Re: Lotus Notes

When you are ready to start using Lotus notes, we recommend that the first thing you do is to change your Password and then apply the recommended Preferences.(The recommended preferences are the same as what we were using in GroupWise, they will make your transition smoother)

Topics covered:

• Please follow these instructions to change your Password
• Please apply these changes to your General Preferences in Lotus Notes
• Please apply these changes to your Preferences in Lotus Notes
• Proxy Creating a short cut (Link) to other user Calendars
• Changing your default Internet Browser
• Create a short cut to the Washington University Address Book
• Creating a Short cut to access OT Rooms & Resources
• How to use the “OT Resource Reservations”
• How to Schedule a Room
• How to access your mail from Home
• Web access & Internet Password

1. We are emailing everybody their Current Password for Notes if you didn’t get yours please call Lila or Samer.
2. Open Lotus Notes by clicking on the Icon on your Toolbar of Desktop
3. Go to File àTools àUserID
4. Type your Current Password
5. Click OK
6. Click on Set Password
7. Type your Current Password
8. Click OK
9. Type your New Password (Min 6 Characters) (We recommend that you make your PW for Notes the same as your login so you do not have to remember more than one PW).
10. Click OK
11. Retype your New Password
12. Click OK
13. Click OK
14. Close Lotus Notes
15. Open Lotus Notes
16. Test your new Password

1. Go to File àPreferences àUser Preferences
2. Click on Basics on the Left
3. Change Empty Trash Folder to “Manually”
4. Click on Mail and News on the Left
5. Change Save sent mail to “Always Keep a copy”
6. Change Check for new mail every to “1” Minutes
7. Check Visible notifications (You will get a notification only if you have Notes open)
8. Check Audible notifications (If you have a sound card)
9. Click OK

1. Click on Mail
2. Go to Tools àPreferences (On the green bar)
3. You can customize your Mail Calendar and delegation from this screen
4. Customizing Mail
a. Click on your Mail
b. Optional Spell Checking before sending mail
c. Click on Signature
d. Check Automatically append a Signature to the bottom of my outgoing mail messages
e. Check Use Text
f. Type your Signature information
5. Customizing your Calendar
a. Change default schedule Appointments for to “30” minutes
b. Check Automatically check for time conflicts when scheduling Enable for Appointments/Meetings
c. Click on Free Time
d. Update you Office hours
e. Click on Alarms
f. Check Enable alarms
g. Check Appointments/Meeting and change to “15” minutes in advance
h. Click on Display
i. Change your Start & Stop time for your Calendar view to your preference
j. Change Each time slot lasts “30 minutes”
k. Click on Auto process
l. Check Remove Meeting invitations from my Inbox after I respond to them
6. Customizing Delegation
a. Most of the users will not Allow other people to read and send Mail
b. Click on Calendar Delegation
c. Allow only the following people to read my Calendar (Recommended)
d. Click on the down pointing arrow to add users
e. Under Allow only the following people to create and edit entries in my Calendar Click on the down pointing arrow to add users.
7. Click OK

1. Make sure the user gave you proxy before you do these steps
2. Go to File àDatabase àOpen
3. Under Server Click on the down arrow
4. Chose “Atrium/Washington University”
5. Under Database Scroll to a yellow folder called “Mail”
6. Double click it or click open
7. Find the person you are trying to proxy (The are sorted by first name)
8. Click on the name only Once (Don’t double click)
9. Click on Bookmark
10. Under Add Click on “-bookmark Bar-“
11. Click OK
12. Click Cancel
13. An Icon (Yellow and white) will appear at the bottom of the left hand side bare
14. If you move your curser over it, the name of the user will pop up
15. Click on that icon
16. You will notice the user name in the lower left black bar
17. You will be able to see only what the user gave you rights to
18. Important always make sure you are in your mailbox before you send mail.

1. Go to File àMobile àEdit Current Location
2. Click on Internet Browser on the gray top bar
3. In the Internet Browser field Click on the down arrow
4. Pick “Netscape Navigator” or “Microsoft Internet Explorer”
5. Click on Save and Close icon located on the purple tool bar

1. Go to File àDatabase àOpen
2. Under Server Click on the down arrow
3. Chose “Atrium/Washington University”
4. Under Database Scroll to “Washington University Directory”
5. Click on the name only Once (Don’t double click)
6. Click on Bookmark
7. Under Add Click on “-bookmark Bar-“
8. Click OK
9. Click cancel.
10. An Icon (Open book) will appear at the bottom of the left hand side bare
11. Use this book to look up other users in the University or to update your personal Information in the Directory.

Resources
1. Go to Create àBookmark
2. High light “-bookmark Bar-“
3. Click on New folder (on the right)
4. Type in the name of the folder “Calendars” (This is where we will create the short cuts for all the resources)
5. Click OK
6. Click OK
7. Open the email titled “Resources short cut”
8. You need to perform next few steps for each resource you use.
9. Click on the resource Icon that you need from the list.
10. The resource Calendar will open (If you get an error click OK & Select all then click OK)
11. Right click on the name of the resource in the active tool bar on the top.
12. Chose Bookmark
13. Highlight the “Calendars” folder the we created in step 4
14. Click OK
15. Repeat steps 9 to 14 for the rest of the Resources.
16. Now you have created your short cut for all your resources.
17. To access for example the Leave Calendar click on the folder that we just created on the lower of the left Shortcut par, then pick the Leave Calendar.

Rooms
1. This link will give access to view all the rooms calendar only, to schedule a room follow the steps in the How to Schedule a Room section.
2. Open the email titled “Rooms short cut”
3. Click on the “OT Resource Reservations” Icon
18. The OT Resource Reservations Calendar will open
4. Right click on the OT Resource Reservations name in the active tool bar on the top.
5. Chose Bookmark
6. Highlight the “Calendars” folder.
7. Click OK

1. Click on the “Calendars” folder that we created on the lower of the left Shortcut par, then pick the “OT Resource Reservations”.
2. The only folder you need to use is Called “Calendars”
3. Expand the folder by clicking on the green arrow next to the word Calendars
4. Now you can see all 11 rooms that we have at the OT Program.
5. To view any of the rooms click on that room name and calendar will show in the right hand side.
6. Remember this area is only to view the calendars of the rooms.

1. Go to your Calendar View
2. Click “Schedule a Meeting”
3. Click on “Meeting invitations & reservations” tab
4. The fourth field down “Reserve rooms” is where you enter the room name.
5. Click on the Icon next to that field.
6. Type the letter “O” & Hit Enter.
7. This will take you to a group of rooms titled “OT 4444 Forest Park”
8. Chose & add the room that you want to reserve.
9. Click OK.
10. Continue with the meeting invitation (update other fields as needed).
11. Click on “Save and Send Invitation”.
12. You will get a message from the room with either “Accepted” or “Declined”.

1. Web Access
a. Go to our web page à Program Resource à Resource à OT Lotus Notes Web Access.
b. Or go to http://atrium.wustl.edu
2. Pop Mail (Netscape)
a. Open Netscape
b. Go to Edit àPreferences
c. Click on the + next to “Mail & Newsgroups”
d. Click on Identity on the Left
e. Under “Email Address” type your full email address
f. Click on “Mail Servers” on the Left
g. Under Incoming Mail Servers Click Add
h. Under Server Name type “atrium.wustl.edu”
i. Make sure the Server type says “POP3 Server”
j. Enter you users login name
k. Click on the tab on the top that says “POP”
l. Check the box that says “Leave messages on the server”
m. Click OK
n. Under Outgoing mail (SMTP) server: type “artery.wustl.edu”
o. Under Outgoing mail server user name: type your login name
p. Click OK
q. To access your mail go to Communicator àMessenger
r. Get Msg to download your new messages
s. New Msg to send messages.
3. Install Lotus Notes client on your computer at home.

1. Go to the Washington University Directory short cut
2. Find your name
3. Click on Edit person
4. In the Basic tab at the bottom you will see “Internet password:” (Encrypted)
5. Delete the old PW and type the same PW you use to access Notes.
6. Click on Save and close