Domino Web Access 7.0.1
                        Table of Contents


Security Warning.....................................................................................     2

Toolbars ...................................................................................................  2
   Navigation.....................................................................................     2
   Action Bar for Email....................................................................         2
   Action Bar for Calendar ..............................................................          2
   Inbox Toolbar Button Description ..............................................             2

Inbox - Views and Symbols - ...................................................................        3
    Read Mail .....................................................................................     4
    Create Stationary .........................................................................       4
    Create Mail Message....................................................................         5
    Type Ahead Feature for Addresses .............................................             6
    Attachments..................................................................................      6

Personal Address Book............................................................................       6
   Create New Contact .....................................................................         6
   Create Personal Group ................................................................          7

Calendaring .............................................................................................    8
   Change Views ...............................................................................       8
   Create an Entry............................................................................        8
   Meetings........................................................................................     9
   Schedule a Room/Resource via Meeting......................................                10
   Check People’s Calendars............................................................           10
   Respond to Meeting Invitation ....................................................            11
   View Participant Status ...............................................................         12

Preferences...............................................................................................   13
    Basics Tab.....................................................................................     13
    Mail Tab .......................................................................................    13
    Calendar Tab ...............................................................................      14
       Out of Office ......................................................................       15
    Delegation Tab .............................................................................      16
    Security Tab – ..............................................................................      17
       Change Password...............................................................          17

Sametime..................................................................................................   18

Lynne Widmer
Web Development & Messaging Services
Erie 1 Boces
WNYRIC

                  Domino Web Access 7.0.1

Security Warning for Domino Web Access

The first time you log onto Domino Web Access
(iNotes) you will see the box at the right.
Make sure you click install or your Lotus Notes will
not work.

Toolbars-
Navigation Bar – Click on the button to access different places




Action Toolbar for Email




Action Toolbar for the Calendar




Inbox - Toolbar Button Description

New - Click on New for a new memo or click on the arrow at the right of New for more options.

Reply and Forward - Click on Reply or forward and select your option. Remember to reply or forward
without attachments if the recipient doesn’t need the attachment back.
Type of reply                      Description

Reply                          Sends a reply that does not include any of the original
                             message.

Reply with History                    Sends a reply that includes the entire original message and
                             all previous messages.

Reply without Attachment(s)               Sends a reply that includes all history as above, except for
                             file attachments.

Reply with Internet-Style History            This style of reply history includes no pictures,
                             attachments, OLE objects, or collapsible sections.


Move - This enables you to move or copy an email to a folder. Almost always choose Move to Folder.
You do not want to select copy unless there is a reason you need two identical emails. You can also
remove an email from a folder.

Follow Up - Click Follow Up to flag messages that you need to refer back to. Fill in the box by setting
priority (different color flags), a reminder or action, a date and time (optional), and an alarm (optional).
Save and close.


                                                          2

Mark Read - Click on an email and mark read or unread. You can select all to mark as read or unread.

View - View new mail only

Chat – PC only – MAC expected in next Notes release – Click to add contact list.

Tools - Click Tools and click your desired action which are described in detail in this handout.

Print - Click on the print icon    to print an email.
Delete - Select one or numerous emails and click on the garbage can to delete     . Deleted Emails will
stay in the trash folder for 48 hours by default and after that time they are gone.

Inbox – Views and Symbols
     View how much space you are using. Click on the graphic to see more
     information.

     Column Sort - Click on Who to sort alphabetically, Date to sort by date sent, or Subject to sort
     alphabetically.

     Column Resize – Click on line the between columns, you will see a cross on a PC or a hand on a
     MAC, hold mouse down and drag to the width you need. To restore widths, right click (Ctrl click
     for MAC) on the columns and select Restore Widths.

     Reply and Forward symbols in inbox

             You will see this symbol when you forward a memo.

             You will see this symbol when you reply to a memo.

              You will see this symbol when you reply to and forward a memo.

     Refresh – Click     to refresh your mail or calendar. This will bring new mail in before the
     scheduled check.

Left Sidebar

     Inbox – new mail arrives here.

     Drafts – if you save a memo as a draft, click here to access it.

     Sent – stores every email you send. (Refer to preferences in this handout for more
     options.)

     Junk Mail - View blocked emails in this folder.

     Trash - By default the messages stay in the Trash folder for 48 hours (Soft Delete) if you
     deleted something by mistake you can retrieve it within 48 hours, but after that time
     frame, they are gone.

     Views - Click on the plus sign to expand.
       • All Documents – holds every email in Notes including those in folders, sent, calendar
         entries, and To Do. Will not show deleted mail even if in Trash folder. Refer to calendar
         preferences in this handout to not show To Do and calendar entries.
       • Mail Threads – contains all emails as All Documents but emails sorted by conversations.


                                                       3

           Folders – Places to store emails by category.
             • Click on the plus sign to expand and view your personal folders.
             • Rename or delete folders in place - Right click (Ctrl and click for MAC) on the name
               of folder and rename or delete.

           Tools - Click on the plus sign to expand and view Archive, Rules, and Stationary.
             • Archive may or may not be enabled. If enabled, click Archive to view your archived
               mail. If not enabled, you will see “page cannot be found”.
             • Rules – click on New Rule, fill in the form, click OK.
             • Stationary - Create stationery to use when you if you send the same emails over and
               over. Detailed directions in this handout.
      Read Mail
        1.  Double click an email in your inbox to open it.
        2.  Folder storage – Click are arrow next to New to create a New Folder.
             • Drag and drop one or many email into the folder.
             • Select one or many email and click Move from your toolbar. You will see a window that
               lists all your folders, click on a folder, click OK. You can create a new folder from this
               window if needed.
             • Open an email and click Move from the top toolbar. You will see the same window as
               described in previous direction.
Open Message Toolbar

                                                     Close
                                                     this
                                                     window
                Click on tools to add sender       Show or      Edit this
                                             document
                to personal address book.        hide mail
                                    threads

      Create Stationary - Memo stationery is convenient when you frequently send memos, such as a status
      report, in the same format. You can create stationery that you can reuse for your mail messages. The
      stationery can include text and graphics and other optional information you include when you create
      messages, such as mail delivery options.
      If you set a Mail preference to use a signature at the bottom of your outgoing mail messages, the signature
      is include on the stationery form when you create it. The signature is not added to stationery you created
      before you set this preference.

        1.  In any of the Mail views, click the arrow next to Tools, and then click New Stationery.
        2.  Complete the message form as you would when you create a new message, including any
           of the following:

               (Optional) Recipients (To:, cc: and bcc:)
             •
               (Optional) Delivery Options (such as priority or delivery reports)
             •
               (Optional) Subject
             •

        3.  Enter any text or graphics you want to reuse in the text box.
        4.  (Optional) Open the Attachment section and add an attachment to the stationery.
        5.  Click Save & Close, and type a name for your new memo stationery. Domino Web
           Access saves the message in the Stationery view of your mail database.

      Tip You can also create memo stationery in the Tools - Stationery view. Click New and then choose New
      Stationery.




                                                             4

Create a Message Using Stationery

  1.  Click the Mail tab.
  2.  Expand the Tools view, and then click Stationery.
  3.  Select the stationery you want to use, and then Click the arrow next to New and choose – New
  4.  Memo - Using Stationery.
  5.  Complete the message form making any changes to the stationery, including adding or removing
     recipients. The changes do not alter the stationery, and apply only to the memo you are
     creating.
  6.  When you have completed the message, send it as you would send any message, using the Send
     and Delivery options.

Edit, Rename, and Delete Stationery - You can make changes to stationery you have created and
then save it or rename it.

  1.  Click the Mail tab.
  2.  Expand the Tools view, and then click Stationery.
  3. Select the stationery you want to change, and then click the Edit button  .
  4. Make any changes to the stationery.
  5. (Optional) Click Rename Stationery, and then type a new name for the stationery.
  6. Save and Close.
  Tip You can also choose Mail Stationery from the Tools menu.

  Delete Stationery

  1.  Click the Mail tab, and then expand the Tools - Stationery view.
  2.  Select the stationery you want to delete, and then click the delete button

Create a Mail Message - When you create a new mail message, a separate window opens. You can
create and open many windows at the same time and still view your Inbox.

  1.  Click the arrow on the Mail tab, and then click New Message.
  2.  Address the message by entering an e-mail address in the To field. Click    to use the
     type-ahead feature which will automatically put the person’s address in the field or give you a
     choice of people if more than one exist.
  3.  Type a subject in the Subject field. It’s good practice to always include a subject.
  4.  Click in the message area and type your message.
  5.  (Optional) Open the Attachment section and add an attachment to the message.
  6.  Optionally, you can click any of the following:
       • Save As Draft -- to save a copy of the message in the Drafts view so that you
          can send it at a later time.
       • Save As Stationery -- to save the populated fields as a standard stationery
          memo form.
       • Follow Up -- click the arrow and then select any of the Follow Up options.
       • Options -- select a delivery option or for the High priority and Return receipt,
          use the check boxes. DO NOT CLICK SIGN AND ENCRYPT.
       • Format -- click the arrow next to Format and select rich or plain text.
       • Print ( ) -- to print your new message.
  7.  When you complete your new message, click one:
       • Send -- to send the message and save a copy of it in the Sent view.
       • Send & File -- to send the message and save a copy of it in a folder you choose.
          To create a new folder, click New and type a name for your folder, then select it
          from the list.
     Tip Click Cancel (x) -- to disregard all entries in the form and close the form.


                                                      5

Use Type-ahead to Complete an Address - You can enter a name of a person from your Contact
list, district address book, or the regional directory. This feature will automatically complete names and
email addresses you begin type. As you begin to type, the Check Name button       appears. When you
click the button, Domino Web Access displays the first name it finds that matches the letters you type so
that you can select a name rather than type the entire name.

  1.  Click the arrow on the Mail tab, then click New Message.
  2.  Enter enough of the name to limit the name search. For example, entering Alex will result in
     names such as Alex and Alexander.
  3.  Click the Check Name button    to the left of the "To:" field in the New Message form.

Tip You can use this feature when assigning a Group To Do or on meeting invitations
Attachments - You can attach a file to a message when you create or reply to a message. You can also
attach files to Calendar entries, To Do tasks, and Notebook Pages.

  1.  Click the triangle next to Attachments to open the Attachments area.
  2.  Click the open folder button    .
  3.  Select the file or files you want to attach to the message, then click Open.
  4.  (Optional) To delete an attached file, click the delete button    .
  5.  (optional in Internet Explorer only) You can display your files in the attachment area by
     large icon, list, or detail views. Click one of the file display buttons to change the display:

      To view attachments as large icons

      To view attachments as a list of file names

      To view detail of attachments



Personal Address Book - You can save information about people in your Contact list. You can enter a
person's name, address, phone numbers, company name, business address, e-mail addresses, fax numbers,
pagers, anniversary dates, and other information.
Entering a new Contact in your Contact list is quick and easy. Although your Contact list can contain a
wealth of information about each Contact, you can enter as little or as much information as you choose.
The Contact form is designed to be tailored to your use.

Create a New Contact

  1.  From anywhere in Domino Web Access click New, and then click Contact.
  2.  Enter the first and last name of the Contact.
  3.  (Optional) Enter the person's Middle name, and choose a Title, or Suffix.
  4.  (Optional) In the "Default E-mail" field, enter the preferred e-mail address of the person. This is
     the e-mail address that will appear in the To field of a New Message form.
  5.  (Optional) Choose a location for the default E-mail address, for example Work or Home.
  6.  (Optional) Click the Work tab and enter any business information about this Contact, such as
     company phone number and address.
  7.  (Optional) Click the Home tab and enter any personal information about this Contact, such as
     home phone number and address.
  8.  (Optional) Click the General tab and enter any notes to yourself about this Contact.
  9.  Click one:
      • Save & Close -- to save and close the Contact.
      • Save -- to save the Contact, but keep it open for further changes.
      • Cancel (X) -- to cancel the new Contact and close the form.

                                                        6

     Tips

       • Customize the Contact form so that it stores the information you want. Click any down
        arrow on the Contact form to change the label of the field in the form.
       • You can enter multiple e-mail addresses for a person in the "Default E-mail" field.
       • If you include the contact's company name, you can later sort your Contacts by company.

Add Sender to Contacts - While you are reading your Mail, you can add the sender to your Contacts.
When you add a sender to Contacts, the e-mail address is automatically included when the Contact
document is created.

  1.  Open a new message you have received.
  2.  Click the arrow next to Tools, and then click Add Sender to Contacts.
  3.  Complete any of the fields the same way you do when you create a new Contact.
  4.  Click "Save & Close."
  5.  If a Contact document already exists you have the option of merging the Contact information.
     Choose one:
     Overwrite -- to replace all fields in the existing Contact entry with new Contact entry
            information.
     Merge -- to replace only the fields in the existing Contact entry that have changed.
     Cancel -- to cancel the action and leave the original Contact information intact.

Create a Group List - You can create a group mailing list to address messages to a group of people.
With group lists, you simply enter the group's name when you want to send a message or meeting
invitation.

  1.  Click the arrow on the Contacts tab, and then click "Contact List."
  2.  Click the arrow next to New, then click "E-mail Group."
  3.  Enter a group name.
  4.  Click "Members" to add names from your Contact list or a district’s Name and Address book.
     You can also type names in.
  5.  Click Save and Close.

To edit a group list

  1.  Click the arrow on the Contacts tab, and then click "Contact List."
  2.  Double click the name of the group you want to edit.
  3.  Make your changes and click "Save and Close."

To delete a group list

  1.  Click the arrow on the Contacts tab, and then click "Contact List."
  2.  Select the name of the group you want to delete.
  3.  Click the Delete icon .

Delete a Contact

  1.  Click Contacts.
  2.  Select the Contact you want to delete.
  3.  Click the Delete icon to remove the Contact.




                                                     7

 Calendaring - You can create appointments, reminders, anniversaries, all-day events, and
 meeting invitations. These entries will display in your Calendar. You can set alarms, repeat
 entries in your Calendar, and view the work hours of others when scheduling a meeting.

 Click on the calendar tab from the navigation bar to access your calendar.
 View sidebar – Click on your desired view.

 Change Months - two ways to do this.
       Click on the arrows to the left and right of the Month and year.
    •
       Click on the thumbnail calendar in the lower left of the screen and click the arrows
    •
       to the left and right of the month to change months or year to change
       years.

 Create an entry
       Click on the arrow next to New and select a Calendar entry type or double click on a date.
    •

Types of Entries



 Meeting        Use the meeting form to schedule a meeting with others. The form provides quick access to invitee
            and resource schedules, and lets you automatically send meeting invitations through e-mail.
            Lets you choose Start and End times, dates, and time zones.
            By default, Notes counts a meeting as busy time in your schedule.
 Appointment      Use the appointment form to schedule time in your calendar.
            Lets you choose Start and End times, dates, and time zones.
            By default, Notes counts an appointment as busy time in your schedule.
 All Day Event     Use the All Day Event form to schedule an entire day or block of days (such as vacation time) in
            your calendar.
            Lets you choose Start and End dates.
            By default, Notes counts an event as busy time in your schedule.
            Note If you categorize the entry as a Vacation, Notes prompts you to set up your out-of-office
            mail.
 Anniversary      Use the Anniversary form to add annual events to your Calendar, such as birthdays. An anniversary
            repeats on the same date for ten consecutive years, beginning on the date you pick, unless you
            change the duration in the Repeat options dialog box.
            Lets you choose a date.
            Notes does not count an anniversary as busy time in your schedule.
 Reminder       Use a Reminder to remind yourself of something at a particular time.
            You can choose a time, date, and time zone for a reminder.
            Notes does not count a reminder as busy time in your schedule.

 Create an Appointment, All Day Event, Anniversary, or a Reminder

 1.  From anywhere in Domino Web Access click New, and then click Calendar Entry.
 2.  Click the down arrow on the first tab and select the type of Calendar Entry.
 3.  Enter a few words in the Subject field to identify this entry.
 4.  (Optional) Enter a location.
 5.  Select a start date. Click the arrows on the Calendar to change the month or year.

                                                       8

6. If applicable, select a start time.
7. (Optional) Click the Time Zone icon    to select an alternate time zone for the start or end time (or
  both) of the entry.
8. If applicable, click the plus (+) or minus (-) signs to specify how long the appointment (for example)
  will last. (The end time is filled in automatically based on the entry in this field.)
9. Check Alarm and specify when you want to be notified.
10. (Optional) Select any of the following:

   Options      Actions
   Confidential    Select this to prevent people who have access to your Calendar from reading the
            entry. People who can manage your Calendar can see the time but not the contents
            of entries marked confidential.
   Pencil In     Check this to pencil in the entry, but keep the time period open in your free time
            schedule.
   Categories     Select a category.

11. (Optional) Click the triangle next to Details and add notes about this Calendar entry.
12. (Optional) Click the triangle next to Attachments and attach files to this entry.
13. Click Save & Close, or click Save to save your work but continue making choices.

Note When you create an anniversary, by default the anniversary will repeat in your Calendar for 10 years.

Edit Calendar Entries - You can edit Calendar entries that you created or have access to edit.

1.  Double click a Calendar entry to open it.
2.  Make changes to the entry.
3.  Click Save and Close.

Meetings - You can schedule a meeting, check the schedule of invitees, and reserve rooms and
resources.

1.  From anywhere in Domino Web Access click New, and then click Calendar Entry.
2.  If necessary, click the down arrow on the first tab and select Meeting.
3.  (Optional) Select any of the following:

   Options           Actions
   Request Response       Check this box to receive a confirmation message from your invitees.
   Pencil In          Check this to pencil in the entry, but keep the time period open in your free
                 time schedule.
   Confidential         Check this to prevent people who have access to your Calendar from
                 reading the entry. People who can manage your Calendar can see the time
                 but not the contents of entries marked confidential.
   Category           Select a predefined category.

4.  Enter a few words in the Subject field to identify the meeting.
5.  Select a start date. Click the arrows on the Calendar to change the month or year.
6.  Select a start time.
7.  (Optional) Click the Time Zone icon    to select an alternate time zone for the start or end time (or
   both) of the meeting.
8.  Click the plus (+) or minus (-) signs to specify how long the meeting will last. (The end time is filled in
   automatically based on the entry in this field.)
9.  (Optional) Check Alarm and specify when you want to be notified.
                                                        9

10. Under Invitees, enter e-mail addresses in any of the fields, or click one of the buttons to choose names
  from your Contact list, the district directory, or Regional Directory.

Tip Click     to use the type-ahead feature.

11. (Optional) Check the schedules of meeting invitees to ensure that there are no time conflicts.
12. (Optional) Enter a location for the meeting.
13. (Optional) If your district uses the resource for reserving rooms, click Find a Room or Resource to
  reserve a room or resource for the meeting. Details below.
14. (Optional) Click the triangle next to Details to give a detailed description of the meeting, including
  text and objects.
15. (Optional) Click the triangle next to Attachments and attach files to this invitation.
16. When you have completed your selections click one of the following:
  • Save & Send -- to save the invitation item and send notification to the people in your Invite,
    Optional, and FYI fields.
  • Save as draft -- to save a draft of the invitation that you can update at a later time. This will be
    located on your calendar on the date you saved it as a draft to.
  • Options -- Specify Delivery Options

Select a room or resource for a meeting - When you schedule a meeting, you can reserve
conference rooms, resources such as VCRs and overhead projectors, if they are used by your district.

1.    Create a meeting invitation.
2.    Click on Find Room or Resource to reserve a room or resource for the meeting.
3.    Select a Room or Resource.
4.    Make sure the directory reads your district’s address book. If it reads your personal address book or
     the regional directory, use the pull down and change it to your district’s address book.
5.    Fill in the date, time, site, and number of attendees for a room and date, time, site, and category for a
     resource.
6.    Click Search.
7.    You will see a list of available rooms or resources.
8.    Click on the room or resource you want to reserve.
9.    Click OK.

Check People's Schedules for a Meeting - When you create a meeting invitation, you can look
up the work hours of the people you're inviting and find a time at which all or most of them can meet.

1.    Create a meeting invitation, invite the people you want, and specify the date, time, and duration of the
     meeting.
2.    Click the Schedule tab and check everyone's schedule.
3.    If there is a time conflict, try changing the date, time, or duration of the meeting, then recheck
     everyone's schedule according to the list.

Tip Scroll through the list of recommended meeting times on the bottom to help you select a time that is
convenient for all invitees.

Notes

      Work hour search does not support people in different time zones.
   •
      See work hours for all hours of the day by clicking the triangles on the time line to advance or go
   •
      back in time.
      Add invitees from the list of invitations by clicking "Change Invitee List..."
   •
      Use the color key at the bottom of the list to determine work hours. If the information is gray, then
   •
      the user does not allow you to see their work hours.


                                                         10

Add or Remove Meeting Invitees - When you add or remove people's names from an invitation,
Domino Web Access sends a notice informing them that they are no longer required to attend this meeting.
The notice includes the original subject of the message, date, and time. You can also include comments
with this message.

1.    Double click the meeting invitation in your Calendar.
2.    Select the Add/Remove tab.
3.    In the Invite field, enter the names of new invitees. Click Invite to select names from a Contact list.
4.    To remove invitees from the meeting, select the name in the "Invitations and reservations already sent"
     list, then click the right arrow.
5.    Click Save & Close.

Tip You can also add or remove people invited in the Optional and FYI fields.

Answer Meeting Invitations - Meeting invitations arrive in your mail Inbox and also display in your
Calendar - Meeting Notices view. The meeting invitation may request a response from you, or it may be a
broadcast invitation that requires no response. When you accept a meeting invitation, the meeting is
automatically entered into your Calendar, and a response is sent. A response is also sent to the meeting
chair if you decline a meeting invitation. After you respond to a meeting invitation, it no longer appears in
your Meeting Notices view.

When you respond to a meeting invitation, you can:

      Accept the invitation
   •
      Tentatively accept the invitation
   •
      Delegate the meeting to another person
   •
      Propose a new time
   •
      Decline the invitation
   •

Determine if you are free
Open the invitation and click Check Calendar.

Accept an invitation

1.  Open the invitation and click Accept.
2.  Choose any of these options to send an acceptance message to the chair of the meeting and add the
   meeting to your Calendar:
   • Accept
   • Accept with comments -- add additional comments in the space provided
   • Tentatively Accept -- although the meeting is added to your Calendar, the time in your schedule
    appears free to others

Decline the meeting as scheduled or delegate the invitation

1.  Open the invitation and click Decline.
2.  Choose any of these options to respond:
   • Decline -- sends a message to the chair.
   • Decline with comments -- add additional comments in the space provided. Sends a message to the
    chair.
   • Delegate -- select a name from the list and optionally add comments. Sends the meeting invitation
    to your delegate; sends a decline and delegate message to the chair.
   • Propose a New Time -- select a new date and time. Optionally, check "Include additional comments
    on notice." Sends the proposed change to the chair.

Additional options
                                                       11

You can also print, delete or cancel your response by clicking one of these options:
           Print a copy of the meeting invitation.
           Delete the invitation.
           Cancel the response without replying.


Automatically remove invitations from your Inbox after you answer them
You can set a Calendar - Autoprocess preference so that invitations are automatically removed from your
Inbox after you answer them. See Preferences in this handout.
Important
You should process invitations in the order you receive them. Processing invitations out of order may result
in missing or incorrect information.
View Participant Status for a Meeting - The meeting chair can view a list of people invited to a
meeting. The information provided includes the name, role and status (response) of each participant.

1.    Open the meeting entry.
2.    Click the arrow next to Actions, and then click View Participant Status.
3.    To sort a column alphabetically, click the column heading.
     To print the participant status information, click Print.
4.


View Meeting Notices - You can view meeting notices in a number of ways:

      On your Calendar -- Meeting notices appear as scheduled on your Calendar. Hover over the notice
   •
      to view additional details.
      In the Meeting Notices view – Located under the views (day, week, month) in the left column. This
   •
      view displays meeting invitations and responses, such as proposals for a new meeting time,
      or a decline notification. Information displayed includes the meeting time, chair, the date, and
      subject of the meeting. You can sort this view by meeting chair or date.
      In a summary list – click View and Summarize. Displays a list of your meetings in summary
   •
      format, organized by date.



   What do you want to do?                Action
   View meetings on your Calendar             Click the arrow on the Calendar tab, and then
                              select the view you want.
   View only meeting notices               In the navigation pane on the left, click Meeting
                              Notices.
   View meeting notice summaries             From your Calendar, click the arrow next to View,
                              and then select Summarize.




                                                        12

Preferences - Click on Preferences in the upper right above the Lotus Domino logo. Below are general
preferences you can change. For detailed documentation on all preferences, click on the help.

Basics Tab:
Display options
You can change which tab displays when you log in to Domino Web Access. For example, you can choose
to have Mail or your Calendar open as your default view.

Default Mail Client – PC only - If Domino Web Access is not your default mail client, click Make
Default. If it is your default mail client, that will be indicated here.


Mail Tab:
General
Save Sent Mail
You can choose the way you want to manage sent mail. You can save or not save a copy of every mail
message that you send, or you can be prompted to make that decision when you send the message. Copies
of sent messages appear in the Sent folder.
Under Sending, for the field “Save Sent Mail,” choose one:

    Always keep a copy
  •
    Don’t keep a copy
  •
    Always prompt
  •

Receiving Mail - By default Domino Web Access looks for new mail on the server every 5 minutes. You
can change this number.
To be notified when new mail arrives, check "Prompt when new mail arrives."

Soft Delete - When you delete mail messages, Domino Web Access places them in the Trash folder. This is
called a soft delete. By default, messages stay in the Trash folder for 48 hours or until you explicitly delete
them from trash. This deletion gives you a chance to retrieve messages if you make a mistake. You can
change how long messages remain in the Trash folder, under "Soft Delete" before they expire.

Under Soft Delete, enter the number hours that messages remain in the Trash folder before they are
removed permanently from your mail file.
Display
Sort Options - Choose "Ascending" to make new mail appear at the bottom of your Inbox, or choose
"Descending" to make new mail appear at the top.
Tip With most mail folders and views, you can click the Who, Date, or Size column to sort messages by
sender, date, or size respectively.
Signature - You can add a personal signature to the bottom of outgoing mail messages. This signature is
usually a name and other information, such as an address or web site, that the recipient sees. It’s like
adding your business card to the end of each email automatically.

    Expand Mail, and then click Signature.
  •
    Under Signature, check "Append a signature to the bottom of your outgoing mail messages."
  •
    Enter the text for your signature.
  •
    Click OK.
  •




                                                      13

Follow Up - You can flag a mail message with an icon to indicate that the message requires you to take
follow-up action. Use the Domino Web Access Mail preferences to set defaults for the priority level,
whether to set an alarm for each required action and for what happens when an alarm goes off. When you
flag a message for follow up, Domino Web Access uses these defaults. However, for any message you can
change any of these settings without affecting the follow up defaults you set in preferences. When you flag
a message using Quick Follow Up, these defaults apply automatically.

     Indicate the importance of the follow up action by selecting one of the following priority levels.
  •

    Icon           Priority
                Urgent
                Normal (default)
                Low

     (Optional) Check "Set default Follow Up date," and type the number of days, weeks, or months
  •
     from when the flag is set. This information is required if you want to set an alarm.
  •
     (Optional) Check "Set default Follow Up time" and select the time of day you want to follow up.
  •
     This information is required if you want to set an alarm.
  •
     (Optional) Check "Set an alarm."
  •
     (Optional) Check "Use these alarm settings for quick Follow Up" if you want to set an alarm when
  •
     you use Quick Follow Up.
  •
     (Optional) Type the number of Minutes, Hours, or Days to offset the alarm from the follow up date.
  •
     (Optional) Select Before, After, or On to indicate when you want the alarm to go off relative to the
  •
     date of the follow up date.
  •
     Click OK.
  •

Calendar Tab:
General -
Calendar Defaults - You can change the following defaults that are used when creating new Calendar
entries:

     Calendar entry type -- Select the default type for new Calendar entries by clicking the down arrow
  •
     and selecting a different Calendar entry type.
     Appointment and meeting duration -- Type a number to change the default (60 minutes).
  •
     Anniversaries repeat for -- Type a number to change the default (10 years).
  •

Import Holidays - Domino Web Access includes holiday sets that you can add to your Calendar. Holiday
sets are predefined based on country. When you add a set, Domino Web Access adds each holiday to the
Calendar as an anniversary. Click "Import" and select a holiday set to add to your Calendar.

Display Options - You can set the following Calendar display options:

     When displaying days of the week in Calendar views -- select the starting day of the week for
  •
     each of the Calendar views.
     When displaying days of the week in Calendar views -- select the time to start displaying times in
  •
     your Calendar, and select the time to stop displaying times in your Calendar.
     Display 24 hours -- Check this (default) to see 24 hours displayed in your Calendar.
  •
     Each Calendar time slot lasts -- Set time slots to 15, 30, or 60 minutes (the default is 60).
  •
     Disable drag and drop and in-place editing -- If you check this option you will not be able to drag
  •
     a Calendar entry to a time slot, or edit a Calendar entry in the Calendar view. On lower end
     machines, disabling this feature may improve performance.

Displaying Calendar Entries in Mail Views - Select any of these options to specify which Calendar
documents display in your Mail.
                                                       14

          Don't display new Calendar entries and notices in the All Documents view of Mail -- to hide
       •
          Calendar entries from the All Documents view in Mail.
          Don't display new Meeting invitations in the Sent view of Mail -- to hide meeting invitations
       •
          from the Sent view in Mail. (Enabled by default)
          Remove meeting invitations from your Inbox after you have responded to them -- to hide
       •
          meeting invitations from your Inbox after you have responded to them.

    Choose which types of meeting notices display in your Inbox:

          All -- to display all Calendar and To Do notices, including invitee responses to them, in your Inbox.
       •
          All except responses -- to display all Calendar and To Do notices, excluding invitee responses to
       •
          them, in your Inbox. To see responses, look in your All Documents view in Mail, View Invitee
          Status per meeting, or look in your Meetings view in Calendar.
          None -- to hide all Calendar and To Do entries from your Inbox.
       •

    To Do - Check this option if you do not want to display your To Do entries in the Calendar view. The
    default is unchecked.

    Work Hours – VERY IMPORTANT THAT THIS IS CORRECT IF YOU USE YOUR CALENDAR
    TO SCHEDULE MEETINGS !
    Domino Web Access marks ranges of time as free (that is, time available for meetings), marks all other
    times busy (unavailable for meetings). When you add an entry to your Calendar that occurs during one of
    these ranges, Domino Web Access also marks the time of the entry busy (unless you select "Pencil In"
    when you create the entry). This way, other people can see if you're available for a meeting before inviting
    you.

          Expand the Calendar section, and then click Work Hours.
       •
          Set your working hours, per day. This is the time span that will be displayed when others schedule
       •
          meetings and need to check your availability.
          Click OK.
       •

    Enable Out-of-Office Mail - Domino Web Access automatically sends replies to mail while you're out of
    the office. The Out-of-Office agent sends only one message to each person who sends you mail, no matter
    how many messages the person sends you. On the return date that you specify, the agent sends you a
    "Welcome Back" message that includes a list of the people it sent messages to while you were out. You'll
    continue to receive "Welcome Back" messages until you disable out-of-office mail.

    1.    Click Preferences. Expand the Calendar section, and then click Work Hours.
    2.    Under Out of Office, click "Settings..."
    3.    Specify the date when you are leaving. This will be your first day out of the office. Use the date picker
         by clicking the down arrow.
    4.    Specify the date when you are returning. This will be your first day back in this office.
    5.    Click the "Out of Office Message" tab, and then enter a subject and message that you wish sent to
         people and groups who send you mail.
    6.    (Optional) Choose any option (see the table below), and then click Save & Close.




Keep the out-of-office dates available for meeting        Click the Dates tab and do not select "Mark these dates busy in
invitations                           my calendar" and
                                 Take this action make sure you have work hours available (in
What do you want to do?
                                 Work the Dates tab and select "Enable who check Office agent."
                                 Click Hours tab) for meetings. People the Out of your Calendar
Enable Out-of-Office mail.

                                                            15

Keep the out-of-office dates available for meeting     Click the Dates tab and do not select "Mark these dates busy in
invitations                         my calendar" and make sure you have work hours available (in
                              Work Hours tab) for meetings. People who check your Calendar
                              will see that you are available for the specified dates and times.
Indicate to others checking your work hours and       Click the Dates tab and select "Mark these dates busy in my
availability for meetings that you are out of the office  calendar." You also have the option of changing the text that
                              others see in the Calendar subject.
Change the message or subject of the message that Domino Click the Out of Office Message tab and change the subject or
Web Access sends                     message.
Send a different message to certain people         Click the Special Message tab and enter an e-mail address for
                              each person who will be receiving the different message. To
                              select names from a Contact list, click the down arrow to the
                              right of the field. Enter a subject and your message.
Cancel replies to certain people or groups.         Click the Exceptions tab and specify one or more names in the
                              "Do not automatically reply to mail from these people or
                              groups" field. To select names from a Contact list, click the
                              down arrow to the right of the field.
Cancel replies to messages sent to groups to which you   Click the Exceptions tab and specify one or more group names
belong.                           in the "Do not automatically reply to mail which is addressed to
                              these groups" field. To select names from a Contact list, click
                              the button to the right of the field.
Cancel replies to messages whose subject contains certain  Click the Exceptions tab specify the text in the "Do not
text.                            automatically reply if the subject contains these phrases" field.
Cancel replies to people who send you Internet mail.    Click the Exceptions tab and select "Do not automatically reply
    Tip You can also set the Out-of-Office agent from the mail from Internet addresses." Tools and then click
                              to Inbox. Click the arrow next to
    Out of Office.

     Disable Out-of-Office Mail

     1.  Click Preferences. Expand the Calendar section, and then click Work Hours.
     2.  Under Out of Office, click "Settings..."
     3.  Deselect "Enable the Out of Office agent."
     4.  Click Save and Close.

     Delegation Tab:
     Mail, Calendar - You can let specified people open your mail database and read your messages, Calendar
     entries, Contacts, Notebook entries, and To Do items. You can also let people send, edit, and delete
     messages, create and delete Calendar entries and To Do items for you. In addition, you can specify a person
     or group to whom Domino Web Access will forward your Calendar entries, whether or not that person or
     group has any access to your mail.

     To delegate access to your mail

     1. (Optional) Click "Add Person or Group," and click the down arrow to choose from a list. Do NOT
      choose "Access is for everyone" unless you want everyone in the world to view your schedule.
     2. Choose how much access to your mail database you want to give the specified person or group:
      • All Mail, Calendar, and To Do
      • Only Calendar and To Do
      • None (to prevent the specified person or group from having access to your mail file)
     3. Choose how much access you want the delegate to have. For example, "Read, edit and create any
      document, send mail on your behalf."
     4. Check one or more of the following forwarding options. When you forward a notice, the message
      contains a document link to the original notice delivered to your mail file.


                                                          16

      Forward notices where you are the invitee of the meeting -- your delegate receives notification
   •
      each time you receive a meeting invitation or related notice.
5.    Forward notices where you are the chair of the meeting -- your delegate receives notification each
     time you receive a response to a meeting invitation or related notice regarding a meeting you chair.
6.    Choose what Domino Web Access should do with messages you receive marked private. For example,
     "Forward without private details" lets your delegate see only the non-private details.
7.    (Optional) Select a name from the list of delegates, and then click "Remove Selected Person or
     Group."
8.    (Optional) Select a name in the list, and then click "Change Access." to modify access already granted
     to a person or group, The second list shows the access currently assigned.
9.    Click OK, and then OK again to close the preferences box.

Schedule - You can determine how much of your schedule information displays when other people check
your schedule for free time. By default, all users can see blocks of time that are scheduled. Using these
preferences, you can, for example, allow certain people to see details of your schedule.

1. Expand Delegation, and then click Schedule.
2. Choose who is allowed to see your schedule information (when you are busy or available):
 • Everyone can see your schedule information (default)
 • No one can see your schedule information
 • Only the following people or groups can see your schedule information, and then select a name
   from list.
3. Choose what schedule information the persons designated in Step 2 are allowed to see:
 • Only information about when you are busy or available (default) -- people looking at your
   schedule see only blocks of time.
 • Detailed information about your Calendar entries -- people can right-click a block of time to see
   information from a Calendar entry, such as the location for a meeting.
 • Only information about when you are busy or available, but the following people can see
   detailed information -- Most people can see only schedule blocks; specified people can right-click
   to see the additional information. Select a name from the list to specify who can see the details.
4. (Optional) If you allow others to view detailed information about your Calendar entries, you can
  determine whether or not they see the subject of a Calendar entry. Check "Do not include the subject of
  a Calendar entry when detailed information is made available" if you do not want the subject to
  display.
5. Click OK.

Security Tab:
Change Password

1.    Click Change...
2.    Enter your old Internet password.
3.    Type the new Internet password.
4.    Type the new Internet password again and click OK.




Sametime - With instant messaging, you can see who is online and send an instant, real-time message to
them. An instant message is an online chat. You can chat with anyone listed in your instant contact list or
an address book on your mail server. And you can invite others to join your chat.



                                                      17

     Once you have enabled instant messaging, your online status is visible to other users, and you can see who
     is available online. Online status icons appear in mail messages, meeting invitations, and in Mail, Contacts,
     and Calendar views.
     Enable Instant Messaging - After you enable instant messaging, you are automatically logged on to
     instant messaging when you log in to Domino Web Access, and other users can see your online status.
     To enable:

     1.  Click Preferences, then click Basics.
     2.  Under Instant Messaging, check "Enable Instant Messaging."

     Icon Description

Indicate to others checking your work hours and       Click the Dates tab and select "Mark these dates busy in my
availability for meetings that you are out of the office   calendar." You also have the option of changing the text that
                               others see in the Calendar subject.
Change the message or subject of the message that Domino Click the Out of Office Message tab and change the subject or
Web Access sends                     message.
Send a different message to certain people          Click the Special Message tab and enter an e-mail address for
                               each person who will be receiving the different message. To
                               select names from a Contact list, click the down arrow to the
                               right of the field. Enter a subject and your message.
Cancel replies to certain people or groups.         Click the Exceptions tab and specify one or more names in the
                               "Do not automatically reply to mail from these people or
                               groups" field. To select names from a Contact list, click the
                               down arrow to the right of the field.
Cancel replies to messages sent to groups to which you    Click the Exceptions tab and specify one or more group names
belong.                           in the "Do not automatically reply to mail which is addressed to
                               these groups" field. To select names from a Contact list, click
                               the button to the right of the field.
Cancel replies to messages whose subject contains certain  Click the Exceptions tab specify the text in the "Do not
text.                            automatically reply if the subject contains these phrases" field.
Cancel replies to people who send you Internet mail.     Click the Exceptions tab and select "Do not automatically reply
                               to mail from Internet addresses."


     Tip You can also set the Out-of-Office agent from the Inbox. Click the arrow next to Tools and then click
     Out of Office.

     Disable Out-of-Office Mail

     1.  Click Preferences. Expand the Calendar section, and then click Work Hours.
     2.  Under Out of Office, click "Settings..."
     3.  Deselect "Enable the Out of Office agent."
     4.  Click Save and Close.

     Delegation Tab:
     Mail, Calendar - You can let specified people open your mail database and read your messages, Calendar
     entries, Contacts, Notebook entries, and To Do items. You can also let people send, edit, and delete
     messages, create and delete Calendar entries and To Do items for you. In addition, you can specify a person
     or group to whom Domino Web Access will forward your Calendar entries, whether or not that person or
     group has any access to your mail.


                                                          18

1.  (Optional) Click "Add Person or Group," and click the down arrow to choose from a list. Do NOT
   choose "Access is for everyone" unless you want everyone in the world to view your schedule.
2.  Choose how much access to your mail database you want to give the specified person or group:
   • All Mail, Calendar, and To Do
   • Only Calendar and To Do
   • None (to prevent the specified person or group from having access to your mail file)
3.  Choose how much access you want the delegate to have. For example, "Read, edit and create any
   document, send mail on your behalf."
4.  Check one or more of the following forwarding options. When you forward a notice, the message
   contains a document link to the original notice delivered to your mail file.
   • Forward notices where you are the invitee of the meeting -- your delegate receives notification
     each time you receive a meeting invitation or related notice.
5.  Forward notices where you are the chair of the meeting -- your delegate receives notification each
   time you receive a response to a meeting invitation or related notice regarding a meeting you chair.
6.  Choose what Domino Web Access should do with messages you receive marked private. For example,
   "Forward without private details" lets your delegate see only the non-private details.
7.  (Optional) Select a name from the list of delegates, and then click "Remove Selected Person or
   Group."
8.  (Optional) Select a name in the list, and then click "Change Access." to modify access already granted
   to a person or group, The second list shows the access currently assigned.
9.  Click OK, and then OK again to close the preferences box.

Schedule - You can determine how much of your schedule information displays when other people check
your schedule for free time. By default, all users can see blocks of time that are scheduled. Using these
preferences, you can, for example, allow certain people to see details of your schedule.

1. Expand Delegation, and then click Schedule.
2. Choose who is allowed to see your schedule information (when you are busy or available):
 • Everyone can see your schedule information (default)
 • No one can see your schedule information
 • Only the following people or groups can see your schedule information, and then select a name
   from list.
3. Choose what schedule information the persons designated in Step 2 are allowed to see:
 • Only information about when you are busy or available (default) -- people looking at your
   schedule see only blocks of time.
 • Detailed information about your Calendar entries -- people can right-click a block of time to see
   information from a Calendar entry, such as the location for a meeting.
 • Only information about when you are busy or available, but the following people can see
   detailed information -- Most people can see only schedule blocks; specified people can right-click
   to see the additional information. Select a name from the list to specify who can see the details.
4. (Optional) If you allow others to view detailed information about your Calendar entries, you can
  determine whether or not they see the subject of a Calendar entry. Check "Do not include the subject of
  a Calendar entry when detailed information is made available" if you do not want the subject to
  display.
5. Click OK.

Security Tab:
Change Password

1.  Click Change...
2.  Enter your old Internet password.
3.  Type the new Internet password.
4.  Type the new Internet password again and click OK.




                                                     19

Sametime - With instant messaging, you can see who is online and send an instant, real-time message to
them. An instant message is an online chat. You can chat with anyone listed in your instant contact list or
an address book on your mail server. And you can invite others to join your chat.
Once you have enabled instant messaging, your online status is visible to other users, and you can see who
is available online. Online status icons appear in mail messages, meeting invitations, and in Mail, Contacts,
and Calendar views.
Enable Instant Messaging - After you enable inst