
Option-U, then A
a umlaut, lowercase
Option-`, then A
a grave, lowercase
134
Option-A
a angstrom, lowercase
Option-C
c cedilla, lowercase
136i
Option-I, then E
e circumflex, lowercase
Option-U, then E
e umlaut, lowercasei
Option-`, then E
e grave, lowercase
139o
Option-U, then I
i umlaut, lowercase
Option-I, then I
i circumflex, lowercases
Option-`, then I
i grave, lowercase
142o
Option-U, then Shift-A
A umlaut, uppercase]
Option-Shift-A
A angstrom,uppercase
144
Option-E, then Shift-E
E acute,uppercase
145b
Option-'
ae dipthong, lowercase
146I
Option-Shift-'
AE dipthong, uppercase
147E
Option-I, then O
o circumflex, lowercase
Option-U, then O
o umlaut, lowercase
149i
Option-`, then O
o grave, lowercase
150S
Option-I, then U
u circumflex, lowercase
151]
Option-`, then U
u grave, lowercase
152t
Option-U, then Y
y umlaut, lowercase
153O
Option-U, then Shift-O
O umlaut, uppercasee
Option-U, then Shift-U
U umlaut, uppercaseI
155b
Option-O
o slash, lowercase
156
Option-3 (in UK, Shift-3)
pound sign
157S
Option-Shift-O
O slashs
159
Option-F
guilderi
160
Option-E, then A
a acute, lowercase
161&
Option-E, then I
i acute, lowercase
162i
Option-E, then O
o acute, lowercase
Option-E, then U
u acute, lowercase
1640
Option-N, then N
n tilde, lowercase
Option-N, then Shift-N
N tilde, uppercase
Option-9
feminine ord.
167O
Option-0
masculine ord.
Option-Shift-?
inverted ?
Option-R
registered
170i
Option-L
end of line symbol/logical not
Option-1
inverted exclamation
174T
Option-\
left angle quotesi
Option-Shift-\
right angle quotes
181b
Option-E, then Shift-A
A acute, uppercase
Option-Shift-M
A circumflex, uppercaser
Option-`, then Shift-A
A grave, uppercase
Option-G
copyrightF
189k
Option-4
cent
190t
Option-Y
Option-N, then A
a tilde, lowercase
1991
Option-N, then Shift-A
A tilde, uppercase
Option-Shift-2
International currency symbol
210i
Option-I, then Shift-E
E circumflex, uppercasee
211G
Option-U, then Shift-E
E umlaut, uppercase
212>
Option-`, then Shift-E
E grave, uppercase
213i
Option-Shift-B
Dotless i, lowercase
214F
Option-Shift-S
I acute, uppercase
Option-Shift-D
I circumflex, uppercase
216
Option-Shift-F
I umlaut, uppercaset
2223
Option-`, then Shift-G
I grave, uppercase
224b
Option-Shift-H
O acute, uppercase
225i
Option-S
German sharp, lowercase
226A
Option-Shift-J
O circumflex, uppercase
Option-Shift-L
O grave, uppercase
228i
Option-N, then O
o tilde, lowercase
229N
Option-N, then Shift-O
O tilde, uppercase
Option-M
Greek mu, lowercaseT
233c
Option-Shift-;
U acute, uppercase
Option I, then Shift-U
U circumflex, uppercase
Option-`, then Shift-U
U grave, uppercase
Option-Shift-E
acute accent
241s
Option-Shift-=
plus or minus sign
244F
Option-7
paragraph symbol
245
Option-6
section symbol
Option-/
division signM
247k
Option-Shift-Z
cedilla accent
Option-Shift-8
degree symbol
Option-Shift-U
umlaut accent
Option-Shift-9
center dot
Control-S
diamond suit symbol
Option-8
bullet
Option-Shift-N
Tilde accent, uppercase
Option-[
high double quotes, opening
296i
Option-;
ellipses
297i
Option- -G
en markE
298k
Option-Shift- -I
em markU
299o
Option-]
high single quote, opening
300o
Option-Shift-]
high single quote, closing
302e
Option-Shift-3
left angle parenthesis
Option-Shift-4
right angle parenthesis
Option-Shift-I
circumflex accent, lowercase
Option-Shift-W
low double quotes, closing
Option-Shift-0
low single quote, closing
Option-Shift-[
high double quotes, closingb
320
Option-Shift-Q
OE ligature, uppercase
Option-Q
oe ligature, lowercase
322y
Option U, then Shift-Y
Y umlaut, uppercase3
323o
Option-H
overdot accent
330t
Option-Shift-V
diamond suit symbol, open
Control-Q3
Apple command key
332C
Option-Shift-K
Apple logo
333A
Control-P
Apple logo, reversed
354S
Option-Shift-5
fi ligature, lowercase
Option-Shift-6
fl ligature, lowercase
Option-Shift-.
breve accent
Option-Shift-G
double acute accent
362
Option-Shift-X
ogonek accent
363
Option-Shift-T
caron accent (hacek)
Option-T
single dagger symbol
369_
Option-Shift-7
double dagger symbol
374s
Option-2
trademark symbol
Option-D
partial differential symbol
610R
Control-R
Check mark
613A
Option-B
integral symbol
Option-5
infinity symbolA
Option-.
greater than or equal to symbol
627T
Option-,
less than or equal to symbol
630o
Option-=
not equal to symbolE
631h
Option-X
approximates to symbol
632b
Option-Shift-1
fraction symbol
634b
Option-Shift-R
permille symbol_
Option-V
radical symbol
679]
Option-J
Delta, uppercase
Option-Shift-P
Pi, uppercaseE
719b
Option-W
Sigma, uppercase
Option-Z
Omega, uppercase
746_
Option-P
pi, lowercase
When you detach an attached file, keep the following in mind:
Notes saves a copy of the attached file and leaves the original attached to the document.
You can detach a file to your hard disk, a floppy disk, or to a file server.
If the file you're detaching is a Notes database, save it to your Notes data directory (or Notes Data folder on the Macintosh). This makes it easier to add to your workspace later.
Monochrome display is useful for checking how forms will look to users with black and white monitors. When you use monochrome display, keep the following in mind:
Notes displays all document windows with a white background in monochrome display, regardless of their background color in color display.i
Monochrome display has no effect on black and white monitors.
When you embed an object in a document, keep the following in mind:v
Double-click here to see this topic
You must be in a
On a form, a type of field that can include pictures, tables, pop-ups, objects, edition files, and other data created in Notes, imported from other applications, or pasted from the Clipboard. Text can be bold, italicized, in color, and so on.
rich text
field to add an embedded object.
If you select the "Display as icon" option, Notes displays the server application's icon by default. To display a different icon, click Change Icon, select a different icon, and click OK.
If you embed a new object using a server application that can also serve as a client application, you can embed additional objects into the original embedded object.
The ports Notes displays in the Communication Ports box depend on the operating system you're using.
Notes displays network ports such as LAN0 (NetBIOS support), SPX (NWSPX support), TCP or MacTCP
(TCP/IP support), VINES
, and AppleTalk.
Notes displays modem ports such as COM1 through COM5, Serial1 through Serial5, and Modem (all XPC support). (Usually, a mouse is connected to COM1 or Serial1 and a modem is connected to COM2 or Serial2.)C
When you link a file to a document, keep the following in mind:o
Double-click here to see this topic
You must be in a
On a form, a type of field that can include pictures, tables, pop-ups, objects, edition files, and other data created in Notes, imported from other applications, or pasted from the Clipboard. Text can be bold, italicized, in color, and so on.
rich text
field to add a linked object.
Before you select data in a file to link, make sure the file has been saved. Notes cannot link to a file without a file name.
Notes lets you display OLE objects in four display formats (Rich Text Format, Bitmap, Picture, and Text) as well as a format corresponding to the server application (for example, 1-2-3 Worksheet). However, the server application determines which display formats are available.
If you select the "Display as icon" option when you create an OLE object, Notes displays the server application's icon by default. To display a different icon, click Change Icon, select a different icon, and click OK.
You can use the keyboard to move around a document.
To move to the top or bottom of a document, press CTRL+HOME or CTRL+END (or COMMAND+HOME or COMMAND+END on the Macintosh).
To move up or down one screen at a time, press PG UP or PG DN.
To move up or down one line at a time, press the up or down arrow key.
If you're editing a document, you can also do the following:
To move to the beginning or end of a line, press HOME or END.
To move to the left or right one character at a time, press the left or right arrow key.
After you choose Attachment - View, you can do the following:i
To specify print orientation, paper size, and paper source, choose File - Print and click Setup.
To specify margins, the default print font, and header settings, choose File - Print and click Options.s
If you're printing a spreadsheet, database, bitmap, or drawing, you can specify additional settings for the type of file you're printing. To do so, choose File - Print, click Options, and then click More.
You can click Advanced and specify additional server connection options.
In the Only from Location(s) field, select the locations where you want to use the server connection.
In the Only for user field, enter a user name if more than one user will be using the workstation.
In the Usage priority field, select Normal or Low. Notes uses the priority to determine the order in which it uses server connection documents when trying to connect to a server. For information on how Notes searches server connection documents to make a server connection, see Notes Administration Help.
(Network connections only) In the Destination server address field, enter the server's network address.
(Dial-up connections only) In the Modem port(s) field, select the enabled modem ports you want to use with the server connection.
(Dial-up connections only) In the Login script file name field, enter the name of the script file you want to acquire with the server connection. For information about using script files to connect to servers, see Notes Administration Help.
(Dial-up connections only) In the Login script arguments fields, enter up to four arguments to pass to the specified script file.
(Dial-up connections only) In the Only to servers in domain, enter the name of the domain you want to limit the server connection to.
In the Comments field, enter any additional information.
When you set up Notes for both network and mobile use, keep the following in mind:
Double-click here to see this topic
Your Notes administrator must register you and provide you a user ID before you can set up Notes. Your administrator can either give you your user ID in a file or make your user ID available to Notes in the
A database that contains the name and computer address of every Lotus Notes user, user group, and Notes server in a domain.
Public Address Book
. If you're not sure if you have a user ID, or if you're not sure of your home server name, home server phone number, or network type, see your administrator.
Before you can set up Notes for mobile use, you must have a modem port enabled at the operating system level, have a working modem connected to the port, and have the necessary modem command file in your Notes data directory. For information on modems, see your modem documentation.
If your user ID was supplied to you in a file, Notes displays your user name automatically. If not, you must enter your user name accurately. If Notes doesn't find your ID in the Public Address Book, ask your Notes administrator how your name was spelled in the ID file and when it was registered.
If your organization uses hierarchical names, you must enter your full hierarchical name (for example, Mary Lee/Sales/Acme) and the full hierarchical name for your home server (for example, Marketing/Denver/Acme).
You can enter a phone dialing prefix such as a credit card number, area code, or exchange. For example, in many areas of the United States, you can enter *70 to disable call waiting service (call waiting could automatically disconnect you from a Notes server if someone calls the line you're using).
For Windows and OS/2, Notes chooses COM1 as the modem port by default. For UNIX, Notes chooses Serial1 as the modem port by default. For Macintosh, Notes chooses a Modem port for you by default.
If your local area does not observe daylight savings time, deselect "Observe Daylight Savings Time April-October" in the Time Zone Setup dialog box.
Double-click here to see this topic
Notes does the following to complete your combined setup: Creates your
A database that contains the names and computer addresses of users and user groups that you enter yourself.
Personal Address Book
Double-click here to see this topic
in your Notes data directory and adds it to your workspace; adds the Public Address Book to your workspace; creates a
Double-click here to see this topic
replica
Double-click here to see this topic
of your mail database and an Outgoing Mail database and adds them to your workspace (if you're using Notes mail); enables
A document in your Personal Address Book that contains communication and other location-specific settings you use when you work with Notes in a specific place. You can create as many location documents as you need.
location
Double-click here to see this topic
documents for both your network and modem connections and creates a server connection document for your home server in your Personal Address Book; creates the
Created automatically when you first start a server, a file that collects errors generated by the server and provides detailed information about databases and users on the server.
Notes LogP
; and enables the appropriate ports.
If your network uses TCP/IP, Notes may prompt you for your home server name when it enables your network port. Ask your Notes administrator how to enter the name so that Notes can find your home server.
When you set up Notes for mobile use, keep the following in mind:
Double-click here to see this topic
Your Notes administrator must register you and provide you a user ID before you can set up Notes. Your administrator can either give you your user ID in a file or make your user ID available to Notes in the w
A database that contains the name and computer address of every Lotus Notes user, user group, and Notes server in a domain.
Public Address Bookl
. If you're not sure if you have a user ID, or if you're not sure of your home server name or phone number, see your administrator.
Before you can set up Notes for mobile use, you must have a serial port enabled at the operating system level, have a working modem connected to the port, and have the necessary modem command file in your Notes data directory. For information on modems, see your modem documentation.
If your user ID was supplied to you in a file, Notes displays your user name automatically. If not, you must enter your user name accurately. If Notes doesn't find your ID in the Public Address Book, ask your Notes administrator how your name was spelled in the ID file and when it was registered.R
If your organization use
s hierarchical names, you must enter your full hierarchical name (for example, Mary Lee/Sales/Acme) and the full hierarchical name for your home server (for example, Marketing/Denver/Acme).
You can enter a phone dialing prefix such as a credit card number, area code, or exchange. For example, in many areas of the United States, you can enter *70 to disable call waiting service (call waiting could automatically disconnect you from a Notes server if someone calls the line you're using).
For Windows and OS/2, Notes selects COM1 as the serial port by default. For UNIX, Notes selects Serial1 as the serial port by default. For Macintosh, Notes selects a Modem port for you by default.
If your local area does not observe daylight savings time, deselect "Observe Daylight Savings Time April-October" in the Time Zone Setup dialog box.
Double-click here to see this topic
Notes does the following to complete your remote setup: Creates your
A database that contains the names and computer addresses of users and user groups that you enter yourself.
Personal Address Book
Double-click here to see this topic
in your Notes data directory and adds it to your workspace; creates a
Double-click here to see this topic
replica
Double-click here to see this topic
of your mail database and an Outgoing Mail database and adds them to your workspace (if you're using Notes mail); enables a 2
A document in your Personal Address Book that contains communication and other location-specific settings you use when you work with Notes in a specific place. You can create as many location documents as you need.
location
Double-click here to see this topic
document for your modem connection and creates a server connection document for your home server in your Personal Address Book; creates the
Created automatically when you first start a server, a file that collects errors generated by the server and provides detailed information about databases and users on the server.
Notes Log
; and enables your COM port (or Serial port on UNIX; Modem port on the Macintosh).
When you set up Notes for network use, keep the following in mind:
Double-click here to see this topic
Your Notes administrator must register you and provide you a user ID before you can set up Notes. Your administrator can either give you your user ID in a file or make your user ID available to Notes in the e
A database that contains the name and computer address of every Lotus Notes user, user group, and Notes server in a domain.
Public Address Book
. If you're not sure if you have a user ID, or if you're not sure of your home server name or network type, see your administrator.t
If your user ID was supplied to you in a file, Notes displays your user name automatically. If not, you must enter your user name accurately. If Notes doesn't find your ID in the Public Address Book, ask your Notes administrator how your name was spelled in the ID file and when it was registered.O
If your organization uses hierarchical name
s, you must enter your full hierarchichal name (for example, Mary Lee/Sales/Acme) and the full hierarchical name for your home server (for example, Marketing/Denver/Acme).
If your local area does not observe daylight savings time, deselect "Observe Daylight Savings Time April-October" in the Time Zone Setup dialog box.
Double-click here to see this topic
Notes does the following to complete your network setup: Creates your
A database that contains the names and computer addresses of users and user groups that you enter yourself.
Personal Address Book
Double-click here to see this topic
in your Notes data directory and adds it to your workspace; adds the Public Address Book and your mail database to your workspace (if you're using Notes mail); enables a k
A document in your Personal Address Book that contains communication and other location-specific settings you use when you work with Notes in a specific place. You can create as many location documents as you need.
location
document for your network connection in your Personal Address Book; and enables your LAN port (or AppleTalk port on the Macintosh).
If your network uses TCP/IP, Notes may prompt you for your home server name when it enables your network port. Ask your Notes administrator how to enter the name so that Notes can find your home server.
When you set up Notes for use without a connection, keep the following in mind:
If your user ID was supplied to you in a file, Notes displays your user name automatically. If not, you must enter your user name accurately. Notes uses it to create an uncertified user ID.
If your local area does not observe daylight savings time, deselect "Observe Daylight Savings Time April-October" in the Time Zone Setup dialog box.
Double-click here to see this topic
Notes completes your unconnected setup by creating your
A database that contains the names and computer addresses of users and user groups that you enter yourself.
Personal Address Book
Double-click here to see this topic
in your Notes data directory, adds it to your workspace, and enables an unconnected
A document in your Personal Address Book that contains communication and other location-specific settings you use when you work with Notes in a specific place. You can create as many location documents as you need.
location
document in it.
Modem type
If your exact modem is not listed, select the closest match, or, if your modem is 100% Hayes-compatible, select Auto Configure. This tells Notes to issue a command to the modem to find out the modem's type and select the appropriate Hayes command file.
If no modem listed is close and your modem is not 100% Hayes-compatible, you may need to edit an existing modem command file or create a new one. For information about your modem, see your modem documentation. For information about editing modem command files, see Notes Administration Help or your Notes administrator.
Maximum port speed
If you're having trouble communicating at the selected maximum speed (for example, if you're using a noisy phone line), select a lower speed. Notes selects a maximum data transmission speed based on the modem type you select. The maximum speed is limited by the modem command file's maximum speed and may also be limited by the operating system you're using.
Speaker volume
To hear the modem so you can monitor call progress while attempting to call a server, select Low, Medium, or High. If you don't want to hear the modem, select Off.l
Dial model
If you're using a touch-tone phone, select Tone. If you're using a rotary phone or your modem doesn't support touch-tone dialing, select Pulse.o
Log modem I/O and Log script I/O
If you're having a modem communication problem, select Log modem I/O to record modem control strings and responses in the Miscellaneous Events view of your local Notes Log database. When the problem is fixed, make sure you deselect this option because it adds information to the Notes Log that takes up extra disk space.
If you're having a communications script problem, select Log script I/O. This option works the same as Log modem I/O.
Hardware flow controlx
To enable data flow control between the server's modem and your modem, select Hardware flow control. Deselect this option only if you're using a modem or external serial port that doesn't support flow control.
Dial timeout and Hangup if idle
To change how long your workstation tries to connect to a server before it cancels the attempt, enter a number of seconds in the Dial timeout field. The default is 60.
To change how long your workstation remains connected to a server when there is no activity (data transmission), enter a number of minutes in the Hangup if idle field. The default is 15.
Port number
Enter the number that corresponds to the port's operating system unit number; for example, 2 is the port number for COM2 (Windows, OS/2, and UNIX only).
Editing modem files
To edit your modem command file, click Modem File. For information about editing modem command files, see Notes Administration Help or your Notes administrator.
Using script files
To select or edit a script file, click Acquire Script. For information about using script files, see Notes Administration Help or your Notes administrator.
Modem file directory
By default, modem command files (.MDM) are stored in the \MODEMS subdirectory of your Notes data directory; for example, if you specified C:\NOTES\DATA as your data directory, your modem files are stored in C:\NOTES\DATA\MODEMS.
Types of headers and footers
There are three types of headers and footers you can specify: document, form, and database.
Notes prints document headers and footers when you print the document. (If you're specifying a document header or footer and a form header or footer appears in the text box, you can delete it and specify your own header or footer for the document.)
Notes prints form headers and footers when you print any document created with the form (except those for which document headers and footers have been specified).
Notes prints database headers and footers when you print any document in the database (except those for which document or form headers and footers have been specified), or when you print a list of documents in a folder or view.
Formatting headers and footers
To prevent Notes from printing a header or footer on the first page, deselect "Print header and footer on first page." This is useful if the first page is a cover page or other special page.
To change the first page number, choose File - Page Setup (on the Macintosh, choose File - Print and click Margins) and enter a new number in the "Start page numbers at" box.
To change the amount of space between a header or footer and the top or bottom of the page, choose File - Page Setup (on the Macintosh, choose File - Print and click Margins) and enter a new amount in the Header or Footer box.
Symbols for headers and footerst
When you click the Page, Date, Time, or Title icon, Notes displays the &P, &D, &T, or &W symbol, respectively. Notes does not automatically insert separators between these symbols, so make sure you enter spaces or tab stops between them.a
When you click the Tab icon, Notes displays the | symbol. There are 3 preset tab stops: left, center, and right. You can use them to position text in headers and footers.
To left-align text, don't insert tabs.
URGENT
To center text, insert one tab on each side of the text.
|URGENT|
To right-align text, insert two tabs before the text.
||URGENT
To left-align some text and right-align the rest, insert one tab between the text.
&D|&Ti
To left-align some text, center some text, and right-align the rest, insert two tabs.
URGENT|&T|CONFIDENTIAL
You can click Advanced or Administration and specify additional location options.s
Advanced
In the Daylight savings time field, specify whether daylight savings time is observed at this location.
In the Only for user field, enter a user name if more than one user will be using the workstation.
In the Secondary TCP/IP Notes name server field, specify the name of a TCP/IP server to use as a secondary source for Notes names (network locations only).r
In the Secondary TCP/IP host name or address field, specify the address of the secondary Notes name server (network locations only).
Administration
In the Owner field, enter the name of the user who owns this location.
In the Administrators field, enter an administrator name if local administration of this location has been delegated. For more information, see Notes Administration Help or your Notes administrator.
Starting Notes with the NOTES OPEN command
In Windows, OS/2, and UNIX, you can use the NOTES OPEN command to start Notes, log onto a server, and open a database all at once.
In OS/2 and UNIX, you enter the NOTES OPEN command at the command prompt.o
In Windows, you click the Notes icon, choose File - Properties, and enter the NOTES OPEN command after the path to the Notes program directory in the Command Line box.,
In Windows 95, you right-click the Notes icon, choose Properties, click Shortcut, and enter the NOTES OPEN command after the path to the Notes program directory in the Target box.
To use the NOTES OPEN command, enter it in this format:
notes open
server-name database-file-name
For example, the command notes open marketing products starts Notes, logs onto the server MARKETING, and opens the database PRODUCTS.NSF. When you use the NOTES OPEN command, keep the following in mind:
Make sure you specify the database's file name, not its title. (The .NSF extension is optional; however, if the file has a different extension, such as .NTF or .NS3, you must include it.)
The NOTES OPEN command does work if the server name contains spaces (for example, CUSTOMER TRAINING).
If you don't include a server name, Notes looks for the database in your Notes data directory.
If the database is in a subdirectory, add the subdirectory and a backslash before the file name (for example, BROCHURE\PRODUCTS).
Click here for UNIX information
To start Notes and run it in the background, enter the following at the UNIX prompt:
notes &
You can run as many Notes sessions simultaneously as your system resources allow.
Stopping Notes
It's useful to stop Notes when there's a lot of network activity so you can try again at a less busy time.
When you stop Notes, it displays the message "Operation stopped at your request" in the status bar.
In some cases, Notes performs commands so quickly that you can't stop them before they are completed. For example, once you send a mail message, you usually can't stop the mail from being sent.
When you view an attached file, keep the following in mind:
Notes provides a menu you can use to view the file in different ways, depending on the type of file. For example, if you view a Lotus 1-2-3 file, Notes provides a Spreadsheet menu you can use to display the file with or without gridlines. You can also use this menu to copy and print files.
If you try to view an attachment with a file format that is not listed below and you have the file's application installed, Notes will launch the application instead.
You can view files in the following file formats:
Rich Text Format (.RTF)
Microsoft Excel (.XL*)
Text (.TXT)
Microsoft Word for Windows 6.0 (.DOC)
Bitmap (.BMP)
Lotus 1-2-3 for Windows (.WK3, .WK4)
Computer Graphics Metafile (.CGM)
Freelance Graphics (.PRE)_
Windows Metafile (.WMF)
Ami Pro (.SAM)
Lotus PIC
Ami Draw (.SDW)s
JPEG, TIFF (.TIF)e
WordPerfect 6.x (.DOC)
CompuServe
WordPerfect Graphic 2.0
Executable file (.EXE)
WordPerfect for Macintosh 2.0, 3.0
ZIP file (.ZIP)o
Word for Macintosh 4.0, 5.0
Microsoft Access
(.ACS)
Macintosh PICT
Microsoft PowerPoint
4.x, 7.0 (.PPT)r
Macintosh PICT2
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A copy of data from a server application for embedding in a client application; or, a pointer to data in a server application for linking in a client application.
object
can be displayed as an icon in a document. For example, this is a 1-2-3 for Windows worksheet object displayed as an icon:
If you have the application used to create the object, you can start the application directly from Notes and display the object's data.F
To display an object's data, double-click the object's icon.
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About OLE and DDE objects
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Ways to add objects to documents
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Ways to use features you see in documents
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B4[@v
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1. With the document in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit modeo
, click the object.d
2. Chooset
Object
Display As, where
Object
is the object type (for example, 1-2-3 Worksheet).
3. Select a display format.t
4. Click OK.
Note
Notes displays a message if the server application does not support the display format you select.
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Ways to manage objects
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1. Choose File - Tools - SmartIcons.
2. In the box above the second column of icons, select the SmartIcons set you want to display.
3. Click OK.
Tips
To display additional icons that change depending on what you're doing in Notes, select "Context icons" under Show. For example, if "Context icons" is selected, Notes displays one set of context icons when you read a document and another set when you edit a document.
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Hiding or displaying the SmartIconsS
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Hiding or displaying context SmartIcons_
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Hiding or displaying SmartIcons descriptions
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Ways to set up SmartIcons
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You can see the contents of a document in a different way by displaying the document with a different
Forms control how you edit, display, and print documents. A form can contain fields, static text, graphics, and special objects. A database can have any number of forms.
form
(if another form is available).
1. Open the document.s
2. Choose View - Switch Form.s
3. Select the form you want to display the document with.a
4. Click OK.
Note
Because different forms contain different fields, the form you choose may not display all the data you see with the current form.}
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Printing a document with a different form
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Ways to change the display of documentsA
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About forms
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You can display information about a port's current activity.
1. Choose File - Tools - User Preferences.
2. Click Ports.3
3. Select a port.
4. Click Show Status.s
5. (Optional) Click Copy to copy the information to the Clipboard.
6. Click Cancel when you are through reviewing information.
Note
For more information on checking port status, see Notes Administration Help or your network administrator.
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Tracing a connection attempt
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Ways to set up ports
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You can display a section only when the document it's in is previewed.
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Click the section.
3. Choose Section - Section Properties.
4. Click the Expand/Collapse tab.
5. Select or deselect "Preview only."h
Note
If you select "Preview only," Notes displays the section's contents, but not the section, when the document is in another document state (for example, when the document is opened).
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Ways to format sectionsc
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You can display a brief description of the current field at the bottom of a document's window.
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit modeI
2. Choose View - Show - Field Help.k
Note
If the database designer did not specify help for the current field, Notes does not display field help.s
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Ways to change the display of documents
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About fields
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You can display symbols that represent hidden characters in a document. For example, the following sentence contains tab, space, and end-of-paragraph symbols:
REPLACE 100
ck here to see t
@FUNCTIONS REPLA
ING 100
Double-c
e to see this to
IONS RESPONSES 1
le-click here to
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Choose View - Show - Hidden Characters.
You can also display page breaks by choosing View - Show - Page Breaks.
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Ways to change the display of documentsF
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You can display the text Notes displays, such as database titles and document text, in typewriter fonts or large fonts. Typewriter fonts are useful for checking tab alignment in forms, and column width in views. Large fonts are useful if the default fonts are too small for your monitor.G
1. Choose File - Tools - User Preferences.
2. Under Advanced options, do one of the following:e
Select Typewriter fonts only to display monospaced text.
Select Large fonts to display text that is slightly larger and darker.
Note
If you select both Typewriter fonts only and Large fonts, Notes displays text in typewriter fonts.W
3. Click OK to close the User Preferences dialog box.
4. Click OK when Notes tells you some preferences will not take effect until you restart Notes.
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Formatting text
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Ways to specify advanced settings
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~}Y?v
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If you're using Windows or UNIX, you can hide or display the horizontal scroll bar in a document, in the @
The pane that displays documents in each view or folder as rows and columns of information.
view pane
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, or in the
The pane that displays the top of the selected document in the view pane.
preview pane
To hide or display the horizontal scroll bar, choose View - Show - Horizontal Scroll Bar.
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Ways to change the display of documents
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About panes
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You can specify whether Notes displays a warning message when you open a document that contains a stored form.
1. Choose File - Tools - User Preferences.
2. Under Advanced options, select or deselect "Don't show stored form warning."
3. Click OK.
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Making a form that is stored in each documentR
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Ways to specify advanced settings
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~}Y?v
You can make the workspace look more three-dimensional.
1. Choose File - Tools - User Preferences.
2. Under Advanced options, select "Textured Workspace."P
3. Click OK.
Note
If your display driver doesn't support the "Textured Workspace" option, Notes doesn't display it.t
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Ways to set up your workspaceT
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Ways to specify advanced settings
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~}Y?v
If you're using Windows, OS/2, or UNIX, you can display the entire workspace in various shades of gray on a color monitor when you start Notes.
1. Choose File - Tools - User Preferences.
2. Under Advanced options, select Monochrome display.
3. Click OK to close the User Preferences dialog box.
4. Click OK when Notes tells you that some preferences will not take effect until you restart Notes.
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See
details
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Ways to set up your workspace
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Ways to specify advanced settings&
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~}Y?v
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You can edit an embedded
The acronym for "Object Linking and Embedding," a Microsoft Windows utility that allows applications to share data. If you LINK an object between two applications, the object is stored in the "server" application and viewed in the "container" application. To be able to edit the object you must have the server application installed. If you EMBED an OLE object, the object is stored in the field in the document you embed the object into, along with all the information you need to be able to edit it. With both LINKING and EMBEDDING, the object maintains its connection to the server (originating) application (assuming you have the server application installed or have network access to it).
Notes/FX (based on OLE and the Notes API) advances the capability of OLE by letting you "see" information at field-level and send/receive data at that level.
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object's data by launching the object's server application from Notes. If you're using Windows, you can also edit an embedded
Version 2.0 of "Object Linking and Embedding," a Microsoft Windows utility that allows applications to share data. OLE 2 is an expansion of OLE technology that lets you share data in additional ways. For example, you can use OLE 2 features such as "drag & drop" and "edit in-place" to create and manipulate object data more easily.
OLE 2
object's data "in-place" by using the server application's commands and toolbar directly in Notes.
To edit an embedded OLE object
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1. With the document in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
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, double-click the
A copy of data from a server application for embedding in a client application; or, a pointer to data in a server application for linking in a client application.
4. Choose File - Exit & Return to Lotus Notes (or the application's command equivalent).
5. To save the new data in Notes, choose File - Save.
To edit an embedded OLE 2 object "in-place"
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1. With the document in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
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, double-click the e
A copy of data from a server application for embedding in a client application; or, a pointer to data in a server application for linking in a client application.
object
2. Edit the data.t
Note
The Notes menu bar contains commands provided by the server application (as well as the Notes File and Window commands). You can use the server application's commands and toolbar to edit the data directly in Notes.i
3. Click anywhere in the document outside the object.]
4. To save the new data in Notes, choose File - Save.
Note
If an OLE 2 object is very large (for example, a spreadsheet containing several hundred lines), it's best not to edit the object in-place. Instead, click the object and choose
Object
Open, where
Object
is the object type (for example, 1-2-3 Worksheet). Then edit the object in the application's window.1
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Editing a linked objectb
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Ways to manage objects
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You can make changes to an existing document by putting the document in edit mode.
To put a document in edit mode
1. Do one of the following:F
Choose Actions - Edit Document.v
Press CTRL+E (or COMMAND+E on the Macintosh).N
Double-click the document (if it's already open).
2. (Optional) To return the document to read mode, press CTRL+E (or COMMAND+E on the Macintosh).
To put a document in edit mode in the preview pane
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1. Double-click the document in the
The pane that displays the top of the selected document in the view pane.
preview pane
2. (Optional) To return the document to read mode, press CTRL+E (or COMMAND+E on the Macintosh).
Note
You can edit your own documents in a database if you have at least Author access to the database. You can edit other documents in a database if you have at least Editor access to the database.
You can also put documents in edit mode with the Edit Document icon in the SmartIcons bar.
9
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ee this topic_
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About documentsv
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Ways to add information to documents
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Ways to save documents
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Creating a document
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You can edit a linked object's data by launching the object's server application from Notes.
Note
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If the object is a
DDE (dynamic data exchange)
A method for displaying data created with other Windows and Presentation Manager applications, such as graphics or spreadsheet ranges, within Notes documents. DDE objects can be reactivated and updated to reflect the current state of changing data.
DDE
object, make sure the server application is running and the linked file is open.
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1. With the document in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
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, double-click the
A copy of data from a server application for embedding in a client application; or, a pointer to data in a server application for linking in a client application.
object
2. Edit the data.
Note
The data is updated immediately in Notes (unless the object's update type is Manual).
3. Save the linked file.
4. Return to Notes.
5. If the object's update type is Manual, press F9 to update the linked object's data.
6. To save the new data in Notes, choose File - Save.
Note
To edit a linked object, you need access to the linked file.
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Specifying a linked object's update type
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Editing an embedded object
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Ways to manage objects
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You can
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A copy of data from one application (the server application) that is stored in another application (the client application). Once data is embedded as an object in a client application, changes made to the original data in the server application are not reflected in the client application. Embedded data is displayed in the client application in the server application's format.
embedh
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a file created with another application as an
A copy of data from a server application for embedding in a client application; or, a pointer to data in a server application for linking in a client application.
object
Double-click here to see this topic
in a Notes document. This way, you can use an ]
The acronym for "Object Linking and Embedding," a Microsoft Windows utility that allows applications to share data. If you LINK an object between two applications, the object is stored in the "server" application and viewed in the "container" application. To be able to edit the object you must have the server application installed. If you EMBED an OLE object, the object is stored in the field in the document you embed the object into, along with all the information you need to be able to edit it. With both LINKING and EMBEDDING, the object maintains its connection to the server (originating) application (assuming you have the server application installed or have network access to it).
Notes/FX (based on OLE and the Notes API) advances the capability of OLE by letting you "see" information at field-level and send/receive data at that level.
server application to enter and edit data in Notes.
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1. With the document in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit modeN
, click where you want the object to appear.
2. Choose Create - Object.
3. Select "Create an object from a file."
4. In the File box, enter the path to the file and the file name.F
5. (Optional) Select "Display as icon" to display an icon instead of the embedded data.F
6. Click OK.
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If you're using Windows 95, you can use drag & drop to embed a file created with an
Version 2.0 of "Object Linking and Embedding," a Microsoft Windows utility that allows applications to share data. OLE 2 is an expansion of OLE technology that lets you share data in additional ways. For example, you can use OLE 2 features such as "drag & drop" and "edit in-place" to create and manipulate object data more easily.
OLE 2
server application. To do so, choose Start - Programs - Windows Explorer, drag the file from Explorer and drop it in the Notes document.^
Note
An embedded object is a copy of data from another file; changes made to the original file are
reflected in the Notes document.
Click here for OS/2 information
You cannot create embedded objects; you can create only linked objects.
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See details
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See related topics
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About OLE and DDE objects
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Ways to add objects to documents
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Ways to manage objects
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You can
A copy of data from one application (the server application) that is stored in another application (the client application). Once data is embedded as an object in a client application, changes made to the original data in the server application are not reflected in the client application. Embedded data is displayed in the client application in the server application's format.
embed
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a new ^
A copy of data from a server application for embedding in a client application; or, a pointer to data in a server application for linking in a client application.
object
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in a Notes document. This way, you can use an t
The acronym for "Object Linking and Embedding," a Microsoft Windows utility that allows applications to share data. If you LINK an object between two applications, the object is stored in the "server" application and viewed in the "container" application. To be able to edit the object you must have the server application installed. If you EMBED an OLE object, the object is stored in the field in the document you embed the object into, along with all the information you need to be able to edit it. With both LINKING and EMBEDDING, the object maintains its connection to the server (originating) application (assuming you have the server application installed or have network access to it).
Notes/FX (based on OLE and the Notes API) advances the capability of OLE by letting you "see" information at field-level and send/receive data at that level.
OLEF
server application to enter and edit data in Notes.
When you create a new object, Notes opens a blank work file in the application you select so you can enter data. When you save the data, it is saved as an object in Notes
(instead of as a separate file).
Note
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If you select an V
Version 2.0 of "Object Linking and Embedding," a Microsoft Windows utility that allows applications to share data. OLE 2 is an expansion of OLE technology that lets you share data in additional ways. For example, you can use OLE 2 features such as "drag & drop" and "edit in-place" to create and manipulate object data more easily.
OLE 2
server application, Notes opens the blank work file directly in Notes.
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1. With the document in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
, click where you want the object to appear.
2. Choose Create - Object.
3. Select "Create a new object."
4. Select an object type that corresponds to the application you want to use (for example, 1-2-3 Worksheet).
5. (Optional) Select "Display as icon" to display an icon instead of the embedded data.
6. Click OK.
7. If you selected an OLE server application, do the following:&
Choose File - Exit & Return to Lotus Notes (or the application's command equivalent).
8. If you selected an OLE 2 server application, do the following:
Enter data in the blank work file.
Click anywhere in the document outside the new object.
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You cannot create embedded objects; you can create only linked objects.
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See details
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See related topics
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About OLE and DDE objects
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Ways to add objects to documents
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Ways to manage objects
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You can
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A copy of data from one application (the server application) that is stored in another application (the client application). Once data is embedded as an object in a client application, changes made to the original data in the server application are not reflected in the client application. Embedded data is displayed in the client application in the server application's format.
embedF
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data from another application as an
A copy of data from a server application for embedding in a client application; or, a pointer to data in a server application for linking in a client application.
object
Double-click here to see this topic
in a Notes document. This way, you can use an
The acronym for "Object Linking and Embedding," a Microsoft Windows utility that allows applications to share data. If you LINK an object between two applications, the object is stored in the "server" application and viewed in the "container" application. To be able to edit the object you must have the server application installed. If you EMBED an OLE object, the object is stored in the field in the document you embed the object into, along with all the information you need to be able to edit it. With both LINKING and EMBEDDING, the object maintains its connection to the server (originating) application (assuming you have the server application installed or have network access to it).
Notes/FX (based on OLE and the Notes API) advances the capability of OLE by letting you "see" information at field-level and send/receive data at that level.
server application to enter and edit data in Notes.
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You can paste data from OLE server applications and you can also drag & drop data from
Version 2.0 of "Object Linking and Embedding," a Microsoft Windows utility that allows applications to share data. OLE 2 is an expansion of OLE technology that lets you share data in additional ways. For example, you can use OLE 2 features such as "drag & drop" and "edit in-place" to create and manipulate object data more easily.
OLE 2
server applications.
To paste data from an OLE server application
1. In the application, select the data you want to embed and copy it to the Clipboard.
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2. In Notes, open in W
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
the document you want to add the embedded object to.
3. Click where you want the object to appear.
4. Choose Edit - Paste Special.F
5. Select Paste.
6. In the As box, select the source you copied the data from (for example, if you copied data from 1-2-3 for Windows, select 1-2-3 Worksheet).
7. (Optional) Select "Display as icon" to display an icon instead of the embedded data.F
8. Click OK.
To drag & drop data from an OLE 2 server application
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1. In Notes, open in V
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit modeF
the document you want to add the embedded object to.9
2. In the application, select the data you want to embed.
3. Click the outline of the selected data.
4. Drag the selection to the Notes document and drop it where you want the object to appear.
If you're using Windows 95, you can also drag & drop data from an OLE 2 server application using the Windows desktop. To do so, copy the data to the Clipboard, click the right mouse button on the Windows desktop, and select Paste Shortcut. Then drag the shortcut from the Windows desktop and drop it in the Notes document.
Note
An embedded object is a copy of data from another file; changes made to the original file are
notv
reflected in the Notes document.
Click here for OS/2 information
You cannot create embedded objects; you can create only linked objects.
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See details
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See related topics
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About OLE and DDE objects
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Ways to add objects to documents
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Ways to manage objects
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You can specify how you want Notes to empty the trash folder in your mail database. The trash folder contains mail you've marked for deletion.
1. Choose File - Tools - User Preferences.
2. Under "Empty Trash folder," do one of the following:
Select "Prompt me during database close" to have Notes ask you whether you want to clear the mail in the trash folder each time you close your mail database.E
Select "Always during database close" to have Notes automatically clear the mail in the trash folder each time you close your mail database.
Select "Manually" to cancel automatic clearing of the trash folder.
3. Click OK.
Tipy
To clear the mail in the trash folder manually, choose Actions - Empty Trash.k
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Deleting mail messages
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Ways to specify basic settings
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You can enable or disable a port for your workstation.
Note
Before you enable a network port, make sure the appropriate network software is installed. Before you enable a modem port, make sure a modem is installed and you know the physical port it is connected to.
1. Choose File - Tools - User Preferences.
2. Click Ports.(
3. Select the port you want to enable or disable.F
4. Select or deselect "Port Enabled."t
Note
Notes displays a check mark next to enabled ports.+
5. Click OK.
After you enable a port, you can specify whether to
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use the port at individual locations
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. After you disable a port, you cannot use the port at any locations.
Note
For information on enabling or disabling server ports, see Notes Administration Help.
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See details
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Adding a portF
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Ways to set up ports
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You can
Notes provides document security by letting you encrypt fields in documents. Encryption means encoding data so that only those who have the secret encryption key can read it.
encrypte
the data you send through a port. This way, you can make data transmission more secure, but note that transmission speed may decrease slightly.
1. Choose File - Tools - User Preferences.
2. Click Ports.a
3. Select the port you want to secure.
4. Select "Encrypt network data."n
5. Click OK.
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About encryption
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Ways to set up ports
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1. Double-click the workspace tab.
2. Click the Tabs tab.
3. Under "Workspace page name," enter a name of up to 32 characters.
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See examples
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Ways to set up your workspacet
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You can use LMBCS codes from the ^
LMBCS table&
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to enter characters that aren't on your keyboard.
Click here for Macintosh information
You can use the OPTION key to enter characters that aren't on your keyboard on the Macintosh. To do so, enter the key sequence listed in the Macintosh LMBCS table.
To create a character using a compose sequence
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You can enter some LMBCS characters using a compose sequence from the
LMBCS table
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1. With the document in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
, click where you want to enter the character.
2. Press ALT+F1 and type the characters listed in the second column of the LMBCS table.^
For example, to enter the
character, press ALT+F1 and type L=.
Note
If a compose sequence in the LMBCS table is bold, you must type the characters in the order they appear. (Other compose sequences are not order-sensitive).
Click here for UNIX information
You can also use a compose sequence to create a character in a dialog box. To do so, press ALT+F1 (or, on some keyboards, the COMPOSE key) and type the characters listed in the second column of the LMBCS table.
To create a character using an extended compose sequence
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You can enter all LMBCS characters using an extended compose sequence that includes a LMBCS code from the
LMBCS table
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1. With the document in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit modev
, click where you want to enter the character.
2. Press ALT+F1 twice.
3. Press 0 (zero), and then press - (hyphen).v
4. Type the LMBCS code listed in the first column of the LMBCS table. If the LMBCS code has only two digits, precede it with a 0 (zero).
For example, to enter the ! character, press ALT+F1 twice and type 0-033.
Note
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You must be in a
On a form, a type of field that can include pictures, tables, pop-ups, objects, edition files, and other data created in Notes, imported from other applications, or pasted from the Clipboard. Text can be bold, italicized, in color, and so on.
rich text
field to create special characters.
Note
Notes uses the American National Standards Institute (ANSI) character set to display and print characters, and the Lotus Multibyte Character Set (LMBCS) to store characters. To print special characters, your printer must support the ANSI character set.
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See details
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See related topics
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Ways to add information to documents
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Suppose you want to respond to the questions in the following document:+
Before you start typing, you could change the permanent pen font to red italics. Then you could use permanent pen to enter both answers like this:
H_EDIT
sFields\help and
ng\field helpSho
ld help
Suppose you are working in a large document and you want to consolidate the following paragraphs.
You can collapse them into two lines like this:
When readers want to display the contents of the sections, they can expand them like this:
You can also control the way sections are displayed. For example, you can hide a section's title when the section is expanded, as in the sections above.
Suppose you work with three types of databases: your mail databases, databases related to sales issues, and databases related to international issues. You could enter the names Mail, Sales, and International on different workspace tabs and move databases of each type to the corresponding workspace pages.
wwwwwww
wwwwwwwwwwwwwwww
wwwwwwwwwwwwww
You can expand a section to read its contents or collapse it so it takes up less space onscreen.
To collapse or expand a section, click the triangle to the left of the section.
To collapse or expand all sections in a document, choose View - Collapse All Sections or View - Expand All Sections.
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About collapsed sections
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Creating a collapsed section
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Ways to use features you see in documents
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f]`O;/
B4[@v
You can convert part or all of the data from a Notes document so that other applications can use it.
1. Open the document you want to export.
2. (Optional) To export only part of the document, select the part you want to export.
3. Choose File - Export.
4. Under "Save File as Type," select a file type.u
5. Select the drive and directory you want to export the data to.a
6. Under File Name, do one of the following:
To create a new file with the exported data, enter a unique file name and extension.
To replace data in an existing file with the exported data, select the file.
7. Click Export.
8. If you specified an existing file in step 6, click Replace.
9. If you selected ASCII Text format in step 4, specify a line length and click OK.p
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About importing and exportingb
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About exporting documents to files
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Changing how Notes translates characters
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Exporting a view
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Ways to share information with other applications
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IT!?v
You can find unread documents in selected databases when you start Notes.o
1. Choose File - Tools - User Preferences.
2. Select "Scan for unread" and click OK.o
3. Click OK when Notes tells you some preferences will not take effect until you restart Notes.
4. Make the workspace current.
Note
If any databases are selected, click the workspace to deselect them.
5. Choose Edit - Unread Marks - Scan Unread.
6. Click Choose Preferred.
7. Click the databases you want Notes to scan and click OK.t
8. Click Done.
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Ways to find unread documents
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Ways to specify startup settings
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wp/@v
You can find out the name of an attached file, the size of the file, and the date and time the file was last modified.
To get information about an attached file, double-click the attachment.
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Ways to use file attachments
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Attaching a file to a document
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This document covers the basic mobile tasks, including setting up mobile Notes on your workstation, calling Notes servers, and replicating databases. It also provides tips on using Notes when you travel.
Setting up mobile Notes
Setting up mobile Notesn
To enable a port and modem
1. Choose File - Tools - User Preferences and click Ports.
2. Select the port to which the modem is connected.
3. If necessary, select Port Enabled to enable the port.
4. Click
Port
Options (for example, COM2 Options).
5. Select the modem type and click OK twice.
To specify a server's phone number
1. Choose File - Mobile - Server Phone Numbers.
2. Choose Create - Server Connection and do the following:
In the Connection type field, select Dialup Modem.
In the Server name field, enter the name of the server you want to call.
In the Phone number field, enter the server's phone number.
3. Choose File - Save to save the server connection document.
To choose a mobile location@
1. Choose File - Mobile - Choose Current Location.
2. Select a mobile location (such as Home or Travel) and click OK.
Calling servers
Calling servers
To call a server
1. Choose File - Mobile - Call Server.
2. Select the server you want to call and click Auto Dial.
To call a server using an operator
1. Choose File - Mobile - Call Server, click More Options, and click Manual Dial.
2. When Notes prompts you to pick up the phone, call the operator.
3. When the operator connects you to an outside line, dial the number.
4. After the connection is made, hang up the phone and click OK.
To hang up
1. Choose File - Mobile - Hang Up.
2. Select the port your modem is connected to and click Hang Up.
Replicating databases
Replicating databases
To replicate your mail
1. Click the Replicator tab.
2. Do one of the following:
To send and receive your mail, choose Actions - Send & Receive Mail.
To send mail only, choose Actions - Send Outgoing Mail.
To replicate selected databases
1. Click the Replicator tab.
2. In the left column, select the database entries you want to replicate.
Note
Make sure you remove the check marks from the entries you don't want to replicate.
3. Choose Actions - Start.
Tip@
You can click the arrow icon on a database entry to specify whether to send and/or receive documents and specify whether to receive full documents or document summaries. You can also specify the server to replicate with.
To change a database's replication settings
1. Click the database on the workspace.
2. Choose File - Replication - Settings.
3. Specify the settings you want and click OK.
Travel tips
Travel tips
Before you leave
Make sure you have the names and phone numbers of the servers you want to call.
Make sure you have a phone cord, extra batteries, a power adapter, and your Notes administrator's phone number.
If you don't have a local Help database, install the Help Lite database (HELPLT4.NSF) locally so you can get Help on mobile Notes and other Notes topics when you travel. For information on installing this database, see your Notes administrator.
If you're going to work in local replicas, create them before you leave the office because it will take less time than creating them on the road over a modem.
When you get there
To connect your computer to a phone line, plug one end of a phone cord into your computer's modem port, and plug the other end into either a phone jack on the wall or the back of a phone.
To disable call waiting before you make a call, you can dial *70 in many areas of the United States. (If someone calls the line you're using, call waiting can automatically disconnect you from a server.)
Make sure you switch to a mobile location (such as Home or Travel) before you try to call a server. (To have Notes ask for your location each time you start Notes, choose File - Tools - User Preferences and select "Prompt for location.")
When you get back
When you return to the office, make sure you switch back to a network location (such as Office).
Periodically delete log files to free up hard disk space, especially if you select the Log modem I/O or Log script I/O modem options.
Calling internationally
Many countries have different phone jacks, so if you're taking a laptop to a different country, you will probably need a specific connector for the country you're visiting.
Toll-free 1-800 numbers don't work from outside the United States.
You may need to modify your modem file to make international calls. For information, see your Notes administrator.
You can end a mobile connection to a Notes server.
1. Do one of the following:+
Choose File - Mobile - Hang Up.
Click the Hang Up icon in the SmartIcons bar.
2. Select the active modem port.
3. Click Hang Up.
To have Notes hang up automatically after a period in which there is no activity (data transmission), choose File - Mobile - Call Server, click More Options, and specify a number of minutes in the Hangup if idle field.
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Ways to call servers
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You can hide or display a paragraph when the document it's in is previewed, opened, edited, printed, or copied to the Clipboard. You can also hide or display a paragraph when the results of a formula you specify are true.
1.
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Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
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2.
You can select one or more paragraphs when you specify paragraph properties (such as margins and tabs). To select one paragraph, click the paragraph. To select more than one paragraph, drag the pointer from the beginning of the first paragraph to the end of the last paragraph.
You can also specify paragraph properties before you type a paragraph. Click where you want to start the paragraph, specify paragraph properties, and then type the paragraph.
Select the paragraph(s)
3. Choose Text - Text Properties.
Note
To hide a section, hotspot, button, attachment, or object, select the item and choose <Item> - <Item> Properties. (Notes hides the paragraph that contains the item.)
4. Click the Hide tab.
5. To hide the selected paragraph(s), do one or both of the following:
Select one or more document states.
Select "Hide paragraph if formula is true" and specify a formula.F
6. To display the selected paragraph(s), do one or both of the following:
Deselect the selected document state(s).
Deselect "Hide paragraph if formula is true."
Note
If you select "Opened for reading," Notes automatically selects "Printed."
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Writing a hidden paragraph formula
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Ways to format paragraphsF
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You can hide or display a section's title when the section is expanded.
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit moder
2. Click the section.
3. Choose Section - Section Properties.b
4. Click the Expand/Collapse tab.
5. Select or deselect "Hide title when expanded."&
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Ways to format sections
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You can hide or display context SmartIcons, which are additional icons that change depending on what you're doing in Notes. (For example, Notes displays one set of context icons when you read a document and another set when you edit a document.)
1. Choose File - Tools - SmartIcons.
2. Under Show, select or deselect "Context icons."
3. Click OK.
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Displaying a different SmartIcons set
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Hiding or displaying the SmartIconsE
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Hiding or displaying SmartIcons descriptions
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Ways to set up SmartIcons
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When you hold the mouse over one of the SmartIcons, Notes displays a brief description of the icon. You can hide or display these descriptions..
1. Choose File - Tools - SmartIcons.
2. Under Show, select or deselect Descriptions.L
3. Click OK.
Click here for Macintosh information
To display SmartIcons descriptions, choose Show Balloons from the Apple Help menu.
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Hiding or displaying the SmartIcons
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Hiding or displaying context SmartIcons
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Displaying a different SmartIcons set
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Ways to set up SmartIcons
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You can hide or display the SmartIcons bar.
1. Choose File - Tools - SmartIcons.
2. Under Show, select or deselect "Icon bar."
3. Click OK.
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Hiding or displaying context SmartIcons
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Hiding or displaying SmartIcons descriptions
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Displaying a different SmartIcons set
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Ways to set up SmartIcons
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You can convert data from another application so that a Notes document can use it.
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1. With the document in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
, click where you want the imported data to appear.
2. Choose File - Import.
3. Under "List Files of Type," select a file type.
4. Do one of the following:
Select the file's drive and directory and then select the file.
Enter the path and name of the file in the File Name box.n
5. Click Import.
6. If necessary, do one of the following:
If you selected a 1-2-3 or Symphony spreadsheet file, specify whether to import the entire worksheet file or a named range, specify the range if necessary, and click OK.
If you selected an ASCII text file, specify whether to preserve line breaks and click OK.
Note
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You must be in a
On a form, a type of field that can include pictures, tables, pop-ups, objects, edition files, and other data created in Notes, imported from other applications, or pasted from the Clipboard. Text can be bold, italicized, in color, and so on.
rich text
field to import a file.
See related topics
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About importing and exporting
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About importing files into documents
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Changing how Notes translates characters
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Ways to import to a view
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Ways to share information with other applications
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IT!?v
You can use the Text Properties InfoBox to indent or outdent the first line of one or more paragraphs a specific amount.
1.
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Make sure the document is in F
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
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2.
You can select one or more paragraphs when you specify paragraph properties (such as margins and tabs). To select one paragraph, click the paragraph. To select more than one paragraph, drag the pointer from the beginning of the first paragraph to the end of the last paragraph.
You can also specify paragraph properties before you type a paragraph. Click where you want to start the paragraph, specify paragraph properties, and then type the paragraph.
Select the paragraph(s)F
3. Choose Text - Text Properties.
Note
To indent a hotspot, button, attachment, or object, select the item and choose <Item> - <Item> Properties. (Notes indents the paragraph that contains the item.)P
4. Click the Alignment tab.
5. Click one of the following First line icons:N
Click the Normal icon to return the first line of the selected paragraph(s) to normal.
Click the Indent icon to indent the first line of the selected paragraph(s).
Click the Outdent icon to outdent the first line of the selected paragraph(s).
6. If you clicked Indent or Outdent, enter the amount you want to indent or outdent.
Note
The default is 0.25" (0.635 cm).
Note
If you select more than one paragraph in a text field (instead of a rich text field) and click a First line icon, Notes works only on the first line of the entire selection (instead of the first line of each paragraph).|
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Changing the unit of measurement
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Ways to indent paragraphs
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Creating a numbered list
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Creating a bulleted list
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You can use the keyboard to indent or outdent one or more paragraphs.
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
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2.
You can select one or more paragraphs when you specify paragraph properties (such as margins and tabs). To select one paragraph, click the paragraph. To select more than one paragraph, drag the pointer from the beginning of the first paragraph to the end of the last paragraph.
You can also specify paragraph properties before you type a paragraph. Click where you want to start the paragraph, specify paragraph properties, and then type the paragraph.
Select the paragraph(s)
3. Do one of the following:G
Press F7 to indent the first line of the selected paragraph(s).
Press SH+F7 to outdent the first line of the selected paragraph(s).
Press F8 to indent the entire selected paragraph(s).
Press SH+F8 to outdent the entire selected paragraph(s).
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Ways to indent paragraphs
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Creating a numbered list
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Creating a bulleted list
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You can use the
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rulert
to indent or outdent one or more paragraphs.
1. T
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Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit modea
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2.
You can select one or more paragraphs when you specify paragraph properties (such as margins and tabs). To select one paragraph, click the paragraph. To select more than one paragraph, drag the pointer from the beginning of the first paragraph to the end of the last paragraph.
You can also specify paragraph properties before you type a paragraph. Click where you want to start the paragraph, specify paragraph properties, and then type the paragraph.
Select the paragraph(s)
3. Choose View - Ruler.
4. On the ruler, do one or both of the following:
Drag the upper pentagon pointer to where you want the first line of the selected paragraph(s) to start.m
Drag the lower pentagon pointer to where you want the remaining lines of the selected paragraph(s) to start.
Tipd
To move both pointers at the same time, drag the lower pentagon pointer to where you want it and then double-click it.
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About the ruler
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Changing the unit of measurement
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Ways to indent paragraphss
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Creating a numbered list
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Creating a bulleted list
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1. h
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Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Click where you want to insert the page break.D
Note
Notes inserts the page break above the current paragraph.
3. Choose Create - Page Break.
To see where pages will break, choose View - Show - Page Breaks. Notes displays a page break as a solid line across the screen.E
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Keeping one or more paragraphs on a page
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Previewing a document for printing
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Ways to set up a page for printing
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ys to format C
paragraphs
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/MC=v
You can keep all the lines in one paragraph on the same page. You can also keep consecutive paragraphs on the same page.
1.
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Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Do one of the following:
To keep a paragraph on one page, click the paragraph.F
To keep two consecutive paragraphs on one page, click the first paragraph.
3. Choose Text - Text Properties.
Note
To keep a hotspot, button, attachment, or object on a page, select the item and choose <Item> - <Item> Properties. (Notes keeps the paragraph that contains the item on a page.)P
4. Click the Page tab.
5. For Pagination, do one or both of the following:t
Select "Keep paragraph on one page."
Select "Keep paragraph with next paragraph."
To see where pages will break, choose View - Show - Page Breaks. Notes displays a page break as a solid line across the screen.&
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Inserting a page break
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Previewing a document for printing
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Ways to set up a page for printing
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Ways to format P
paragraphs
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/MC=v
When you maximize the Notes workspace window, you can keep it behind other open windows automatically (if you're using Windows, OS/2, or UNIX). This way, each time you close a window Notes returns to the last window that was current instead of to the workspace.o
1. Choose File - Tools - User Preferences.
2. Select "Keep Workspace in back when maximized."
3. Click OK.
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Ways to set up your workspace
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If you have the application an attached file was created with, you can start the application directly from Notes and read the file._
1. Double-click the file attachment.
2. Click Launch.
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Attaching a file to a document
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Ways to use file attachments
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Ways to share information with other applicationsS
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IT!?v
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If you're using Windows, you can
A connection between two files that lets the files share data. You can link one file to another file in the same application or two files from different applications. When two files are linked, changes to the information in the source file will appear in the file it is linked to. For example, if a 1-2-3 spreadsheet is linked to a Freelance Graphics chart, changes made to the spreadsheet will affect the chart.
link
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data from an embedded
Version 2.0 of "Object Linking and Embedding," a Microsoft Windows utility that allows applications to share data. OLE 2 is an expansion of OLE technology that lets you share data in additional ways. For example, you can use OLE 2 features such as "drag & drop" and "edit in-place" to create and manipulate object data more easily.
OLE 2
object in Notes to another OLE 2 client application. This way, you can store data from other applications in Notes and then create links to the data from other Notes documents or from other applications.
1. In Notes, do one of the following:s
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To create a link to part of an embedded object, open in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
the document containing the embedded object, double-click the object, and select the data you want to link.
To create a link to an entire embedded object, open the document containing the embedded object and click the object.
2. Choose Edit - Copy.
3. In the application, click where you want the link to appear.
4. Choose Edit - Paste Special.
5. Click Paste Link (or the application's option equivalent).
6. Select a display format for the object.
7. Click OK.
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Ways to manage objects
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Ways to add objects to documents
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You can associate a linked
The acronym for "Object Linking and Embedding," a Microsoft Windows utility that allows applications to share data. If you LINK an object between two applications, the object is stored in the "server" application and viewed in the "container" application. To be able to edit the object you must have the server application installed. If you EMBED an OLE object, the object is stored in the field in the document you embed the object into, along with all the information you need to be able to edit it. With both LINKING and EMBEDDING, the object maintains its connection to the server (originating) application (assuming you have the server application installed or have network access to it).
Notes/FX (based on OLE and the Notes API) advances the capability of OLE by letting you "see" information at field-level and send/receive data at that level.
OLE
objectA
with a different file or with different data in the same file.i
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1. With the document in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit modes
, choose Edit - External Links.h
2. Select the link.u
3. Click Edit Link.o
4. Do one or both of the following:s
To link to a different file, enter the path and name of the file under Source.
To link to different data in the same file, specify the part of the file under Item.
For example, if the object type is 1-2-3 Worksheet and the range specified under Item is A:A1..A:C3, you could change the range to B:A1..B:C3.
5. Click OK.
Note
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You cannot associate a
DDE (dynamic data exchange)
A method for displaying data created with other Windows and Presentation Manager applications, such as graphics or spreadsheet ranges, within Notes documents. DDE objects can be reactivated and updated to reflect the current state of changing data.
object with different data. To link to different data, you have to create a new object.
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You can
A connection between two files that lets the files share data. You can link one file to another file in the same application or two files from different applications. When two files are linked, changes to the information in the source file will appear in the file it is linked to. For example, if a 1-2-3 spreadsheet is linked to a Freelance Graphics chart, changes made to the spreadsheet will affect the chart.
link
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data from another application as an
A copy of data from a server application for embedding in a client application; or, a pointer to data in a server application for linking in a client application.
object
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in a Notes document. This way, you can display the latest data from an
The acronym for "Object Linking and Embedding," a Microsoft Windows utility that allows applications to share data. If you LINK an object between two applications, the object is stored in the "server" application and viewed in the "container" application. To be able to edit the object you must have the server application installed. If you EMBED an OLE object, the object is stored in the field in the document you embed the object into, along with all the information you need to be able to edit it. With both LINKING and EMBEDDING, the object maintains its connection to the server (originating) application (assuming you have the server application installed or have network access to it).
Notes/FX (based on OLE and the Notes API) advances the capability of OLE by letting you "see" information at field-level and send/receive data at that level.
server application in Notes.
Note
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If you're using OS/2, you can link data from
DDE (dynamic data exchange)
A method for displaying data created with other Windows and Presentation Manager applications, such as graphics or spreadsheet ranges, within Notes documents. DDE objects can be reactivated and updated to reflect the current state of changing data.
server applications.
To paste data from an OLE server application
1. In the application, select the data you want to link and copy it to the Clipboard.
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2. In Notes, open in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
the document you want to add the linked object to.h
3. Click where you want the object to appear.
4. Choose Edit - Paste Special.F
5. Select "Paste link to source."F
6. In the As box, select a display format for the object.F
7. (Optional) If available, select "Display as icon" to display an icon instead of the linked data.
8. Click OK.
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You can also link data from some
Version 2.0 of "Object Linking and Embedding," a Microsoft Windows utility that allows applications to share data. OLE 2 is an expansion of OLE technology that lets you share data in additional ways. For example, you can use OLE 2 features such as "drag & drop" and "edit in-place" to create and manipulate object data more easily.
OLE 2
server applications by using drag & drop. To do so, select the data you want to link in the application, press CTRL+SHIFT and click the outline of the selected data, drag the selection to the Notes document, and drop it where you want the data to appear.
To paste data from a DDE server application
1. In the application, select the data you want to link and copy it to the Clipboard.
Note
Make sure you keep the application open.
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2. In Notes, open in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
the document you want to add the linked object to.
3. Click where you want the object to appear.
4. Choose Edit - Paste Special.u
5. In the Display As box, select a display format for the object.
6. Click Link.
Note
A linked object is a pointer to data in another file; changes made to the original file are reflected in the Notes document. Notes asks whether to update a linked object each time the document containing the object is opened.
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See details
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You can lock your
A file assigned to every user and server that uniquely identifies them to Lotus Notes.
user ID
automatically. When you do, Notes logs off servers and asks for your password after you leave Notes unused for a specified amount of time. (This way, you can prevent unauthorized users from accessing servers when you leave your workstation unattended.)
1. Choose File - Tools - User Preferences.
2. In the "Lock ID after" box, type a number of minutes.
3. Click OK.
Note
Make sure your user ID is password-protected. If it is, Notes asks for your password the first time you try to access a server after automatic logoff.
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Locking your user ID manuallyP
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Setting or changing your password
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Ways to specify basic settings
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You can mark documents read that you display in the
The pane that displays the top of the selected document in the view pane.
preview pane
1. Choose File - Tools - User Preferences.
2. Under Advanced options, select "Mark documents read when opened in preview pane."
3. Click OK.
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Previewing a document
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Ways to mark documents read or unreadu
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ays to specify advanced settings
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~}Y?v
You can scroll around a document when it's too large to display all of its contents onscreen at once.
To move to a location in a document, drag the scroll box to the position in the scroll bar that corresponds to the desired location.
eryday Tasks04 R
ate, and Edit Do
To move up or down one screen at a time, click the scroll bar above or below the scroll box.
To move up or down one line at a time, click the arrows at the top or bottom of the scroll bar.
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See details
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Displaying the horizontal scroll bar
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Ways to read documents
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Ways to use features you see in documents
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B4[@v
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit modea
2. Select the button.
3. Choose Edit - Cut.
4. Click where you want to place the button.
5. Choose Edit - Paste.c
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Removing a button
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Ways to format buttons
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Select the hotspot.
3. Choose Edit - Cut.s
4. Click where you want to place the hotspot.
5. Choose Edit - Paste.o
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Ways to format hotspotsr
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit modei
2. Click the section.
3. Choose Edit - Cut.c
4. Click where you want to place the section.r
5. Choose Edit - Paste.l
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D*`z5/v
You can display the SmartIcons bar along a selected side of the Notes window.
1. Choose File - Tools - SmartIcons.
2. Under Position, select a side.
3. Click OK.
Click here for Windows, OS/2, and Macintosh information
To display the SmartIcons bar in its own movable window, select Floating. You can also hide the floating window by clicking the close box in its upper left corner. To redisplay the window, choose File - Tools - SmartIcons and select "Icon bar" under Show.
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Changing the size of the SmartIcons
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Ways to set up SmartIcons
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If you R
specify headers or footers
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that include page numbers, you can change the first page number.
1. Choose File - Page Setup.
2. Enter a new number in the "Start page numbers at" box.
3. Click OK.
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To change the first page number, choose File - Print and click Margins.
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To open a document
1. Double-click the document title.
To close a document and open the next document
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1. Make sure the document is in
You can read but not modify a document. To modify a document, you must have Editor access (or better) to the database or you must be the document's author.
read mode
2. Press ENTER or click the Next icon in the SmartIcons bar.
To close a document and open the next unread document
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1. Make sure the document is in
You can read but not modify a document. To modify a document, you must have Editor access (or better) to the database or you must be the document's author.
read mode
2. Click the Next Unread icon in the SmartIcons bar.
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Closing a document
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You can read a document in the
The pane that displays the top of the selected document in the view pane.
preview pane
1. Click the document you want to preview.
2. Choose View - Document Preview.
You can change the size of the preview pane by dragging the pane's top (or left) border.
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Ways to preview documents
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xAw<v
You can see where pages will break and words will wrap before you print a document. This is useful because Notes may print documents differently than it displays them, and may print documents differently on different printers.
1. Open the document you want to preview.
2. Choose View - Show - Page Breaks.
Note
Notes displays a page break as a solid line across the screen. (Notes does not display headers and footers.)
3. (Optional) To leave preview mode, choose View - Show - Page Breaks again.
Note
If you change page settings (such as margins) while you're in preview mode, choose View - Show - Page Breaks to leave preview mode and then choose the command again to show the document with the new page settings.
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Inserting a page break
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Keeping one or more paragraphs on a page
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Ways to print
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Ways to preview documents
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xAw<v
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You can read a linked document in the
The pane that displays the top of the selected document in the view pane.
preview pane
. A document link looks like this:
1. Click the link you want to preview.
2. Choose View - Document Link Preview.
Tiph
You can change the size of the preview pane by dragging the pane's top (or left) border.
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Ways to preview documents
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Using a link
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xAw<v
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When you open a response document, you can read its parent document in the t
The pane that displays the top of the selected document in the view pane.
preview pane
1. Open a response document.
2. Choose View - Parent Preview.
You can change the size of the preview pane by dragging the pane's top (or left) border.
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xAw<v
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If you're using Windows, you can print file
A file attached to a Lotus Notes document. An attachment remains with the document until delete the attachment or the document.
attachments
directly from Notes.
1. Click the attachment.
2. Choose Attachment - View.
3. (Optional) To print only part of the file, highlight the part you want to print.
4. Choose File - Print.
5. (Optional) To print only the highlighted part of the file, click Selection under Print Range.
6. (Optional) Do any of the following:
To print faster (with reduced print quality), select a lower setting in the Print Quality box.
To print more than one copy, enter a number of copies.
To sort multiple copies, select Collate Copies.
7. Click OK.
To specify a different printer, click Setup, select a printer under Specified Printer, and click OK.
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See details^
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Ways to print
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1. Open the document you want to print or click its title.
2. Choose File - Print.d
3. (Optional) Do any of the following:
To print only selected pages, enter the first and last pages you want to print.
To print faster (with reduced print quality), select Draft Quality.
To print more than one copy, enter a number of copies.
To print pictures at their original size, select "Graphics Scaled to 100%."
4. Click OK.
Tipk
To stop printing in Windows or OS/2, click Cancel in the message box Notes displays.
Click here for Macintosh information
1. Open the document you want to print or click its title.
2. Choose File - Print.
3. (Optional) Specify any of the standard Macintosh print options you want, such as the pages or number of copies you want to print.
4. Click Print.
To stop printing, press COMMAND+. (period).
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Ways to set up a page for printing
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Previewing a document for printing
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Ways to print
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You can print a document with a different
Forms control how you edit, display, and print documents. A form can contain fields, static text, graphics, and special objects. A database can have any number of forms.
form
(if another form is available).
1. Open the document you want to print or click its title.
2. Choose File - Print.
3. (Optional) Do any of the following:
To print only selected pages, enter the first and last pages you want to print.
To print faster (with reduced print quality), select Draft Quality.
To print more than one copy, enter a number of copies.
To print pictures at their original size, select "Graphics Scaled to 100%."
4. Click Form Override.
5. Select a form and click OK.
6. Click OK to print.
To stop printing in Windows or OS/2, click Cancel in the message box Notes displays.
Click here for Macintosh information
1. Open the document you want to print or click its title.
2. Choose File - Print.e
3. (Optional) Specify any of the standard Macintosh print options you want, such as the pages or number of copies you want to print.
4. Click Form Override.
5. Select a form and click OK.
6. Click Print.
To stop printing, press COMMAND+. (period).f
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Ways to print
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Displaying a document with a different form
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EQx!v
1. Switch to the folder or view you want to print.
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2. (Optional) To print a partial list of documents,
select the documents
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you want to list.
3. Choose File - Print.t
4. (Optional) Do any of the following:
To print faster (with reduced print quality), select Draft Quality.
To print more than one copy, enter a number of copies.
5. Select Print View.
6. Click OK.
Tipd
To stop printing in Windows or OS/2, click Cancel in the message box Notes displays.
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1. Switch to the folder or view you want to print.
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2. (Optional) To print a partial list of documents,
select the documents
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you want to list.
3. Choose File - Print.
4. (Optional) Specify any of the standard Macintosh print options you want, such as the pages or number of copies you want to print.
5. For Selection, select View.
6. Click Print.
To stop printing, press COMMAND+. (period).
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Ways to print
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1. o
Select the documents
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you want to print.
2. Choose File - Print.
3. (Optional) Do any of the following:
To print only selected pages, enter the first and last pages you want to print.
To print faster (with reduced print quality), select Draft Quality.
To print more than one copy, enter a number of copies.
To print pictures at their original size, select "Graphics Scaled to 100%."
4. Select Print Selected Documents.
5. Select a document separator.
To set the first page number of each document to 1 (or the value specified using File - Page Setup), select Page Break as the document separator and select "Reset Page Numbers."
6. Click OK.
Tip
To stop printing in Windows or OS/2, click Cancel in the message box Notes displays.
Click here for Macintosh information
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1. f
Select the documents
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you want to print.s
2. Choose File - Print.H
3. (Optional) Specify any of the standard Macintosh print options you want, such as the pages or number of copies you want to print.
4. For Selection, select "Selected documents."
5. Select a document separator.
To set the first page number of each document to 1, select Page Break as the document separator and select "Reset page numbers." (To change the first page number of each document, click Margins.)s
6. Click Print.
To stop printing, press COMMAND+. (period).
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Previewing a document for printing
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Ways to print
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You can print to an external file if you have a PostScript
printer selected.
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To prepare to print to a file, choose Start - Settings - Printers, select a PS printer, choose File - Properties, and click Details. Then under "Print to the following port," select an option starting with "FILE:" and click OK.-
1. i
Do one of the following:
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To print one or more documents to a file,
select the document(s)
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To print a list of documents in a folder or view to a file, switch to the folder or view.
2. Choose File - Print.
3. Do one of the following:
To print one or more documents, select Print Selected Documents.
To print a list of documents, select Print View.
4. Click Printer.
5. Do one of the following:
If you're using Windows, click Setup, click Options, select Encapsulated PostScript File, enter a file name, and click OK two times.
If you're using Windows 95, select a PS printer description ending with "on FILE:", click OK, and enter a file name.
If you're using OS/2, click Setup, click Options, select Raw PostScript file or Encapsulated PostScript file, enter a file name, and click OK three times.
If you're using UNIX, click File, enter a file name, and click Apply. (With UNIX, you can print to a file in either PostScript or PCL format.)
6. Click OK.
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1. Do one of the following:o
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To print one or more documents to a file,
select the document(s)
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To print a list of documents in a folder or view to a file, switch to the folder or view.
2. Choose File - Print.t
3. For Destination, select File.
4. For Selection, do one of the following:
To print one or more documents, select Selected documents.
To print a list of documents, select View.
5. Click Save.
6. Enter a file name and click Save.
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Ways to print
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1. Choose File - Tools - SmartIcons.
2. In the box above the second column of icons, select the SmartIcons set you want to modify.]
3. Drag each icon you want to move to a new location in the second column.
4. Click OK.
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Adding SmartIcons to a set
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Removing SmartIcons from a set
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Ways to set up SmartIcons
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You can delete a button from a document.
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit modeu
2. Select the button.
3. Choose Edit - Clear.
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Moving a button
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Ways to format buttons
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You can delete a hotspot but keep its contents (the text inside the hotspot). You can also delete both a hotspot and its contents.
To delete a hotspot but keep its contents
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Click the hotspot.
3. Choose Hotspot - Remove Hotspot.O
To delete a hotspot and its contents
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Select the hotspot.
3. Choose Edit - Clear.
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Ways to format hotspots
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You can delete a section but keep its contents (the text inside the section). You can also delete both the section and its contents.
To delete a section but keep its contentse
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit moden
2. Click the section.e
3. Choose Section - Remove Section.a
To delete a section and its contents
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Click the section.
3. Choose Edit - Clear.
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Moving a section
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Ways to format sections
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1. Choose File - Tools - SmartIcons.
2. In the box above the second column of icons, select the SmartIcons set you want to modify.
3. Drag the icon you want to remove from the second column to the Available icons column.t
4. Click OK.
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Adding SmartIcons to a set
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Rearranging SmartIcons in a set
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Ways to set up SmartIcons.
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If you're using Windows, OS/2, or UNIX, you can rename a port.
1. Choose File - Tools - User Preferences.
2. Click Ports.
3. Select the port you want to rename.
4. Click Rename.
5. Type a new name and click OK.
6. Click OK to close the User Preferences dialog box.p
Note
For information on renaming server ports, see Notes Administration Help.
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Ways to set up ports
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You can tell Notes which ports to try first when you try to connect to a server.
1. Choose File - Tools - User Preferences.
2. Click Ports.s
3. Select the port you want to reorder.
4. Click the up or down Reorder arrow one or more times.
5. Click OK.
Note
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Notes tries enabled ports in the order in which they appear in the Communications Ports box. (However, Notes skips enabled ports that are not in use at the current
A document in your Personal Address Book that contains communication and other location-specific settings you use when you work with Notes in a specific place. You can create as many location documents as you need.
location
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Enabling or disabling a port
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Selecting ports for a location
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Ways to set up ports
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You can resize a picture that was pasted or imported into a Notes document. (Notes treats a picture as one unit, so you must resize the entire picture.)
To resize a picturei
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Click the picture.
3. Drag the box in the picture's lower right corner.
Note
Notes displays the picture's current width and height as a percentage of its original width and height above the status bar.
To return a picture to its original size
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
2. Click the picture.e
3. Choose Picture - Picture Properties.d
4. Click the Basics tab.
5. Click "Reset width and height to 100%."
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Adding a picture
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You can save a document you're working in and keep it open, or save a document and close it. It's a good idea to save a document often while you're working in it.
To save a document and keep it open
1. Choose File - Save or press CTRL+S (or COMMAND+S on the Macintosh).
To save a document and close it
1. Press ESC.F
2. Select Yes to save your changes.
You can also save documents with the File Save icon in the SmartIcons bar.
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Saving a mail messagev
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Ways to save documents
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If a database designer h
enables versioning for a formo
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, you can save multiple versions of a document created with the form. Versioning is useful when you want to track revisions of a document.
To save a new version of a document, choose File - Save As New Version.
Note
You can only use File - Save As New Version if the database designer enables manual versioning for the current form. (If the database designer enables automatic versioning for the form, a new version of the document is created each time you choose File - Save.)
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Ways to save documents
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When you're in a keyword field, you can select from a list of available
A predefined choice in a keyword field. A keyword can be one or more words.
keywords
1. In a keyword field, press ENTER (or double-click the field).
2. Do one of the following:
Select a keyword from the list.
If the list does not contain the keyword you want and the New Keywords box is available, type your own keyword.
Note
Some keyword fields accept more than one keyword.
3. Click OK.
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About documentss
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You can select the ports you want to use at a
A document in your Personal Address Book that contains communication and other location-specific settings you use when you work with Notes in a specific place. You can create as many location documents as you need.
location
1. If necessary, do the following:
Choose File - Mobile - Locations.
Select the location and click Edit Location.
2. In the Ports to use field, select the ports you want to use at the location.
Note
Notes displays the ports that are currently enabled for your workstation (except for disconnected locations).
3. Choose File - Save to save the location document.
Notes uses the selected ports in the order in which they're displayed. To
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enable a porty
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for your workstation or
change the port orders
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, choose File - Tools - User Preferences and click Ports.c
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About locations
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Setting up a location
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Choosing a locationt
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You can enter tab stops in the Text Properties InfoBox for one or more paragraphs.
1. V
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Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
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2. F
You can select one or more paragraphs when you specify paragraph properties (such as margins and tabs). To select one paragraph, click the paragraph. To select more than one paragraph, drag the pointer from the beginning of the first paragraph to the end of the last paragraph.
You can also specify paragraph properties before you type a paragraph. Click where you want to start the paragraph, specify paragraph properties, and then type the paragraph.
Select the paragraph(s)
3. Choose Text - Text Properties.
Note
To set tabs for a hotspot, button, attachment, or object, select the item and choose <Item> - <Item> Properties. (Notes sets tabs for the paragraph that contains the item.)
4. Click the Page tab.
5. In the Tabs box, do one of the following:
Select Individually set and enter the tab stops you want.E
Select Evenly spaced and enter the interval at which you want to place tab stops.^
Note
Enter numbers in inches or centimeters (for example 1" or 2.5cm). If you enter more than one tab stop, separate them with semicolons (for example, 1.5";2.5";3").
TipN
Enter L, C, R, or D before the tab stop to specify a left, centered, right, or decimal tab stop, respectively (for example, C1" or R2.5cm).V
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Changing the unit of measurement
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Ways to set tabs
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You can use the
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ruler
to set tab stops for one or more paragraphs.
1.
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Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit modeb
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2. T
You can select one or more paragraphs when you specify paragraph properties (such as margins and tabs). To select one paragraph, click the paragraph. To select more than one paragraph, drag the pointer from the beginning of the first paragraph to the end of the last paragraph.
You can also specify paragraph properties before you type a paragraph. Click where you want to start the paragraph, specify paragraph properties, and then type the paragraph.
Select the paragraph(s)
3. Choose View - Ruler.
4. On the ruler, do one or more of the following:i
Click where you want a left tab stop.
Right-click (on the Macintosh, press OPTION and click) where you want a right tab stop.
Press SHIFT and click where you want a decimal tab stop.
Press SHIFT and right-click (on the Macintosh, press SHIFT+OPTION and click) where you want a centered tab stop.
To remove a tab stop, click it. To change a tab's type, right-click the tab stop and select a tab type (on the Macintosh, click the tab stop to delete it and create a new one).
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About the ruler
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Changing the unit of measurement
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Ways to set tabs
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You can specify a phone number to use to connect to a server over a modem.
1. Choose File - Mobile - Server Phone Numbers.&
Note
Notes opens the Server Connections view of your Personal Address Book.
2. Do one of the following:F
To create a server connection document, click Add Connection.
To edit a server connection document, select the server and click Edit Connection.
3. Do the following:
In the Connection type field, select Dialup Modem.
In the Server name field, enter the name of the server you want to access.
In the Country code field, enter the server's country code.&
In the Area code field, enter the server's area code.
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In the Always use area code field, select Yes if you want to dial the area code every time you call the server. Select No if you want Notes to dial the server's area code (and, if necessary, country code) only when you call the server from a
A document in your Personal Address Book that contains communication and other location-specific settings you use when you work with Notes in a specific place. You can create as many location documents as you need.
location
with a different area code.
In the Phone number field, enter the server's phone number.
4. Choose File - Save to save the server connection document.
TipP
To specify more than one phone number for a server, enter each phone number separated by a semicolon. This way, each time you call the server Notes lets you select the number to dial.
TipE
To automatically delay dialing, include one or more commas within a phone number; each comma forces a 2-second delay. To make a phone number more readable, include parentheses and hyphens within the phone number; Notes ignores them when it dials the number.
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See details
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About server connections
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Ways to set up server connections
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Ways to specify phone numbers
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Ways to call servers
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Specifying phone information for a locationv
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You can use a specific network port to connect to a server on a local area network.
1. Choose File - Mobile - Server Phone Numbers.v
Note
Notes opens the Server Connections view of your Personal Address Book.
2. Do one of the following:
To create a server connection document, click Add Connection.
To edit a server connection document, select the server and click Edit Connection.
3. Do the following:
In the Connection type field, select "Local Area Network."
In the Use LAN port field, specify the enabled port you want to use.
In the Server name field, enter the name of the server you want to access.
4. Choose File - Save to save the server connection document.
To
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enable a port~
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for the workstation, choose File - Tools - User Preferences and click Ports. To +
select a port for the current location
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, choose File - Mobile - Edit Current Location.
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See detailst
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About server connections
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Ways to set up server connections+
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If you have access to a
passthru server
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, you can use the passthru server to connect to other servers.
1. Choose File - Mobile - Server Phone Numbers.
Note
Notes opens the Server Connections view of your Personal Address Book.
2. Do one of the following:
To create a server connection document, click Add Connection.+
To edit a server connection document, select the server and click Edit Connection.
3. Do the following:
In the Connection type field, select Passthru Server.8
In the Passthru server name field, enter the name of the passthru server you want to use.
In the Server name field, enter the name of the server you want to access.
4. Choose File - Save to save the server connection document.
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If you're going to connect to a passthru server over a modem, make sure you
create a dial-up server connection
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and specify a phone number for the passthru server.
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See details
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About server connections
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Ways to set up server connections
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If you're using a remote LAN service, such as Microsoft RAS, you can use a remote LAN server to connect to other servers on the network.
1. Choose File - Mobile - Server Phone Numbers.N
Note
Notes opens the Server Connections view of your Personal Address Book.
2. Do one of the following:
To create a server connection document, click Add Connection.
To edit a server connection document, select the server and click Edit Connection.
3. Do the following:
In the Connection type field, select "Remote LAN Service."
In the Use LAN port field, specify an enabled port that uses the same protocol driver as the remote LAN server. (For example, if the remote LAN server uses TCP, specify TCP.)
In the Remote LAN service field, specify the remote LAN service you're using.
In the Server name field, enter the name of the server you want to access.
In the Remote connection name field, enter the name of the remote LAN server you want to use.M
In the Login name field, enter the name you use to log in to the remote LAN server.
In the Password field, enter the password you use to log in to the remote LAN server.
In the Phone number field, enter the remote LAN server's phone number.
In the Extra info field, enter any commands you use to log in to the remote LAN server (if necessary).
4. Choose File - Save to save the server connection document.
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See details
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About server connections
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Ways to set up server connections
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Before you use mobile Notes, you need to perform the following tasks:o
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Task 1: Set up a modem
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. To set up your modem, you must enable a port for the modem (if necessary) and specify your modem type.
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Task 2: Set up a dial-up server connection
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for each server you want to call. You specify the phone number for each server in a server connection document in your Personal Address Book.
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Task 3: Choose a mobile location
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such as Home or Travel.
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About setting up mobile Notes
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About locations
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About server connections
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[RnBT
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You use the Network and Remote Workstation Setup dialog box to set up Notes for use both on a
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local area network
and over a modem. (Notes displays this dialog box only the first time you set up Notes.)W
1. In the Notes Workstation Setup dialog box, select "Network and remote connections."
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2. If you have your
A file assigned to every user and server that uniquely identifies them to Lotus Notes.
user ID
file on a disk, select "Your Notes user ID has been supplied to you in a file."
3. Click OK to close the Notes Workstation Setup dialog box.
If you're not sure if you have a user ID or what type of connection you have, select Quit and see your Notes administrator. When you're ready, you can restart Notes and begin setup again.
4. If you selected "Your Notes user ID has been supplied to you in a file," select the name of your user ID file and click OK. (If the user ID is password-protected, enter the password and click OK.)v
5. In the Network and Remote Workstation Setup dialog box, do all of the following:&
Enter your user name if necessary.
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Enter your
The server on which your Lotus Notes mail file is stored. If you don't use Notes mail, your Notes administrator assigns you a home server.
home serverV
name.
If you use Notes mail, enter your home server's phone number.
(Optional) Under "Connect to server now," select "Via modem" if you want to use Notes over a modem the first time you start Notes.
(Optional) Enter a phone dialing prefix.
Select the port your modem is connected to.
Select Tone dial or Pulse dial, depending on the type of telephone line you're using.
Select a modem type.
Select a network type.
6. Click OK to close the Network and Remote Workstation dialog box.^
7. In the Time Zone Setup dialog box, select a time zone and click OK.
8. Click OK again to complete your workstation setup.
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See detailsF
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Ways to set up Notes the first time
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Ways to change your Notes setup
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You use the Remote Workstation Setup dialog box to set up Notes for use over a modem. (Notes displays this dialog box only the first time you set up Notes.)
1. In the Notes Workstation Setup dialog box, select "Remote connection (via modem)."
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2. If you have your
A file assigned to every user and server that uniquely identifies them to Lotus Notes.
user ID
file on a disk, select "Your Notes user ID has been supplied to you in a file."
3. Click OK to close the Notes Workstation Setup dialog box.
If you're not sure if you have a user ID or what type of connection you have, select Quit and see your Notes administrator. When you're ready, you can restart Notes and begin setup again.F
4. If you selected "Your Notes user ID has been supplied to you in a file," select the name of your user ID file and click OK. (If the user ID is password-protected, enter the password and click OK.)&
5. In the Remote Workstation Setup dialog box, do all of the following:
Enter your user name if necessary.
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Enter your ^
The server on which your Lotus Notes mail file is stored. If you don't use Notes mail, your Notes administrator assigns you a home server.
home server
name.
If you use Notes mail, enter your home server's phone number.
(Optional) Enter a phone dialing prefix.
Select the port your modem is connected to.
Select Tone dial or Pulse dial, depending on the type of telephone line you're using.F
Select a modem type.
6. Click OK to close the Remote Workstation Setup dialog box.
7. In the Time Zone Setup dialog box, select a time zone and click OK.
8. Click OK again to complete your workstation setup.
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See detailsN
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Ways to set up Notes the first time
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Ways to change your Notes setup
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You use the Network Workstation Setup dialog box to set up Notes for use on a
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local area network
. (Notes displays this dialog box only the first time you set up Notes.)
1. In the Notes Workstation Setup dialog box, select "Network connection (via LAN)."
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2. If you have your
A file assigned to every user and server that uniquely identifies them to Lotus Notes.
user ID
file on a disk, select "Your Notes user ID has been supplied to you in a file."
3. Click OK to close the Notes Workstation Setup dialog box.
Tip&
If you're not sure if you have a user ID or what type of connection you have, select Quit and see your Notes administrator. When you're ready, you can restart Notes and begin setup again.
4. If you selected "Your Notes user ID has been supplied to you in a file," select the name of your user ID file and click OK. (If the user ID is password-protected, enter the password and click OK.)
5. In the Network Workstation Setup dialog box, do all of the following:
Enter your user name if necessary.
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Enter your
The server on which your Lotus Notes mail file is stored. If you don't use Notes mail, your Notes administrator assigns you a home server.
home serverF
name.
Select a network type.
6. Click OK to close the Network Workstation Setup dialog box.
7. In the Time Zone Setup dialog box, select a time zone and click OK.
8. Click OK again to complete your workstation setup.]
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See detailsF
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Ways to set up Notes the first time
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Ways to change your Notes setup
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You use the Unconnected Workstation Setup dialog box to set up Notes for use as a standalone workstation. (Notes displays this dialog box only the first time you set up Notes.)
1. In the Notes Workstation Setup dialog box, select "No connection to a server."
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2. If you have your
A file assigned to every user and server that uniquely identifies them to Lotus Notes.
user IDF
file on a disk, select "Your Notes user ID has been supplied to you in a file."
3. Click OK to close the Notes Workstation Setup dialog box.
If you're not sure what type of connection you have or if you have a user ID, select Quit and see your Notes administrator. When you're ready, you can restart Notes and begin setup again.
4. If you selected "Your Notes user ID has been supplied to you in a file," select the name of your user ID file and click OK. (If the user ID is password-protected, enter the password and click OK.)
5. In the Unconnected Workstation Setup dialog box, enter your user name if necessary.
6. Click OK to close the Unconnected Workstation Setup dialog box.
7. In the Time Zone Setup dialog box, select a time zone and click OK.
8. Click OK again to complete your workstation setup.
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Ways to set up Notes the first time
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Ways to change your Notes setup
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You can specify whether a linked object is updated automatically or manually when the object is activated.
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1. With the document in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
, choose Edit - External Links.
2. Select the link.d
3. Do one of the following:
Select Automatic to update continuously as the object's data is edited.o
Select Manual to update only as needed.r
4. Click Close.
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To update a linked object manually, make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
and press F9.
It's useful to select Manual as the update type for objects, such as large bitmaps, that take a lot of time to update.
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Updating a linked object
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Ways to manage objects
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1. Choose File - Tools - User Preferences.
2. Click Ports.o
3. Select the port your modem is connected to (for example, COM2).
4. If necessary, select "Port Enabled" to enable the port.
5. Click
Port
Options, where
Port
is the port name (for example, COM2 Options).
6. Select a modem type.
7. (Optional) Specify any additional modem settings you want.
8. Click OK.
9. Click OK to close the User Preferences dialog box.
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See details
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Ways to set up ports
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You can specify the type of paper you want to use to print.C
Click here for Windows information
1. Choose File - Page Setup.
2. Click Paper.
3. Under First Page and Other Page, do one of the following:
Select Manual Feed to use paper loaded in the printer's manual input slot. (If no paper is loaded, the printer waits for you to load paper.)
Select Upper Tray to use paper loaded in the printer's upper tray.
Select Lower Tray to use paper loaded in the printer's lower tray.
Note
The options that are available depend on the printer you're using.b
4. Click OK.
Tipk
To restore the original paper source settings, click Reset.
Click here for OS/2 information
To specify a paper source, choose File - Print, click Printer, and click Setup.b
Click here for Macintosh information
To specify a paper source, choose File - Print.s
Click here for UNIX information
To specify a paper source, choose File - Print, click Printer, and click Options.R
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Ways to set up a printer
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Ways to set up a page for printing
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Ways to print
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/MC=v
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You can specify a default passthru server for a
A document in your Personal Address Book that contains communication and other location-specific settings you use when you work with Notes in a specific place. You can create as many location documents as you need.
location
. When Notes can't connect to a server directly, Notes tries to use the default passthru server (for the current location) to connect to the server.
1. If necessary, do the following:
Choose File - Mobile - Locations.R
Select the location and click Edit Location.
2. In the Passthru server field, enter the name of a passthru server.n
Note
Your Notes administrator may have already specified a passthru server for you.
3. Choose File - Save to save the location document.
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You can specify additional passthru servers to use to connect to servers. To do so, you
set up passthru server connections
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See related topics
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About using passthru servers
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About locations
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Setting up a location
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Choosing a locationt
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1. Choose File - Print.
2. Click Printer.
3. Select a printer.
Note
Notes displays a list of the printers you specified when you set up Notes on your workstation, or that you installed using the Windows or OS/2 Control Panel.
4. Click OK.
Click here for UNIX information
1. Choose File - Print.s
2. Click Printer.
3. Click Options.
4. Under Printer Name, select a printer and click OK.
Note
Notes displays a list of the printers your UNIX administrator has installed.
5. Click OK.
Note
The first time you print, you must specify a printer.
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To specify a printer, use the Chooser on the Apple menu.
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Ways to set up a printer
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Ways to set up a page for printing
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Ways to print
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You can print in portrait or landscape mode.
1. Choose File - Print.
2. Click Printer.e
3. Select an Orientation setting.
4. Click OK.
Landscape mode is useful for printing parts of documents that are wider than your printer's maximum print width (such as pictures and tables).
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To specify print orientation, choose File - Page Setup.i
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Ways to set up a printer
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Ways to set up a page for printing
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Ways to print
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You can specify a replication schedule for a F
A document in your Personal Address Book that contains communication and other location-specific settings you use when you work with Notes in a specific place. You can create as many location documents as you need.
location
. When the location is current, you can use the Replicator workspace page to select databases and
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replicate them on the schedule
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1.
If necessary, do the following:
Choose File - Mobile - Locations.t
Select the location and click Edit Location.
2. Under Replication, do the following:F
In the "Schedule" field, select Enabled.
In the "Replicate daily between" field, specify start and end times that define the period of the day during which you want replication to occur.
In the "Repeat every" field, specify the number of minutes you want to elapse between replication sessions.F
In the "Days of week" field, specify the days on which you want replication to occur.&
3. Choose File - Save to save the location document.
You can specify a replication schedule for the current location by clicking the Replicator tab and then clicking the "Start replication at" entry's action button.
Sectionu
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About scheduling replication
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About locationsb
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Setting up a location
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Choosing a locationW
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Ways to specify Replicator options
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Ways to set up ReplicatorG
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You can specify headers and footers that appear when you print any document in a database, or when you print a list of documents in a folder or view.
1. Choose File - Database - Properties.
2. Click the Printer tab.
merica
3. Select Header or Footer.
4. Enter text and/or click one or more of the following icons:
Click the Page icon to enter the page number.
Click the Date icon to enter the date the document is printed.
Click the Time icon to enter the time the document is printed.
Click the Tab icon to insert a tab.
Click the Title icon to enter the document title.
To specify a multi-line header or footer, enter a carriage return at the end of each line.
5. (Optional) Change the font, point size, or style for the header or footer.
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See details
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Numbering pages
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Setting print margins
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Ways to specify headers and footers
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Ways to set up a page for printing
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1.
Choose File - Document Properties.
2. Click the Printer tab.
3. Select Header or Footer.
4. Enter text and/or click one or more of the following icons:
Click the Page icon to enter the page number.
Click the Date icon to enter the date the document is printed.
Click the Time icon to enter the time the document is printed.
Click the Tab icon to insert a tab.
Click the Title icon to enter the document title.
To specify a multi-line header or footer, enter a carriage return at the end of each line.
5. (Optional) Change the font, point size, or style for the header or footer.
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See details
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See related topics
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Numbering pages
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Setting print margins
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Ways to specify headers and footers
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Ways to set up a page for printing
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You can specify mail options such as whether to use server-based or workstation-based mail at a
A document in your Personal Address Book that contains communication and other location-specific settings you use when you work with Notes in a specific place. You can create as many location documents as you need.
location
1. If necessary, do the following:
Choose File - Mobile - Locations.
Select the location and click Edit Location.
2. Under Mail, do any of the following:
In the Mail file location field, select On server to use your mail file directly on a server at the location or select Local to use a local replica of your mail file at the location.
In the Mail file field, enter the path to your mail file.
In the Mail domain field, enter the mail file's domain.
In the Recipient name type-ahead field, select Disabled if you don't want to use the quick-address method when you type mail addresses at the location. Select "Personal Address Book" to have Notes look for names in your Personal Address Book when you type mail addresses. Select "Personal then Public Address Book" to have Notes look for names in your Personal Address Book and then the Public Address Book on your mail server when you type mail addresses.
In the Recipient name lookup field, select "Stop after first match" to have Notes find only the first name that matches the recipient name when you send mail from the location. Select "Exhaustively check all address books" to have Notes find all of the names that match the recipient name and ask you which one to use.
In the Transfer outgoing mail field, enter the number of outgoing mail messages you want to automatically initiate mail routing. (This option is available only when Local is selected in the Mail file location field.)
3. Choose File - Save to save the location document.
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Setting up a location
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Choosing a locationd
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Addressing a message using the quick-address methodE
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You can update settings such as the area code and time zone for the current
A document in your Personal Address Book that contains communication and other location-specific settings you use when you work with Notes in a specific place. You can create as many location documents as you need.
location
. This is useful if you work with one location (such as Travel) in different places.
1. Choose File - Mobile - Edit Current Time/Phone.
2. Do any of the following:
In the Dial field, enter the number you need to dial to get an outside line at the location (if any).
In the Country code field, enter the country code at the location.
In the Area code field, enter the area code at the location.
In the Time zone field, select the time zone at the location.
Select or deselect "Daylight savings time."u
In the Date field, enter the current date at the location.
In the Time field, enter the current time at the location.
3. Click OK.
To have Notes display this dialog box automatically when you use the location, choose File - Mobile - Edit Current Location and select Yes in the Prompt for time/date/phone field.
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About locations
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Setting up a locatione
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Specifying phone information for a location
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You can specify phone information such as a dialing prefix or calling card number for a mobile
A document in your Personal Address Book that contains communication and other location-specific settings you use when you work with Notes in a specific place. You can create as many location documents as you need.
location
(such as Home or Travel).
1. If necessary, do the following:
Choose File - Mobile - Locations.o
Select the location and click Edit Location.
2. Under Phone Dialing, do any of the following:
In the Prefix for outside line field, enter the number you need to dial to access an outside line at the location (if any). For example, many business phones in the United States require that you dial 9 to access an outside line.
In the International prefix field, enter the number you need to dial to make international calls.
In the Country code at this location field, enter the country code for the location.
In the Long distance prefix field, enter the number you need to dial to make long distance calls.b
In the Area code at this location, enter the area code for the location.
In the Calling card access number field, enter a calling card access number to use a calling card for each call you make from the location. (The access number is the number you dial before a phone number to indicate that you want to use a calling card).
In the Calling card number field, enter a calling card number to use a calling card for each call you make from the location.
3. To use a different phone number for a server at the location, do the following:
Under Phone Dialing, click Dialing Rules, and select the server.
Enter a different dialing prefix, phone number, and/or suffix for the server.
Click OK.
You can include commas in a phone number or dialing prefix to automatically delay dialing. Each comma forces a 2-second delay.
4. Choose File - Save to save the location document.
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About locations
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Setting up a location
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Choosing a location
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Ways to specify phone numbers
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Setting up a dial-up server connection
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You can specify additional printer settings, such as paper size and scaling, depending on the printer and operating system you're using.
Note
For information on available print settings, see your operating system's Help.
1. Choose File - Print.
2. Click Printer.
3. Click Setup (or Options for UNIX).
4. Specify the settings you want to use.
5. Click OK.
Click here for Macintosh information
To specify printer-specific settings, choose File - Page Setup.
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Specifying a paper source
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Ways to set up a printer
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Ways to set up a page for printing
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Ways to print
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You use the Time Zone Setup dialog box to specify your time zone. (Notes displays this dialog box only the first time you set up Notes.)
1. a
Select a time zone.
2. If your local area does not observe daylight savings time, deselect "Observe Daylight Savings Time April-October."U
3. Click OK.
4. Click OK again to complete your workstation setup.
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To change the time zone for the current
A document in your Personal Address Book that contains communication and other location-specific settings you use when you work with Notes in a specific place. You can create as many location documents as you need.
location
, choose File - Mobile - Edit Current Location, and select a different "Local time zone" setting.
Note
Notes sorts documents based on the time zone in which they are created. For example, if a document is created in New York at 1:00 PM Eastern Standard Time and another is created in Chicago at 1:00 PM Central Standard Time, Notes sorts the New York document first because New York time is one hour earlier than Chicago time.
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Ways to set up Notes the first time
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You can create a bulleted list automatically by adding bullets to paragraphs.
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1. Make sure the document is in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode+
2.
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You can select one or more paragraphs when you specify paragraph properties (such as margins and tabs). To select one paragraph, click the paragraph. To select more than one paragraph, drag the pointer from the beginning of the first paragraph to the end of the last paragraph.
You can also specify paragraph properties before you type a paragraph. Click where you want to start the paragraph, specify paragraph properties, and then type the paragraph.
Select the paragraph(s)R
you want to start with a bullet.
3. Choose Text - Bullets.
You can also add bullets with the Bullet icon in the SmartIcons bar.
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See details
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Ways to create lists
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Ways to format paragraphs
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Ways to add information to documents
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You can enable background indexing at startup so you can
create full text indexes
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in the background. This way, you can continue working in Notes without having to wait until Notes completes the indexes.b
1. Choose File - Tools - User Preferences.
2. Select "Enable local background indexing" and click OK.
3. Click OK when Notes tells you some preferences will not take effect until you restart Notes.
Note
If background indexing is enabled when you replicate databases, Notes automatically updates each database's full text index and views in the background after replication.
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About full text indexesi
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Ways to specify startup settings
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wp/@v
In addition to starting and exiting Notes, you can cancel a command or action by stopping Notes.
To start Notes, double-click the Notes application icon.
To stop Notes, press CTRL+BREAK.
To exit Notes, choose File - Exit Notes or press ALT+F4.
To start Notes with the keyboard, press ALT+W, choose the window that contains your Notes icon, use the arrow keys to select the icon, and press ENTER.o
Click here for UNIX information
To start Notes, enter notes at the UNIX prompt.
To stop Notes, press CTRL+BREAK.
To exit Notes, choose File - Exit Notes or press ALT+F4.
If you integrated Notes with your desktop environment when you installed Notes, you can also start Notes by choosing Lotus Notes from the Root menu.
Click here for Macintosh information
To start Notes, double-click the Notes application icon.
To stop Notes, press COMMAND+. (period).
To exit Notes, choose File - Quit or press COMMAND+Q.
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See
detailso
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About Lotus Notes
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You can run scheduled
Where users create the three types of agents: simple action, formula, and LotusScript.
agents
when you start Notes. This way, you can have Notes automatically perform tasks you have scheduled, such as sending mail or looking for certain topics.r
1. Choose File - Tools - User Preferences.
2. Select "Enable scheduled local agents" and click OK.a
3. Click OK when Notes tells you some preferences will not take effect until you restart Notes.
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About agents
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About creating your own agents
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Making a scheduled agent
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Ways to specify startup settings
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wp/@v
If you're using Macintosh System 7 or later, you can link data published in other Macintosh applications to a Notes document by adding a subscriber.
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1. With the document in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit modey
, click where you want the data to appear.
2. Choose Create - Subscribe.
3. If necessary, select the drive and folder containing the edition file you want to subscribe to.
4. Select the edition file.
Note
Edition files are represented by gray rectangle icons.
5. Click Subscribe.
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About subscribing to Macintosh-based data
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Updating subscription data
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Ways to share information with other applications
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IT!?v
To switch to a different workspace page, click the page's workspace tab.
TipR
To use the keyboard to switch to a different page, press CTRL (or COMMAND on the Macintosh) and the left or right arrow.
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Ways to set up your workspace
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If you're using Windows 95, Notes runs in SDI mode by default, which means that each window you open is independent of the Notes window and has its own menu, SmartIcons bar, and status bar. You can switch back to MDI mode and keep Notes windows within the main Notes window.
1. Choose File - Tools - User Preferences.
2. Under Advanced options, select or deselect "Keep all windows within main Notes window (MDI)."
3. Click OK.
Note
To cycle through open windows in MDI mode, press CTRL+F6 (instead of CTRL+TAB).O
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Ways to specify advanced settings
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You can trace how Notes tries to connect to a server on a network. This way, you can locate problems with a connection attempt.
1. Choose File - Tools - User Preferences.
2. Click Ports.
3. Click Trace Connection.
4. For Destination, enter a server name.
5. (Optional) To save trace information in your LOG.NSF file, select the type of information you want to save from the Log options box.
6. Click Trace.
7. Click Done when you are through reviewing the information in the Trace Info box.t
Note
For more information on tracing connection attempts, see Notes Administration Help or your network administrator.
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Checking a port's status
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Ways to set up ports
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You can reverse many Notes actions, such as text entries and commands.
To undo your last action, choose Edit - Undo <action> or press CTRL+Z (or COMMAND+Z on the Macintosh).
Note
The full name of the Undo command depends on your last action; for example, if your last action was a deletion, Notes displays Edit - Undo Delete. If Notes can't undo your last action, the Undo command is unavailable.
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Editing a document
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You can update a linked object's data manually.
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1. Open the document that contains the linked object in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit modeO
Note
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If the object is a
DDE (dynamic data exchange)
A method for displaying data created with other Windows and Presentation Manager applications, such as graphics or spreadsheet ranges, within Notes documents. DDE objects can be reactivated and updated to reflect the current state of changing data.
object, make sure the server application is running and the linked file is open.
2. Do one of the following:
To update all linked objects in the document, press F9.
To update one linked object in the document, choose Edit - External Links, select the link, and click Update Now.
Note
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When you open a document containing one or more linked
The acronym for "Object Linking and Embedding," a Microsoft Windows utility that allows applications to share data. If you LINK an object between two applications, the object is stored in the "server" application and viewed in the "container" application. To be able to edit the object you must have the server application installed. If you EMBED an OLE object, the object is stored in the field in the document you embed the object into, along with all the information you need to be able to edit it. With both LINKING and EMBEDDING, the object maintains its connection to the server (originating) application (assuming you have the server application installed or have network access to it).
Notes/FX (based on OLE and the Notes API) advances the capability of OLE by letting you "see" information at field-level and send/receive data at that level.
objects, Notes asks if you want to update the object(s).
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Specifying a linked object's update type
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Ways to manage objects
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If you're using Macintosh System 7 or later, you can update a subscriber's data.
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1. With the document in
Edit mode lets you modify documents. To put a document in edit mode, choose Actions - Edit Document or press CTRL+E (or COMMAND+E on the Macintosh). If the document's already open, you can also put it in edit mode by double-clicking it.
edit mode
, double-click the subscriber.
2.
Do one of the following:
Select Automatically to update data when it is changed and saved.i
Select Manually to update data as needed.
3. If you selected Manually, select Get Edition Now to update information immediately.
4. Select OK.
To delete subscription data from a document, select Cancel Subscriber. To open the original publisher file, select Open Publisher.
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About subscribing to Macintosh-based data
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Subscribing to Macintosh-based data
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You can use a button to perform a Notes action. For example, a button could automatically send a mail message or open a database. A button looks like this:
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his topic
To use a button, double-click the button.t
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Creating a button
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Ways to use features you see in documents
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01 Do Everyday Tasks04 Read, Create, and Edit Documentso
LinksDocuments\linksViews\linksFolders\linksDatabases\links andDoclinksHow Do I?StepsH_USING_A_DOCLINKContext Help FormUsing a link
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01 Do Everyday Tasks04 Read, Create, and Edit Documents
Hotspots\usingDisplaying\pop-up textPop-up text\usingText\pop-upHow Do I?StepsH_USING_A_HOTSPOTContext Help FormUsing a hotspot
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01 Do Everyday Tasks04 Read, Create, and Edit DocumentsNb
AttachmentsFile attachmentsDisplaying\attached filesViewing\attachmentsHow Do I?StepsH_VIEWING_AN_ATTACHED_FILEContext Help FormViewing an attached file
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01 Do Everyday Tasks04 Read, Create, and Edit DocumentsP
Ways toHow Do I?Ways toH_WAYS_TO_ADD_COLUMNS_OR_ROWS_TO_A_TABLEContext Help FormWays to add columns or rows to a table
01 Do Everyday Tasks11 Share Information with Other Applications7
Ways toHow Do I?Ways toH_WAYS_TO_CHANGE_OBJECTSContext Help FormWays to manage objects
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01 Do Everyday Taskso
Ways toEditing\sectionsFormatting\sectionsHow Do I?Ways toH_WAYS_TO_CHANGE_SECTIONSContext Help FormWays to format sections04 Read, Create, and Edit Documents
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01 Do Everyday Tasks04 Read, Create, and Edit Documents
Ways toFormatting\tablesEditing\tablesHow Do I?Ways toH_WAYS_TO_CHANGE_TABLESContext Help FormWays to format tables
Ways toReading\documentsHow Do I?Ways ToH_WAYS_TO_READ_DOCUMENTSContext Help FormWays to read documents04 Read, Create, and Edit Documents
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01 Do Everyday Tasks04 Read, Create, and Edit Documents
Ways toHow Do I?Ways toH_WAYS_TO_SAVE_DOCUMENTSContext Help FormWays to save documents
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Ways toHow Do I?Ways toH_WAYS_TO_SET_TABSContext Help FormWays to set tabs
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01 Do Everyday Tasks08 PrintH
Setup\printingWays toHow Do I?Ways toH_WAYS_TO_SET_UP_A_PAGE_FOR_PRINTINGContext Help FormWays to set up a page for printing
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01 Do Everyday Tasks08 Print
Setup\printingWays toHow Do I?Ways toH_WAYS_TO_SET_UP_A_PRINTERContext Help FormWays to set up a printer
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01 Do Everyday Tasks07 Use Mobile Noteso
Ways toHow Do I?Ways toH_WAYS_TO_SET_UP_LOCATIONSContext Help FormWays to set up locations
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01 Do Everyday Tasks01 Set Up Notes
Setup\mailMail\setupWays toHow Do I?Ways toH_WAYS_TO_SET_UP_MAILContext Help FormWays to set up mail
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01 Do Everyday Tasks01 Set Up Notes
Setup\workstationWorkstation\setupWays toHow Do I?Ways toH_WAYS_TO_SET_UP_NOTES_THE_FIRST_TIMEContext Help FormWays to set up Notes the first time
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01 Do Everyday Tasks01 Set Up Notes^
Setup\portsWays toCommunications portsHow Do I?Ways toH_WAYS_TO_SET_UP_PORTSContext Help FormWays to set up ports
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01 Do Everyday Tasks07 Use Mobile Notes
Ways toHow Do I?Ways toH_WAYS_TO_SET_UP_SERVER_CONNECTIONSContext Help FormWays to set up server connections
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01 Do Everyday Tasks01 Set Up Notes
Setup\SmartIconsWays toHow Do I?Ways toH_WAYS_TO_SET_UP_SMARTICONSContext Help FormWays to set up SmartIcons
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01 Do Everyday Tasks11 Share Information with Other Applications
Sharing informationWays toHow Do I?Ways toH_WAYS_TO_SHARE_INFORMATION_WITH_OTHER_APPLICATIONSContext Help FormWays to share information with other applications
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01 Do Everyday Tasks01 Set Up Notes
Ways toSetup\workstationHow Do I?Ways ToH_WAYS_TO_SPECIFY_ADVANCED_SETTINGSContext Help FormWays to specify advanced settings
01 Do Everyday Tasks01 Set Up Notes
Ways toSetup\workstationHow Do I?StepsH_WAYS_TO_SPECIFY_BASIC_SETTINGSContext Help FormWays to specify basic settings
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01 Do Everyday Tasks08 Print
Ways toHow Do I?Ways toH_WAYS_TO_SPECIFY_HEADERS_AND_FOOTERSContext Help FormWays to specify headers and footers
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01 Do Everyday Tasks04 Read, Create, and Edit DocumentsD
Ways toHow Do I?Ways toH_WAYS_TO_USE_FILE_ATTACHMENTSContext Help FormWays to use file attachments
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01 Do Everyday Tasks04 Read, Create, and Edit Documents;
Ways toHow Do I?Ways toH_WAYS_TO_USE_NAMED_PARAGRAPH_STYLESContext Help FormWays to use named styles
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Guide MeGuideMeH_ACCESS_CONTROL_LIST--ADVANCEDContext Help FormAccess Control List--Advanced
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Guide MeGuideMeH_ACCESS_CONTROL_LIST--BASICSContext Help FormAccess Control List--Basics
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Guide MeGuideMeH_ACCESS_CONTROL_LIST--LOGContext Help FormAccess Control List--Log
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Guide MeGuideMeH_ACCESS_CONTROL_LIST--ROLESContext Help FormAccess Control List--Roles
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Guide MeGuideMeAllH_ACCESS_CONTROL_LIST-CHANGE_ROLESContext Help FormUse a role to assign a group access to documents, forms, and views?
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Guide MeGuideMeAllH_ACCESS_CONTROL_LIST-CHANGE_ROLES2Context Help FormUse a role to assign a group access to documents, forms, and views?
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Guide MeGuideMeAllH_ACCESS_CONTROL_LIST-DETERMINE_WHO_CAN_ACCESSContext Help FormDetermine who can access this database?
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Guide MeGuideMeAllH_ACCESS_CONTROL_LIST-DETERMINE_WHO_CAN_ACCESS_OTHERContext Help FormDetermine who can access specific documents, fields, or views in this database?
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Guide MeGuideMeAllH_ACCESS_CONTROL_LIST-FIND_OUT_WHY_I_CANTContext Help FormFind out why I can't...?
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Guide MeGuideMeAllH_ACQUIRE_SCRIPTContext Help FormAcquire Script
GuideMeGuideMeAllH_ACTIONS-SPECIAL_OPTIONSContext Help FormActions-Special Options, delivery info, delivery options
GuideMeGuideMeAllH_ACTIONS_RENAMEContext Help FormActions rename
Guide MeGuideMeH_BUTTON_PROPERTIES-CHANGE_APPEARANCE_ALIGN_TABContext Help FormChange the display of the paragraph that contains this button-align tab?
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Guide MeGuideMeH_BUTTON_PROPERTIES-CHANGE_APPEARANCE_hide_tabContext Help FormChange the display of the paragraph that contains this button?
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Guide MeGuideMeH_BUTTON_PROPERTIES-CHANGE_APPEARANCE_page_tabContext Help FormChange the display of the paragraph that contains this button?
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Guide MeGuideMeH_BUTTON_PROPERTIES-HIDE_TABContext Help FormButton properties-Hide Tab
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Guide MeGuideMeH_BUTTON_PROPERTIES-PAGE_TABContext Help FormButton properties-Page Tab
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Guide MeGuideMeAllH_BUTTON_PROPERTIES-PERFORM_ACTION_TEXTContext Help FormPerform an action when I click text or a graphic in a document?
Guide MeGuideMeH_DATABASE_PROPERTIES-INFO_TABContext Help FormDatabase properties-Info Tab
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Guide MeGuideMeH_DATABASE_PROPERTIES-LAUNCH_TABContext Help FormDatabase properties-Launch Tab
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Guide MeGuideMeH_DATABASE_PROPERTIES-PRINTER_TABContext Help FormDatabase properties-Printer Tab
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Guide MeGuideMeH_DATABASE_PROPERTIES-PRINTINGContext Help FormChange the settings used for printing?
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Guide MeGuideMeH_DATABASE_PROPERTIES-REPLICATIONContext Help FormChange replication settings for this database?
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Guide MeGuideMeH_DATABASE_PROPERTIES-START_AN_APPContext Help FormLaunch an application, open a document, or display a navigator when I open this database?
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Guide MeGuideMeAllH_DATABASE_SIZE_LIMITContext Help FormDatabase size limit
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Guide MeGuideMeAllH_DB_ANALYSISContext Help FormDatabase Analysis
Guide MeGuideMeH_DOCUMENT_PROPERTIES-FIND_OUT_WHY_I_CANTContext Help FormFind out why I can't...?
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Guide MeGuideMeH_DOCUMENT_PROPERTIES-INFO_TABContext Help FormDocument properties-Info Tab
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Guide MeGuideMeH_EDIT_FORMULAContext Help FormEdit Formula
You can use a link to switch to another document, view, folder, or database, depending on the type of link.
Link type
Link appearance
Document
name.
a net
View or folder
Database
To use a link, double-click the link.
To return to the original document, press ESC.
To display a link's destination, click and hold the mouse over the link.
Note
To use a link, you must have access to the database the link leads to and the database must be on a Notes server on your network.G
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Previewing a linked document
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Creating a link
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Ways to use features you see in documentsF
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C'B2W
B4[@v
Depending on its type, a hotspot may display pop-up text, switch to a linked destination, or perform a Notes action. For example, a pop-up hotspot displays pop-up text like this:
1. Click and hold the mouse over the hotspot.
2. Do one of the following:
If the hotspot displays pop-up text, read the text.b
If the hotspot displays a link destination, double-click the hotspot to switch to the linked destination (another document, view, folder, or database).~
Otherwise, double-click the hotspot to perform a Notes action.
Note
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To display pop-up text, you must be in _
You can read but not modify a document. To modify a document, you must have Editor access (or better) to the database or you must be the document's author.
read modeG
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Ways to create hotspots
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Ways to use features you see in documents
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HMO;v
B4[@v
If you're using Windows, you can view an attached file directly in Notes, even if you don't have the application the file was created with.
1. Double-click the file attachment.
2. Click View.
Tipt
To close the file when you're through viewing it, press ESC.
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See details
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Ways to use file attachments
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Attaching a file to a document
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You can do the following:o
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Add one column or row to a table
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Add one column or row to the end of a table
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Add several columns or rows to a table
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Ways to format tablesR
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You can include data from other applications by adding embedded or linked
A copy of data from a server application for embedding in a client application; or, a pointer to data in a server application for linking in a client application.
objectsN
to Notes documents. You can:
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Embed part of a file in a Notes document
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Embed an entire file in a Notes document
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Embed new data in a Notes document
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Link a file to a Notes document
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You can also:s
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Create a link to embedded data
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. You can link data from an embedded f
Version 2.0 of "Object Linking and Embedding," a Microsoft Windows utility that allows applications to share data. OLE 2 is an expansion of OLE technology that lets you share data in additional ways. For example, you can use OLE 2 features such as "drag & drop" and "edit in-place" to create and manipulate object data more easily.
OLE 2
object in Notes to another Notes document or to another OLE 2 client application.
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Create a link to a Notes document, view, or database
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in Notes or in another
Version 2.0 of "Object Linking and Embedding," a Microsoft Windows utility that allows applications to share data. OLE 2 is an expansion of OLE technology that lets you share data in additional ways. For example, you can use OLE 2 features such as "drag & drop" and "edit in-place" to create and manipulate object data more easily.
OLE 2
client application.
Note
An embedded object is a copy of data from another file; changes made to the original file are
notb
reflected in the Notes document. A linked object is a pointer to data in another file; changes made to the original file are reflected in the Notes document.
Click here for OS/2 information
You cannot create embedded objects; you can create only linked objects.
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About OLE and DDE objects
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Ways to manage objects
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Ways to share information with other applications
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IT!?v
You can connect to a Notes server over a modem. You can:
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Call a server
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by having Notes dial a server's phone number automatically.
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Call a server using an operator
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. If you need an operator to get an outside line (for example, if you're calling from a hotel room), you can dial a server's phone number manually.o
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When you're through using a server, you can
hang upt
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Ways to specify phone numbers
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Choosing a location
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You can do the following:o
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Set a column's width
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by entering a width in the Table Properties InfoBox. This is useful if you want to set a specific column width.
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Set a column's width with the rulerb
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. This is useful if you want to set an approximate column width quickly.
You can also have Notes adjust column widths in a table so that the table fits the window it's in. To do so, choose Table - Table Properties, click Layout, and select "Fit to window." (To set individual column widths, deselect "Fit to window" first.)
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Ways to format tablesa
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You can set margins for one or more paragraphs. You can:
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Set margins
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by entering margin widths in the Text Properties InfoBox. This is useful if you want to change the left or right margin to a specific width.
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Set the left margin with the ruler
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. This is useful if you want to change the left margin to an approximate width quickly.
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You can also
set print margins
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for an entire document. To do so, choose File - Page Setup (on the Macintosh, choose
File - Print and click Margins).
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Ways to format paragraphs
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You can use the Button Properties InfoBox to do the following:
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Change a button's label or sizet
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. You can change the text on a button, the size of a button, and whether the text on a button wraps.
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Format a button's label
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. You can change the font, size, style, or color of text on a button.b
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Hide a button
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You can use the
The pane that displays design options, as well as areas to enter design information.
design pane
to do the following:
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Change a button's action
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. You can specify a pre-programmed action that Notes includes or enter a formula or script for a button.
You can also do the following:
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Move a buttonp
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in a document.
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Remove a button%
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from a document.
See related topics
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Creating a button
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Using a button
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You can use the Hotspot Properties InfoBox to do the following:a
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Hide or display a hotspot's border
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Change a hotspot's pop-up text
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Hide a hotspot
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You can use the
The pane that displays design options, as well as areas to enter design information.
design pane
to do the following:
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Change a hotspot's actioni
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. You can specify a pre-programmed action that Notes includes or enter a formula or script for the hotspot.
You can also do the following:
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Move a hotspot
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in a document.i
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Remove a hotspot
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from a document and keep its contents, or remove both a hotspot and its contents.
See related topics
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Ways to create hotspots
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Using a hotspot
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HMO;v
You can use the Text Properties InfoBox to format one or more paragraphs. You can:
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Format text
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. You can change the font, size, style, and/or color of text.
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Change the permanent pen font
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. You can use permanent pen to add comments to existing text in a different font.
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Align paragraphs
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Indent paragraphs
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Add bullets to paragraphs
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. You can create a bulleted list automatically.
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Add numbers to paragraphs
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. You can create a numbered list automatically.
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Insert page breaks
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Keep paragraphs on one page
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Set margins
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Set line spacing
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Set tabs
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Hide paragraphs
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Format paragraphs with named styles
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. You can save paragraph properties you use regularly as a named style and then use the style to format paragraphs quickly.
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You can also use the
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ruler
to format one or more paragraphs. You can:
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Indent paragraphs with the ruler
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Set the left margin with the ruler
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Set tabs with the ruler
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Note
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You must be in a
On a form, a type of field that can include pictures, tables, pop-ups, objects, edition files, and other data created in Notes, imported from other applications, or pasted from the Clipboard. Text can be bold, italicized, in color, and so on.
rich text
field to change paragraph properties.
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About the ruler
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You can do the following:r
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Change the display of an object
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. For example, you could display an object as an icon instead of displaying its data._
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Edit an embedded object
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. You can edit an embedded _
The acronym for "Object Linking and Embedding," a Microsoft Windows utility that allows applications to share data. If you LINK an object between two applications, the object is stored in the "server" application and viewed in the "container" application. To be able to edit the object you must have the server application installed. If you EMBED an OLE object, the object is stored in the field in the document you embed the object into, along with all the information you need to be able to edit it. With both LINKING and EMBEDDING, the object maintains its connection to the server (originating) application (assuming you have the server application installed or have network access to it).
Notes/FX (based on OLE and the Notes API) advances the capability of OLE by letting you "see" information at field-level and send/receive data at that level.
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object's data by launching the object's server application from Notes. You can edit an embedded
Version 2.0 of "Object Linking and Embedding," a Microsoft Windows utility that allows applications to share data. OLE 2 is an expansion of OLE technology that lets you share data in additional ways. For example, you can use OLE 2 features such as "drag & drop" and "edit in-place" to create and manipulate object data more easily.
OLE2
object's data "in-place" by using the server application's commands directly in Notes.e
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Edit a linked object
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. You can edit a linked object's data by launching the object's server application from Notes.
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Update a linked object
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. You can update a linked object's data when data in the linked file has changed.h
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Specify a linked object's update type
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. You can specify whether a linked object is updated automatically or manually when the object is activated.
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Reassociate a linked object
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. You can associate a linked D
The acronym for "Object Linking and Embedding," a Microsoft Windows utility that allows applications to share data. If you LINK an object between two applications, the object is stored in the "server" application and viewed in the "container" application. To be able to edit the object you must have the server application installed. If you EMBED an OLE object, the object is stored in the field in the document you embed the object into, along with all the information you need to be able to edit it. With both LINKING and EMBEDDING, the object maintains its connection to the server (originating) application (assuming you have the server application installed or have network access to it).
Notes/FX (based on OLE and the Notes API) advances the capability of OLE by letting you "see" information at field-level and send/receive data at that level.
OLEo
object to a different file or to different data in the same file.
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Break a linked object's link
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You can include text contained in objects when you
create a full text index
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for a database. To do so, select the "Index attachments" option when you create the index.t
See related topics
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About OLE and DDE objects
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Ways to add objects to documents
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You can use the Section Properties InfoBox to format collapsed sections. You can:
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Change a section's title
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. You can specify text or a formula that sets the text for a section's title.
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Format a section's title
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. You can change the font, size, style, or color of a section's title.
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Hide a section's title
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when the section is expanded.
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Hide a section
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when the document it's in is previewed, opened, edited, printed, or copied to the Clipboard.
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Format a section's border
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. You can change the style and color of a section's border.
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Collapse or expand a section automatically
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when the document it's in is previewed, read, edited, or printed.
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Display a section only in the preview pane
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You can also do the following:
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Move a section
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in a document.
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Remove a section
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from a document and keep its contents, or remove both a section and its contents.
See related topics
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About collapsed sections
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Creating a collapsed section
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Expanding or collapsing a section
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D*`z5/v
f]`O;/
You can do the following:
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Add columns or rows to a table
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Delete columns or rows from a table
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Copy cells, columns, or rows in a table@
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You can also use the Table Properties InfoBox to format tables. You can:
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Format a table's borders
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Set a column's width
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Set a table's width automaticallye
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Set a table's left margin-
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Set the space between columns and rows
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TipD
When you format a table, you can select a column or row and format it individually.v
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Creating a table
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e%z9v
You can use the User Preferences dialog box to do the following:
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Specify startup settings
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For example, when you start Notes, you can find unread documents and enter your current
A document in your Personal Address Book that contains communication and other location-specific settings you use when you work with Notes in a specific place. You can create as many location documents as you need.
location
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Specify basic settings
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For example, you can change your Notes data directory and lock your
A file assigned to every user and server that uniquely identifies them to Lotus Notes.
user ID
automatically.e
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Specify advanced settings
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For example, you can mark documents read when you preview them.e
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Specify international settings
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For example, you can change the unit of measurement and change how Notes translates characters.
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Set up mail
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For example, you can automatically save the mail you send and specify whether Notes checks for new mail.
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Set up ports
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For example, you can enable a communications port and set up a modem.
You can also do the following:
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Set up SmartIconso
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For example, you can create SmartIcons sets and assign formulas to custom SmartIcons.h
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Set up your workspace_
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For example, you can name workspace tabs and create workspace pages.
See related topics
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Ways to set up a printer
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Ways to set up a page for printing
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Setting up mobile Notes
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Ways to set up selective replication
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Ways to set up Replicator
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wp/@v
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/MC=v
You can add a hotspot to an area of a document (such as text or a graphic) that lets users display pop-up text, switch to a linked destination, or perform a Notes action. You can:
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Create a pop-up hotspot
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Create a link hotspot
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Create an action hotspot
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Using a hotspot
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Writing a hotspot script or formula
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Ways to format hotspots
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Ways to add information to documents
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You can do the following:
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Create a bulleted list
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automatically by adding bullets to paragraphs.
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Create a numbered list
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automatically by adding numbers to paragraphs.
See related topics
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Ways to add information to documents
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Ways to format paragraphs_
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You can do the following:
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Delete one column or row from a table
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Delete several columns or rows from a tableh
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See related topics
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Ways to format tablesu
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You can do the following:e
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Display field help
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Display hidden characters
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such as tab and end-of-paragraph symbols.
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Display a document with a different form
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You can also display page breaks by choosing View - Show - Page Breaks.o
Click here for Windows and UNIX information
You can also _
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display or hide the horizontal scroll bar
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See related topics
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Ways to read documents
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Previewing a document for printing
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EQx!v
When you create or edit a document, you can:
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Create a bulleted or numbered list
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automatically by adding bullets or numbers to paragraphs.
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Create a table
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Create a collapsed section
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that readers can expand when they want to read its contents. You can collapse one or more paragraphs into a single line.
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Create a link
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that lets readers switch to another document, view, folder, or database.
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Create a buttono
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that lets readers perform a Notes action such as sending a mail message or opening a database.i
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Create a hotspot
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that lets readers display pop-up text, switch to a linked destination, or perform a Notes action.
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Create special characters
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, such as international currency symbols.
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Add a pictureu
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Tip
You can also add comments to a document in a different font by
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using permanent pena
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Creating a document
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Editing a document
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Ways to use features you see in documents
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f]`O;/
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)&p#v
B4[@v
You can indent (or outdent) the first line of a paragraph or an entire paragraph. You can:
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Indent paragraphs with the keyboard
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. This is useful if you want to indent the first line of a paragraph or an entire paragraph quickly.
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Indent paragraphs
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by entering an indentation amount in the Text Properties InfoBox. This is useful if you want to indent the first line of a paragraph a specific amount.
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Indent paragraphs with the ruler
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. This is useful if you want to indent the first line of a paragraph or an entire paragraph an approximate amount.
You can also indent an entire paragraph quickly with the Indent and Outdent icons in the SmartIcons bar.
MAYDAY
CPQNE
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BUILDS
WIN95.FUL
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Ways to format paragraphs
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Creating a numbered list
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Creating a bulleted list
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You can read documents in the
The pane that displays the top of the selected document in the view pane.
preview pane
without opening them. You can:t
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Preview a document
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Preview a linked document
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Preview a parent document
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About panes
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Rearranging panes
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Previewing a document for printing
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Ways to read documents
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C'B2W
You can do the following:
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Print a document
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Print multiple documents
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Print a list of documents in a folder or views
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Print a document with a different form
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Print to a filei
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Click here for Windows information
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You can also
print an attached file
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directly from Notes.
Click here for UNIX information
The first time you choose File - Print, you must click Printer and specify a printer.
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About printing
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Ways to set up a printer
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Ways to set up a page for printing
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Previewing a document for printing
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`j`.v
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There are two ways to read documents. You can:
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Open a document
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Preview a document
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in the
The pane that displays the top of the selected document in the view pane.
preview pane
without opening it.
When you read a document, you can:
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Move around a document
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Use features you see in a document
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, such as links, buttons, and collapsed sections.o
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Change the display of a document
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. For example, you can display hidden characters such as tabs in a document or display a document with a different form.
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About documents
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Closing a document
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Creating a document
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Editing a document
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xAw<v
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You can do the following:h
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Save a document
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Save a new version of a document
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Save a document as an external file
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Save a mail message
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Creating a document
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Editing a document
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)&p#v
You can set tabs for one or more paragraphs. You can:
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Set tabs
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by entering tab stops in the Text Properties InfoBox. This is useful if you want to set specific tab stops.
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Set tabs with the ruler
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. This is useful if you want to set approximate tab stops quickly.
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Ways to format paragraphsy
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You can do the following:r
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Insert a page breakr
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Keep one or more paragraphs on a page
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Set print margins
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Specify headers and footersi
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Number pages
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Crop pages
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About printing
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Ways to set up a printer
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Previewing a document for printing
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Ways to printp
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Before you print in Notes, you may need to do one or more of the following:
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Specify a printere
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Specify a printer's orientation
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. You can specify portrait or landscape printing.
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Specifying a paper source
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Specify printer-specific settings
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, such as print orientation, paper size, and scaling.
Note
The settings that are available depend on the printer and operating system you're using._
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About printing
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Ways to set up a page for printing
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Ways to print
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/MC=v
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You can set up locations in your
A database that contains the names and computer addresses of users and user groups that you enter yourself.
Personal Address Book
that let you use different communication settings at different places that you work. You can:
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Create or edit a location
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Specify a passthru server for a location
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Select ports for a location
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Specify phone information for a location
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Specify mail options for a location
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Specify a replication schedule for a location
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About locations
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Choosing a location
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You can use the Mail panel of the User Preferences dialog box to do the following:
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Use a different mail program or mail file
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Save the mail you send
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Specify your Personal Address Book
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Tell Notes to notify you when you have new maili
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Sign the mail you send
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Encrypt the mail you sendh
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Encrypt the mail you save
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About Notes mail
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Emptying your mail file's trash folder
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Ways to change your Notes setup
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When you set up Notes the first time, you use the Notes Workstation Setup dialog box to specify how you plan to connect to Notes servers. (Notes displays this dialog box only the first time you set up Notes.) You can:e
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Set up Notes for network use only
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, if you plan to connect to Notes servers on a
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local area network
(for example, if you use Notes on a computer at the office).
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Set up Notes for mobile use only
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, if you plan to connect to Notes servers over a modem (for example, if you always use Notes on a laptop away from the office).
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Set up Notes for both network and mobile use
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, if you plan to connect to Notes servers both on a network and over a modem (for example, if you use Notes on the same computer at and away from the office).
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Set up Notes for use without a connectiono
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, if you plan to use Notes without any connection to Notes servers (for example, if you use Notes exclusively for application development).r
Note
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If you already have your f
A file assigned to every user and server that uniquely identifies them to Lotus Notes.
user ID]
file on a disk, select "Your Notes user ID has been supplied to you in a file."
Click here for Macintosh information
If your home server is in a different AppleTalk zone from your workstation, you must use the Chooser to select your home server before you can set up Notes for network or mobile use. For more information, see your Notes administrator.
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Ways to change your Notes setup
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Communication ports let you connect to Notes servers using network or modem drivers. You use the Ports panel of the User Preferences dialog box to set up communication ports for your workstation. You can:
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Enable or disable a port
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Reorder a port
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Specify network port options
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Setting up a modem port
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Encrypt data sent through a port
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Add a port
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Rename a port
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Delete a portm
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Check a port's status
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Trace a connection attempt
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After you enable a port, you can specify whether to
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use the port at individual locations
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Note
For information on setting up server ports, see Notes Administration Help.
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Ways to change your Notes setup
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Setting up mobile Notesh
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[RnBT
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You can set up documents in your
A database that contains the names and computer addresses of users and user groups that you enter yourself.
Personal Address Bookw
that let you connect to Notes servers in different ways. You can:
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Set up a dial-up server connection
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Set up a network server connection
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Set up a passthru server connection
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Set up a remote LAN server connection
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About server connections
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You can use the SmartIcons dialog box to do the following:
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Display a different SmartIcons set
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Move the SmartIcons
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Hide or display the SmartIcons
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Hide or display context SmartIcons
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Hide or display SmartIcons descriptionsi
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Change the size of the SmartIconso
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Add SmartIcons to a setr
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Remove SmartIcons from a set
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Rearrange SmartIcons in a set
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Create a SmartIcons setd
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Delete a SmartIcons set
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Assign formulas to custom SmartIcons
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Edit custom SmartIcons formulaso
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You can also h
create bitmaps for custom SmartIcons
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About SmartIcons
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Writing formulas for SmartIconso
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Ways to change your Notes setupe
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You can use the Workspace Properties InfoBox to do the following:
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Enter a name on a workspace tab
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Change the color of a workspace tabo
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Compact your workspace files
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You can also do the following:
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Switch to a different workspace page
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Create a workspace page
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Delete a workspace page
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Keep the workspace in back
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Display the workspace in 3-D
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Display the workspace in monochrome
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About the workspace
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Ways to add databases to your workspace
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Removing database icons from your workspace
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Moving database icons around your workspaceu
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Ways to display information on database iconsH
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Display database icons as stacked icons
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Ways to change your Notes setup
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:dG<
You can do the following to share information between Notes and other applications:a
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Copy data into a Notes documentt
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Attach a file to a Notes documenta
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Import a file into a Notes documentr
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Export a Notes document to a filea
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Embed or link data in a Notes document
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Create a link to embedded data
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. You can link data from an embedded
Version 2.0 of "Object Linking and Embedding," a Microsoft Windows utility that allows applications to share data. OLE 2 is an expansion of OLE technology that lets you share data in additional ways. For example, you can use OLE 2 features such as "drag & drop" and "edit in-place" to create and manipulate object data more easily.
OLE 2
object in Notes to another Notes document or to another OLE 2 client application.
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Create a link to a Notes document, view, or database
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in Notes or in another
Version 2.0 of "Object Linking and Embedding," a Microsoft Windows utility that allows applications to share data. OLE 2 is an expansion of OLE technology that lets you share data in additional ways. For example, you can use OLE 2 features such as "drag & drop" and "edit in-place" to create and manipulate object data more easily.
OLE 2
client application.
Note
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Notes lets you
design applications that share information
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in additional ways. For example, you can
exchange data using Notes/FX
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Click here for Macintosh information
You can also O
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subscribe to Macintosh-based data
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See related topics
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About sharing information with other applications
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You can use the Basics panel of the User Preferences dialog box to do the following:
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Mark documents read when you preview them
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Display text in special fonts
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Keep the workspace in back
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Display the workspace in 3-D
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Display the workspace in monochromeE
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Close windows with the right mouse button
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Change Internet URLs into hotspots
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Specify whether to display the stored form warning
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Click here for Windows information
If you're using Windows 95, you can also
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switch to MDI mode
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See related topics
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Ways to change your Notes setupi
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You can use the Basics panel of the User Preferences dialog box to do the following:
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Change your Notes data directory
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Lock your user ID automaticallyh
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Empty your mail file's trash folderh
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Add or delete words from your user dictionaryo
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You can also use the Basics panel to b
specify startup settings
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and
advanced settingsm
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See related topics
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Ways to change your Notes setup
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wp/@v
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There are three ways to specify headers and footers. You can:p
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Specify headers and footers for a document
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Specify headers and footers for a form
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, if you design Notes databases.
Notes prints form headers and footers when you print any document created with the form (except those for which document headers and footers have been specified).
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Specify headers and footers for a database
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Notes prints database headers and footers when you print any document in the database (except those for which document or form headers and footers have been specified). Notes also prints database headers and footers when you print a list of documents in a folder or view.
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Ways to set up a page for printing
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Setting print margins
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/MC=v
You can use the International panel of the User Preferences dialog box to do the following:i
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Change how Notes sorts characters
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For example, you can sort numbers before or after letters.
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Change the unit of measurement
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For example, you can use centimeters or inches when you set margins or tabs.
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Change how Notes translates characters
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When you import or export, you can choose the character translation file Notes uses to translate special characters, such as international currency symbols.
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Change the language you check spelling with,
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For example, if your version of Notes includes a Spanish dictionary, you can check spelling in Spanish.
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Ways to change your Notes setup
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You can specify a phone number for a server in different ways. You can:c
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Specify the phone number you want to use for a server most or all of the time by
setting up a dial-up server connection
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Specify a different phone number for a server when you're at a certain location by
specifying phone information for the location
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You can also specify information such as dialing prefixes and calling card numbers to use when you're at a certain location.
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Specify a different phone number for a one-time call to a server by entering it when you
call the server
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See related topics
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About locations
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About server connections
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Ways to call servers
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Specifying phone and time information for the current location
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You can use the Basics panel of the User Preferences dialog box to specify startup settings. When you start Notes, you can:
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Find unread documents
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Enter your location
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Enable scheduled agentsm
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Enable background indexing
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See related topics
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Ways to change your Notes setupo
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When you read a document, you can:
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Use a link
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to switch to another document, view, folder or database. A link that leads to another document looks like this:
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Use a button
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to perform a Notes action. A button looks like this:
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Use a hotspot&
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to display pop-up text, switch to a linked destination, or perform a Notes action. A hotspot that displays pop-up text looks like this:
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Expand a collapsed section
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to read its contents. A collapsed section looks like this:
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Use a file attachment
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. For example, you can save an attached file to disk or start an attached file's application directly from Notes. A Freelance Graphics file attachment looks like this:
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Display an object's data
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by starting an object's application directly from Notes. A 1-2-3 for Windows worksheet object looks like this:
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Ways to read documents
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Ways to add information to documents
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If a document contains a file
A file attached to a Lotus Notes document. An attachment remains with the document until delete the attachment or the document.
attachment
, Notes displays a paper clip to the left of the document in the view or folder.
In the document, Notes displays an icon representing the attachment. For example, this is a Freelance Graphics file attachment:
You can do the following:
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Get information about an attached file
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Detach an attached file
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, that is, save the file to disk.
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aunch an attached file
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, if you have the application the file was created with.
Click here for Windows information
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You can also N
view an attached file
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and
print an attached file
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directly from Notes, even if you don't have the application the file was created with.
See related topics
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Attaching a file to a document
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Ways to use features you see in documents
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B4[@v
You can use the Text Properties InfoBox to save a combination of paragraph properties (such as alignment, indentation, and margins) that you use regularly as a named paragraph style. Then you can use the named style to format paragraphs quickly. You can:
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Create a named style
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About named styles
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Ways to format
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Display all people who have the same type of access to this database?
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Specify an acquire script to use with this communication port?
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Convert user names to hierarchical?S
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Convert server names to hierarchical?r
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Change a user's common name?
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Certify IDs or create new certifiers?t
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Manage databases?e
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Cross-certify an ID?
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Recertify a server ID automatically whose certificate has expired?
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Recertify an ID manually whose certificate has expired?
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Analyze database activity?
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Register a server?
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Database 'Notes Help', View 'Guide Me', Document 'List of formulas'
See a list of @functions, @commands, and LotusScript Notes classes?
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Decide when the agent will run?
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PN;~+
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f/4A|Iv
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Create a copy of this entire database, including the design and documents?
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Create a replica of this database that I can use when I'm away from the office?e
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Find out why I can't...?
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h(nVH
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Copy an existing database's design to create one new database?
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Use an existing template to create several new databases?e
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Create a new template from an existing database to create several new databases?
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Determine who can access this database when it is stored on the local computer?
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Determine who can access this database over the network or remotely?
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Find out why I can't change who can access this database?a
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Find out why I can't create a full text index?
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Create a new database from scratch?a
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Create a new database using an existing design template?
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Find out information about naming databases?
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Determine who can access the database?
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Find out about creating a full text index for the database?
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Create a replica of a database that I can use when I'm away from the office?
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Find out why I can't...?
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h(nVH
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Find out what replication is?
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Create a replica copy of a database for my personal use?
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Create a replica copy of a database on a server for others to use?
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Determine who can access this replica database?
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Create a copy of a database that does not need to be synchronized with another database?
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Determine when the replica database is updated in the future?
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Encrypt this database on the local hard drive to keep it secure?
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Use the same access control list on all replicas?
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JAd|V
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Find out why I can't replicate?n
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Find out why replicas are different sizes?
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Find out why I can't change which documents are replicated to my local drive?P
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Create a new replica database?
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Specify only the documents I want to copy to the replica database?
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Change replication settings for multiple replicas on different servers?T
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Determine when a local database replicates?
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Create a schedule for a server replica to update the database at regular intervals?
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Do not allow this database to replicate with another database?
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Find out what a folder is?
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Create a folder that only I can use?
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Create a folder that I can share with others?h
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Add documents to a folder?
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Remove documents from a folder?_
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Use the Design toolbox to select an existing folder?
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Change the default folder design?
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Rename a folder?
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Delete a folder?
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'II_A1
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Find out why I can't create a folder others can use?
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Find out why I can't change the way documents are displayed in a folder?
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Find out what a full text index is?
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Create a new index?X
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Specify index options?
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Update an existing index?
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Find out how many documents haven't been indexed yet?
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Find the location and size of the index file?
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Delete an index?
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Find out why I can't create a full text index?
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Find out why I can't delete full text index options, such as recognizing case-sensitive searches?o
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Find out why users cannot find documents that match a search even though the documents exist?
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Create an object that launches an application and a new file?
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Create an object that launches an application and an existing file?
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Create an object that launches an application and part of a file?
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Change the display of the object in the document or form?
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Attach a file to the document or form using an application that is not on the list?i
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Link to a file that is stored in a central location, such as a file server?
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Find out why I can't...?
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Find out why I can't see changes made to the embedded object?
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Find out why I can't create an object in my document or form?
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Create a new document?
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Display a document using a different form?
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EQx!v
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Find out what a named style is?e
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Create a new named style?r
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Change the formatting associated with an existing named style?
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Add comments in another font quickly?
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Change the display of words in a paragraph?
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Find out what a view is?
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Create a new view?
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Determine which documents this view displays?
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Use the Design toolbox to select an existing view?
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Rename a view?
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Change the default view design?
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Delete a view?
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Find out why I can't...?
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'II_A1
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Find out why I can't create a view others can use?
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Find out why I can't change which documents are displayed in this view?
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Find out about cross-certification?x
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Cross-certify an ID?
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Recertify a server ID automatically whose certificate has expired?
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Recertify a user ID automatically whose certificate has expired?
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Recertify an ID manually whose certificate has expired?
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Find out about cross-certification?
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Cross-certify an ID?
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Find out about certifiers?
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Recertify a server ID automatically whose certificate has expired?
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Recertify a user ID automatically whose certificate has expired?
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Recertify an ID manually whose certificate has expired?M
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Change the name of this database or the database type?
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Find out information about this database?i
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Secure a local database file?
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Change replication settings for this database?
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Determine whether automated agents run in this database?
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Compact the database so it uses less disk space?
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Change the settings used for printing?
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Manage the database design template and where the database name is listed?
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Launch an application, document, or navigator when I open this database?
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Use full text indexing to make it easier to find documents?{
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Close this InfoBox?
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Find out why I can't...?
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Determine whether this database's design is updated when the design template changes?i
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Use the design of this database as a template?
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Determine whether this database name is displayed in the Database Catalog?
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Determine whether the database name is listed when users add icons to the workspace?
Guide MeGuideMeH_OBJECT_PROPERTIES-AZ_TABContext Help FormObject properties-AZ tab
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Guide MeGuideMeH_OBJECT_PROPERTIES-BASICS_TABContext Help FormObject properties-Basics tab
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Guide MeGuideMeH_OBJECT_PROPERTIES-COLOR_TABContext Help FormObject properties-Color tab
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Guide MeGuideMeH_OBJECT_PROPERTIES-HILITE_TABContext Help FormObject properties-Hilite tab
##################################
Guide MeGuideMeAllH_OLE_OBJECT_PROPERTIES-ALIGN_TABContext Help FormOLE Object Properties-Align tab
#################
Guide MeGuideMeAllH_OLE_OBJECT_PROPERTIES-CHANGE_DISPLAY_PARAContext Help FormChange the display of the paragraph that contains the OLE object?
#####################################
Guide MeGuideMeAllH_OLE_OBJECT_PROPERTIES-CHANGE_DISPLAY_PARA_HIDE_TABContext Help FormChange the display of the paragraph that contains the OLE object-hide?
#######################
Guide MeGuideMeAllH_OLE_OBJECT_PROPERTIES-CHANGE_DISPLAY_PARA_page_tabContext Help FormChange the display of the paragraph that contains the OLE object?
############################
Guide MeGuideMeAllH_OLE_OBJECT_PROPERTIES-HIDE_TABContext Help FormOLE Object Properties-Hide tab
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Guide MeGuideMeAllH_OLE_OBJECT_PROPERTIES-PAGE_TABContext Help FormOLE Object Properties-Page tab
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Guide MeGuideMeAllH_OPEN_ADDRESS_BOOKContext Help FormOpen Address Book
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Guide MeGuideMeAllH_OPEN_ADDRESS_BOOK--NEW_NAME_AND_SEARCH_BARContext Help FormOpen Address Book--new name and search bar, public keys
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Guide MeGuideMeAllH_OTHER_CERTIFIER_SETTINGSContext Help FormOther Certifier Settings
###############################
Guide MeGuideMeAllH_PAGE_LAYOUTContext Help FormPage Setup
Guide MeGuideMeAllH_SMARTICONS_EDITContext Help FormSmarticons Edit
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Guide MeGuideMeAllH_SMARTICONS_FORMULAContext Help FormSmartIcons Formula
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Guide MeGuideMeH_SUBFORM_PROPERTIES-BASICS_TABContext Help FormSubform properties
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Guide MeGuideMeAllH_SYNCCENTER_REPLICATION_OPTIONSContext Help FormSyncCenter Replication Options
###################
Guide MeGuideMeAllH_SYNCCENTER_REPLICATION_OPTIONS-DETERMINE_WHAT_REPLICATESContext Help FormDetermine what information is exchanged?
###############################################
Guide MeGuideMeAllH_SYNCCENTER_REPLICATION_OPTIONS-DETERMINE_WHAT_REPLICATES_FROM_SERVERContext Help FormSyncCenter--determine what replicates from server
Guide MeGuideMeAllH_WORKSPACE-FIND_OUT_WHY_I_CANTContext Help FormFind out why I can't...?
##########################################
Guide MeGuideMeAllH_WORKSPACE-PERFORM_ADVANCEDContext Help FormPerform advanced tasks?
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Guide MeGuideMeAllH_WORKSPACE-WORK_WITH_DATABASESContext Help FormWork with databases?
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Guide MeGuideMeAllH_WORKSPACE_PROPERTIES-FIND_OUT_WHY_I_CANTContext Help FormFind out why I can't...?
###############################
Guide MeGuideMeAllH_WORKSPACE_PROPERTIES-INFO_TABContext Help FormWorkspace Properties-Info tab
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Guide MeGuideMeAllH_WORKSPACE_PROPERTIES-TAB_TABContext Help FormWorkspace Properties-Tab tab
#######################
01 Do Everyday Tasks05 Search for Information\
Search formulas\limitationsLimits\search formulasHow Do I?AboutH_ABOUT_LIMITATIONS_WHEN_CREATING_SEARCH_FORMULASContext Help FormAbout limitations when creating search formulas
#####
02 General Notes Concepts07 Mailj
Folders\mailMail foldersInbox folderDrafts folder\definedSent folder\definedAll documents folderTrash folder\definedAll by Date viewAll by Person viewDiscussion thread viewMail conversations\viewingReferenceAboutH_ABOUT_MAIL_FOLDERSContext Help FormAbout mail folders and views
###########################
02 General Notes Concepts07 Mail
MailMessagesReferenceAboutH_ABOUT_NOTES_MAILContext Help FormAbout Notes mail
02 General Notes Concepts06 Searching for Information{
SearchingReferenceAboutH_ABOUT_SEARCHING_FOR_INFORMATIONContext Help FormAbout searching for information
#######
H_ABOUT_USING_MICROSOFT_MAIL_PROGRAMS_WITH_NOTESContext Help FormAbout using Microsoft mail programs with NotesReference02 General Notes Concepts07 Mail=
@About
Microsoft mail-enabled programs\using with NotesMail programs\using with Notes
Joe Levine#################################
01 Do Everyday Tasks06 Use Mail
Expiration datesHow Do I?StepsH_ADDING_AN_EXPIRATION_DATE_TO_A_MESSAGE_YOU_CREATEContext Help FormAdding an expiration date to a message you create
Messages\addressingName & Address Book\addressing mail withPersonal Address Book\addressing mail withMemos\addressingHow Do I?StepsH_ADDRESSING_A_MESSAGE_BY_CHOOSING_NAMES_FROM_A_NAME_ADDRESS_BOOKContext Help FormAddressing a message by choosing names from an Address Book
###############################################
01 Do Everyday Tasks06 Use Mail
Addressing mailMail\addressingMessages\addressingMemos\addressingHow Do I?StepsH_ADDRESSING_A_MESSAGE_BY_TYPING_THE_NAMES_OF_THE_RECIPIENTSContext Help FormAddressing a message by typing a name or full address
##############################################
01 Do Everyday Tasks06 Use Mail%
Addressing mailMail\addressingMessages\addressingMemos\addressingHow Do I?StepsH_ADDRESSING_A_MESSAGE_USING_THE_QUICKADDRESS_FEATUREContext Help FormAddressing a message using the quick-address method
Exactcase operatorOperators\exactcaseSearching for documents\with case-sensitive searchingFinding documents\with case-sensitive searchingCapitalization\searching using exactcase operatorRelevance rankingTermweight operator\Searching for documents withOperators\termweightRanking search wordsHow Do I?StepsH_CHANGING_THE_RELEVANCE_RANKING_OF_CERTAIN_SEARCH_WORDSContext Help FormChanging the relevance ranking of certain search words
Search results\clearingClearing\search resultsHow Do I?StepsH_CLEARING_SEARCH_RESULTSContext Help FormClearing search results and formulas
###########################################
01 Do Everyday Tasks06 Use Mail
Mail deliveryMessagesDelivery\notificationHow Do I?StepsH_CONFIRMING_THAT_NOTES_DELIVERED_YOUR_MESSAGEContext Help FormConfirming that Notes delivered your message
##############################
01 Do Everyday Tasks06 Use Mail
Mail delivery\return receiptReturn receiptHow Do I?StepsH_CONFIRMING_THAT_RECIPIENTS_READ_YOUR_MESSAGEContext Help FormConfirming that recipients read your message
################################
01 Do Everyday Tasks06 Use MailL7
Lookup, nameName lookupHow Do I?StepsH_CONTROLLING_THE_EXTENT_OF_NOTES_NAMELOOKUP_WHEN_SENDING_MESSAGESContext Help FormControlling the extent of name-lookup when sending messages
################
01 Do Everyday Tasks06 Use Mail1
Tasks, mailConverting mail messages to tasksHow Do I?StepsH_CONVERTING_A_MAIL_MESSAGE_INTO_A_TASKContext Help FormConverting a mail message into a task
############################################
01 Do Everyday Tasks06 Use Mail
Mailing listsLists\mailingMailing listsName & Address Book\mailing listsPersonal Address Book\mailing listsGroups\creatingHow Do I?StepsH_CREATING_A_MAILING_LIST_DIRECTLY_IN_YOUR_NAME_ADDRESS_BOOKContext Help FormCreating a mailing list
How Do I?Top 10 TasksStepsH_CREATING_A_MAIL_MESSAGEContext Help FormCreating a mail message
##########################
01 Do Everyday Tasks06 Use Mail
Links\in mail messagesHow Do I?StepsH_CREATING_A_MESSAGE_THAT_AUTOMATICALLY_INCLUDES_A_LINK_TO_A_DOCUMENTContext Help FormCreating a message that automatically includes a link to a document
########
01 Do Everyday Tasks06 Use Mail
Sending mail\to database managerMemo to ManagerHow Do I?StepsH_CREATING_A_MESSAGE_TO_A_DATABASE_MANAGERContext Help FormCreating a message to a database manager
###################################
01 Do Everyday Tasks06 Use Mailj
Alternate mailHow Do I?StepsH_CREATING_A_MESSAGE_USING_CCMAIL_OR_ANOTHER_MAIL_PROGRAMContext Help FormCreating a message using cc:Mail or another VIM mail program
###################################
01 Do Everyday Tasks06 Use Mail;
Phone messagesMessages\creating phoneHow Do I?StepsH_CREATING_A_PHONE_MESSAGEContext Help FormCreating a phone message
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01 Do Everyday Tasks06 Use MailV
Messages\serial routeSerial route messagesHow Do I?StepsH_CREATING_A_SERIAL_ROUTE_MESSAGEContext Help FormSending a message to recipients sequentially
#############################################
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01 Do Everyday Tasks06 Use MailT
Person documentsCreating\Person documentsHow Do I?StepsH_CREATING_PERSON_DOCUMENTS_WHILE_CREATING_A_MESSAGEContext Help FormCreating Person documents while creating a message
#####################
01 Do Everyday Tasks06 Use Mailm
Stationery\creatingCreating\stationeryBoilerplate messages\creatingMessages\boilerplateHow Do I?StepsH_CREATING_STATIONERYContext Help FormCreating stationery
#################################
01 Do Everyday Tasks06 Use Mail
Stationery\creatingcreating\stationeryBoilerplate messages\creatingMessages\boilerplateHow Do I?StepsH_CREATING_STATIONERY_USING_A_DIFFERENT_FORMContext Help FormCreating stationery using a customized form
Person documentsHow Do I?StepsH_CREATING_USER_DOCUMENTS_DIRECTLY_IN_YOUR_NAME_ADDRESS_BOOKContext Help FormCreating Person documents directly in your Personal Address Book
##########################
01 Do Everyday Tasks06 Use Mail
Person documentsHow Do I?StepsH_CREATING_USER_DOCUMENTS_WHILE_READING_MESSAGES_YOU_RECEIVEDContext Help FormCreating Person documents while reading messages you received
####################################
01 Do Everyday Tasks05 Search for Information
Search formulas\deleting savedFormulas\searchQueries, deletingDeleting\search formulasHow Do I?StepsH_DELETING_A_SAVED_SEARCH_FORMULAContext Help FormDeleting a saved search formula
Mail\deletingMessages\deletingDeleting\mail messagesClearing\mail messagesHow Do I?StepsH_DELETING_MAIL_MESSAGESContext Help FormDeleting mail messages
########################################
01 Do Everyday Tasks06 Use Mail
Name & Address Book\information about entries inPersonal Address Book\information about entries inGroups\in Address BookName & Address Book\ways to enter information inPersonal Address Book\ways to enter information inSearch IndexDetailsH_DETAILS_ADDRESSING_A_MESSAGE_BY_CHOOSING_NAMES_FROM_A_NAME_ADDRESS_BOOKContext Help FormDetails: Addressing a message by choosing names from an Address Book
DetailsSearch IndexDetailsH_DETAILS_ARCHIVING_MESSAGES_AUTOMATICALLY_OR_EDITING_AN_ARCHIVE_PROFILEContext Help FormDetails: Archiving messages automatically or editing an archive profile
###################
01 Do Everyday Tasks06 Use Mail
DetailsSearch IndexDetailsH_DETAILS_ASSIGNING_A_TASK_TO_YOURSELF_OR_TO_SOMEONE_ELSEContext Help FormDetails: Assigning a task to yourself or to someone else
#################################################
01 Do Everyday Tasks06 Use Mail
Mail delivery\report optionsSearch IndexDetailsH_DETAILS_CONFIRMING_THAT_NOTES_DELIVERED_YOUR_MESSAGEContext Help FormDetails: Confirming that Notes delivered your message
##################################
01 Do Everyday Tasks06 Use Mail
DetailsSearch IndexDetailsH_DETAILS_CONVERTING_A_MAIL_MESSAGE_INTO_A_TASKContext Help FormDetails: Converting a mail message into a task
#####
01 Do Everyday Tasks06 Use Mail
DetailsSearch IndexDetailsH_DETAILS_CREATING_A_MAILING_LISTContext Help FormDetails: Creating a mailing list
#################################
01 Do Everyday Tasks06 Use Mail
User documents\Full Name fieldFull Name fieldSearch IndexDetailsH_DETAILS_CREATING_USER_DOCUMENTS_DIRECTLY_IN_YOUR_NAME__ADDRESS_BOOKContext Help FormDetails: Creating Person documents directly in your Personal Address Book
############################################
01 Do Everyday Tasks06 Use Mail
DetailsSearch IndexDetailsH_DETAILS_DISPLAYING_DELIVERY_INFORMATION_ABOUT_A_MESSAGEContext Help FormDetails: Displaying delivery information about a message
#################################################
01 Do Everyday Tasks05 Search for Information
DetailsSearch IndexDetailsH_DETAILS_EDITING_A_SEARCH_FORMULA_IN_THE_SEARCH_BARContext Help FormDetails: Editing a search formula in the search bar
#####################################
01 Do Everyday Tasks05 Search for Information
Searching\for whole words onlySearching\for accented charactersSearching\with exact capitalizationAccented characters\finding words containingCase-sensitive searchingSearch IndexDetailsH_DETAILS_FINDING_AND_REPLACING_TEXT_IN_A_DOCUMENTContext Help FormDetails: Finding and replacing text in a document
##########
01 Do Everyday Tasks06 Use Mail
Forwarding documents\as attachmentsSearch IndexDetailsH_DETAILS_FORWARDING_A_NOTES_DOCUMENT_TO_A_SOMEONE_USING_ANOTHER_MAIL_PROGRAMContext Help FormDetails: Forwarding a Notes document to someone using cc:Mail or another VIM mail program
################################
01 Do Everyday Tasks06 Use Mail
DetailsSearch IndexDetailsH_DETAILS_NOTIFYING_PEOPLE_AUTOMATICALLY_WHEN_YOU_ARE_OUT_OF_THE_OFFICEContext Help FormDetails: Notifying people automatically when you are out of the office
#####################
H_DETAILS_READING_MESSAGES_THAT_YOU_RECEIVEContext Help FormDetails: Reading messages that you receiveSearch Index01 Do Everyday Tasks06 Use Mail
|?5^:
@Details
Sections\collapsed, in mail messages
Joe Levine####################
01 Do Everyday Tasks06 Use Mail
Collapsed sections\in mail messagesSections\collapsed, in mail messagesSearch IndexDetailsH_DETAILS_REPLYING_TO_A_MESSAGEContext Help FormDetails: Replying to a message
###########################
01 Do Everyday Tasks05 Search for Information
Authors\rules for entering in a searchSearch IndexDetailsH_DETAILS_SEARCHING_FOR_DOCUMENTS_BY_AUTHORContext Help FormDetails: Searching for documents by author
########################
01 Do Everyday Tasks05 Search for Information
DetailsSearching for documents\choices for using date criteriaSearch IndexDetailsH_DETAILS_SEARCHING_FOR_DOCUMENTS_BY_DATEContext Help FormDetails: Searching for documents by date
##########
01 Do Everyday Tasks05 Search for Information
DetailsOperators\used in search by formSearch IndexDetailsH_DETAILS_SEARCHING_FOR_DOCUMENTS_BY_SPECIFYING_CRITERIA_IN_A_FORMContext Help FormDetails: Searching for documents by specifying criteria in a form
#######################################
01 Do Everyday Tasks05 Search for Information)\
Searching for documents\by number fieldSearch IndexDetailsH_DETAILS_SEARCHING_FOR_DOCUMENTS_BY_THE_CONTENTS_OF_A_FIELDContext Help FormDetails: Searching for documents by the contents of a field
Search results\moving amongMoving\among matches in search resultsSearch IndexDetailsH_DETAILS_SEARCHING_FOR_DOCUMENTS_THAT_CONTAIN_A_SPECIFIC_WORD_OR_PHRASEContext Help FormDetails: Searching for documents that contain a specific word or phrase
01 Do Everyday Tasks05 Search for Information
Searching for textSearch IndexDetailsH_DETAILS_SEARCHING_FOR_TEXT_IN_A_DOCUMENT_OR_A_VIEWContext Help FormDetails: Searching for text in a document or a view
##################################
01 Do Everyday Tasks06 Use Mail?5^
DetailsSearch IndexDetailsH_DETAILS_SENDING_A_NOTES_DOCUMENT_TO_YOUR_ALTERNATE_MAIL_PROGRAMContext Help FormDetails: Sending a Notes document to cc:Mail or another VIM mail program
#########################
01 Do Everyday Tasks05 Search for Informationffffff
DetailsSearch IndexDetailsH_DETAILS_SORTING_SEARCH_RESULTSContext Help FormDetails: Sorting search results
#############
01 Do Everyday Tasks06 Use Maild;
DetailsMail delivery\priority optionsSearch IndexDetailsH_DETAILS_SPECIFYING_THE_DELIVERY_PRIORITY_OF_A_MESSAGEContext Help FormDetails: Specifying the delivery priority of a message
#####################
01 Do Everyday Tasks05 Search for Information
DetailsSearch IndexDetailsH_DETAILS_USING_THE_THESAURUS_TO_INCLUDE_SYNONYMS_IN_A_SEARCHContext Help FormDetails: Using the thesaurus to include synonyms in a search
###########################
01 Do Everyday Tasks06 Use Mail
Mail task requests\status categoriesDetailsSearch IndexDetailsH_DETAILS_VIEWING_THE_STATUS_OF_EACH_TASKContext Help FormDetails: Viewing the status of each task
###########################################
01 Do Everyday Tasks06 Use Mail
Messages\discardingMail\discardingDiscarding messagesHow Do I?StepsH_DISCARDING_A_MAIL_MESSAGE_WITHOUT_SENDING_OR_SAVING_ITContext Help FormDiscarding a mail message without sending or saving it
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01 Do Everyday Tasks06 Use Mailsh
Delivery\informationDisplaying\delivery informationHow Do I?StepsH_DISPLAYING_DELIVERY_INFORMATION_ABOUT_A_MESSAGEContext Help FormDisplaying delivery information about a message
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01 Do Everyday Tasks05 Search for Informationq=
Full text indexes\settingsSettings\full text indexFull text indexes\information aboutHow Do I?StepsH_DISPLAYING_INFORMATION_ABOUT_A_FULL_TEXT_INDEXContext Help FormDisplaying information about a full text index
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01 Do Everyday Tasks05 Search for Informationq=
Unread documents\displayingHow Do I?StepsH_DISPLAYING_ONLY_UNREAD_DOCUMENTS_IN_A_DATABASEContext Help FormDisplaying only unread documents in a database
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01 Do Everyday Tasks05 Search for Information333333
Searching for documents\searching the results of a searchRefining a searchHow Do I?StepsH_DOING_A_SECOND_SEARCH_ON_THE_RESULTS_OF_A_PREVIOUS_SEARCHContext Help FormDoing a second search on the results of a previous search
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01 Do Everyday Tasks06 Use Mail
Archive profileHow Do I?StepsH_EDITING_AN_ARCHIVE_PROFILEContext Help FormEditing an archive profile
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01 Do Everyday Tasks06 Use Mail
Messages\editingMail\editing a messageHow Do I?StepsH_EDITING_AN_EXISTING_MESSAGEContext Help FormEditing an existing message
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01 Do Everyday Tasks05 Search for Information
Search formulas\editing, in the search barFormulas\searchEditing\search formulasHow Do I?StepsH_EDITING_A_SEARCH_FORMULA_IN_THE_SEARCH_BARContext Help FormEditing a search formula in the search bar
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01 Do Everyday Tasks05 Search for Informationffffff
Search formulas\editingFormulas\searchEditing\search formulasHow Do I?StepsH_EDITING_A_SEARCH_FORMULA_USING_SEARCH_BUILDERContext Help FormEditing a search formula using Search Builder
Boilerplate messages\editingMessages\boilerplateHow Do I?StepsH_EDITING_STATIONERYContext Help FormEditing stationery
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01 Do Everyday Tasks06 Use MailNb
Encrypting\mailMail\encryptingHow Do I?StepsH_ENCRYPTING_INCOMING_MAILContext Help FormEncrypting incoming mail
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01 Do Everyday Tasks06 Use Mail
Sending mail\with encryptionEncrypting\messagesMail\encryptingMessages\encryptingNotes Preferences\encrypting messagesHow Do I?StepsH_ENCRYPTING_MESSAGES_THAT_YOU_SENDContext Help FormEncrypting messages that you send
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01 Do Everyday Tasks06 Use Mail
Saving mail\with encryptionEncrypting\messagesMail\encryptingMessages\encryptingNotes Preferences\encrypting messagesHow Do I?StepsH_ENCRYPTING_SAVED_M
(.txt)