Main Calendar Preferences

From your Mail or Calendar view, select Tools > Preferences and click on the Calendar & To Do tab. Your can define your availability to avoid your colleagues inviting you outside of your usual working hours.

Customize Your Lotus Notes

Set or Re-Set Your Internet Password
(for Sametime and Domino Web Applications)
In your Mail file, select Set Internet Password in the Tools action button and follow the instructions. You will first have to enter your Notes password for a security check of your identity, then you will have to enter your Internet password twice. Note: Your password is not valid immediately. Depending on your location and the system you want to use, it can take up to two hours for your password to be active.

Lotus Notes 7

Quick Reference Guide

Useful Features
Window Tabs
Window tabs make it convenient for you to switch from one open window to another in Notes. Every time you open your mail, a database or a document, you create a new window tab that shows up right beneath the menus in Notes. All your active tasks are just a click away. You can right click on a tab and select Close All Open Window Tabs to get rid of all open elements. You can save the window state to get the same tabs next time you start Notes. This option is available by clicking on File > User preferences > Basic.

You can define who can do what on your Calendar and Mail files by defining your Delegation profile.

Group Calendar
A group calendar is a collection of the free time schedules of people, room or resources you select. You can use a group calendar to quickly see if people, room or resources in a selected group are free or busy at a certain time. If you have access to peoples calendars, you can display their calendars in the pane below the group calendar. To create a group calendar, click on Calendar > View & Create Group Calendars.

Set/Change Your Notes Password

If you have password aging enabled, Notes will remind you to change your password when it has expired or will soon expire. You can also change your password yourself at a later time: Choose File > Security > User Security > Change Password. Enter your current password in the text box; then click OK. Click Change Password to change your password. Enter your password twice in the dialog box; click OK. Passwords can consist of any combination of keyboard characters, and are accepted according to the Notes password policy.

Bookmarks
Bookmarks can be used as database icons, but they can also do much more. You can create a bookmark, just like you would in a browser, but this bookmark can point to both Notes and Internet elements, including databases, views, documents, Web pages and news groups.

Calendar Entries
Meeting information is displayed on one page with a graphical display of User, Rooms & Resources availability. You can move the sliding bar to find a time slot where everyone is free (color of the bar will change based on invitees availability).

Your Private Address Book

vCard Functionality Contact Info of Mail Sender
You can get the contact information of a user to give him or her a call by left clicking on the persons name (keep the mouse clicked on the name to see the pop-up window). You can import contacts using the standard vCard format. From your address book, you can directly export or send contacts in vCard format to Novartis associates or externals using actions under the button.

Display Two Time Zones

You can select an additional time zone you want to display next to your current time zone, by going to Files > Preferences > User Preferences > International > Calendar.

Export Contacts to Microsoft Excel

Open your address book and select the view . Click on Export to Excel to have a new Excel file with all or selected contacts information.

Sametime Integrated Client

Logon to Sametime by clicking on Disconnected in the bottom toolbar:

Follow Up a Mail
You can flag a mail message with an icon to indicate whether the message requires urgent, normal or low priority action. Flagging a message also places it in the Follow Up view and miniview, which show only messages requiring follow-up.

Calendar and To Do
Calendar and To Do are views in your mail database that you can use to manage your time, schedule meetings and keep track of tasks that you need to complete or follow up on.

Sametime Presence and Awareness

Sametime is an instant messaging solution for use internally within Novartis. When you are connected to Sametime with the integrated client, you can check the user status (icon at the left of the sender name): means user is online means user is away means user is busy No Icon means this user is not connected to Sametime.

Marking Messages
To set this option, open your Mail file, expand Tools and select Preferences, then Message Marking. Here you can color code messages based on the recipient names to easily detect them in your Mail view. It is advisable to avoid red as text color in order to not confuse marked mails with unread mails.

If the user has an online or away status, you can start a chat with him or her by right clicking on the persons name from the view or the mail header and selecting Chat with

You can also define the importance of mails:

Personal Signature
From your inbox, click on Tools > Mail Footer to access an application that will help you to design a standard signature.

Archiving
Due to the Novartis Mail Retention Policy, emails older than 60 days are deleted from Mail files. To easily detect and archive documents that are going to be deleted soon, the All By Age of Mail view was created. You can enter that view, select the documents you want to archive and click on the Archive selected documents button. To Access Your Current Archive While in your Mail file, under Tools open Archive and select MyLocalArchive To Access Older Archives 1. Choose File > Database > Open. 2. Click Browse. 3. Select the Archive folder. 4. Select the archive database. 5. Click Open to open the database. To Retrieve Archived Documents 1. Select the document or documents you wish to retrieve. 2. Choose Edit > Copy. 3. Open the database and view to which you wish to restore. 4. Choose Edit > Paste to restore the archived documents. Note: If the document you retrieve is more than 60 days old, it will be deleted the following night.

1. Displays options for the calendar - Display your calendar by day(s), week(s) month(s) or as a list 2. Switch between Mail, Calendar & ToDo - Also allows access to other users calendars and group calendar documents 3. Calendar navigation - Click on days, month or year in the calendar picker to easily select the date of your choice 4. Display two time zones in views - More easily figure out what is the corresponding time for your colleagues abroad 5. MiniView - Display ToDos, Follow Ups or new notices 6. Sametime Presence Awareness - Found directly in the calendar views 7. Preview pane - Allows you to view the content of the entry you selected in the calendar view. 8. Conflicting Entries - Shown side by side on some views 9. Color coding for Calendar entries - One standard color is defined for each type of entry 10. Drag & Drop - Reschedule meetings from the calendar views 11. Filter Display - Show only one type of calendar entry 12. All Calendar Entries Click to see all your calendar documents in a standard view format 13. View Details - Leave the mouse cursor over an entry to vieew a pop-up containing all details

Folders Management
You can drag and drop folders to reorganize them (e.g., you can move a sub-folder to a different folder). Simply click to move drag and drop it. You can also right click on a folder to rename or delete it. You can use Folder > Discover Folder from the All Documents view to find out where an email is stored.