Lotus Notes FAQ

Lotus Notes impotent question
. Q: What is User ID (user.id) file?

A: You must have a User ID to login to Lotus Notes. Your User ID, a file that your administrator
creates, contains information that Notes uses to identify you. Your User ID is located in the
Notes/Data directory and can be recognized by the extension ID, for example user.id, or
peter.id
Your User ID contains the name of the ID owner and certificates:
• The Notes license number, and the Notes ID type

• A certificate which allows access to servers that recognize the certifier
• A public key used to encrypt documents sent by the owner
• A private key used to decrypt documents sent to the owner
• Encrypted Lotus Notes password.
You can view the contents of your User ID by choosing File - Security - User Security (Macintosh
OS X users: Notes - Security - User Security).
Because your User ID acts as your identification, you must store it in a safe place just as you
would a passport or driver's license. The best way to do this is to keep a copy of your User ID on
your hard drive and another copy on a floppy disk that you can store away. This ensures that
you always have a backup of your User ID if you need it. Having a copy of your User ID on a
floppy disk also allows you to take your User ID with you to access Notes from other Notes
workstations.
When you are away from your computer, you should always lock the display of Notes to protect
the data that you have accessed using your User ID.
Q. What is Id File
Ans. Public key, private key , user name , password, expire
key etc..
Q. What is lotus Port Number

Ans. Port no 1352
Q. What is use protocol Lotus Notes

Ans. TCP & NRCP(Note Remote Procures call)
Q. What is Archive Folder

Ans. Archive is cut &Paste Folder
: Why is my mailbox being archived?
A: IT Services is trying to work with all users to keep their Lotus Notes environment running as
efficiently as possible. In order to do this, we are recommending to all clients to keep their
mailbox size below 400 MB. Large mailboxes make viewing messages slower, can cause server
performance degradation, and are more prone to corruption.
In order to address this, and provide users with additional tools for mailbox management,
server-side archiving is being enabled on largest mailboxes on the server each month. From
that day on, those mailboxes will be archived automatically every night moving older
documents from the main mailbox to the mail archive based on the predefined criteria.
For more information about archiving and mailbox management check the following links:
Managing Your Lotus Notes Mailbox - inSight, Winter 2005
The Battle of the E-Mail Bulge - inSight, Winter 2005
Once archiving have been enabled on your mailbox, you will be able to access your Archive
Mailbox directly from your mail archive through the icon on your main mailbox navigator (see
Fig 1). However, you will first need to add a new Server Connection document to your Lotus
Notes address book (see Fig 3 below for instructions). You will also be able to access your mail
archive in Domino Web Access (aka iNotes) in the same location (under the Tools heading) as
your main mailbox (see Fig 2). You will not be able to access your Archive Mailbox through IMAP.
To review which documents have been archived, please select "Actions > Archive > Open Log"
from the menus while in your main mailbox.
Q. What is replica ?
Ans. Replica is copy paste folder
We can't all stay in our offices entire day and every day. That means we occasionally
need to do our daily office routine outside our office. Sometime we may need to
access our Notes Mailbox from home, sometimes from the hotel room using our
laptop. Because your office computer is directly connected to the campus network
with a network card, accessing your Notes mail in the office is easy and time
efficient. When it comes to remote access to your Notes mail through the modem
connection, it isn't time efficient anymore and let's say it: it's slow. It is so because
your mailbox is located on the server and each time you are trying to open a
message or compose the new one, data must travel from the server to your
computer via the telephone wire which greatly affects the speed. The modem type
also plays an important role: cable modem users will not complain as much as 28.8
Kbps regular modem users.
Is there anything you can do to avoid the delay caused by the modem and the
telephone line? Yes, there is. It's called Replication. Let's start with the
definition:REPLICATION is the process that Lotus Notes uses to keep copies
of the same database synchronized with one another.
Practical example:
Instead of accessing your Notes Mailbox (mail database) on the server every time
you are trying to read your mail, create a new message, etc. you could create a twin
copy (Replica) of the mail database and store it on the hard drive of your home
computer or your laptop. After you do that, you will connect to the server only to
download the mail from the server copy to your local copy (replicate your mailbox)
and you will be able to read your mail, compose new messages, etc. in the "off-line
mode", i.e. being disconnected from the server. Once in a while you will be
connecting to the server for few minutes to synchronize (replicate) the two copies of
your mail database. Replication will download all your new messages from the server
copy into your local copy and upload newly created messages from your local copy to
the server copy. Sounds easy? Let's do it !
Lotus Notes R4.6 users need to follow the steps outlined in "How to enable mailbox
replication?" FAQ in order to create and activate local replica of your Notes mailbox.
Lotus Notes R5 users do not have to do anything special. Local mailbox replica is
automatically created during the post-installation setup of your R5 Notes
workstation.
Q: Why should I use Lotus Notes as opposed to some other e-mail

software?
A: You probably already know that one of the components of Lotus Notes application takes care
of receiving and sending e-mail messages and other documents. But Lotus Notes is more than
just another e-mail software. Behind the Notes interface that you see before you is a
sophisticated system for storing, managing and transmitting information, backed up by a team of
well-informed support people located right here on campus. Notes empowers groups of users by
offering them a secure delivery and storage system for exchanging documents and ideas in a fast
and convenient manner. Lotus Notes goes beyond traditional e-mail.
You will soon realize that Lotus Notes Mail is equipped with features that exceed that of any
software package of its class used on campus to date. With Notes you can store, sort, organize,
respond, spell check, embed, view and attach; all with the simple click of a button. Notes
combines all the most advanced features of other e-mail applicatrions. Lotus Notes integrates
your e-mail with calendar that is built into your mailbox, address book, "ToDo" list and the Web,
and streamlines daily information management.
At first, you might be using Notes only for e-mail, but IT Services is developing Notes Applications
(databases) that will allow you to perform different tasks in a quick and convenient manner.
Databases for storing CV's, administrative forms, Undergraduate and Graduate Calendars,
Course Offerings, resources reservation system, Virtual Course Kit and much more are in the
works. You will be introduced to these and other powerful and exciting features in the near future.
There are many advantages in store for those who choose to unleash the full potential of Lotus
Notes. Notes is a time-economizing tool that can eliminate the confusion of paper-shuffling. Notes
security options insure that shared and private documents will not go public.
Q: How can I reduce the size of my Notes mailbox?
A: Reducing the size of your mail database makes it easier to use (faster) and takes up less
space on the server. You can do the following to reduce the size of your mailbox:
• Delete messages that you no longer need and empty your Trash folder.
• Save large attachments on your hard drive, and remove them from the mail messages.
• Have automated archiving enabled on your mailbox (contact the HelpDesk to have it
enabled).
: What is "Password Checking" in Lotus Notes?

A: IT Services has recently enabled a security feature called "Password Checking" on the Domino
servers. This feature will store your Lotus Notes password (normally stored only inside your
User ID file on your computer) in an encrypted format inside Domino Directory on the servers.
When logging into Lotus Notes, the Lotus Notes client will compare the password in the ID file
with the password encrypted on the server. If these passwords match, you will be able to
access your resources on the server. If these passwords do not match, you will be prompted
with a message that you must change your password to match the password in the ID file (see
below).
Why is IT Services implementing this change?
Lotus Notes and Domino have a very robust and complex security system. The foundation of
this security system is the User ID file, which can be thought of as your passport to access the
resources you are allowed to access. Your Lotus Notes password, stored encrypted inside your
ID file, unlocks this passport. However, if someone were to obtain both your ID file and
password, without password checking in place, they could assume your identity and access the
resources delegated to you. Since the password in the ID file is set per ID file, if you change
your password on one computer, the ID files on other computers are not updated (with the
exception of roaming users). With password checking enabled, once you change your password
in one ID file, the other ID files must have their passwords changed manually to match (incl.
roaming users). This effectively de-activates any ID files that may be in circulation, and
prevents unauthorized access.
What do I need to do in order for password checking to work?

In order to activate password checking, you must change your Lotus Notes password. This will
update the information inside Domino Directory on the server with an encrypted copy of your
password for the system to perform the comparison. To change your Lotus Notes password do
the following inside Lotus Notes:
1. Click on File, Security, User Security. Enter your current password.

2. On the User Security Window, click on the "Change password" button. Enter your
current password again.
3. Now, enter your new password and click OK.
Once you change your password, when you attempt to login to Lotus Notes on another
computer that does not have the correct password in the ID file, you will receive the following
message:
You must then change the password on that system to match your new password by following
the steps above.
What happens if I forget my password?

If you happen to forget your password, you will need to come to the IT Services HelpDesk, 1st
floor University Computer Centre, and prove your identity. Once your identity is established,
one of the Lotus Notes administrators will be able to reset your password.
How do I change my notes password?
A: To change your Lotus Notes password please follow these steps:
Lotus Notes 6.x
1. Click on File and select Security - User Security ... from the pull-down menu.
2. Type in your current password and press Enter (or click OK)
3. Click the button Change Password
4. Type in your current password once again and press Enter (or click OK)
5. In the "Change Password" dialogue box, type in your new password (8 characters or
more) twice and press Enter (or click OK)
6. Click the button Close to close the "User Security" dialogue box.
Pleasa note that your new password will be effective immediately but it will be changed only on
that one computer (unless you have been upgraded to a "Roaming User"). If you have Lotus
Notes installed on more than one computer (for example at home), you must repeat this
procedure on each computer to change the password there
Can students obtain Lotus Notes accounts?
A: In general, only University faculty and staff members are entitled to a Lotus Notes account and
support. However, IT Services also offers Lotus Notes accounts and support to students who
meet these criteria:
• Student helping his/her professor with a Web site development using Domino Designer
• Student TA or GA assisting his/her professor who uses ViCKi (Lotus Notes based course
management tool)
• Student employee working in a non-academic or academic department at the University
• Student requesting a Notes account must be registered for the current term
To request a new Lotus Notes account on the student Domino server, please send a message to
helpdesk@uwindsor.ca including the following information:
• full name (preferred name)

• student number
• employee number (if available)
• University network USERID (must activate at http://uwindsor.ca/userid)
• name of the professor or full time staff member (referral)
• current e-mail address (if not using University's student e-mail account)
Q: How can I access my Lotus Notes mailbox off-campus?
A: There are three separate ways of accessing your Notes mailbox from a remote location:
1. Using a Web browser & Domino Web Access (formerly known as iNotes webmail); no
initial configuration is required
2. Using IMAP capable e-mail reader such as MS Outlook Express (OE has to be
configured first)
3. Using Lotus Notes client software (LN has to be installed and configured first)
All three require a TCP/IP connection to the Internet. This could either be a dial-up modem
connection over a telephone line or a high speed connection (preferred) through your cable
company or DSL (COGECO, Sympatico, etc.). It is not required that you use the University of
Windsor dial-up connection. You could use any Internet Service Provider (ISP).
1. Using a Web browser & Domino Web Access (aka iNotes or Webmail)
You can access your Notes mailbox that is stored on our mirrored Domino servers ZEUS/VENUS
using a Web browser such as MS Internet Explorer (preferred) or Mozilla Firefox. This means that
you can check your e-mail from any computer connected to the Internet and no initial setup of the
browser is required. See the detailed instructions below in order to take full advantage of this
service.
You must know your UWin password in order to use Domino Web Access. Your UWin password
is separate from your regular Lotus Notes password and any other network passwords such as
Novell (LAN) or SIS passwords. For your convenience, however, the Notes Administrator made
your initial Uwin password the same as your initial Lotus Notes password. Both were given to you
when you first started using Lotus Notes. Changing your Notes password does not affect your
Domino password. If you cannot remember your UWin password, contact the IT Services
HelpDesk at ext. 4440 and they will reset the password for you.
To open your Notes mailbox in a Web browser, open the following URL:
http://webmail.uwindsor.ca and click the appropriate button.
When asked for the Userid and Password type your regular network USERID (this
is the word that appears before the "@" sign in your e-mail address) and enter
your UWin password (may be different from your Notes password) as shown
below:
: What is a Domino password?
A: A Domino password, also known as Domino HTTP password and ViCKi password, is a separate
password that is required to access the following resources:
• Domino Web Access, a webmail interface to faculty/staff e-mail system

(webmail2.uwindsor.ca)
• IMAP access to faculty/staff e-mail servers (imap3.uwindsor.ca)
• ViCKi (Virtual Course Kit) Web sites for University courses (web3.uwindsor.ca)
• Quick Web sites for University courses (few course instructor uses Quick Web)
• Certain password protected areas of the University Web site (www.uwindsor.ca,
web4.uwindsor.ca, web6.uwindsor.ca)
• Lotus Sametime (instant messaging)
Your Domino password is separate from your UWin (LDAP) password but as of Sept 8,2004
Domino HTTP password can be synchronized with your UWin password (more...). This
synchronization will take place the next time you change your UWin password. From that point,
these two password will always be synchronized. See below for more details.
To change your UWin password (and Domino HTTP password at the same time), go to
http://www.uwindsor.ca/uwinid
Faculty and staff:
• Your Domino HTTP password is separate from your Lotus Notes password (and any other
passwords).
• Your Notes password is stored inside your User ID file on the hard drive of your
computer (Notes password can be different on each computer where you have Notes
installed).
• Your Domino password is encrypted and stored inside the Domino Directory on the
server (this password is always the same no matter what computer you are using).
• If you change your Notes password, your Domino password remains unchanged (and vice
versa).
• If you are accessing Notes database using Lotus Notes, you always need to use your
regular Notes password. Certain databases, however, can be accessed using Web
browser (for example: you can access your Notes mailbox using Web browser). In this
case you need to use your Domino password.
• To reset your forgotten Domino HTTP password and/or UWin password, please contact
HelpDesk at ext 4440 or HelpDesk@uwindsor.ca
Students:
• Your initial (default) Domino HTTP password was set to your student number (a nine
digit string, no spaces or other characters between individual digits). However, if you
activated your UWin account (userid) on or after September 8, 2004, your Domino HTTP
password was set to match your UWin password.
• To reset your forgotten UWin password (and Domino HTTP password at the same time),
go to http://www.uwindsor.ca/uwinid (you will need your student number and PIN)
PROBLEM
I'm trying to activate a feature in my mailbox that automatically responds to people

e-mailing me while I'm away ("Out of Office Profile"). I've gone under mail tools and
found the Out of Office Profile, and entered my note. However, it won't let me enter
the dates of my leaving and returning and if I try to enable it asks for the dates
which I enter, but then as soon as I leave my entry in the field it disappears.
SOLUTION
The date disappears because the field validation formula disallows entering the date
that is in the past. You can only enter the date that is today or in the future. In case
you are entering the date in the future and it still disappears, you need to verify your
system's date-time settings. Lotus Notes takes the current date and time from
Windows 95/98 system clock.
You also need to make sure that you're entering the date in the correct format. On
some systems it has to be mm/dd/yy (US date format) but other systems requires
dd/mm/yy (Canadian date format). This again is Windows 95/98 setting and it can
be altered through the Control Panel - Regional Settings icon.
: How do I change my Domino password?
A: You can no longer change your Domino HTTP password in iNotes.
As of Sept 8,2004 Domino HTTP password can be synchronized with your UWin password
(more...). This synchronization will take place the next time you change your UWin password.
From that point, these two passwords will always be the same. In order to keep both passwords
in synch, users of iNotes will no longer be able to change their Domino HTTP password through
iNotes preferences. The only way to change the Domino HTTP password is through the "Change
UWin Password" page (http://web4.uwindsor.ca/its/cpass). Also, Notes 6 and 6.5 offered the
option to synchronize the Notes and Domino HTTP passwords following the change of the Notes
password. This option is no longer available to the users for the same reason.
Faculty and staff:
http://web4.uwindsor.ca/its/cpass
To reset your forgotten Domino HTTP password and/or UWin password, please contact HelpDesk
at ext 4440 or HelpDesk@uwindsor.ca
Students:
http://web4.uwindsor.ca/its/cpass
To reset your forgotten UWin password (and Domino HTTP password at the same time), go to
http://web4.uwindsor.ca/its/rpass (you will need your student number and PIN)
Question:
I'm trying to move a copy of the sent message from the Sent view to the folder I
created. When I click the Move To Folder action button, the Move button is
disabled; I can only add it to the folder. When I drag this message from the Sent
view and drop it into my folder, the document still shows in the Sent view. If I delete
the document from the Sent view, it is also deleted from the folder. I'm using Notes
R4.6
Answer:
This is the intended functionality of Notes. Some of the items in the mailbox
navigator are folders and some of them are views. There are a few significant
differences between these two.
A folder's contents is determined by a list that is updated when documents are added
or moved to it. A view's contents is determined by the view's selection formula. The
Move To Folder button will not remove a document from a view since the document
still meets the requirements of the selection formula.
IMPORTANT NOTE: Deleting a document from any view (such as Sent) or

folder deletes it entirely from the database. To remove document from a
folder, use Actions - Remove From Folder rather than Delete. You cannot
remove documents from a view without deleting them from the database.
Supporting Information:
The Inbox is a system folder used by the mail router to store new mail. If the Inbox
is available, new mail is added to it.
The Sent view is a system view where all saved sent mail is stored by the
workstation mailer. Because it is a view, the Move To Folder button will not function
here. If you want to clear out the Sent view, you should forward the e-mail to
yourself and execute the Move To Folder button from the Inbox.
Lotus Notes R5 mailbox contains an enhancement, so that mail can be removed from
Sent view after moving it to another folder. You will be warned with the message
below every time you try to delete a document from the Sent view:
If you use e-mail on a regular basis, you probably know what happens when you go
on vacation or you have to be out of the office for an extended period of time. People
keep sending you messages, because they don't know you're gone. When you
return, your mailbox is full, and people are angry because you haven't responded to
their messages.
NotesMail provides a simple way to solve this problem. If you're going to be out of
the office for a while, you can create and enable an Out Of Office profile so that
users will be notified of your absence automatically first time they send you a
message.
To setup your Out of Office profile in R5 mailbox, select Out of Office... from Tools
action buton pull-down menu:
Enter a Leaving date and a Returning date:
Mail messages that are sent to you within the time specified in this document cause
a return message to be generated. This return mail tells the senders that you are out
for the specified time period, as well as any other information you put in the section
My Out of The Office message for most people/groups. Notes fills in a default
subject and message, which you can edit to say whatever you want:
In addition, you can put a special message for certain people in the special
people/groups field. These are people who should receive a special message. You can
also make a list of people, e-mail addresses and groups who get no message (think
mailing lists!):
When you have entered the appropriate information, click the Enable button.
You will be asked which server to run this agent on. Be sure to put it in your home
mail server: ZEUS/University of Windsor or VENUS/University of Windsor If
you enter the wrong server or leave the default entry Local, your Out Of Office agent
will not work.
Upon your scheduled return, you get a Welcome Back! message that will remind you
to disable your Out Of Office agent. Follow the same procedure to disable the agent
but this time click on Disable button
This message means your mailbox is over its quota (size limit). Your mailbox quota is
40 MB. You have to reduce its size by deleting and/or archiving old messages and
then compacting your mailbox.
What criteria are being used to determine which messages get archived?
A: When automated archiving is enabled on your mailbox by IT Services, a set of default

criteria "not accessed in 60 days" is being used. Based on those settings only documents that
have not been accessed (ei. opened or edited) by you in the last 60 days (two months) will be
moved to your archive mailbox. Furthermore, certain documents are protected from archiving
even if you did not access them in the last 60 days, such as calendar entries with dates in the
future, e-mail messages marked for follow-up, etc.
Note that there is a padlock icon next to these archive criteria. This indicates that they are
locked by the administrator and you will not be able to modify them or disable them.
IT Services can assign a different set of archiving criteria to your mailbox if requested, as long
as this will meet the objective of keeping your mailbox size below 400 MB at all times.
: What is "Password Checking" in Lotus Notes?
A: IT Services has recently enabled a security feature called "Password Checking" on the Domino
servers. This feature will store your Lotus Notes password (normally stored only inside your
User ID file on your computer) in an encrypted format inside Domino Directory on the servers.
When logging into Lotus Notes, the Lotus Notes client will compare the password in the ID file
with the password encrypted on the server. If these passwords match, you will be able to
access your resources on the server. If these passwords do not match, you will be prompted
with a message that you must change your password to match the password in the ID file (see
below).
Why is IT Services implementing this change?

Lotus Notes and Domino have a very robust and complex security system. The foundation of
this security system is the User ID file, which can be thought of as your passport to access the
resources you are allowed to access. Your Lotus Notes password, stored encrypted inside your
ID file, unlocks this passport. However, if someone were to obtain both your ID file and
password, without password checking in place, they could assume your identity and access the
resources delegated to you. Since the password in the ID file is set per ID file, if you change
your password on one computer, the ID files on other computers are not updated (with the
exception of roaming users). With password checking enabled, once you change your password
in one ID file, the other ID files must have their passwords changed manually to match (incl.
roaming users). This effectively de-activates any ID files that may be in circulation, and
prevents unauthorized access.
What do I need to do in order for password checking to work?
In order to activate password checking, you must change your Lotus Notes password. This will
update the information inside Domino Directory on the server with an encrypted copy of your
password for the system to perform the comparison. To change your Lotus Notes password do
the following inside Lotus Notes:
1. Click on File, Security, User Security. Enter your current password.

2. On the User Security Window, click on the "Change password" button. Enter your
current password again.
3. Now, enter your new password and click OK.
Once you change your password, when you attempt to login to Lotus Notes on another
computer that does not have the correct password in the ID file, you will receive the following
message:
You must then change the password on that system to match your new password by following
the steps above.
What happens if I forget my password?
If you happen to forget your password, you will need to come to the IT Services HelpDesk, 1st
floor University Computer Centre, and prove your identity. Once your identity is established,
one of the Lotus Notes administrators will be able to reset your password.
Why do I get "The version for this client is below the minimum level..." message every time I
try to open my database on the server?
A: You are getting this message because the version of the Lotus Notes that you have installed
on your computer is outdated and needs to be upgraded to the latest supported release. As of
Oct 2007, the latest supported release of Lotus Notes is 7.0.2, and the minimum required
is 6.5.4.
To check what version of Notes you are currently running, select "Help - About Notes..." from
the menu.
Why is my mailbox being archived?
A: IT Services is trying to work with all users to keep their Lotus Notes environment running as
efficiently as possible. In order to do this, we are recommending to all clients to keep their
mailbox size below 400 MB. Large mailboxes make viewing messages slower, can cause server
performance degradation, and are more prone to corruption.
In order to address this, and provide users with additional tools for mailbox management,
server-side archiving is being enabled on largest mailboxes on the server each month. From
that day on, those mailboxes will be archived automatically every night moving older
documents from the main mailbox to the mail archive based on the predefined criteria.
For more information about archiving and mailbox management check the following links:
Managing Your Lotus Notes Mailbox - inSight, Winter 2005
The Battle of the E-Mail Bulge - inSight, Winter 2005
Once archiving have been enabled on your mailbox, you will be able to access your Archive
Mailbox directly from your mail archive through the icon on your main mailbox navigator (see
Fig 1). However, you will first need to add a new Server Connection document to your Lotus
Notes address book (see Fig 3 below for instructions). You will also be able to access your mail
archive in Domino Web Access (aka iNotes) in the same location (under the Tools heading) as
your main mailbox (see Fig 2). You will not be able to access your Archive Mailbox through IMAP.
To review which documents have been archived, please select "Actions > Archive > Open Log"
from the menus while in your main mailbox.
Please note that under the current policy only faculty and staff1) members are
entitled to a Lotus Notes account. To request a new account, please send a message
to lnadmin@uwindsor.ca including the following information about the person who
account is for:
• full name
• employee number1)
• network USERID (or suggested network USERID2), if this person does not
have one yet)
• status (examples: FT, PT, temp, limited term, etc.)
• job title (examples: Secretary, Technician, Faculty, Sessional Instructor, etc.)
• office location
• telephone extension
• departmental fax number
1) To be eligible a person must be on a faculty/staff payroll. People on the student

payroll are not eligible.
2) USERID should be no longer than 7 characters and should not be person's first
name or last name alone. Example: Mary Stern - person's full name, valid choices:
mstern, marys, ms, etc., invalid choices: mary, stern, marystern
Q: Why some folders are yellow and some are gray?
A: Within a Lotus Notes mailbox, users can create folders that are used to store messages. They
can be easily created and used by multiple users of a mailbox. There are two basic types of
folders that can be created: Shared (yellow) and Private (gray),with some variations of each.
To create personal folders in a database, you must have at least Reader access to the database.
No one else can read or delete your personal folders. To create shared folders in a database, you
must have at least Editor access, and the option "Create shared folders/views" must be enabled
in the Access Control List.
When you create a folder, the design is based on the default view of the current database (Inbox
folder for the mailbox). However, you can select a different type or a different style for your folder.
Q. What is Agent
Ans. I want to create one agent which activates when the new mails come- it has to check
the senders name and if it matches to the name which i have specified in code then the
mail should automatically move to the specified folder
Question
I have installed Lotus Notes on my home computer. Every time I add an entry to my
address book at home, I'd like to be able to see this new entry in my office. Is there
an easy way to synchronize these two copies of my address book?
Answer
There is no easy way to accomplish this, however, it can be done. Before you begin,
you need to realize that there is a difference between "a copy" and "a replica" of the
Notes database (your address book is just another Notes database), and know a little
bit about Replication process. Replication is the process that Lotus Notes uses
to keep copies of the same database synchronized with one another. In order
for the two copies of the Notes databases to replicate with one other, they must
share the same replica ID number. If they do, we refer to them as "replicas" as
opposed to calling them just "copies". For more information about Replication
process, please visit our FAQs section on http://notes.uwindsor.ca
What makes the task of synchronizing your office copy of the address book with the
one at home is the fact that they are not replicas, they're just copies. They do not
share the same replica ID number, therefore, replication between these two would
never take place. In addition, personal address book is stored locally (on the hard
drive of your PC), not on the server. There is no way to connect your home computer
directly to your office computer to allow replication between these two to take place.
Fig. 1 After installing Notes on your office PC and on your home PC,
the two address books are copies, not replicas, and will never
replicate with each other.
In order to synchronize your office PC copy of the personal address book with your
home PC copy, there are three steps that must be completed. First of all, you must
decide which of your address books you want to use as a starting point for the
replication. In here we're assuming that it will be the office copy.
STEP 1
In STEP 1 (see Fig. 2) a replica of your personal address book has to be created on
the Domino server using your office copy as a starting point. Since Notes users on
campus do not have access to create databases on the server, this must be
performed by a HelpDesk Consultant. Please contact the HelpDesk at ext.4440 to
arrange for an on-site service call.
Fig. 2 Creating a new replica on the server and then on your PC

using the address book copy on your office PC as a starting
point.
STEP 2
In STEP 2, using the server replica as a starting point, you need to create a new
replica on your home PC (see Fig. 2). Because you have to use Lotus Notes to do
this, you cannot overwrite the original address book on your home PC since this file
(names.nsf) is being used by Notes. Instead, you need to give a new replica a
different file name, such as names2.nsf. After this step is completed, your home
computer will have two address books: the original copy (names.nsf) and the new
replica (names2.nsf).
Here's how to create a local replica on your home PC:
• Open server replica of your address book (File - Database - Open on

pull-down menu). The replica is on "ZEUS/University of Windsor"
server (zeus.uwindsor.ca) in directory "/users/x/userid", where "x" is
the first letter of your network userid and "userid" is the part on the
front of "@" sign in your e-mail address.
• Select File - Replication - New Replica from pull-down menu. A New
Replica dialog box will come up (see Fig. 3).
• In the box type "names2.nsf" as the file name (without quotes) and
check the radio button "Immediately" next to "Create:". This will force
it to create a new replica immediately after you click OK button.
Fig. 3 New Replica dialog box
Depending on the speed of your connection, it may take up to 15 minutes for the
first replication between the server and your PC to complete. You can observe the
progress on the Replicator page.
STEP 3
Since names2.nsf is now your secondary address book on the home PC, you need to
modify Notes user preferences to allow Notes to use it for names & address lookups
when you compose and send new messages. To access user preferences, selct File -
Preferences - User Preferences from the pull-down menu. Click on Mail and News
icon (see Fig. 4):
Fig. 4 User preferences dialog-box
You can either type the file name of the new replica of your address book in the
Local address books field, or use Browse button next to the field to point Notes to
this file. You will then need to restart Notes for this change to take an effect.
From now on, every time you add an entry to your replica at home, you have to
replicate it with the server. Then, when you get back to your office, you need to
replicate your address book there with the server as well. It's a good idea to enable
scheduled replication on both computers.
For Advanced Users Only
In order to provide a full functionality to your new personal address replica on your
home computer (names2.nsf), you need to swap it with the original copy
(names.nsf). To accomplish this, you need to shut down Lotus Notes and use
Windows Explorer (File Manager) to rename those files. First, rename names.nsf to
names_old.nsf, then rename names2.nsf to names.nsf. When you restart Notes, it
will use your new replica as a primary address book on this PC. The main
consequence of this change is that the Location documents on your home PC will
now be shared with your office PC. You may need to reconfigure all your locations to
match those in the original copy of your address book (now names_old.nsf).
Q: Recently a person from IT Services visited my office to update my Lotus Notes settings. I was
told that my mailbox was moved to a new Domino server ZEUS. I have Lotus Notes installed on
my home PC. Do I need to update any settings there?
Note: A Domino server is the proper term for the Lotus Notes server.
A: Yes, some settings need to be updated on every PC where you use Lotus Notes.
Most likely a copy of your mailbox currently exists on both, the old (notes.uwindsor.ca) and the
new (ZEUS) Domino servers. Your workstation settings, however, may still be pointing to the old
server and need to be updated manually.
Follow this procedure to check and update your Lotus Notes 5 settings:
• STEP 1 Update Location document settings
• open your Personal Address Book (all Location documents are stored in the personal
address book names.nsf)
• go to Advanced/Locations view (in R5 click this icon)
• select Office (Network) location in the view (or the one you currently use) and click Edit
Location button to open selected document in the edit mode
• update selected fields on the Location document as follows:
Basics tab
Internet mail address - (R5 only) makes sure this field contains your e-mail address in the format
userid@uwindsor.ca
Proxy - make sure this field is empty
Servers tab
Home/mail server - make sure this field contains ZEUS/University of Windsor

Passthru server - make sure this field is empty
Catalog/domain search server - make sure this field contains ZEUS/University of Windsor
Domino Directory server - make sure this field contains ZEUS/University of Windsor
Sametime server - make sure this field is empty
Ports tab
Ports to use - make sure only TCPIP is checked
Mail tab
Mail file location - should say: On server

Mail file - should say: mail/<filename> where "filename" is the name of your mail file (not
UserID !!!)
Note: On the old server user mail files were stored in 6 different directories: mail1, mail2, mail3,
etc. On the new server, all user mail files are stored in the same directory called mail You can find
out what the name of your mail file is by opening your mailbox and selecting File - Database -
Properties from the pull-down menu.
Mail Notes domain - should say University of Windsor

All other fields on this tab and other tabs should be left the way they are.
• STEP 2 Update other icons on the workspace
If icon is found pointing to "notes.uwindsor.ca" server, please follow the same steps as for the
mailbox icon to switch the icon to a replica on the new server:
notes.uwindsor.ca ---> ZEUS
If icon is found pointing to any of those servers:
• "scinotes.uwindsor.ca"
• "unotes.uwindsor.ca"
• "webnotes1.uwindsor.ca"
• "web1.uwindsor.ca"
...please remove it from your workspace as those servers no longer exist.
• STEP 3 Update mailbox icon on the workspace
NOTE: Please skip this step if you are not using Workspace page in your Notes 5. FAQ 165
(http://uwindsor.ca/its/faq) explains what the Workspace page is and how to get to it in R5.
• right-click mail file icon to get the menu

• select Replication - Find Replica
• for the server type: zeus.uwindsor.ca and click OK
• once new icon was added on the top of the old one, switch back to the old one
and remove it (hit Delete key with the icon selected)
If this procedure does not work for you, remove your mailbox icon from the workspace and then
open your mailbox replica on ZEUS or VENUS server to add a new icon pointing to the new
server. To open your mailbox replica on ZEUS, select File - Database - Open from the pull-down
menu. In the dialog box type zeus.uwindsor.ca for the server and click OK. Scroll down the listing
of databases and locate the folder "mail". double click to open it. Scroll down the listing of
mailboxes and find your own. double click to open it and add the icon to your workspace.
Question
When I attempt to open a Notes database, or switch to a particular view in a

database, or print a Notes document, the following error message appears:
What does it mean and how to address this?
Answer
This error will occur any time more than 250 fonts are available in the operating
system for indexing in Notes. These fonts may be available either in the system's
font folder, or through a Font Manager such as ATM.
The database or view will not open, even in design mode. Other problems may occur
such as the view pane going completely black, but everything else being functional.
Notes uses an 8-bit indexing ID to build a table of available fonts on the system,
allowing Notes to index up to 250 fonts. This 250 font indexing limit is a current
limitation of Notes. An enhancement request has been submitted to Lotus Quality
Engineering to expand the number of fonts Notes is capable of indexing.
Since the font table that Notes builds is highly dependent on the operating system
font ID assignments, there is no clear pattern to which fonts will be included in
Notes. The current recommendation is to either remove unnecessary fonts
from the system's fonts folder, or use a Font Manager such as Adobe Type
Manager on each machine to partially control the indexing order of fonts.
You should reduce the number of fonts in the system folder (either Macintosh or
Windows) to include only standard fonts. Additional fonts may be activated by a Font
Manager. With this approach, all system fonts will be indexed first, and therefore,
any fonts used in a Notes View should be available.
How to remove unnecessary fonts?
On a Windows computer, open Control Panel and double-click the Fonts icon to open
system's fonts folder:
Select those fonts that you do not need, and move them (drag and drop) to a
different folder, for instance C:\temp\fonts (do not delete them just in case you may
need them in the future).
: Recently a person from IT Services visited my office to update my Lotus Notes settings. I was
told that my mailbox was moved to a new Domino server ZEUS. I have Lotus Notes installed on
my home PC. Do I need to update any settings there?
Note: A Domino server is the proper term for the Lotus Notes server.
A: Yes, some settings need to be updated on every PC where you use Lotus Notes.
Most likely a copy of your mailbox currently exists on both, the old (notes.uwindsor.ca) and the
new (ZEUS) Domino servers. Your workstation settings, however, may still be pointing to the old
server and need to be updated manually.
Follow this procedure to check and update your Lotus Notes 4.6 settings:
• STEP 1 Update Location document settings
• Open your Personal Address Book (all Location documents are stored in the Personal
Address Book names.nsf) by double-clicking the icon on the workspace (see Fig.1)
• Go to Advanced/Locations view (see Fig. 2)
• select Office (Network) location in the view (or the one you currently use with your name
in it) and click Edit Location button to open selected document in the edit mode
• update selected fields on the Location document as follows:
Basics section (see Fig. 3)
Web proxy - make sure this field is empty
Servers section (see Fig. 3)
Home/mail server - make sure this field contains ZEUS/University of Windsor

Passthru server - make sure this field is empty
Ports section (see Fig. 3)
Ports to use - make sure only TCPIP is checked

Mail tab (see Fig. 4)
Mail file location - should say: On server

Mail file - should say: mail/<filename> where "filename" is the name of your mail file (not
UserID !!!)
Note: On the old server user mail files were stored in 6 different directories: mail1, mail2, mail3,
etc. On the new server, all user mail files are stored in the same directory called mail You can find
out what the name of your mail file is by opening your mailbox and selecting File - Database -
Properties from the pull-down menu.
Mail Notes domain - should say University of Windsor
All other fields on this tab and other tabs should be left the way they are. Save the changes you
made using Save and Close button located on the top of the document (see fig. 5).
• STEP 2 Update mailbox icon on the workspace (see fig. 6)
• right-click mail file icon to get the menu

• select Replication - Find Replica
• for the server type: zeus.uwindsor.ca and click OK
• once new icon was added on the top of the old one, switch back to the old one
and remove it (hit Delete key with the icon selected)
NOTE: If this procedure does not work for you, remove your mailbox icon from the workspace
and then open your mailbox replica on ZEUS or VENUS server to add a new icon pointing to the
new server. To open your mailbox replica on ZEUS:
• Select File - Database - Open from the pull-down menu.

• In the dialog box type zeus.uwindsor.ca for the server and click OK.
• Scroll down the listing of databases and locate the folder "mail"; double click to open it.
• Scroll down the listing of mailboxes and find your own; double click to open it and add the
icon to your workspace.
• STEP 3 Update other icons on the workspace
If icon is found pointing to "notes.uwindsor.ca" server, please follow the same steps as for the
mailbox icon to switch the icon to a replica on the new server:
notes.uwindsor.ca ---> ZEUS
If icon is found pointing to any of those servers:
• "scinotes.uwindsor.ca"
• "unotes.uwindsor.ca"
• "webnotes1.uwindsor.ca"
• "web1.uwindsor.ca"
...please remove it from your workspace as those servers no longer exist.

Question:
I followed the instructions to enable the Autoforward feature in my Lotus Notes

mailbox but it does not seem to be working. Incoming mail keeps piling in my Notes
Inbox folder and none of it gets resent to the address I specified.
Answer:
Please make sure that "Disable background agents for this database" option is turned
off in your mailbox database properties (File - Database - Properties):
If there is a check mark in the box next to this option, please click the box to clear it.
Next, select Actions - Advanced Features - Autoforwarding from the menu and click
the Disable button to turn off the agent, then click the Enable button to re-enable
your agent and force it to be added to the server agent queue.
Question:
When I'm opening or closing a database in Lotus Notes , the following one of the
following error messages is displayed:
"Database is corrupt -- Cannot allocate space"

"This database cannot be read due to an invalid on disk structure"
Is there something wrong with the database that I'm trying to open?
Answer:
Although it is possible that the database that gives you the error is corrupted, this
may not necessarily be the case every time.
The most likely cause of this error is due to a problem with the Lotus Notes
workspace, which is Desktop5.dsk or Desktop6.ndk file (depending on the Notes
version) located in Lotus Notes data directory. This file stores the Workspace icons
and other elements. Running Compact or Nfixup on the Desktop.* file may alleviate
the problem (see below).
In one particular situation, removing database icon form the workspace and adding it
back through "File - Database - Open" solved the issue.
To compact your Notes Workspace in Lotus Notes:
1. Right-click on the workspace background and select Workspace Properties

from the pop-up menu
2. Click the Advanced tab on the Workspace properties box (the one with a
funny hat)
3. Click the Compact button
Q: I was informed that I could use Outlook Express to access my Lotus Notes (aka Domino)
mailbox on the server. How can I do this?
A: If your PC does not meet the minimum hardware requirements for Lotus Notes installation, or
if you just want the quick and easy access to your Notes Mailbox without installing Lotus Notes,
you can use your favourite Web browser's e-mail tools (MS Outlook Express that comes with MS
Internet Explorer or Netscape Messenger that comes with Netscape Communicator) to access
your Notes mailbox on our Domino mail server (Mac owners can use Eudora.) These two e-mail
tools are officially supported by the IT Services HelpDesk and can be downloaded at no charge
from Microsoft's or Netscape's Web sites, if you do not have them installed already (most likely
you do). Both of these support IMAP protocol which has several advantages to the older POP3
protocol used in the past with SGI e-mail accounts.
IMAP (Internet Message Access Protocol) is a standard protocol for accessing e-mail from your e-
mail server. IMAP (the latest version is IMAP4) is a client/server protocol in which e-mail is
received and held for you by your designated e-mail server. You (or your e-mail client) can view
just the heading and the sender of the letter and then decide whether to download the mail. You
can also create and manipulate folders or mailboxes on the server, delete messages, or search
for certain parts or an entire note.
A less sophisticated protocol is POP3 (Post Office Protocol 3). With POP3, your mail is saved for
you in your mail box on the server. When you read your mail, all of it is immediately downloaded
to your computer and no longer maintained on the server. POP3 protocol can only see Inbox
folder on the server. All other mail folders are created on your local hard drive. IMAP protocol on
the other hand, can see all your mail folders on the server. Our Lotus Notes/Domino mail servers
do not support POP3 protocol. The name of our IMAP server ("incoming server") is
imap3.uwindsor.ca
POP and IMAP deal with the receiving of e-mail from your local server and are not to be confused
with SMTP, a protocol for transferring e-mail between points on the Internet. You send e-mail
message, SMTP is used and a mail handler (outgoing or SMTP server) receives it on your
recipient's behalf. Then the mail is routed to a destination server also using SMTP and eventually
downloaded/displayed by the recipients using POP or IMAP. The name of our SMTP server
("outgoing server") is smtp3.uwindsor.ca
For more information about IMAP and POP protocol differences, please read Spring 2002
InSight's article "POP, IMAP and Domino" (http://uwindsor.ca/insight)
Documents attached below explain how to setup your IMAP capable mail readers MS Outlook
Express 5 and Netscape Messenger 4.7 to access your Lotus Notes mailbox. You need Adobe
Acrobat Reader in order to view these file. If you do not have Acrobat Reader installed, please
download it from http://www.adobe.com
Question:
I have been trying to send an e-mail via Lotus Notes to someone outside the
University and it's not getting through. The really frustrating part is that it has been
taking a week for me to get the message back saying it can't get through.
Is there is anything I can do about it?
Answer:
The problem has nothing to do with Lotus Notes, even though the message was
composed and sent using Lotus Notes. The same thing would have happened, if the
message was sent using Pine on the SGI or any other e-mail software.
This is the way e-mail systems operate worldwide. Before the message gets
delivered to the recipient, it gets passed through a series of servers on the Internet
called routers (think of them as Post Offices). Most of these servers are configured to
try to deliver the message for a certain period of time and, if the message cannot be
delivered for one reason or another within this period, return it to the sender. The
only exception to this rule is if the router knows it will never be able to deliver the
message because, for example, the e-mail address is invalid. In such cases the
message gets returned to the sender instantly.
There isn't anything users or system administrator at the University of Windsor could
do to alter this behaviour.
Question:
Ever since we've been upgraded to the newer version of Notes in our office (R5),
we're having an annoying problem with the listing by date of our mail messages.
Frequently, the list will switch from today's messages being at the top to the oldest
messages being at the top, for no apparent reason even though "Retain the view
sorting" option was enabled.
Answer:
This behaviour was observed in all mailboxes using R5 design. This seems to be a
software bug for which no fix is available at this time.
STEP 1
Connect to the University of Windsor or your Local Internet Provider the way you
normally do to browse the Web, check your mail, etc. After connection is established
start your Lotus Notes.
STEP 2
Locate the shortcut to your Mailbox (mail database) on your Notes Workspace and
single-click on it with the mouse to select it. Once database shortcut is selected the
text on the shortcut appears in blue.
<- This mail database is not selected
<- This mail database is selected
STEP 3
• From pull-down menus chose File -> Replication -> New Replica. "New
Replica" dialog box will pop-up on your screen.
• Type the word "mail/" (without quotes but with forward slash) on the front of
the "File name:" of your mail database.
• Click OK without worrying about any of those other fancy options in the "New
Replica" dialog box.
When you click OK, Notes creates a replica-stub copy of the database. A replica-stub
is the database that's totally empty: it has no forms, no folders, no documents. The
database will not get filled up until you perform your first replication.
Please Note: You only have to go through steps described above once - the very
first time you're preparing a mail database for the future replications.
How to replicate?
To replicate a database, select the database in question, chose File - > Replication
- > Replicate, and click the OK button to start the process. You can watch the
process by switching to the Replicator Tab on the Notes workspace. Depending on
the speed of your modem and on how many documents have to be replicated, it may
take a while before Notes finishes. You can go on about your work while you're
waiting - Notes replicates in the background, which means that you can use other
databases and even other programs while you're waiting for it to finish.
How to go off-line?
After your Mailbox was replicated you can switch to "off-line" mode which means
continue to work in Notes without being connected to the server. To switch to "off-
line" mode single mouse click on the Locations list in the right bottom corner of
your Notes window (click on the section between key and tray icons):
Select "Island (Disconnected)" location with single mouse click - Notes will switch
to "off-line" mode. Next, disconnect your modem as you normally do when you end
your on-line session. Because you are now working in the "off-line" mode every new
message that you will compose and send will be stored into the temporary
"Outgoing Mail" database until you connect back to the server and go "on-line"
again. To switch back to "on-line" mode connect to the server first and then select
"Office(Network)" location from the list in the right bottom corner of Notes
window. Do not use "Home(Modem)" location.
Lotus Notes Mail R5 let's you create one text signature that will be appended to
every new message you send. Signature may contain your name, office location,
department name, telephone or fax number, etc. (virtually anything you wish to see
there). If you include an address of your home page, it will behave like the Web link
in most mail readers.
Due to the limitations of the software, you can only have one signature. However,
you can use Notes Personal Stationery feature ( Actions - Mail Tools - Create
Stationery - Personal Stationery) to take advantage of multiple signatures.
Here is how to create your signature in R5, or edit existing one:
1. Open your mail, click Tools, and choose Preferences:
2. Click Signature tab:
3. Specify the text in the Signature box (plain text only) or select File and specify
the file that contains the text you want (use HTML file to insert formatted text and
images):
To add a signature to all messages automatically. select "Automatically append

signature to my outgoing e-mail messages" box. You can also add a signature to
an individual message as you compose it. To do this compose the message and click
where you want to add the signature. Click Tools and choose Insert Signature. To
use text from a file, select "Import from File" and specify the file. Click OK.
Enhancing your signature
In order to insert formatted text (different colors, bold, italic or underlined text) in
your signature, you have to use HTML file:
Here is the HTML code from my signature:
<HTML><HEAD>
<META HTTP-EQUIV="Content-Type" CONTENT="text/html; charset=windows-
1252">
<META NAME="Generator" CONTENT="Microsoft Word 97">
</HEAD><BODY LINK="#0000ff" VLINK="#800080">
<HR>
Peter Tester 
University of
Windsor, IT Services 
Phone: 519-253-3000 x.4440 
E-mail: <A HREF="mailto:ptester@uwindsor.ca">ptester@uwindsor.ca</A>
<IMG SRC="Image1.gif" WIDTH=138 HEIGHT=97></BODY>
</HTML>
... and the file itself:
I used Microsoft Word 97 to compose my HTML signature. You can use any HTML
editor or, if you know HTML tags, you can create your HTML file in the text editor,
such as Notepad, and save it with .htm extension. When inserted into the Notes
message, my signature looks like this:
Q: I'm using the 5 Weeks folder feature in Notes mailbox. I noticed that some of the messages I
dragged and dropped into this folder are not getting deleted from my mailbox. Why not?
A: There was a bug in the 5 Weeks folder code that was fixed on May 14, 2002. This is now
working properly for all the messages that were dragged and dropped into this folder after May
14, 2002. The messages that were put in this folder before the bug was fixed have one of the
fields missing. When you open your 5 Weeks folder, you will notice that those messages have no
date in the "Delete On" column:
To resolve this problem, please open your 5 Weeks folder and select Actions - Advanced
Features - Fix 5 Weeks Folder from the pull-down menu. This will add the missing field to the
problematic messages so that they will get removed from your mailbox by the 5 Weeks agent the
following night or on the "Delete On" date.
Q: How do I set up multiple users in Lotus Notes?

A: Notes is designed to be able to handle multiple users and with different configurations for each
one. In order to setup a workstation for multiple users, there are five things that have to be done.
• An ID file for each user placed in the data directory (c:/lotus/notes/data).

• A location setup for each user.
• Mailbox icon for each user must be added.
• The users must be trained to switch locations.
Adding the ID File
Adding the ID file is simply a matter of placing the ID file for the new user in the same directory
with the existing ones. By default, it is located in the Lotus\ Notes\Data directory (usually
c:\lotus\notes\data). Each new ID file on a multiple user installation should be added to the same
location.
Location Setup
Setup the computer for one user and assure that it is working correctly. For each additional user
on the machine, a location has to be setup for them, and Notes needs to be told what mail file
and userid to use. The easiest way to do this is to copy the existing (working) location and modify
the location name (basics tab), the mail file field (mail tab), and the userid used (advanced tab).
To Copy a Location
1. Click File -> Mobile -> Locations

2. Single left-click the location you want to copy to select it.
3. Click Edit -> Copy.
4. Click Edit -> Paste. A second copy of the location will appear.
NOTE: All of the changes to the new location can be made at the same time. Make sure you
know the mail file location before you begin editing the location. For information on how to get the
mail file location see the Mail File Setting section below.
1. Left-click once on one of the duplicate locations to select it.

2. Click to Edit the Location.
Location Name
One of the duplicate locations should be changed to reflect the settings for the new user. Find the
"Location name" field (on the basics tab), and change it to "Firstname (Network)", where
Firstname is the user's first name.
NOTE: the original Location labeled "Office (Network)" should be renamed to the firstname of the
original user when a second user is added to the machine.
Mail File Setting

There is a setting in the Location document that specifies where the mail file location and name
(generally mail/ID filename). This must be updated to reflect the fact that the locations is for a
different mailbox. You will need to know ahead of time where this new mailbox is. You can find it
in the U of W Faculty and Staff address book. Do not change this file name, it is not reflective in
the email messages, or anything like that (it is just a file name)
To find the Mail file location of a person:
1. Double-click on the U of W Faculty and Staff address book.

2. Find the user for whom you are configuring the machine.
3. Open their document by double-clicking on it.
4. Find the field called "Mail file". This is the mail file location.
To edit the Mail File setting:
1. Find the Mail File field in the Mail tab.

2. Change it to point to the new mail file that is being used.
Userid to Use
Notes has to be told which ID file to use for this location, or when the user switches to this
location, Notes will continue to use the current userid. The field can be found in the Advanced
section in the location.
1. On the Advanced tab

2. Find the field labeled "userid to switch to:".
3. Click on the button/icon to change this to point to the ID file that you added
(c://lotus/notes/data/ID filename).
All the changes to the location have now been made. Click on Save and Close to exit the
location.
Adding Workspace Pages
Each user will have their own workspace page. On this page will be their mailbox, and any
databases that they use exclusively, such as personal address books. Each page should be
named with the Firstname of one of the users. The Personal page should be renamed to the
Firstname of the original user of the machine.
If there is only going to be one address book on the system, place it on the <department> page,
where <department> is the name of the department that this machine is in. Also, rename the
address book to "Generic Address Book". If additional address books are going to be created,
place each of them on the personal page of the user who owns the address book.
NOTE: If there is only going to be one address book used, make sure that all users have Author
access to it. To do this:
1. Left-click once on the address book to select it.
2. Click File -> Database -> Access Control List.
3. Change the entry for Default so that it has Author access:
1. Click on the "-Default-" entry.
2. Go to the Access drop-down list, and select Author.
4. Click OK.
Adding the new person's Mailbox Icon
An icon for the new user's mailbox must be added to the workspace.
1. Switch to the Workspace page for the new user.

2. Click File -> Database -> Open.
3. Switch the server to "zeus.uwindor.ca"
4. Under the Datebases heading find and open the mail file.
5. Find the new mailbox by looking for the new user's name (they are sorted
alphabetically based on first name).
6. Double click in the name and the icon will automatically be added to the Lotus
Notes desktop.
Switching Locations
Once all the location documents have been created and the workspace setup, Notes is ready to
go. Located on the bottom right hand side of the Lotus Notes window is your Location List. Each
user must switch their own location from the Location List when they begin to use Notes.
Clicking on the Location List (on 'Roger' in this case) will bring up a list of all the locations set up -
this is where the location name is important. The user must click the location they want and the
associated userid file will load, and ask for the password for that user. The user must also
remember to switch to their personal page so that they can access their mailbox or other
databases.
You can also have Lotus Notes ask you each time to start the program, which user is using the
computer
1. File -> Preferences -> User Preferences

2. Under Startup Options -> select "Prompt for location"
3. Exit out of Lotus Notes, and go back in for the option to take effect.
Q: How can I allow other people to view and/or manage my Notes Calendar?
A: In order to give other people access to your Lotus Notes Calendar (read only or read & write),
you must edit your Calendar Delegation settings. To access Delegation settings click the Tools
button in the Notes mailbox (see 1) and select Preferences... from the drop-down menu. In the
dialog box click on the Delegation tab then Calendar Delegation tab (see 2). Finally, click the
little button next to the Read Access field (or Author and Editor Access filed) to bring up a dialog
box that displays names of all people in the directory on the server, and select the names of
people who you wish to have access to your calendar.
Q: What does "compacting" mean?
A: Your Notes mailbox contains usable documents and unused space ("white space"). Deletion of
many documents or large attachments can cause considerable amounts of unused space, which
takes up disk space unnecessarily. Compacting removes the unused space.
To check if your mailbox needs to be compacted, follow these steps:
1. Open you mailbox.

2. Select Database - Properties from the File pull-down menu to bring up Database Properties
dialog box.
2. In the dialog box click the second tab with letter "i" on it.
2. Click [% used] button to see the current compression ratio.
3. If the percentage of a database in use drops below 90% (it contains more than 10% unused
space), click Compact button to compact the database.
Problem
When I try to compact my mailbox I get the error message:
Solution
This error usually indicates there is some type of file lock on the database that is preventing
access. "Database is currently in use by you or another user" message does not necessarily
means another person is using your mailbox. Most likely your mailbox was opened by the server
to perform some tasks, such as replication or to run agents that are in your mailbox (mail filters).
If you gave other people access to read your calendar, they may have it open at this time hence
the error message.
Try to compact your mailbox at a later time or let server do it for you. Each mailbox on the server
gets compacted automatically at night around 11:30 PM.
Q: How do I check how big my mailbox is in Lotus Notes and what is my

mailbox quota?
A: Your Notes mailbox is a single file on the server. In the Notes Help
documents it is often referred to as a "mail file". All mail folders (Inbox, Sent,
Drafts, etc), mail messages, calendar entries, etc. are stored inside this one
file.
To check the current size of your mailbox (mail file) open it first, then select
Actions - Add-on Features - Show Mailbox Info from the pull-down menus:
Your mail file size will be displayed in a dialogue box that will appear on your
screen:
This also tells you how many documents are currently stored in your mailbox
(includes messages in all folders, calendar entries, ToDo list entries, etc.), and
whether quota has been assigned to your mailbox or not.
Currently, there are no size limits imposed on the faculty/staff mail files (with
the exception of IT Services Department) but users should strive to keep their
mailbox size below 250 MB to maintain good performance. Large mailboxes
degrade performance of the e-mail servers and network, and are prone to data
corruption.
Also, it is important to keep in mind that both faculty/staff and student e-mail
systems have a 10 MB restriction in place for the maximum size of the message
than can be submitted for delivery. Our e-mail gateway servers have a similar
restrictions in place meaning that messages larger than 10 MB sent to the
University users from outside our network will not be permitted for delivery.
Q: How do I check how big my mailbox is in Lotus Notes and what
is my mailbox quota?
A: Your Notes mailbox is a single file on the server. In the Notes Help
documents it is often referred to as a "mail file". All mail folders (Inbox, Sent,
Drafts, etc), mail messages, calendar entries, etc. are stored inside this one
file.
To check the current size of your mailbox (mail file) open it first, then select
Actions - Add-on Features - Show Mailbox Info from the pull-down menus:
Your mail file size will be displayed in a dialogue box that will appear on your
screen:
This also tells you how many documents are currently stored in your mailbox
(includes messages in all folders, calendar entries, ToDo list entries, etc.), and
whether quota has been assigned to your mailbox or not.
Currently, there are no size limits imposed on the faculty/staff mail files (with
the exception of IT Services Department) but users should strive to keep their
mailbox size below 250 MB to maintain good performance. Large mailboxes
degrade performance of the e-mail servers and network, and are prone to data
corruption.
Also, it is important to keep in mind that both faculty/staff and student e-mail
systems have a 10 MB restriction in place for the maximum size of the message
than can be submitted for delivery. Our e-mail gateway servers have a similar
restrictions in place meaning that messages larger than 10 MB sent to the
University users from outside our network will not be permitted for delivery.
Q: What are minimum hardware and operating system requirements for
Lotus Notes 6.5.x installation?
A: Minimum hardware requirements for Lotus Notes 6.5.x are:
Release 6.5.x on Windows
• Supported operating systems: Windows 95 SE installer (Domino Designer not

supported), 98, NT4, 2000 and XP (Notes and Domino Designer).
• CPU (processor): Pentium class (Pentium II 300 MHz or higher recommended)
• RAM (memory): 64 MB minimum (128 MB or more recommended) on Win 95 SE, 98 and
NT4
• RAM (memory): 128 MB minimum (256 MB or more recommended) on Win 2000 and XP
• Hard drive space: at least 275 MB of free space (Notes needs some temporary space
during installation)
• Network/Internet connection: LAN or high speed modem, i.e. cable or DSL, (U of W Dial-
up with Replication)
NOTE: Domino Designer 6 is not supported on Windows 95
Release 6.5.x on Macintosh
• Supported operating systems: OS X (10.1.x, 10.2.x)

• CPU (processor): Power PC
• RAM (memory): 128 MB minimum (256 MB or more recommended)
• Hard drive space: (OS 9) 175 MB required, (OS X) 250 MB required
• Network/Internet connection: LAN or high speed modem, i.e. cable or DSL
NOTE: Domino Designer 6 is not supported on Macintosh platform

Release 5
• CPU (processor): at least Pentium 100 MHz or higher (Pentium II 300 MHz or higher
recommended)
• RAM (memory): 32 MB minimum (64 MB recommended)
• hard drive space: at least 200 MB of free space (Notes needs some temporary space
during installation)
• modem 33.6 Mbps or faster (network connection or high speed modem, i.e. cable or
DSL, recommended)
: Howdo I copy my Outlook Express contacts into my Lotus Notes Address

Book?
A: Many people on campus use Outlook Express as their e-mail client and may wish to begin to
use Lotus Notes but do not want to lose their address book contacts used with Outlook Express.
This article will describe how to manually import your contacts from Outlook Express into your
Lotus Notes address book. There are 3 major steps to perform, namely: exporting contacts from
Outlook Express to a Microsoft Excel Comma Separated Values file, preparing the Excel file, and
importing contacts from Excel into Notes.
Exporting Contacts from Outlook Express to Comma Separated Values File

Open Outlook Express, open your contacts folder, and perform the following:
1. Open the File Menu and go to Export
2. Select Other Address Book
3. You will see a dialogue box will open called Address Book Export Tool. Click once on Text
File(Comma Separated Values) to highlight.
4. Click on Export
5. A dialogue box will open called CSV Export. Beside Save exported file as click on Browse to
choose a folder where you would like to save the file.
6. Choose a file name and save this file. ( It will be saved as a Comma Separated Values ie
*.csv)
7. The CSV Export dialogue box will come up again showing the directory that this file is saved
in. Click Next.
8. Another CSV Export box will appear again. Here you must Select the fields you wish to
export. Make sure to choose all that may apply.
9. Click Finish. A box will come up saying Address book export completed. Click OK.
10. The Address Book Export Tool dialogue box will appear again. Click on Close.
At this point, you have created a Microsoft Excel Comma Separated Values File with your
contact information exported from your Outlook Express Address book.
Preparing the Excel File

Open the file saved above with Excel. In the dialogue box, click the drop down arrow beside File
of Types and choose Text Files(which include the *.csv extension) and then click Open.
Replace each Outlook Express Field Name with its Lotus Notes equivalent listed below. Field
Names not listed do not need to be changed.
Outlook Express Lotus Notes

MiddleName MiddleInitial
Company CompanyName
BusinessStreet OfficeStreetAddress
BusinessCity OfficeCity
BusinessState OfficeState
BusinessPostalCode*** OfficeZip
BusinessCountry OfficeCountry
HomeStreet StreetAddress
HomeCity City
HomeState State
HomePostalCode*** Zip
HomeCountry Country
BusinessFax OfficeFaxPhoneNumber
BusinessPhone OfficePhoneNumber
CarPhone CellPhoneNumber
CompanyMainPhone OfficePhoneNumber
HomeFax HomeFaxPhoneNumber
HomePhone PhoneNumber
MobilePhone CellPhoneNumber
AssistantsName Assistant
EmailAddress MailAddress
EmailDisplayName MailAddress
Manager’s Name Manager
Notes Comment
WebPage WebSite
*** You are required to perform the following for both postal code columns to convert them to text
fields for Lotus Notes if they are not already:
1. Highlight the entire column (zip code column) by double clicking the column header
2. Open the Format Menu and select Cells
3. Click the Number Tab
4. Make sure the Category is set to TEXT, then click OK
5. Do these steps for both columns
If there are contacts that contain only a first name, ensure that you complete the last name field.
Now we need to save the File as a Lotus 1-2-3 file, (this is the only format that Lotus Notes uses
for importing purposes).
1. Open the File Menu and select Save As
2. Under Save type use the drop down arrow to find wk4(1-2-3) (*.wk4), select it
3. Make a note of the file name and location of this new spreadsheet/contact list
4. Click the Save button
You will most likely receive an error that tells you that some features in the spreadsheet may not
be compatible with Lotus 1-2-3 file. Click Yes, at this point to accept the incompatibilities. You may
be prompted to save the document again. Remember the file name and location for the next step.
We are now at the home stretch of this exercise.
Importing Contacts into Notes

Open your personal address book in Lotus Notes. You should see Contacts in Version 5.0 and
Business Cards if you are using Version 4.6.
1. Open the File Menu and choose Import
2. Click Browse to select the file that you just saved (*.wk4), highlight it, then click Next
3. Make sure you’ve selected the following options:
Use Form: Contact (Business Card if you are using Version 4.6)
Column Format: WKS Title Defined
Calculate fields on form during document import (make sure this is checked)
Import as: Main Document(s)
4. Click OK
At this point you will see a percentage complete status in the Lotus Notes TaskBar. Once the
import process completes, your contacts are now visible in the view. If you are using version 5.0,
the process is complete. Your personal address book should now include those entries from your
Outlook Express address book.
If you are using Version 4.6x you are not finished. Some of your contacts may not have the name
field filled in. This is unavoidable, but can be corrected by doing the following:
1. Highlight the contact in View
2. Click Edit Card to go into EDIT mode.
3. Click Save and Close. Lotus Notes performs a recalculation and corrects the name field,
bringing the appropriate name into view.
Q: What are the differences between the Sametime Connect client for the Desktop, the Sametime
Connect client for Browsers and the instant messaging features available in the Notes 6.5x
client?
A: IBM's Lotus Instant Messaging (LIM), formerly Sametime, comes in three different flavours:
• a stand alone Windows application (Sametime Connect client for Desktop, available at
http://www.uwindsor.ca/its/downloads)
• a signed Java applet for Web browsers
• a set of basic features integrated into Lotus Notes 6.5.x client
The Sametime Connect client for Desktop, available for downloading below, contains the richest
functionality. The differences between the Sametime Connect client for Desktop, the Sametime
Connect client for Browsers and the instant messaging features available in the Notes 6.5x client
are summarized below.
The first table below describes features that are unique to the specific versions of Sametime
Connect (i.e. desktop vs browser). All other features are the same between the two clients.
With Sametime Connect for the desktop, you With Sametime Connect for browsers, you
can... can...
Use accessibility features like mnemonics. Use Sametime Connect from any computer with
Internet access.
Exchange messages with AOL Instant View multilingual characters during chats. For
Messenger users (if your organization permits example, Chinese characters will display correctly
it). in your chat window even if your computer's
operating system does not support Chinese
characters. You must use a Unicode system font
to enable this feature. See your system
administrator for more information.
Save chat transcripts on your computer for later The Sametime Connect status bar is always
reference. visible, but contains less information than the
(An enhancement request has been submitted status bar in Sametime Connect for the desktop.
to Lotus software Quality Engineering for this
feature to be added to the Connect client for
browsers, SPR CDOY5NWNYM)
Automatically start Sametime Connect The Sametime Connect button is always visible in
whenever you start your computer. your taskbar.
Automatically change your online status to To start Sametime Connect for browsers, click
Active or Away based on your mouse and "Launch Sametime Connect" on the "Welcome to
keyboard usage. Sametime" Welcome page.
Rearrange your contact list by dragging and
dropping names.
Show or hide the Sametime Connect status bar.
Show or hide the Sametime Connect button in
your taskbar.
Choose whether or not the Sametime Connect
window always appears on top of other
windows on your screen.
To use Sametime Connect for the desktop, you
must first download it from the Sametime
Welcome page and install it on your computer.
The following is a breakdown of features for the Sametime 3.1/6.5.1 release that includes
Connect Client, Java Client and Notes Client.
Sametime Feature Sametime Connect Sametime Java Sametime Integration

Client for Desktops Connect Client for with Notes 6.5.x
Browsers Client
AOL Buddy List Support NO NO NO
Save Buddy List locally for YES YES NO
backup
Import/Replace/Append YES YES NO
Buddy List
Buddy List Minimize to. . . System Tray Start Menu Notes Client Status
Bar
Save Chat Transcripts YES NO YES
Auto Change Awareness YES YES NO (honors Notes
Status Client inactivity logout)
Edit & Save Custom Status YES YES YES
Awareness Messages
Start 1-way Chat YES YES YES
Start n-way Chat YES YES YES
Start online Meeting YES YES NO
Add new members to existing YES YES YES
chat window
Add Personal Group from NO NO NO
Personal Address Book to
buddy list
Add Group from Domino YES YES YES
Directory to buddy list
Send File Attachments YES YES NO
Display Options to show YES YES NO
online people only/sort buddy
list/show short names
Who can see me online YES YES NO
option *1116896
Use Groups to control who YES YES NO
can see me online *1116896
Auto Sort Buddy List YES YES NO
Drag and Drop Sort Buddy YES NO NO
List
Modify Buddy Display Name YES YES NO
(nickname)
Modify Personal Group Name YES YES NO
added to Buddy List
Launch at OS Start Up YES NO NO
Launch at Notes Start Up NO NO YES
Alert when other changes YES YES NO
status or come online
Install Type Install Package Java Applet Included in Notes
Client
Q: What is a multi-user installation of Notes and when should it be used?

A: Multi-user installation option should only be used on a computer that is being shared by
multiple users.
Once this option is selected during the installation (see fig. 1 below), Notes executables (..\Notes\
folder) are stored in a shared folder accessible to all Windows user accounts on that workstation,
however data folder (..\Notes\Data\) is not. Each account in a multi-user installation has a
separate (hidden) data folder on the workstation. Then when individual users log onto the system,
they each run the Lotus Notes 6 client setup and their own personal data files -- that is,
BOOKMARK.NSF, NAMES.NSF, and other files are created.
The actual location of the user's Notes data folder depends on the version of Windows:
• Windows 2000 -- c:\Documents and Settings\<username>\Local

Settings\Application Data\Lotus\Notes Data
• Windows NT -- c:\winNT\Profiles\<username>\Local Settings\Application
Data\Lotus\Notes Data
• Windows 95 -- c:\Bin\Win95\Profiles\<username>\Local Settings\Application
Data\Lotus\Notes Data
The multi-user install option is available for the Notes Client-only install. The install file that allows
you to install the Notes Client and Domino Designer at the same time does not provide the option
of a multi-user install. Both files can be downloaded from our Web site at
http://www.uwindsor.ca/its/downloads
Multi-user installation applies to Microsoft Windows (Win 32) users only (not available to
Macintosh users).
Fig 1
Q: What are the correct Location Settingsfor my Lotus Notes client?
A:1. To view the location settings in the Lotus Notes client go to File, Mobile, then click
on Locations.
2. You can choose to edit, delete, view or create a location from here.
3. Under the Basics tab Local Area Network should be selected, the Location name
should be appropriate to the person or department and the Internet mail address should
be the client's University of Windsor's e-mail address eg. mical@uwindsor.ca
4. Under the Servers tab the Home/mail server should be: 1) ZEUS or
VENUS/University of Windsor (for Faculty/Staff Members) 2)
POSEIDON/External/University of Windsor (for Guest Accounts) 3)
PROMETHEUS/Student/University of Windsor. depending on the information in the
individual's Person Document in the person's respective Domino Directory eg.
Faculty/Staff Directory, Student Directory or the External Directory.
*NOTE All the other 3 server settings should be APOLLO/University of Windsor

regardless of whether the home server is from the Faculty/Staff, External or Student
directories.
5. The only protocol that needs to be selected under the Ports tab is TCP/IP.
6. Under the Mail tab the settings should be as in the figure below.
*NOTE - The mail file name is not always the same as the user id. To check for correct
mail file name, go to the individual's respective directory and open up this/her person
document. Under the Basics tab, you can view the mail file eg. Mail file: mail\mpalumbo
7. Under the Replication tab choose to enable Replication.
8. The figure below shows the correct Port, Interval, and Protocol under the Instant
Messaging tab. The only thing that you may want to modify here is Connect selection.
You may choose At Notes Logon or Manually. If you choose At Notes Logon, a dialogue
box will come up when you first log into the Notes client, prompting you to log onto the
Lotus Instant Messaging Server. You may decide to choose Manually, whereby you will
not be prompted to log on to the LIM. Rather you can choose to log on at any time while
in your client.
9. Under the Advanced tab, you want to make sure that the setting for User ID to switch
to: is pointing to the individual's correct id file. (In Edit mode, you can click on the
Flashlight to browse for the id file).
10. Finally, in Edit Mode, you can view an Administration tab, whereby the individual's
name should be pulled from his/her respective directory.
11. When you have modified the Location settings in the Lotus Notes client, do not
forget to Save & Close.
Q: What is Roaming in Lotus Notes?
A: If you need to use Notes on more than one computer, your Domino administrator can give you
roaming user privileges. Roaming user privileges allow Notes users to access their customized
settings and personal information from any computer that has Lotus Notes 6 installed. Data and
settings for these users, known as roaming users, replicates between the user's computer(s) and
a roaming user server or roaming replica server. (The roaming user server is usually, but not
always, the user's home server. Roaming replica servers are servers that contain replicas of the
user's roaming databases.)
When a roaming user starts Notes on any computer, Notes automatically retrieves the latest
versions of the user's Personal Address Book, Bookmarks, and their Journal from the roaming
user server. Any changes the user makes in these files replicate to the roaming user server and
from there to other computers. This allows the roaming user to have a consistent experience in
Notes on any computer.
Roaming is also a requirement for Blackberry users. The Blackberry Enterprise Server (BES)
uses user's roaming databases to synchronize Personal Information Management (PIM) data
between the user's desktop computer(s) and the hand-held device.
In order to grant you roaming user privileges, your Domino administrator uses a tool to modify
settings in your Person document in the Domino Directory, and create a Roaming Profile for you.
Once this is done, your will be prompted the next time you open Lotus Notes on one of your
computers:
IMPORTANT: Make sure that when you click "Yes" to the prompt above, you are working on a
computer that contains copies of your Personal Address Book (names.nsf), Bookmarks
(bookmarks.nsf) and Personal Journal (journal.nsf) that you want to roam to your other
computers. Otherwise, select "No" and you will be prompted with the same message again on
your other computer. After you click "Yes", Notes replicates these three databases (or two if you
do not have a Personal Journal) to your home server.
Please Note: Notes replicates your Personal Journal database only if a Personal Journal
database exists on your computer at the time you upgrade to a roaming user (i.e. click "Yes"). If
you create a Personal Journal later, ask your administrator for assistance in replicating it to your
directory on your roaming user server. This server is usually the same as your home server.
Once all roaming databases are successfully uploaded to your home directory on the server you
will be notified with the following prompt:
When you start Notes on your other computer(s), you will then be prompted to enable roaming on
it and replace local copies of names.nsf, bookmarks.nsf and journal.nsf with the replicas from the
roaming server (click "Yes"):
Repeat this step on any computer you have Lotus Notes installed on.
Once roaming is enabled on your computer, each time you shut down Lotus Notes you will be
prompted to replicate your roaming databases to the server. It is very important that you always
click "Yes" button.
ADDITIONAL INFORMATION
Notes also copies some information from other databases and from your NOTES.INI
configuration file (Macintosh users, your Notes Preferences file) and stores it in the three
databases.
File Also contains
Personal Address Book (names.nsf) • Your user ID (if your organization allows
its replication, and if your administrator
selected the option for replicating it) and
your user dictionary as file attachments.
Your user ID is doubly encrypted for
added security before being attached.
Because your ID replicates, you will no

longer need to copy it to different
computers when you modify it (for
example, by changing the password).
However, until replication occurs, a
change such as a new password may not
take effect immediately. If this happens,
use your previous password.
• Most of the settings in the User
Preferences dialogue box, except for
those that are specific to your operating
system's configuration. Examples include
fonts, communication ports, background
printing, bi-directional language settings,
and file paths.
• Many NOTES.INI values.

Bookmarks (bookmark.nsf) • Your personal Welcome page.
• Any private views you've created in
databases.
• Any toolbar preferences you've modified.
• Settings for any framesets you've

modified in databases that allow such
modification. For example, you may have
shrunk the left frame of a Discussion
database so you could see longer
document titles in the view in the right
frame).
Personal Journal (journal.nsf) Notes replicates the Personal Journal database
only if a Personal Journal database exists at the
time the user is upgraded to a Roaming User. If
the user creates a Personal Journal later, the
Domino Administrator will need to assist the user
in replicating it to the user's personal directory on
the roaming user server. This server is usually the
same as the Roaming User's home server. The
Roaming User feature requires that both the
Personal Name and Address Book (NAB) and the
Bookmark database use their respective default
naming convention. If the Personal Journal has
been renamed and the user wants to have it
replicate, then the user must identify the name of
that local Personal Journal in the Bookmark
database prior to the first roaming session.
Items that do not replicate through the roaming user server
Be aware that these items do not replicate, so you can't expect them to have the same data on all
the computers you use.
• Signature files
• NOTES.INI file
• Desktop.dsk file
• Cache.ndk file
• Headline.nsf
• Any other data files or databases that are not replicated to the roaming subdirectory on
the server
Roaming on Macintosh
There are several issues that you need to be aware of if you have been set up as a Roaming
User, and you roam amongst both Windows platforms and Macintosh platforms. Please see FAQ
270 for more details.
Q: What is a Lotus Notes Teamroom?
A: Teamroom is a Lotus Notes application designed to support processes that help people work
together. The software does not create the sense of shared purpose, common language, focus,
and drive which make effective teams productive. But, by embedding in its technology a template
for many of the basic practices of "good teaming," Teamroom facilitates the creation and ongoing
development of processes and practices common to high performance teams.
Teamroom is a tool for information sharing and collaboration. However, the work of a Teamroom-
based team is not fundamentally different than it was "before groupware." By creating a shared
context for team work, Teamroom does what many good tools do: creates leverage, both for the
individuals on the team and for the team as a whole. Because the technology is built on a Notes
groupware "sharing" platform, this context is richer and the leverage is greater than is typically
possible with "sending" tools like e-mail. Notes also makes it possible for Teamroom to support
teams whose members who are geographically distributed, and who are sometimes unable to be
connected to their computer network.
Examples of work made easier and more efficient by TeamRoom include:
• Raising & discussing issues and concerns

• Creating (collaborative) product: memos, presentations, other "deliverables"
• Brainstorming (which, hopefully, leads to resolution and action)
• Preparing for meetings: one can present and share information in the TeamRoom
before the meeting, so that meeting time can be focused on decision making
• Tracking meeting agendas and resulting action items.
Common work processes supported by Teamroom are

Document management is a work process whereby the following occurs:
• Documents are stored for team reference (presentations, final drafts, etc.)
• Documents are posted and open for revisions or annotation.
• Documents are made available to a larger audience (via Notes, web, email, etc.).
• Documents are filed automatically after an expiration date (or manually).
Action tracking is a work process whereby the following activities might occur:
• Action requests are made of a team member(s).

• The team member accepts, rejects or negotiates the action.
• If the action is rejected, action is requested of another member.
• If the action is negotiated, it is discussed with the requestor until an agreeable
acceptance is reached.
• If the action is accepted, it is tracked against a due date.
• The action is completed, marked as such, and updated with an actual date.
Meeting management is a work process whereby the following activities might occur:
• A meeting announcement is posted.

• Availability of participants is posted as a series of responses, and a schedule is
finalized.
• A meeting agenda is created by one member or the whole team.
• A meeting is held (virtual or face to face).
• Meeting minutes are posted.
• Action items are created.
Collaborative writing is a process whereby:
• One member begins a draft of a presentation or a document.

• Another member modifies the draft and updates the version.
• Another member adds comments.
• The final document is approved/completed and made available to a larger
audience.
Decision making is a process whereby:
• An open item that requires closure is posted, and described by the owner as
needing one of two possible types of decisions:
• By consensus - every member participates in
the decision and a vote will close the item.
• By leader or singular responsibility - one person
is responsible for the decision, soliciting
feedback if necessary, and closing the item.
Brainstorming, or Creative Zoning is a process whereby:
• creative ideas are fostered, shared and developed.

Archiving is a process whereby:
• expired material is filed (to the Index views) or moved to an archival database
: How do I switch to another replica of my mailbox?
A:
How do I switch to another replica of my mailbox?

If you find that you are not able to work in your current mailbox as there appears to be a problem
(For example, your Notes appears to be hanging), hold the Ctrl key down and then press the
Pause/Break key on your keyboard. This will stop your current operation and allow you to switch
to another replica of your mailbox. (Your mailbox has a replica on three servers: Zeus, Venus, &
Triton). Once the operation is interrupted, go to your Lotus Notes workspace and find your
mailbox icon.
You will see a drop down arrow on the right hand corner of your icon. Click on the drop down
arrow and this will bring up a menu with other replicas of your mailbox. (These are stacked
iconson your Notes workspace).
The one that is currently being used will be selected with a check mark. Click on one of the other
replicas and it will then appear as the top icon on your workspace. In this instance, Venus was
originally selected and then Zeus was checked and it now appears as the top mailbox icon.
You can now double-click on the Zeus replica icon to open your mailbox on Zeus.
Q: How can I change the font size in Lotus Notes?
A: The Lotus Notes client provides a choice of fonts to allow Lotus Notes users to
select a preferable and readable type face. This selection is made by selecting:
File -> Preferences -> User Preferences -> Default Fonts.
However, this menu does not provide a means of adjusting the size of the font.
This can be a problem if the Lotus Notes user selects a screen resolution greater
than 1024 x 768 pixels, as the text on the screen may be difficult to read.
Luckily, a setting is available within the notes.ini parameters that allows the font
size to be proportionally increased for all text fields displayed by the Lotus Notes
client:
[Display_font_adjustment=n]
"n" can range from "1" (the default size) to "25" (an extremely large font size) and
must be defined directly into the notes.ini file using a text editor (e.g., Microsoft
Notepad). The parameter can be placed anywhere in this configuration file, but I
like to place it right at the end.
Note: We found out in our testing of this tip that when the Microsoft Windows
screen resolution was set to 1280 x 1024 pixels, a parameter value of "2" or "3"
provided a satisfactory font size.
If you choose to use our suggestion, you would add this setting to your notes.ini
parameters:
Display_font_adjustment=2

Lotus Notes FAQ

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Lotus Notes FAQ

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Lotus Notes impotent question

. Q: What is User ID (user.id) file?

Your User ID contains the name of the ID owner and certificates:

• The Notes license number, and the Notes ID type

Q. What is lotus Port Number

Q. What is use protocol Lotus Notes

Q. What is Archive Folder

Q: Why should I use Lotus Notes as opposed to some other e-mail

Q: How can I reduce the size of my Notes mailbox?

: What is "Password Checking" in Lotus Notes?

Why is IT Services implementing this change?

What do I need to do in order for password checking to work?

1. Click on File, Security, User Security. Enter your current password.

What happens if I forget my password?

How do I change my notes password?

A: To change your Lotus Notes password please follow these steps:

Lotus Notes 6.x

• full name (preferred name)

Q: How can I access my Lotus Notes mailbox off-campus?

• Domino Web Access, a webmail interface to faculty/staff e-mail system

Faculty and staff:

I'm trying to activate a feature in my mailbox that automatically responds to people

A: You can no longer change your Domino HTTP password in iNotes.

IMPORTANT NOTE: Deleting a document from any view (such as Sent) or

A: When automated archiving is enabled on your mailbox by IT Services, a set of default

: What is "Password Checking" in Lotus Notes?

Why is IT Services implementing this change?

What do I need to do in order for password checking to work?

1. Click on File, Security, User Security. Enter your current password.

What happens if I forget my password?

Why is my mailbox being archived?

1) To be eligible a person must be on a faculty/staff payroll. People on the student

Q: Why some folders are yellow and some are gray?

Fig. 2 Creating a new replica on the server and then on your PC

Here's how to create a local replica on your home PC:

• Open server replica of your address book (File - Database - Open on

For Advanced Users Only

• STEP 1 Update Location document settings

Home/mail server - make sure this field contains ZEUS/University of Windsor

Ports to use - make sure only TCPIP is checked

Mail file location - should say: On server

Mail Notes domain - should say University of Windsor

• STEP 2 Update other icons on the workspace

notes.uwindsor.ca ---> ZEUS

If icon is found pointing to any of those servers:

...please remove it from your workspace as those servers no longer exist.

• STEP 3 Update mailbox icon on the workspace

• right-click mail file icon to get the menu

When I attempt to open a Notes database, or switch to a particular view in a

What does it mean and how to address this?

How to remove unnecessary fonts?

• STEP 1 Update Location document settings

Basics section (see Fig. 3)

Web proxy - make sure this field is empty

Servers section (see Fig. 3)

Home/mail server - make sure this field contains ZEUS/University of Windsor

Ports section (see Fig. 3)

Ports to use - make sure only TCPIP is checked

Mail file location - should say: On server

Mail Notes domain - should say University of Windsor

• STEP 2 Update mailbox icon on the workspace (see fig. 6)

• right-click mail file icon to get the menu

• Select File - Database - Open from the pull-down menu.

notes.uwindsor.ca ---> ZEUS