Using WebMail

After you log in, your mail opens in your web browser. WebMail looks similar to the way Mail appears in Lotus Notes (see Figure 16.1), but there are some differences.

Figure 16.1. To open a document in a view or folder in WebMail, you click the link for the name of the sender (or recipient for sent mail).

  • The Navigation pane shows all the folders and views as links. When you click on one, such as Inbox, it changes to the same word all in uppercase (INBOX). The navigation links change to a different color after you open one to show you have already visited that view or folder.

  • The toolbars you see belong to your browser software. The only buttons available in WebMail are the Action bar buttons, and there are fewer buttons available than in Notes. For example, you don't see Reply To or Follow Up in the Inbox view.

  • To see another screen of mail messages in the View pane, use the Previous Page, Next Page, First Page, and Last Page links.

  • When you want to select messages, you click the checkbox to the left of the message or click the Select Action button and choose Select all or Deselect all.

  • To move or add a message to a folder, choose the name of the folder from the Select Folder list and then click the Move to Folder or Copy to Folder link.

  • Your Personal Address Book is not available from WebMail. WebMail has its own address book. See the section on "Working with the WebMail Address Book" later in this chapter to learn how to set up contacts.

  • When you want to delete a mail message, you must select it and then click the Delete button on the Action bar. Select Delete. That marks the message for deletion, adds it to the Trash folder, and displays a small trash can to the left of the document. To completely remove the message from your database, click Delete, Empty Trash on the Action bar.

Creating and Replying to Messages

To create a new message in WebMail, click the New Memo button on the Action bar. The memo form is similar to the one you see in Notes (see Figure 16.2).

Figure 16.2. From any document, you can return to the Inbox, Calendar, or To Do by making the appropriate choice under the Go To button.

You can enter the full email addresses of the recipients or click the Address button to open a dialog box that lets you select names from the organization directory or your address book.

You can only attach two files to the memo. Click the Browse button for each file and select a file on your computer (or a CD, DVD, or floppy disk inserted in the PC's drives).

The body field is just one big empty box where you can type your message. If the web browser is set up to use Java applets, click the Use Rich Text Applet link (you will lose anything you have put into the memo up to that time). The memo will refresh and display a new toolbar above the body field (see Figure 16.3) that allows you to format the body text, add and edit tables, and cut, copy, and paste.

Figure 16.3. If you want to send a message with formatted text, you have to enable the Rich Text Applet. Then this toolbar appears.

Don't know if your browser is set up for Java applets? Search the browser Help for Java applet to find out how to turn the setting on, if it isn't already set. In Microsoft Internet Explorer 6.0, for example, you check the setting by going to Tools, Internet Options on the menu. Select the Advanced tab and scroll down to Java (Sun) or Microsoft VM to see if the options are enabled.

To reply to a mail message, you have to open the message first. You click on the name of the sender to open it. In the open memo, click on the Reply button on the Action bar and choose one of the reply options: Reply, Reply with History, Reply without Attachment(s), Reply to All, Reply to All with History, or Reply to All without Attachments. If you just reply or reply to all, the recipient(s) names appear in the To field (you can't go back and choose Reply to All afterwards; you have to use the Address button to add recipients) and the Subject is filled in. The body field displays without the Java applet toolbar, unless you reply with history.

Delivery options are limited in WebMail. You can set the importance, request a delivery report, set delivery priority, or get a return receipt.

After you complete the mail message, click the Send button on the Action bar and choose Send, Send and Save, or Save as Draft.

Your Calendar and To Do list are also available with WebMail. To see either of these from one of the views, click on Mail at the top of the Navigation pane and select Switch to Calendar or Switch to To Do. From an open mail memo, click the Go To button and select Calendar or To Do.

Working with the WebMail Address Book

Your WebMail address book doesn't automatically synchronize with your Personal Address Book in Lotus Notes. To add new contacts, you can do one of these:

  • Click the Address Book link to open up the Contacts view. Then click the New, Contact button on the Action bar. Fill out the information in the Contact document (see Figure 16.4). Click Save and Close to save it.

  • From the Contacts view, click the Import from Directories button on the Action bar. In the Import Contacts and Groups dialog box (see Figure 16.5), select the directory and then the names of the people you want to add as contacts. Click OK to add them to your Contacts list.

  • From the Inbox, select a document sent by the person and then click the Add Sender to Address Book button on the Action bar.

Figure 16.4. Fill out the Contact form to add someone to your Address Book. Make sure you put in an email address if you want to send mail to the person.

Figure 16.5. Select the name of the person and click New Entries to put them into the New Entries list. Then click OK to add them to your contacts.

Logging Out of WebMail

If you are using a computer that is not your own, you don't want to leave any traces of your files or authentication information on that computer. That might allow other people on the same PC to open your mail. To prevent this, don't just leave the browser open when you are done with the computer. You need to log out properly and have WebMail close the window by doing the following:


Click on Mail in the Navigation pane and select Logout.


When the WebMail Logout dialog box appears, click Logout & Close Browser Window to protect your data.

Sams Teach Yourself Lotus Notes 7 in 10 Minutes
Sams Teach Yourself Lotus Notes 7 in 10 Minutes
Year: 2003
Pages: 182 © 2008-2017.
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