lotus notes config

TCS Internal

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IBM Lotus Notes 8.5.2 Configuration Guide December, 2011

TCS Internal

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© 2011 Tata Consultancy Services Limited

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TCS Internal

Document Release Note

Project: TCS Global Helpdesk Document Name: Lotus Notes 8.5.2 Configuration Guide Version No: 4 Date: December 2011 Document Revision List

Release Notice Reference (for release)

Rev. No.

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Page no.

Previous

page no.

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1.1 18 Jun 2008 New Release

39

1 01-July-2008 New Release

8 Image has been replaced to servername.tcs.com


24 Image has been replaced with name


29-34 Archiving images has been replaced with circles

4 01-Dec-2011 New Release

40-43 Including new chapter 6

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About this Document

Purpose This document provides instructions on how to configure the IBM Lotus Notes 8.5.2 Client Configuration software on TCS systems.

Intended Audience The intended audience for this document are all TCS associates using Lotus Notes as the email client for official communication.

Organisation of the Document Information in this document is organised as follows:

Table 1: Organisation of the Document

Chapter Description

Chapter 1 Getting started

Chapter 2 Opening the server copy of your inbox

Chapter 3 Creating the local copy of your inbox

Chapter 4 Creating your location document

Chapter 5 Creating and viewing your archive database

Chapter 6 Changing the password using the user security


Contents

1. Getting Started ................................................................................................................................................... 6

About IBM Lotus Notes 8.5.2 ........................................................................................................................................... 6

Prerequisites for Configuration ........................................................................................................................................ 6

Procedure to Configure Lotus Notes 8.5.2 ....................................................................................................................... 6

Pointers ............................................................................................................................................................................ 6

2. Opening the Server Copy of your Inbox .......................................................................................................... 7

3. Creating a Local Copy of your Inbox ............................................................................................................. 16

4. Creating your Location Document ................................................................................................................. 21

5. Creating and Viewing your Archive Database ............................................................................................... 27 Creating your Archive Database .................................................................................................................................... 27

Viewing Archive Database ............................................................................................................................................. 36

6. Changing your Password ................................................................................................................................ 40


1. Getting Started This chapter provides an introduction to the IBM Lotus Notes 8.5.2 configuration for TCS associates.

About IBM Lotus Notes 8.5.2

IBM Lotus Notes 8.5.2 (Lotus Notes 8.5.2) is a client platform used to access various applications (such as e-mail, collaboration) hosted on the TCS Domino server. Lotus Notes 8.5.2 is an Information Management System that is customisable and easy- to-use. Using state-of-the-art technology, Lotus Notes 8.5.2 enables you to coordinate your e-mail, calendaring, group scheduling, chatting, and Web-access activities in one integrated environment. Lotus Notes 8.5.2 is designed to work with multiple platforms, thus it can enable teams to collaborate on projects even when they are using different operating systems.

Prerequisites for Configuration The following are the prerequisites to configure IBM Lotus Notes 8.5.2:

IBM Lotus Notes 8.5.2 Client Configuration software installed on your computer

Your TCS employee number

Your TCS mail server (such as InKolM01.tcs.com, Inblrm02.tcs.com)

Your mail ID file (with extension .id)

Your TCS e-mail ID

Procedure to Configure Lotus Notes 8.5.2

Lotus Notes 8.5.2 configuration comprises the following steps:

1. Opening the server copy of your inbox 2. Creating a local copy of your inbox 3. Creating your location document 4. Creating and viewing your archive database

The following chapters describe each of these steps in detail.

Pointers

The following are some pointers to use Lotus Notes 8.5.2 effectively:

Do not replace or delete your existing ID file. Rename and retain it in another folder (preferably) in your personal profile.

Always back-up your existing ID file along with the archive copy of your Inbox. If your ID file is encrypted, you can open your archive copy only with your ID file.

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2. Opening the Server Copy of your Inbox This chapter details the steps to open the server copy of your inbox.

To open the server copy of your inbox:

1. Double-click the Lotus Notes icon available on your desktop. The IBM Lotus Notes 8.5.2 Client Configuration - Welcome window appears (refer figure 1).

Figure 1: IBM Lotus Notes 8.5.2 Client Configuration - Welcome Window


2. On the Welcome window, click Next. The User Information window appears (refer figure 2).

Figure 2: User Information Window

3. On the User Information window, enter your employee number in the Your name field. 4. Type your Domino server (for example, InBlrM01/TCS, InBlrM02/TCS, and InMumM10/TCS etc) in the

Domino server field. 5. Select I want to connect to a Domino server check box. 6. Click Next. The Notes ID File window appears (refer figure 3).

Figure 3: Notes ID File Window


7. On the Notes ID File window, click Browse. The Enter New User ID File Name window appears. 8. Browse and select your Notes ID file and then click Open (refer figure 4).

Figure 4: Notes ID File Location

The selected ID file appears in the File name field on the IBM Lotus Notes 8.5.2 Client Configuration window.


9. Click Next (refer figure 5).

Figure 5: Notes ID File Selection

A confirmation window appears prompting you to confirm whether you want to copy the ID file to your data directory.

10. Click Yes (refer figure 6). The ID file will be moved to the default data directory. Lotus Notes will not prompt for the Id file the next time you log in.

Figure 6: Confirmation Window for Copying the ID File to the Data Directory


11. After the ID file is copied to the default data directory, the following window appears (refer figure 7). Click Next.

Figure 7: The window comes up after confirming id file copied to data directory

12. On the Lotus Notes dialog box, click Next (refer figure 5). The Notes password prompt window appears (refer figure 8).

Figure 8: Lotus Notes - Password Prompt Window


13. On the Additional Services window, deselect all check boxes and click Next (refer figure 9).

Figure 9: Additional Services Window

The IBM Lotus Notes - Setup Complete dialog box appears. The configuration will require couple of minutes to complete (refer figure 10).

Figure 10: Lotus Notes 8.5.2 Configuration


14. Once the configuration is successfully completed, the Lotus Notes Setup page appears displaying options for the home page setup.

Figure 11: Lotus Notes – Setup Screen

The default home page appears, with the following options:

Mail Calendar Contacts To Do Notebook


Figure 12: Lotus Notes Home Page

15. On the Lotus Notes home page, click the Applications icon in the Bookmark bar (on the left of the screen). The Application pane appears. Under Applications, click the Workspace icon (refer figure 13).


Figure 13: Opening Workspace

16. The Workspace tab appears with the Server copy icon on the left. Double-click the Server copy icon

to open the server copy.

Figure 14: Server copy of your mailbox.


3. Creating a Local Copy of your Inbox This chapter details the steps to create a local copy of your inbox.

To create a local copy of your inbox:

1. On the Lotus Notes Home Page, click the Applications icon in the Bookmark bar (on the left of the

screen). The Application pane appears (refer figure 12).

Figure 15: Applications Pane


2. Under Applications, click the Workspace icon (refer figure 12). The Workspace tab appears with your Server copy icon on the left (refer figure 13)

Figure 16: Workspace

3. Click View menu and then click Advanced Menus (refer figure 17) to create Replication options.

Figure 17: View Menu

Note 1: Only when Advanced Menus is enabled, Replication options can be created


4. On the Workspace tab, right-click the Server copy icon and then select Replication → New Replica (refer figure 18). The Create Replica for Application dialog box appears (refer figure 19).

Figure 18: Replication - New Replica

5. Once clicking on New Replica, A pop up window appears to create a new replica. Make sure that the

server field is Local. Then click on OK.

Figure 19: Replication – Create New Replica


6. The Replication tab appears (figure 20).

Figure 20: Replication & Sync Window

7. Double-click the Local copy icon. The Local copy of your Inbox appears as Local on Workspace (refer figure 22).

Figure 21: Workspace Tab - Server and Local copy icons


8. Local Copy of the mail appears as below design.

Figure 22: Local Copy of the mail

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4. Creating your Location Document This chapter details the steps to create your location document. Creating the location document is the next required procedure after creating the local server (described in chapter 3).

To create your location document:

1. Click the Workspace tab and select File → Locations → Manage Locations… (Refer figure 23).

Figure 23: Locations Tab

The Locations screen appears.


2. From the list of locations displayed on the screen, select Online and click Edit ….

Figure 24: List of Locations

The Edit Location window appears displaying the contents of the Basics tab.

3. On the Basics tab, set values in the following fields:

Location name: Online Location type: Local Area Network Internet mail address: Your complete email address


Figure 25: Setting Up Basics

4. Click the Servers tab and enter the server name in the Home/mail server field (refer figure 26).

Figure 26: Server Setup


5. Click the Ports tab and select only the TCPIP checkbox.

Figure 27: Port Setup

6. Click the Mail tab and enter the following details as per your employee details:

Mail file location: Local Mail file: mail\Employee no.nsf Recipient name lookup: Exhaustively check all address books Rest of the settings should be as shown in the following figure.

Figure 28: Mail Setup


7. Click the Replication tab and select the options as shown in the following figure:

Figure 29: Setup for Replication

8. Click the Advanced… tab, click the Basics tab, and make the following settings:

Select Yes in the Use operating system’s time zone settings: field. Click the torch icon in the User ID to switch to: field and select your ID file from the

Data folder

Figure 30: Advanced Settings


Figure 31: Selecting the ID File from the Data Folder

9. Click the Administration tab and type your Mail id in the Owner field and the Administrators

field and then click OK. You are now done with creating your Location Document.

Figure 32: Administration Setup


5. Creating and Viewing your Archive Database This chapter details the steps to create and view your archive database.

Creating your Archive Database

To create your archive database:

1. Click the Applications icon in the Bookmark bar (on the left of the screen).then click on the Workspace icon under the Applications.

Figure 33: Application Pane


2. Double click to open the local copy of your mailbox (refer figure 34).

Figure 34: Local Copy of Your Inbox

3. Select Actions → Archive → Settings... (Refer figure 35).

Figure 35: Archive - Settings

The Archive Settings dialog box appears.

4. Click the Criteria tab. Select Default for Last Modified criteria and then click Enable. [Refer figure 36(i)].


Figure 36 (i): Archive - Enable Archiving

5. Click No while the following screen appears.

. Figure 36 (ii): Archive - Enable Archiving


6. On the same Criteria tab, click Edit

Figure 36 (iii): Archive Settings - Edit Tab

7. The Edit Archive Criteria dialog box appears (refer figure 36). Under Specify General

Criteria Information, select Enable this criteria. Under What Should Happen to the Selected Documents?, do the following:

a. Select the Copy documents into my archive application specified here, then clean up this application option.

b. Click the Browse (Folder picture) icon to choose the location to store the archive files. It is recommended that you create archive folder inside lotus notes data folder where by default lotus notes pop up brings you to create archive database.

c. Type a name as shown in figure 37(ii). Click Select. In Edit Archive Criteria window (refer figure 37(i)) click OK.


Figure 37 (i): Edit Archive Dialog Box


Figure 37 (ii): Selecting archive database

8. Select all mails which you want to archive (refer figure 38).

Figure 38: Select Your Mails from the Inbox to archive


9. Click Actions menu, and under Archive, click Archive Selected Documents (refer figure 39).

Your selected mails will get archived.

Figure 39: Archive Selected Documents


10. You can also set auto archiving as follows. Click on the Schedule tab and select Schedule archiving.

Note: Schedule archiving will be applicable for all the criteria enabled if you have multiple archiving criteria enabled.

Figure 40: Schedule archiving


11. In The Edit Archive Criteria click on Selection Criteria

Figure 41 (i): Selection Criteria in auto archiving

Choose the option as shown or as per your choice. And click OK

Figure 41 (ii): Archive selection criteria


Viewing Archive Database

To view your archive database:

1. On the Lotus Notes main window, click Workspace on the Bookmark bar (left side of main window).

2. Click on the Local copy of your Inbox. 3. On the Tools menu, click Archive, and then click Default for Last Modified (refer figure 42).

The Mail Archive window appears.

Figure 42: Local Copy of Your Inbox


Figure 43: Mail Archive

4. Now, open the Workspace and right click on the Archive database as shown in the screen shot

below:


Figure 44: Properties of Archive database 5. Click Encryption Settings in the Database properties dialogue box. Please refer figure 45:

Figure 45: Archive Database Properties dialogue box


6. Make sure that you select the option Do not locally encrypt this database in the Encryption

settings. Please check the screen shot below:

Figure 46: Encryption Settings


6. Changing your Password This chapter details you the steps to reset the password of your Lotus Notes. To reset your Lotus Notes password:

1. From the Lotus Notes main menu, click File → Security → User Security… as shown in the following figure.

Figure 47: User Security Option A window appears prompting you to enter your current password.

2. Enter your current password. The User Security window appears.


Figure 48: Password Prompt Window

3. In the Security Basics tab, click Change Password.

Figure 49: User Security Window


You are once again prompted to enter your current password.

Figure 50: Password Prompt window

Once you have entered your current password correctly, the Change Password window appears.

4. Enter your new password in the Enter new password field and reenter the password in the Re-enter new password field, and click OK.


Figure 51: Change Password Window

A window appears stating that your password has changed successfully.

Figure 52: Confirmation Window


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