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Uklug2011 raven newman_21_may
The document outlines best practices and features for using Lotus Notes, presented by Mary Beth Raven and Mat Newman. It covers essential topics including user interface shortcuts, bookmarks, search functionalities, widgets, and plug-ins that enhance productivity. Additionally, it emphasizes the importance of understanding features and customization options in Lotus Notes for effective user experience.
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Uklug2011 raven newman_21_may
- 1. Survivor: Who hasthe best practices for happy Notes users and the features they need to know about: the Doctor or the Guru? You decide! Mary Beth Raven (IBM) Mat Newman (ISW)
- 2. Introductions The DRMary Beth Raven, Senior Technical Staff Member IBM Collaboration Solutions User Experience
- 3. Rockin' the LotusBrand, soon to be rocking all of IBM Software! The Guru Mat Newman Director, Education ISW
- 4. (he's the onein the Yellow Suit)
- 5. Agenda Know yourNotes
- 6.
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- 8.
- 9.
- 10.
- 11.
- 12.
- 13. No widget, noplug-in, no problem
- 14. Tie it alltogether – get productive with Lotus Notes
- 15. The Guru: Knowyour Notes
- 16. Know Your Notes:Notes IS Easy Users need to: Recognise how easy it is to work with Notes
- 17. Understand the poweravailable in the Notes client Administrators need to: Enable their users with powerful policies
- 18. Know Your NotesGeneral UI and features
- 19.
- 20.
- 21.
- 22. Notes Client GeneralLayout Menu's Open button Window Tabs Tool-bars Home Screen Side-Bar Status Bar Home Screen quick links Search-Bar Change Home Screen
- 23. The Notes Side-barThe Side-bar contains Widget's and Plug-ins
- 24. Ctrl+4 (Open) Ctrl+3(Dock) Ctrl+0 (Hide) 'Shelf' Title 'Shelf' Menu Minimised icons Click for menu
- 25. 'Open Button' or'Bookmark Bar' Open Button Right-Click Open Button Choose 'Dock' Bookmarks Right-Click Bookmarks Choose 'Large' Large Bookmarks
- 26. Database (Application) LayoutNotes applications all have the same layout Title Navigator Action Bar View Selection Bar Preview Pane Title Navigator Action Bar View Selection Bar Preview Pane 8.* 'Standard' Database 'Classic' Database
- 27. The Dr: Moreinterface tips Preview and the “Show” command Thumbnails button
- 28. Know your NotesUse Preview to work faster (less window management) Preview on side or bottom For all PIM apps (Mail, Calendar, Contacts, To -dos, Notebook)
- 29. Research says: usePreview on side for faster reading!
- 30. Use the Show action bar button to manipulate the preview And to manipulate other appropriate things Contacts has choice of list and biz cards Mail has choice of “individual messages” and conversations
- 31. Know your NotesShow Thumbnails Button and menu item to help you find your window
- 32. The Dr: SuperShort-Cuts
- 33. Super Short-Cuts Thosethings that make it quick and easy to interact with your Notes client
- 34. Shortcut tip sheet(for prior to Notes 8.5): tinyurl.com/UKLUGsupershortcuts
- 35. “ Framework” shortcuts:CTRL+M Create a message from anywhere in Notes
- 36. Close a window:Escape,
- 37. Find a window(Show Thumbnails): CTRL+Shift+T (works in Symphony too!)
- 38. Sad story ofCTRL+Tab BUT CTRL+F8 gets you a list of open tabs
- 39. Shift+CTRL+L Gets youa list of ALL the shortcuts available on your current screen!
- 40. The Guru: Shortcutsfor databases
- 41. Database Short-Cuts EnterOpen a Document/Go to Next Document Backspace Previous document F4 Next unread message (or tab if you have a document open) Insert Mark a document as Read/Unread
- 42. The Guru: Bitchin'Bookmarks
- 43. Bitchin' Bookmarks Accessanything easily
- 44.
- 45.
- 46.
- 47. Bookmarks – AccessAnything Bookmarks can be: Notes applications
- 48.
- 49.
- 50. Short cuts andLinks
- 51. Bookmarks – Howto add them Right-Click any Window Tab and choose: 'Create Bookmark'
- 52. Choose a Bookmarklocation and then 'Ok'
- 53.
- 54. Drag Window Tabto the Bookmark Bar Right-Click Tab, 'Create' Location, then OK Drag Tab to 'Bookmarks'
- 55. Bookmarks – Additems to Notes Startup Startup bookmarks load as Tab's when Notes starts
- 56. Any bookmark canbe loaded at Startup
- 57. Add Bookmarks to:'More Bookmarks' (folder)
- 58. 'Startup' (folder) 12 1 2
- 59. Bookmarks – CreateDocuments 'Create' bookmarks appear on the 'New' tool on the toolbar
- 60. Any blank Notesform can be added to the 'Create' list
- 61. Add Bookmarks to:'More Bookmarks' (folder)
- 62. 'Create' (folder) 12 1 2
- 63. Bookmarks – Changethe 'Home' screen Any Notes Database or Web-site bookmark can be set as the 'Home' screen
- 64.
- 65. Choose 'Set asHome Page'
- 66. (reset to defaultby choosing 'Bookmarks' as Home) 1 2
- 67. The Dr: Easyto locate Bookmarks Locating bookmarked items easily (typeahead)
- 68. Workspace new icons– plus
- 69. Workspace is “in”the bookmark
- 70. bar plus includedin type-ahead
- 71. Locate Bookmarks easily:use “Type to find” The items returned INCLUDE items in the folders
- 72. Search Workspace fromthe “Type to Find” Workspace: Three applications on my “Customer Info” tab Every Workspace tab is also a Folder (complete with corresponding color!); thus, using “Type to find” lets you find applications on your workspace
- 73. The Dr: SizzlingSearch Search Toolbar: Making it easy to “Search all”
- 74. Search Toolbar automaticallychanges scopes
- 75. How you canadd applications and other things to the Search Toolbar
- 76. Search Toolbar Scopedefaults to “All” No more need to switch to all docs view to search all your mail! If you switch to Calendar, the scope automatically switches Switch to any VIEW and the scope automatically switches to the “all “(or $Search) view
- 77. Search a scopewithout having to go to that app I'm in mail, with the “search all Mail default” But without leaving mail, I can search all Calendar Results open in a new tab
- 78. Easy to addsearch scopes to the toolbar If you open an Notes app (not the java ones), you get a choice to “always show in search list”
- 79. The Guru: Workthat data You can search ANY Notes Database
- 80. Don't forget youcan search Notes too! Searching Notes databases is an essential skill Quick Search
- 81.
- 82.
- 83. Search: QuickSearch Navigatequickly to any document in a view
- 84. Sort the viewby the required column
- 85. Start typing theinformation to find Sort by a column Start Typing Notes finds the match
- 86. Search: Find Findmatching text anywhere on the screen
- 87. Unlike Quicksearch, noneed to sort by any column
- 88.
- 89. Type the textto find: Enter for first match, Enter again for next match Ctrl+F to start Find [Enter] or [Find Next] to go to next match
- 90. Search: Full-Text THEmost POWERFUL feature in Lotus Notes
- 91. Locate content inANY Notes document - EVEN INSIDE ATTACHMENTS!
- 92. Available from: 'SearchToolbar' or
- 93. View -> SearchThis View
- 94. The Dr: Evenmore things to Find – Stuff probably coming in Notes 8.5.3 Search mail by sender or subject
- 95. Sort by subjectstrips off Re: and Fw:
- 96. “ Slide-in” alertsfor new mail
- 97. Search Mail bySender or Subject Mail File Replica on Full-text Indexed Not Indexed Server 8.5.3 Client, 8.5.3 or older Server 8.5.3 Client, 8.5.3 Server only Local 8.5.3 Client 8.5.3 Client
- 98. Sort by SubjectRemoves Re and FW Note: This feature requires the 8.5.3 mail template, an 8.5.3 Client, and an 8.5.3 Server (if your mail file is local, you only need the 8.5.3 Client).
- 99. New Slide-in MailAlerts Same preference New behaviour
- 100. Find the rightperson w/ new type-ahead preference If you have a large directory – people w/ the same names, then choose which additional attribute to display See it in the email type-ahead
- 101. Finding up-to-date infoin 8.5.3 Calendar When Proposing a New time, keep a placeholder for the original time
- 102. Update Meeting inviteeswhen people are added or removed
- 103. Preference for updatingmeetings automatically
- 104.
- 105. Duplicate Calendar entriesare merged
- 106. Finding up-to-date infoin 8.5.3 Calendar Forward iCal Subscriptions
- 107. Duplicate Calendar entriesare merged
- 108. The Dr: WonderfulWidgets
- 109. Wonderful Widgets They'rewonderful because they Save time
- 110.
- 111.
- 112. “Open up” theNotes client for easily displaying/using web pages
- 113. You don't haveto be a programmer to include Widgets in Notes Lotus learning widget
- 114. Add (almost any)Google gadget
- 115. Add any Notesapplication to the sidebar
- 116. Get and usethe Lotus Learning Widget Just drag to add it (more on how to deploy for dummies later)
- 117.
- 118. Add any GoogleGadget to your Sidebar Goal: Get the currency converter Google Gadget (from the Google Gadget catalog), add it to the sidebar, and then mail it to a friend Go to the My Widgets Sidebar Panel, and use the “Panel menu” in the title bar to choose: Configure a Widget from... A Google Gadget
- 119. Add any GoogleGadget to your Sidebar A wizard is launched. Choose to browse the Google Gadget directory. Click Finish
- 120. Add any GoogleGadget to your Sidebar Click the Add to Sidebar Button See that the gadget appears in your sidebar
- 121. Add a NotesView to the Sidebar Simply click the “Add to Sidebar” toolbar button (or the corresponding menu item on the Tools – Widgets menu)
- 122. Add a NotesView to the Sidebar Wait, wait… voila! You have a new sidebar panel It does not look that great– more about how to customize it next! The widget catalog shows up as a sidebar panel, and is removed as a tab
- 123. Add Mail tothe Sidebar You can put any Notes view (or document!) into the sidebar by clicking the “Add to Sidebar” toolbar button
- 124. HOWEVER, the Javaviews present a problem– they don’t work as sidebar panels. The workaround? Open the “old traditional” view
- 125. Press CTRL +ALT when you open any of the java views (Mail, Calendar Contacts, To dos, Notebook) Put focus on Mail in the Open list. Press CTRL + ALT, and then click
- 126. Add Mail tothe Sidebar Once the old version of the mail template is open, just click the “Configure a Widget from Current Context...” button
- 127. Add Mail tothe sidebar (hide the navigator) The *new* Notes configuration dialog appears! You can choose what type of Notes widget to create. For now, let's add the Inbox view . Leave the “Show Navigator” option unchecked to hide the navigator Click Next to continue. Select the “Open this view” option
- 128. Add Mail tothe sidebar (hide the navigator) Select “Display as a sidebar panel” and click Finish to create the widget.
- 129. Add Mail tothe sidebar (hide the navigator) Your mail sidebar panel appears, and the mail tab along the top is closed.
- 130. The Guru: AmazingActions
- 131. Actions Make yourwidgets come to life
- 132. Add Actions toyour Widgets during creation
- 133. Add Actions toWidgets already in your Side-bar
- 134. Wire an Actionfrom scratch Open the target of your Action, can be: A web-page, or
- 135. A Notes DatabaseUse the 'Configure a Widget from the Current Context' tool
- 136.
- 137. Use the Actionfrom any Notes document
- 138. Wiring: Open theTarget For a web-site action, enter the web site URL in the Address tool-bar. TIP: Press Ctrl+L If the Address tool-bar is not already available
- 139. Wiring: Start theWizard Use the 'Configure a Widget from the current context' tool to start the Wizard
- 140. Wiring: Choose thetype To Wire an Action to fill in a Form, choose “From a Form” Choose Next
- 141. Wiring: Choose theform to wire Highlight the form to wire from the list of identified web-forms Choose Next The highlighted form will turn lime-green
- 142. Wiring: Choose 'Wireas an action' Give the Widget a Name Choose Next Choose 'Wire as an Action'
- 143. Wiring: Choose theRecognizer to use Choose the content to use (Other Content) is an easy option Choose Next Choose 'Text Selection'
- 144. Wiring: Widget andAction created! Done! Choose Finish
- 145. Wiring: Test itout! Choose the Action name from the Right-Click menu! Highlight some text (we chose 'selected text' as the recognizer) Then Right-Click
- 146.
- 147. Two essential Actions!Open an email and create an Email action for the 'Memo' form
- 148. Open a Meetingand create a Meeting action for the “Calendar' form.
- 149. The Dr: SharingWidgets! Add widgets to a catalog Email widgets to another user
- 150. While Notes ismore than Mail, you CAN mail a widget to a friend:) Locate the Currency converter thumbnail and right-click to post the context menu Choose the menu item Email to... And/or publish to a catalog!
- 151. Receive the messageand use menus to install The recipient can install it the same way it's installed from the catalog, or drag the .xml to the My Widgets panel Or just drag the attachment to the My Widgets sidebar
- 152. The Dr: PowerfulPlug-ins Extend your Notes Client with additional Side-Bar applications (Plug-Ins)
- 153. File navigator (fromopen NTF)
- 154.
- 155. Powerful Plug-ins Extendyour Notes Client with additional Side-Bar applications (Plug-Ins)
- 156. File navigator (fromopen NTF)
- 157.
- 158. Plug-Ins: Installation optionsFile-Application-Install (Yucky!) Full instructions on how to enable and use are here:
- 159. http://www-10.lotus.com/ldd/lcwiki.nsf/dx/Installing_the_Lotus_Connections_Status_Update_plugin_for_Lotus_Notes_lc3 Use theWidgets side-bar to browse a plug-in Web site, or
- 160. catalog Drag aplug-in installer to the Widgets side-bar
- 161. Easiest! Deploya Widget Catalog and push down CATEGORIES of widgets automatically!
- 162. The Guru: Getthe history plug-in
- 163. History Where haveyou been in Lotus Notes? Use short-cuts Alt + ← (go Back)
- 164. Alt + ->(go Forward) OR
- 165. Get the HistoryPlug-In http://www.openntf.org/Projects/pmt.nsf/ProjectLookup/3D %20History %20Thumbnail %20Viewer
- 166. The Dr: GetSocial Sidebar Panels for IBM Connections Activites
- 167.
- 168. Status Updater TwitNotes The complete Twitter client for Lotus Notes
- 169. Add the Connectionsplug-ins Activities sidebar available as part of the Notes client installation Plus – you can take Activities data offline! Others are available from the Lotus Greenhouse catalog Connections Files (Windows)
- 170. http://www- 10.lotus.com/ldd/lcwiki.nsf/dx/Installing_the_IBM_Lotus _Connecti ons_Fil es_plug- in_for_Lotus_Notes_lc3
- 171. Status Updater:(Windows, MacOS, Linux)
- 172.
- 173. Get Social: ShareFiles and Use Activities Connections Files sharing in Sidebar Connections Activities – Drag mail to add to activity; also take offline!
- 174. Get Social: Microbloggingin the Sidebar Connections status updates TwitNotes: twitter client for the Sidebar
- 175. The Guru: Don'tforget WildFire!
- 176. How to installWildfire Go to: http://wildfire.openntf.org Drag the 'THIS LINK' to your 'My Widgets' side-bar
- 177.
- 178. The Dr: NoWidget, No Plug-in, No Problem
- 179. No Widget orPlug-in, No problem Many web sites optimised for Mobile use are perfect side-bar applications! m.linkedin.com
- 180.
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- 186.
- 187. Just stick mobileTwitter web page in sidebar
- 188. The Guru: Youcan wire mobile sites too! m.linkedin.com People search mobile.wikipedia.org reference seach
- 189. The Guru: WOW– That's Notes!
- 190. Nah, it's notabout whose tips are better, it's about getting productive with Notes! Survivor: Who has the best practices for happy Notes users and the features they need to know about: the Doctor or the Guru? Time to decide??
- 191. Get productive withLotus Notes! Tie it all together, what is possible within Lotus Notes: Know your Notes
- 192.
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- 199.
- 200. Thanks for coming'The Doctor' – Mary Beth Raven (IBM) notesdesignblog.com
- 201. @lotusdesign 'the Guru'– Mat Newman (ISW) matnewman.com
- 202.