Lotus Notes Documents

What's new in IBM Lotus Notes 6.5?
IBM Lotus Notes 6.5 offers a several new features that better enable you to complete your day-to-day tasks.
Periodic updates to Notes client Help are available on the Web. To download the latest Notes client Help file, go to
http://www.lotus.com/ldd/doc. In the "Documentation Links" section, click "by product," then "Notes," and finally under
Notes Client Help versions, click 6.5, or if there is a later release, its number.
For information on new features that Notes has offered since Notes 6.0, see the topic What's new in IBM Lotus Notes
6?.
Calendar
New features and enhancements added to Calendar and Scheduling let you:
Reschedule repeating meetings with different start and end times
Drag and drop To-Do items, Calendar entries, or mail messages to create new To-Do items, Calendar entries, or mail
messages
Mail
New features and enhancements added to Mail let you:
Use instant messaging and awareness features without installing a separate Lotus Instant Messaging client
Manage junk mail
Mark mail messages for follow-up action
Use reply-to and forwarded indicators
Use the unread messages view
Time column has been added to mail views
Printing
New printing features and enhancements let you:
Choose whether to print the entire list of names in the To or CC fields of a mail message
Security
New security features and enhancements let you:
Import Internet certificates from a Smartcard
Sharing information with other applications

New features for sharing information with other applications let you:
Export Notes view data in CSV file format
"Workplace" Welcome Page option

A new Welcome Page feature lets you replace the default Welcome Page with a portal-like page called "Workplace."
The Workplace has multiple panes that display your Mail, Calendar, To Do list, and so on. In other panes, you can
easily display frequently used Notes databases and Web sites -- helping you to organize and manage all your daily
tasks and communications with others in your company
What's new in IBM Lotus Notes 6?

IBM Lotus Notes 6 offers a multitude of new features that better enable you to complete your day-to-day tasks.
For information on new features and enhancements specific to Notes 6.5, see the topic What's new in IBM Lotus
Notes 6.5?.
Periodic updates to Notes client Help are available on the Web. To download the latest Notes client Help file, go to
http://www.lotus.com/ldd/doc. In the "Documentation Links" section, click "by product," then "Notes," and finally under
Notes Client Help versions, click the number for the latest release.
Click any link to learn more about specific new features and enhancements for Notes 6:
Calendar
Documents
Internet standards support
Mail
Navigation
One-stop connection setup
Preferences
Printing
Remote use and roaming
Search
Security
TeamRoom
Welcome Page
Calendar
New features and enhancements added to Calendar and Scheduling let you:
Color-code entries
Display a variety of new views (work month, work week, summary)
Customize information displayed in each entry
Switch days, weeks, months, and years more easily
Display an additional time zone
Select a time zone for a meeting
Display a localized, secondary calendar
View and print participant status information for a meeting
Update scheduled meetings more easily
Documents
New features and enhancements within documents let you:
Modify Spell Check so that it ignores words that contain numbers or all uppercase letters
Identify and mark languages within a document
Drag and drop files within Notes and between your operating system and Notes
Place a border around a selected paragraph
Change the color and edge of buttons
Set button widths regardless of the font setting in User Preferences or the length of the button
Rearrange a list by moving items up or down
Hide paragraphs from mobile devices
Place tabs on any side of a tabbed table
Select and move (cut and paste) an entire table of data
Copy a view as a table
Use keyboard shortcuts to move the contents in a table row up or down
Create a table with row captions
Lock a document to prevent replication and save conflicts
Internet standards support

Notes embraces Internet messaging standards so now you can view Internet mail messages, Web pages, and
newsgroups with full fidelity (because of MIME and HTML support) and security (using SSL, S/MIME, and X.509
certificates).
You can read and send messages to any IMAP or POP3 server (your ISP, for example). You can read and post
messages to an NNTP newsgroup, search any LDAP directory, such as bigfoot.com. This is especially helpful when
you are in the middle of addressing a mail message and you need to look up an e-mail address quickly.
Mail
You can use Notes as the client for either Notes mail or Internet mail.
You can take advantage of Internet address searching and newsgroups, with a redesigned easy-to-use
interface for mail configuration.
You can streamline your replies and forwarded messages by stripping pictures and attachments and format
these types of messages Internet-style.
Deletions are immediate, no longer requiring a view refresh, and folders display the number of unread
messages.
Your address book is compatible with electronic business cards (vCards).
Archiving becomes more powerful with organization-wide policies crafted by your administrator.
You can more easily delegate access to your mail or manage mail databases for others.
You can customize your mail views with your mouse, rearranging or hiding columns, and setting colors to
identify senders. Notes remembers your sorting and color preferences.
Navigation
New features and enhancements to bookmarks and the Notes user interface let you:
Customize the information displayed in a view
Select multiple bookmarks and bookmark folders
Locate bookmarks with the keyboard
Display your bookmarks as a grid like the workspace
Locate a document, view, database, or Web page you visited several days ago
Reorder window tabs by dragging
One-stop connection setup
After you install and open the Notes client for the first time, Notes guides you through setting up initial connections.
Notes prompts you for the type of mail connection you need -- Notes mail on a Domino server, Internet mail from an
Internet server, or both -- and the type of physical connection you need -- local area network (which includes broad
band) or dialup -- and automatically creates the necessary configuration documents in your Personal Address Book.
You'll also have an opportunity to choose a NNTP server for Internet newsgroups and an LDAP server for Internet
name lookups. See Setting up Notes for the first time for more information.
After you've set up initial connections, you can choose File - Preferences - Client Reconfiguration Wizard any time to
modify existing connections or add new ones. Notes updates your configurations and creates or modifies all
necessary documents in your personal address book.
Preferences
New features and enhancements added to user preferences let you:
Use a Window menu option to switch between windows
Enable a MIME save warning
Show in-line MIME images as attachments
Specify a particular format for time or date input by a user
Use the language of the form when the text language is unspecified
Invoke Notes on vCard files
Printing
New features added to printing let you:
Print in the background while you continue working
Specify time ranges within the "rolling print" option when printing your calendar
Print multiple time zones as they appear in the Calendar view
Print your Calendar views (daily, weekly, and monthly) as a single document on trifold panels
Print your address book contacts as labels
Print framesets
Also, printing has been enhanced to allocate space more efficiently. For example, when printing a monthly Calendar
view, days/weeks with entries are given more room than days/weeks without entries.
Remote use and roaming

It's easier than ever to use Notes outside your office, at home, when you travel, when you're disconnected from a
network or phone line, and on multiple computers. The redesigned Replicator page lets you drag and drop databases
or selected documents to create local replicas on your computer that Notes can rapidly synchronize with serverbased databases. You can group replica entries in folders and customize the page to display as a slide-out panel like
the bookmarks or to fit more entries at once. Several templates now include custom forms for selective replication.
Additionally, your Domino administrator can set you up as a "roaming user" so that using Notes on multiple
computers becomes easier. When you work as a roaming user, your personal address book, bookmarks, and other
information automatically replicate to all the computers you use. As a roaming user with improved replication for all
databases, you can have your own personalized Notes setup and all the latest information with you wherever you use
Notes.
Search
You can now search the results of a search.
Security
New features added to security let you:

Find all the Notes security settings in User Security
Log in to Notes using a Smartcard
View a person or server's effective access for a database
Reset your Execution Control Lists (ECLs) to the administrator's defaults
Synchronize your Notes and Domino web/Internet password, if allowed by your administrator
Change your password with greater convenience
TeamRoom
New features and enhancements added to TeamRoom let you:
Create announcements for the entire team in the Announcements page view
Update the ACL for team members quickly and easily
Write individual status reports
Gain fast access to selected documents through use of the Preview pane
Welcome Page
The Welcome Page provides new features that let you:
Use a wizard to personalize your page display
Launch bookmarks from the Welcome Page (launch pad)
Change the content of your frames
Use Quick Notes to create and send a mail message, add a contact to your Personal Address Book, write an entry to
your personal journal, or set up a reminder in your calendar without having to open a database.
Follow Up
Shows all messages that are currently flagged for
Trash
Shows messages that you marked for deletion in y

For information, see Deleting mail.
Views - All Documents
Shows all messages that are currently in your mai
Views - Mail Threads
Shows all messages grouped with their replies so

conversation at once.
Folders
Shows a list of all personal folders you create.
Tools - Rules
Shows all rules that you create to filter new messa
For information, see Filtering new mail using rules
Tools - Stationery
Shows all stationery that you create for sending m
For information, see Creating and using stationery
Tools - Archive
Appears only if archiving is set up for your mail. S

and lets you open the archive database.
To prevent orphaned response documents

If the database has hierarchical views with "parent" and "child" (response) documents, allowing parent documents to
be archived can "orphan" the responses. Responses that are not archived disappear from any hierarchical view
(become orphaned) but still exist, keeping the database you're archiving larger. To prevent orphaned response
documents, leave the default "Do not delete documents that have responses" selected; or, if you deselect it, make
sure sets of archiving criteria that include any main document also include its responses. Examples of databases with
hierarchical (response) views include Discussion and Mail (which has a Mail Threads view).
Note This option does not apply when you pre-select documents for archiving.
Creating, editing, and enabling sets of archive criteria

On the Settings panel of the Archive Settings dialog box, you can examine sets of archive criteria provided by your
organization and select the set you want to use. The box below the list of sets summarizes the features of each set. If
you are archiving mail and your organization allows you to create criteria sets, you may also add or edit them.
If the Archive Settings dialog box is not open, choose File - Database - Properties and click "Archive Settings." Then
click Settings.
Tip A single database can have multiple sets of criteria that archive to separate databases. If all the criteria sets
archive to the same database, consider carefully how the options for each set interact, because all the criteria will be
applied each time you archive.
Click any of these topics:

To check a database's archive criteria
To create or edit a set of archive criteria
To enable a set of archive criteria
To check a database's archive criteria

1.
Open the database.
2.
From the menu, choose File - Database - Properties and click "Archive Settings."
3.
Click Settings, and see what set of criteria is selected.
4.
Click the set of criteria to see its details, including the name and location of the archive database for each set.
To create or edit a set of archive criteria

For any database (except mail if prohibited by an archive policy), you can create and edit private criteria sets. In mail,
criteria sets you can't edit appear with lock icons.
1.
Open a database you want to archive (for example, your mail).
2.
Choose File - Database - Properties and click "Archive Settings."
3.
Click Settings.
4.
Do one of the following:

To edit a set, select one of the existing sets of criteria in the list, if any exist that you want to use.
To create a new set, click Add, and enter a name for your new private criteria set.
5.
See Setting options for a set of archive criteria for details on refining this set of criteria.
6.
Select "Enable archiving," and click OK.
7.
(Optional) Click Advanced to specify archiving for documents that have responses, and to set up an archive
log. The Advanced settings apply to all sets of criteria.
8.
Click OK to close the Archive Settings dialog box.
After you create or edit a set of archive criteria, you can return to the Settings page and click Edit to edit the set.
To enable a set of archive criteria

Notes uses only archive criteria sets that are enabled. If no set is enabled and you ask for a database to be archived,
nothing is archived.
1.
Select a set of criteria in the list, or click Add to create one if there is no set listed.
2.
(Optional) To edit one of your private sets before enabling it, click Edit.
3.
Select "Enable archiving" to put the selected set of criteria into effect.
4.
Click OK.
Setting up a network server connection manually

If you have remote access service (RAS) software in your operating system, such as Microsoft Dial-Up Networking,
Notes can use that software to call a network server and connect from there to Domino servers in your organization,
to Web servers on the Internet, or to both. You may have access to a network server either through an ISP, through
your organization's intranet, or both. Ask your organization's network administrator whether there is a network server
you can use.
Note Some organizations call this type of server a "remote LAN" or "remote access" server.
Notes saves information about network servers in Network Dialup Server Connection documents. You can edit a
Network Dialup Server Connection document at any time, for example if the phone number for the network server
changes.
The simplest way to configure a network server connection for either Domino mail, Internet mail, newsgroups, or
Internet (LDAP) directories is to choose File - Preferences - Reconfiguration Wizard and select the Network Dialup
option. Or, you can create a Network Dialup Server Connection document manually.
For information on replicating using a network server connection, see To replicate with a selected server and To
create a call entry.
To create or edit a Network Dialup Server Connection document manually

1.
From the menu, choose File - Mobile - Server Phone Numbers. Notes opens the Connection view of your
Personal Address Book.
2.

To create a new Connection document, click the "New" button and choose "Server Connection."
To edit an existing Connection document, select the network server name and click the "Edit Connection"
button. (Make whatever changes you want on the Basics or "Network Dialup" tabs.)
3.
Click the Basics tab.
4.
In the "Connection type" field, select "Network Dialup."
5.
In the "Server name" field, enter the name of the server you want to access, for example,
the_network@acme.com.
6.
In the "Use LAN port" field, specify an enabled port that uses the same protocol driver as the network server.
For example, if the network server uses TCP/IP, specify TCP/IP.
7.
Click the "Network Dialup" tab.
8.
In the "Choose a service type" field, select Microsoft Dial-Up Networking.
9.
Fill in the fields in the Configuration section. If you are unsure of the necessary information, contact your
service provider or organization 's network administrator. You can click "Edit Configuration" as a shortcut to
make changes to this section.
Tip This configuration information is specified in your operating system software.
10.
(Optional) Click the Comments tab to add information for your own reference.
11.
(Optional) Click the Advanced tab to specify additional settings such as a dedicated location for this
connection, or login scripts.
12.
Click "Save and Close.".
Replicating mail and other databases

You can replicate local databases using the Replicator page, and do other work while Notes replicates. If the
Replicator page doesn't have an entry for a database you want to replicate, see Creating replicas.
To return to the Replicator page while replication is running, double-click the replication progress bar.
While replication is running, the Start button at the top of the Replicator page becomes a Stop button.
Tip If you want to replicate your address book to a different computer that you use, consider becoming a roaming
user instead, so that Notes can automate replication of personal information including your address book.
To replicate a single database
To replicate your mail only
To replicate multiple databases
To replicate with a selected server
To replicate only high-priority databases
To replicate a single database

1.
Click the Replicator icon in the Bookmark bar.
2.
Select the entry on the Replicator page for the database you want to replicate.
3.
From the menu, choose Actions - Replicate Selected Database.
4.
(Optional) To stop replication, click the Stop button at the top of the Replicator.
To replicate your mail only

When you replicate your mail database, you can send mail only or send and receive mail. Your Calendar and To Do
list are part of your mail, so replicating your mail also updates them.
You can choose to hold your mail in an outgoing mailbox for sending at intervals. If you hold mail, then during
replication Notes sends outgoing Notes mail from your local MAIL.BOX database to the server and deletes the mail
from MAIL.BOX, or sends outgoing mail to and from your SMTP.BOX if your mail is Internet mail. This setting is
specified separately for each location.
For more information, see Using an outgoing mailbox.
1.
2.

From the menu, choose Actions - Send Outgoing Mail to replicate your outgoing mail database.
From the menu, choose Actions - Send and Receive Mail to replicate your mail database.
3.
(Optional) To stop replication, click the Stop button at the top of the Replicator.
To replicate multiple databases

1.
2.
In the "On" column, make sure check marks appear next to the entries for the databases you want to replicate.
3.
Click the "Start Now" button.
4.
(Optional) To stop replicating the current database and begin replicating the next one, click the Next button at
the bottom left of the Replicator. To stop replication altogether, click the Stop button at the top of the
Replicator.
Tip To make sure a group of databases always replicates together, put them in a folder and replicate the folder entry
by selecting it and then choosing Actions - Replicate Selected Database.
To replicate with a selected server

You can replicate one or more databases with a selected server. You may want to do this if you have a dialup
connection to a single server that can't pass through to other servers.
1.
2.
In the "On" column, make sure check marks appear next to the database entries you want to replicate.
3.
From the menu, choose Actions - Replicate with Server.
4.
Select the server.
5.
Click OK.
6.
(Optional) To stop replicating the current database and begin replicating the next one, click the Next button at
the bottom left of the Replicator. To stop replication altogether, click the Stop button at the top of the
Replicator.
To replicate only high-priority databases

High-priority databases have a special schedule that lets them replicate more frequently than most databases; their
entries appear with a double clock icon.
To specify a database's replication priority, right-click (Macintosh users, CTRL+click) the database entry and choose
"Options." Then click Other and specify the priority. Or, right-click and choose "High Priority" to switch high priority on
and off.
1.
2.
From the menu, choose Actions - Replicate High Priority Databases.
3.
(Optional) To stop replicating the current database and begin replicating the next one, click the Next button
at the bottom left of the Replicator. To stop replication altogether, click the Stop button at the top of the
Replicator.
Elements of a view
Views are lists of documents in a Notes database. Views let you select, sort, or categorize documents. Views can
also show information about the documents listed in them, such as the name of an author or the date of creation. A
view may show all documents in a database, or only a selection of documents.
A view pane shows:
Rows for each category or document record
Columns for each type of information about a document, such as the name of the author, the date created, and
the size
View icons
If displayed, the selection margin of the view pane can contain icons that show which documents are:
Selected (check marks)
Unread or marked unread (stars)
Marked for deletion (Xs)
Results of replication conflicts that should be resolved (diamonds)
Action bar
The views in a database may include an action bar, which contains a row of buttons that you can click to perform
common tasks in the database. If there is an action bar, it appears above the column headers and the Search bar (if
displayed).
Using "Starts with" search in a view

When looking at a view, you can quickly find and highlight a particular document or category. Just type the text, or the
first part of the text, that the document is sorted by. The "Starts with" dialog box opens automatically when you start
typing. To do a "Starts with" search:
1.
Click anywhere inside the view (to make sure the view contains the "focus").
2.
Type the text you want to search for.
For instance, in a view sorted by "last, first name", you might type "boggs, an" to find the first document about Angela
Boggs ("B" also works if you don't mind having to page down through the Badenovs, Bancrofts, and Bogarts).
Case does not need to match, and you need not type whole words. However, you must exactly match spaces and
punctuation, and you must start from the beginning of the document record you want to find. In the example, you
cannot find Angela Boggs by typing "Angela" since the view is sorted by "last, first name". To find the document
record by typing "Angela", you would either need to search a view sorted by first name, or you could use full-text
search, which finds a word wherever it appears in a document.
Replication and save conflicts

A replication conflict occurs when two or more users edit in the same document in different replicas between one
replication and the next. A save conflict occurs when two or more users edit the same document in a database on a
server at the same time.
You can avoid replication conflicts by locking documents you edit in a replica. For more information, see Locking
documents.
To fix conflicts that do occur (if you are the person in charge of eliminating conflicts in a database), examine each
conflict and decide whether you want to keep the main document or the response, depending on which is more timely
and accurate. Then delete either the main document or the response as described below.
How Notes treats replication conflicts
How Notes treats save conflicts
To save information from a response in the main document and delete the response
To delete the main document and make a response the main document
How Notes treats replication conflicts

After two or more users edit and save the same document, at the next replication Notes designates the most
frequently edited and saved document as the main document. (If each has been edited and saved the same number
of times, Notes designates the most recently saved document as the main document.) Notes shows the other(s) as
responses to the main document with a diamond symbol in the left margin.
Deletions are a special case. If one user edits and saves a document in a replica and another user then deletes it, the
deletion takes precedence. If, however, a document is edited and saved more than once, or if the document is edited
and saved after the deletion, the edited document takes precedence.
Note A database designer can specify that Notes merge conflicting edits into a single document whenever possible.
In this case, if two users edit different fields in the same document, Notes saves the editorial changes to each field in
a single document. However, if two users edit the same field in the same document, Notes saves one document as a
main document and the other as a response as described above.
How Notes treats save conflicts

When more than one user opens the same document to edit, Notes designates the document that has been saved
first as the main document. When another user tries to save the same document, Notes prompts the user to save it
as a Save Conflict document. If the user does, Notes shows it as a response to the main document with a diamond
symbol in the left margin.
To save information from a response in the main document and delete the response
1.
Open the response document that contains information you want to save.
2.
Select the information you want to copy and choose Edit - Copy.
3.
Open the main document in Edit mode.
4.
Place the cursor where you want the information and choose Edit - Paste.
5.
Choose File - Save to save the main document.
6.
Select the response document.
7.
Choose Edit - Delete.
8.
In a non-mail database, choose View - Refresh to delete the response document.
To delete the main document and make a response the main document
1.
Edit the response you want to make the main document.
2.
Choose File - Save to save the response. It becomes a main document.
3.
If there are other response documents, do the following:

Select the other response documents and choose Edit - Cut.
Select the document you saved in Step 2.
Choose Edit - Paste. The documents now become responses to the document you're keeping.
4.
Select the document you don't want to keep.
5.
Choose Edit - Delete.
6.
In a non-mail database, choose View - Refresh to delete the unwanted main document.
Managing replication using the Replicator page

The Replicator page lets you manage replication of all your local databases. Using it, you can replicate one or more
databases with one or more servers, and continue other work while Notes replicates.
Click this icon in the Bookmark bar to open the Replicator page:
The Replicator page shows settings for the current location, with:
An entry for each item (database entry, call entry, hang-up entry) or group of items (folder entry) to be
replicated. An entry consists of a row on the Replicator page. Entries determine the order in which databases
replicate. You can drag the entries into a different sequence so that they replicate in a different order, and
customize each entry so that different databases replicate in different ways. You can also delete entries to stop
databases from replicating.
Drop-down menus for checking the location where replication will run, and specifying a schedule for the current
location.
An area that shows progress through each entry in the list during replication and status of each entry after
replication.
A drop-down menu for changing the way the Replicator page displays. The Replicator also provides additional
ways to replicate; for example, you can make some databases high priority so that they replicate more
frequently.
Setting up the page for different locations

The Replicator page shows replication settings for the current location. To see which location is current, click the
"Settings are for location" button at the top right of the Replicator.
Note This menu does not switch your actual location in Notes - to do that, from the menu, choose File - Mobile Choose Current Location.
Notes lets you customize the Replicator page for each of your locations. For example:
You could set up a database entry at your Office location so that it sends and receives documents when you're
at the office and you could deselect the same database entry at your Travel location so that it never replicates
when you're on the road.
You could replicate all of your local databases on a schedule at your Office location and replicate only your
mail on an as-needed basis at your Home location.
You could arrange database entries in one order at your Travel location and arrange them in a different order
at your Home location so that you replicate in a different order at each location.
The following three examples show different ways to set up the Replicator page for a location. For each, suppose you
are Pat Wilkins, your mail database and database templates are on the server Apollo, the Marketing Documents
database is on the server Artemis, and the Sales Discussion database is on the server Athena.
For more information on entries such as call entries and template entries, see Refining the sequence of replication on
the Replicator page.
Example 1
The following example shows how you could set up the Replicator at a Network or Network Dialup location to
replicate selected databases.
When you click the "Start Now" button, Notes skips the "Send outgoing mail" entry and your mail database entry
because they are not checked. When Notes reaches the "Database templates" entry, it connects to Apollo over the
network and receives database template changes from the server. When Notes reaches the Sales Discussion entry,
it connects to Athena and receives documents from the server.
Example 2
The following example shows how you could set up the Replicator page at a Notes Direct Dialup location when a
passthru server is available. Suppose your administrator has set up the passthru server Zeus to provide access to the
servers Apollo and Artemis.
When you click the "Start Now" button, Notes calls Zeus. When Notes reaches the "Send outgoing mail" entry, it
connects to Apollo through Zeus and sends your outgoing mail. When Notes reaches your mail database entry, it
stays connected to Apollo and receives mail from your database on the server. When Notes reaches the Marketing
Documents database entry, it connects to Artemis through Zeus and sends and receives documents from Marketing
Documents on the server. When Notes reaches the hang-up entry, it ends the connection to Zeus.
Example 3
The following example shows how you could set up the Replicator page at a Network location to perform scheduled
replication.
When "Scheduled Replication is enabled" appears in the menu at the top right of the page, Notes replicates the
Marketing Documents and Sales Discussion databases according to the schedule you specify.
Seeing replication progress and results

While you replicate, the area at the bottom of the Replicator shows the database currently being replicated, and the
number of updates that have been replicated.
For information on using the Next and Stop buttons while replicating, see Replicating mail and other databases.
After replication, the Replicator shows replication statistics for each entry in the Status column, for example, the
replicated server or the date and time of replication. In dialup locations, this column also shows call attempt
information.
Changing the way the page displays

By default the Replicator page appears with all replica entries, with large icons, and as a full page. You can change
this to show only entries that have check marks, to show medium or small icons, or to show the Replicator as a slideout panel from the Bookmark bar (like the Bookmark slide-out panel).
These pictures show the slide-out panel with small icons, during and after choosing Display Selected from the View
drop-down menu.
To change the way the page displays

1.
Click the down arrow to the right of the "Replication" button at the top left of the Replicator.
2.
To change icons, choose "Large Icons" or "Medium Icons."
3.
To show only entries that are ready to replicate, choose "Display Selected." To return to showing all entries,
choose "Display All."
4.
To show the Replicator vertically like the bookmarks, choose "Display as Slide-Out."
Tip You can click the icons at the top right of the Replicator slide-out panel or page to toggle between the page and
slide-out panel displays.
Refining the sequence of replication on the Replicator page

Entries on the Replicator page represent items to be replicated, and their order in the list determines the order Notes
replicates them. Each time you create a replica of a database, Notes adds the equivalent entry to the page. The first
time you switch to any location other than Office, Notes may add other types of entries, such as outgoing mail entries,
or call and hang-up entries, depending on the type of location and the type of mail you use in it. You can create and
add call or hang-up entries yourself at any time.
Deletable
?
yes
Type of entry
Locations
Use
Database
All
To replicate or open the

equivalent database. To
open a database, doubleclick its entry.
Send outgoing mail
Any Notes Direct Dialup

location (such as Home or
Travel). Notes also adds
this entry to any location
where you specify local
mail use.
To send all pending Notes

mail messages from your
local MAILBOX database.
Receive Internet
mail
Any location where you

have an Internet POP or
IMAP mail account
Send outgoing
Internet mail
Any location where you

have an Internet SMTP
mail account
no
To send all pending
Internet mail messages
from your local SMTP.BOX
database.
Local free time info
All
To refresh Calendar
information updated in
your mail database. You
can check the schedules
of selected individuals
from the busy time
database, while you are
working offline. Right-click
the "Local free time info"
entry and choose Options.
The Local Free Time
Settings dialog box opens.
From the drop-down
menus, choose the names
and length of time you
want to check, as well as
how often you want to
refresh the information.
no
Database templates All

(.NTFs)
To refresh the designs of

template-based databases
such as Mail and
Discussion.
no
Call

Travel)
To connect to a server.
yes
Hang up

Travel)
To disconnect from a
server.
yes
no
You can customize settings for most types of entries on the Replicator page by right-clicking (Macintosh users,
CTRL+click) the entry and choosing Settings. For example, you can specify whether you want Notes to send
information to or receive information from the server, or both. You can also specify a server to replicate with, and
modify a full replica to become a partial replica.
When you're ready, you can replicate all entries, or any entries or folders of entries you select, by right-clicking
(Macintosh users, CTRL+click) and choosing Replicate Selected Database. You can also deselect entries in the On
column to skip replicating them temporarily.
For more information, see Replicating mail and other databases.
Click any of the following:
To change the order in which entries replicate
To create a call entry
To specify the server to call from a call entry
To create a hang-up entry
To delete an entry
To change the order in which entries replicate

You can rearrange entries on the Replicator page so that Notes will replicate them in the order you want. Drag any
entry to the position you want it. You can press SHIFT and select a set of consecutive entries, or press CTRL to
select multiple entries.
To keep a set of entries together so you can more easily move them, put them into a folder. Notes still replicates the
entries in the same order when it processes the list; folders are merely for convenience. To see entries in a closed
folder, click the triangle next to the folder. For further organization, you can drag folders into folders.
1.
From the menu, choose Create - Folder Entry.
2.
Enter a name for the folder and click OK.
3.
Select entries you want to put into the folder and drag them to the folder.
Tip You can use the type-ahead feature to locate an entry on the Replicator page. Type the first letter or two of the
entry you are looking for. Notes automatically selects the first entry beginning with those letters.
To create a call entry

In a location where you call Notes servers directly (Notes Direct Dialup), a call entry attempts to call the specified
server and establish a connection. Notes stays connected to that server as it processes each entry on the Replicator
page, until it reaches another call entry or a hang-up entry.
If you use a passthru server, create a call entry for the passthru server at the top of the list on the Replicator page.
The passthru server call entry probably allows you to connect to all the servers you need so that Notes can process
all the other entries in the list without making additional calls. If there is a server that your passthru server can't reach,
create a hang-up entry for the passthru server at the end of the list of entries and then add a call entry for the other
server after it (the final call entry doesn't need a hang-up entry).
Note If you use a network server (Network Dialup), you may or may not need a call entry for it. Ask your Domino
administrator for assistance.
1.
If necessary, switch to a Notes Direct Dialup location (such as Home or Travel).
2.
Click where you want the call entry. Notes adds the call entry immediately above the entry you click.
3.
From the menu, choose Create - Call Entry. By default, Notes creates the entry for your home server.
4.
(Optional) To specify a different server, double-click the phone button on the call entry, select the server you
want to call, and click OK.
Note Notes lists the servers for which you have already specified phone numbers. To add a server to the list
or specify a different phone number, choose File - Mobile - Server Phone Numbers.
Tip You can replicate over a modem without using call entries. When Notes processes a database entry, it
automatically tries to call the server the database last replicated with. If that server is a passthru server specified for
all your database entries, Notes can stay connected with the same call until replication is finished.
To specify the server to call from a call entry

For a call entry on the Replicator page, you can specify a different server to call.
1.
2.
Click the phone button on the call entry.
3.
Select the server you want to call. Notes lists the servers for which you have already specified phone numbers.
To add a server to the list or specify a different phone number, choose File - Mobile - Server Phone Numbers.
4.
Click OK.
To create a hang-up entry

You can create a hang-up entry that automatically disconnects from a server when you replicate over a modem. You
need only one hang-up entry at the end of the list, even if you have more than one call entry. (When Notes reaches a
new call entry, it automatically hangs up the current call.)
1.
2.
If necessary, switch to a Notes Direct Dialup location (such as Home or Travel).
3.
Click where you want the hang-up entry.

Note Notes adds the hang-up entry immediately above the entry you click.
4.
From the menu, choose Create - Hangup Entry.
5.
(Optional) To make the hang-up entry the last entry, drag the hang-up entry to the last position.
To delete an entry
You can delete a database, call, or hang-up entry by selecting the entry, right-clicking (Macintosh users, CTRL+click),
and choosing Remove. However, if you think you may still use the entry though you don't want to replicate it at
present, deselect it in the On column instead of deleting it. When you delete a database entry in any location, Notes
deletes the entry from all locations.
Note Deleting an entry for a database does not delete the associated replica. You delete a replica the same way you
delete any database.
For more information, see To delete a database.
Scheduling replication
Using a replication schedule, you can replicate local databases on a regular basis automatically. You can set up
different replication schedules for different locations. For example, you could set up a replication schedule for your
Office location only, or specify different replication schedules for your Office and Home locations.
When you start Notes, Notes checks to see if replication is scheduled for the current location. If it is, Notes replicates
based on that schedule. If Notes fails to perform a scheduled replication, Notes tries to replicate again each minute
until the attempt is successful.
If your local databases contain time-sensitive information, it may be useful to do the following:
Schedule replication shortly before you normally start using Notes and shortly before you normally finish using
Notes at a particular location. This way, you can get the most up-to-date information from servers at the
beginning of the day and provide information you've updated to servers at the end of the day.
If you replicate over a phone line, schedule replication during the middle of the night when telephone calls are
cheapest and servers are not as busy. Leave Notes and your computer running and the phone line available
when you stop work.
If you specify certain databases as high-priority, Notes will replicate them on an additional, more frequent schedule
than other databases. For example, you might set your mail database as high-priority. Then you can specify the
additional interval for your mail database as part of the overall schedule. For example, if most databases replicate
every hour, you could set high-priority databases to replicate every half hour.
High-priority database entries on the Replicator page appear with a double clock icon.
For information on setting databases as high priority, see To add a replica to the schedule and set its priority. For
information on replicating them, see To replicate only high-priority databases.
Note If your administrator gives you roaming user privileges, Notes automatically enables the schedule (see step 5
in the procedure below) and sets replication to occur on startup (step 7) and shutdown (step 10). For more
information, see Managing your roaming user information.
To specify a replication schedule

1.
Open any local replica database.
2.
From the menu, choose File - Replication - Settings.
3.
Click "Change Schedule."

Note You can set up the same replication schedule from the Replication tab of the current Location document
in your Personal Address Book, or from the "Scheduled replication is disabled" menu at the top right of the
Replicator page.
4.
Select "Replication is enabled for this location."
5.
(Optional) If you want the schedule to begin as soon as you finish setting it, select "Immediately." Otherwise,
select "Next Replication."
6.
(Optional) Select "Replicate when Notes starts." With this setting, Notes prompts you at startup to begin
replication, so you have the chance to cancel. Select "Don't prompt" if you want Notes to replicate at startup
without giving you a chance to cancel.
7.
Select "Replication Interval" and specify the primary schedule:

In the "Replicate daily between" field, specify start and end times that define the period of the day during
which you want replication to occur.
In the "Repeat every" field, specify the number of minutes you want to elapse between replication
sessions.
For example, suppose you have scheduled replication for 8 AM to 6 PM Monday through Friday with a
360-minute (6 hours) repeat interval. If you start Notes at 9 AM on Tuesday, Notes immediately replicates,
and replicates again 6 hours later.
In the "Days of week" field, specify the days on which you want replication to occur.
8.
(Optional) Select "Additional interval for high-priority databases" and specify the additional schedule as in the
previous step.
9.
(Optional) Select "Prompt to replicate when Notes shuts down" and an option:
"If anything is waiting to be sent" replicates when any local database has changes.
"If outbox is not empty" replicates only when there is outgoing mail to be sent.
10.
Click OK to return to the Replication Settings dialog box.
Note If you're editing the schedule directly in the Location document instead of in a dialog box, click "Save & Close."
11.
(Optional) To use the same schedule for all locations, select "Apply changes to all locations" at the bottom of
the Basics page of the Replication Settings dialog box. This also applies any other changes you make on this
page to all locations.
12.
Click OK.
13.
On the Replicator page, in the "On" column, make sure the database entries you want to replicate on schedule
have check marks.
14.
At the top right of the Replicator page, make sure the drop-down menu says "Scheduled replication is
enabled," and if it doesn't, choose Enable Scheduled Replication in the menu.
Creating or editing a Location document manually

Location documents in your address book specify settings such as the server where your mail resides, whether you
work online or offline with an outgoing mailbox, and whether you use a passthru server. When you move to a different
physical location, such as your home, where you change the way you connect to servers, you can make adjustments
automatically by selecting a different Location document. For more information, see To switch to a different location.
During installation, Notes automatically creates six Location documents: Office (Network), Home (Notes Direct
Dialup), Home (Network Dialup), Travel (Notes Direct Dialup), Internet, and Island (Disconnected). During
configuration, Notes populates these Location documents, as well as any necessary Connection or Account
documents, based on information you supply.
When you choose File - Preferences - Client Reconfiguration Wizard, Notes enters complete and accurate
configuration data in the current Location document, as well as automatically creating any necessary server
Connection or Account documents for the type of connection method you are configuring. You usually never have to
create or edit any locations manually, but you can if you need an unusual type of location. Ask your administrator for
assistance in creating any new Location documents manually.
To create or edit a Location document manually

1.
Ask your Domino administrator for the following before you begin:
The name of your home (mail) server
Whether you can use a network server and the name of that server
Whether you use a passthru server and the name of that server
Whether you use a Domino directory server and the name of that server
Whether you use a domain search server (for searching multiple databases in your organization) and the
name of that server
Whether you use a Sametime (instant messaging) server and the name of that server
Whether your organization uses a proxy server for connection to the Internet, and the settings to specify
for that server
2.
From the menu, choose File - Mobile - Locations. Notes opens the Locations view of your Personal Address
Book.
3.

To create a Location document, click the "New" button and choose "Location."
To edit a Location document, select the location and click the "Edit Location" button.
4.
On the Basics tab in the "Location name" field, enter a name for this location.
5.
In the "Location type" field, do one of the following:

To use a LAN (for example at your office), a cable modem, or a DSL phone line, select "Local Area
Network."
To connect to a Domino server with a dialup modem over a telephone line, but using a network server to
give you LAN access, select "Network Dialup."
To connect to a Domino server with a dialup modem over a telephone line, select "Notes Direct Dialup."
To connect to an Internet Service Provider with a dialup modem over a telephone line, select "Network
Dialup."
To create your own location (if none of the supplied locations suits your purpose), select "Custom."
To stay disconnected (for example if you always work locally at this location and dont replicate), select
"No connection."
Note Notes shows different options depending on the location type you select.
6.
Enter an e-mail address in the "Internet mail address" field. This can be either the Internet version of your
organizational Notes mail address, for example jsmith@acme.com, or an e-mail address assigned to you by an
Internet Service Provider, for example myfunname@myisp.com.
Tip If you want to use two identities over the Internet, create two locations with different names, and use
different e-mail addresses for each.
7.
(Optional) In the "Prompt for time/date/phone" field, select Yes if you want Notes to ask you for locationspecific information when you use the location. For example, you may want to supply the phone number for a
hotel when you use the Travel location.
8.
In the Proxy field (does not appear for Notes Direct Dialup locations), specify options for connecting to the
Internet through a proxy server if your organization uses one.
For more information on proxy servers, see Setting up your Web connection.
9.
Click the Servers tab.

In the "Home/mail server" field, enter the name of your Domino home server.
(Optional) In the "Passthru server" field, specify a passthru server for the location.
(Optional) In the "Catalog/domain search server" field, specify a domain search server for the location.
(Optional) In the "Domino directory server" field, enter the name of your Domino directory server.
(Optional) In the "Sametime server" field, enter the name of your Sametime server.
10.
Click Ports and select at least one of the ports that Notes lists.
Note You can enable additional ports using File - Preferences - User Preferences. If you are unsure which
port to use, check with your Domino administrator for a network connection, or your hardware documentation
for a dialup modem connection (usually a port beginning with COM).
11.
Click the Mail tab and specify mail settings for the location, especially whether you want to keep mail on the
server and work online or work offline in a local mail database and replicate changes.
12.
(Optional) Click the "Internet Browser" tab and select a browser to use at this location--Notes, Notes with
Internet Explorer, Netscape NavigatorTM, Microsoft Internet Explorer, or Other. If you select Other, click the
flashlight icon under "Internet browser path" to specify the location of the application in your operating system.
The default is Notes.
13.
(Optional) Click the Replication tab and set up a replication schedule for this location. The replication schedule
is disabled by default. This is the same schedule you can set up on the Replicator page or by choosing File Replication - Settings and clicking "Change Schedule."
14.
Click the "Phone Settings" tab if this is a Dialup location, and specify phone dialing information.
15.
(Optional) Click the Advanced tab to specify additional settings such as Web retrieval, Java applet security,
and MIME.
16.
Click "Save & Close."
Dragging and dropping

You can drag and drop items within Notes, between Notes and your operating system, and between Notes and
applications.
Depending on what you are dragging and dropping, when you drag and drop a file, you are creating a copy of the file,
or you may be moving it from one place to another. For example, when you drag a meeting invitation from one day to
another, you are moving the meeting to a different day which reschedules the meeting.
To drag and drop files

1.
Depending on what you are dragging and dropping, minimize and then re-size Notes so you can see the
operating system's desktop, file system, an application, or an Internet browser simultaneously, by moving your
cursor to the bottom right corner of the Notes window until you see a double-sided arrow, then drag the window
upward toward the top left of your screen.
2.
To drag and drop an item, select the item from the place that you are dragging it from by left-clicking the item
and holding down the mouse button, drag the item to the place you want to drop it, then release the mouse
button to drop the file.
Tip If you are using Notes with Windows, you can right-click an item from the Windows desktop or from a
Windows folder and select to either copy the item or embed the item as an OLE object (if that application is
installed).
3.
Click any of the following areas for drag and drop information, and then follow the procedures in the
corresponding tables:
Mail and Personal Address Book
Calendar and Scheduling
Documents and applications
Bookmarks
Replicator
Other Notes options
Mail and Personal Address Book
Procedure
What do you want to do?
Create a contact document from a vCard file From the operating system's desktop or file
system select a vCard file, and drag the file
to the Contacts view in your Personal
Address Book.
From the Mail database, select a mail
Move a mail message from one folder to
message from any view, and drag the
another
document to the appropriate folder.
From the Mail database, select a folder, and
Move a mail folder into another mail folder
drag the folder to another folder.
Rearrange the columns in the Mail database From the Mail database, select a column
header, and drag the column to the position
you want.
Archive a mail message
In the Mail database, click Tools in the
navigation pane so you can see the
Archive folder.
From any view, select a mail message, and
drag the document to the Archive folder.
Calendar and Scheduling

Reschedule a Calendar entry that you own
to a different time and date
Reschedule a Calendar entry that you own

to a different date
Propose a new date and time for a meeting
that you were invited to
Reschedule the Start or End time of an
appointment or meeting that you own
Change the Start or End time of an
appointment or meeting that you own
Propose a new Start or End time of an
appointment or meeting that you were
invited to
Documents and applications
Procedure
From the Calendar view, with time slots
displayed, select any Calendar entry that
you own, and drag the entry to the date and
time you want to reschedule it to in the
Calendar.
From the Calendar view, select any
Calendar entry that you own, and drag the
entry to the date you want to reschedule it to
in the Calendar.
From the Calendar view, select any meeting
that you were invited to, and drag the entry
to the date you want to reschedule it to in
the Calendar.
From the Day view in the Calendar, with
time slots displayed, select a meeting or
appointment that you own, and drag the top
(Start time) or bottom (End time) border to
the new Start or End time.
From the Day view in the Calendar, with
time slots displayed, select a meeting or
appointment that you were invited to, and
drag the top (Start time) or bottom (End
time) border to the new Start or End time.

Create an attachment in a document from a
file in your operating system
Copy a document to your operating system

Note Dragging window tabs to the
Macintosh operating system is not
supported.
Copy an attachment from a document to the
operating system or into an application
(such as Lotus 1-2-3)
Copy a URL address from an Internet
browser into a document
Create an OLE object in a document
Procedure
Put the open document in Edit mode.
From the operating system's desktop or file
system, select a file, and drag the file to the
open document.
From Notes, select a document's window
tab (Windows only) or a document from a
database view, and drag the document to
the operating system's desktop or file
system.
From a document, select an attachment and
drag the attachment to the operating
system's desktop, file system, or an
application.
From an Internet browser, drag the
bookmark icon of the URL from the address
bar, and drag the URL to the document.
From the operating system's desktop
or file system, select a file by rightclicking the file, then drag the file to
the document.
Copy a document from one folder or view to

another folder or view
Move a document from one folder or view to

another folder or view
From the pop-up menu, choose "Create

Embedded Object here."
From the navigation pane, select a folder or
view, press and hold CTRL, and drag to
another folder or view.
Note To select multiple documents, click in
the column to the left of the documents to
display check marks next to the documents.
Drag one of the selected documents and the
rest follow.
From the navigation pane, select a folder or
view, and drag to another folder or view.
Note To select multiple documents, click in
the column to the left of the documents to
display check marks next to the documents.
Drag one of the selected documents and the
rest follow.
Bookmarks

Copy a file from the operating system to the
Bookmark bar or a Bookmark folder
Launch an application from the Notes
Note Dragging applications from the
Macintosh to the Bookmark bar or a
Bookmark folder is not supported.
Procedure
system, select a file, and drag the file to the
Bookmark bar or Bookmark folder.
system, select an application's executable
or shortcut, and drag the file to the
Bookmark bar or Bookmark folder.
From Notes, select a bookmarked document

or database from the Bookmark bar or a
Bookmark folder, and drag the file to the
operating system's desktop or file system.
From Notes, select a document's or
Copy a document or database window tab
database's window tab, and drag the
from the window tab bar to the Bookmark
window tab to the Bookmark bar or a
bar or Bookmark folder
Bookmark folder.
Copy an attachment from a document to the From a document, select the attachment,
and drag the attachment to the Bookmark
bar or a Bookmark folder.
Copy a bookmark from one Bookmark folder Select a bookmark from a Bookmark folder,
press and hold CTRL, and drag to another
to another
Bookmark folder.
Select a bookmark from a Bookmark folder,
Move a bookmark from one Bookmark
and drag to another Bookmark folder
folder to another
Copy a document or database from the
Bookmark bar or a Bookmark folder to the
operating system
Replicator
Procedure
Select a database from the Workspace,
Bookmark bar, or Bookmark folder, and
drag the database to the Replicator
bookmark or Replicator page.
Replicate an existing replica already on your Select a database from the Workspace,
Bookmark bar, or Bookmark folder, and
Replicator page
drag the database to the Replicator
bookmark or Replicator page.
Replicate a document to an existing replica Select a document's window tab or a
document from a database view, and drag
the document to the replica on the
Replicator page.
From the Replicator page, select a database
Rearrange or file database entries listed in
entry, and drag the database to the position
the Replicator page
you want or to the folder you are adding it
to.
Create a database replica
Other Notes options
Procedure
Select a document's or database's window
tab, and drag the window tab to the position
you want .
Copy a database from the Workspace to the Select a database from the Workspace, and
drag the database to the operating system's
operating system
desktop or file system.
Rearrange the order of window tabs
Connections and Replication troubleshooting

Why can't I access a server on the network?
When you choose File - Database - Open, the server list displays only the names of servers for which you have
databases listed in your bookmark bar. If the server you want to access is not in the list, click Other to see more
servers.
If you still can't see the server name, you may be using the wrong protocol, or you may not have access rights to the
server. Try typing the name of the server, and if that doesn't work, check with the server administrator.
Why can't I connect to a server at the office from outside?

To connect to a server at the office from outside the office, you must first set up Notes to connect over a phone line,
cable/broadband, or DSL connection.
If you use a phone line, the server to which you want to connect must also have a modem, or you must be able to
connect to it through another dial-up server. If you choose File - Preferences - Client Reconfiguration Wizard
(Macintosh OS X users, Notes - Preferences - Client Reconfiguration Wizard) to add a telephone line connection,
make sure you supply the correct server name or TCP/IP address when prompted. If you don't have this information,
contact your Internet service provider, Domino administrator, or remote access service provider. You can also click
the "Connection Configuration Wizard" button near the top of a Location document to create a server Connection
document in your Personal Address Book. Make sure you specify the correct passthru server for a dial-up
connection.
Once Notes is set up correctly, make sure to switch to the correct location (for example Home or Travel) and that you
have supplied the correct phone number for the server.
Why can't I have more than one phone number for a server?
To specify more than one phone number for a server in a Connection document in your Personal Address Book,
enter each phone number separated by a semicolon. This way, each time you call the server, Notes lets you select
the number to dial.
Why are all the servers I try to call busy or causing my call timer to expire?
If you create your own server Connection document, check your dialing prefix in your current Location document. For
example, if the service on the phone line you're using has been changed to remove call waiting, you shouldn't be
using a prefix to bypass call waiting.
Why can't I hold a connection after dialing in?

If you have call waiting and someone calls the line you're using, call waiting can automatically disconnect you from a
server. To disable call waiting before you make a call, you can dial *70 in many areas of the United States.
Also, Notes will hang up if it remains idle for a certain amount of time. If you want to change how long your client
remains connected to a Domino or Internet server when data is not being transmitted, enter a different number of
minutes in the "Hangup if idle" field in the Hangup dialog box.
In addition, random interference on the phone lines can interrupt a connection. Try dialing again.
Why can't I initialize the modem?

If you are unable to initialize the modem, the communication port or the modem may be set up incorrectly. To reset
the communication port and the modem, choose File - Tools - User Preferences, click Ports, and select the options
you need.
Note If your exact modem is not listed, see Why can't I locate my modem in the list?
Why can't I locate my modem in the list?

If your exact modem is not listed, select the closest match by brand and speed.
If there's no match and your modem is not 100% Hayes-compatible, you may need to edit an existing modem
command file or create a new one. For information about your modem, see your modem documentation. For
information about editing modem command files, see Lotus Domino Administrator 6 Help or your Domino
administrator.
Select "Auto Configure" only temporarily, if you have no way of getting a modem command file immediately. This
option, if it works with your modem, gives you limited, but slow, communication.
Why can't I see any servers when I call?

In order to call a server over a phone line, you must enable a modem port on your computer. Once a modem port is
enabled, and you have at least one dialup Location document in your Personal Address Book, you must change to a
non-office location before you make the call.
Why can't I see a specific server in the list of servers?

When you choose File - Database - Open, the dialog box lists the names of all the servers for which you have
databases listed in your Bookmark bar. If the server you want to access is not in the list, click Other to see more
servers.
If you still can't see the server name, you may be using the wrong protocol, or you do not have access rights to the
server. Try typing the name of the server, and if that doesn't work, check with the server administrator.
Why can't I see all the databases on the server I'm connected to?
When you choose File - Database - Open, the databases you are looking for may be located in a subdirectory;
double-click the subdirectory name to see databases within it.
The database manager may have specified that the database not be displayed in the "Open Database" dialog box. If
you need access to a database that you don't see listed, see your Domino administrator.
Why can't I replicate?

Following are several common reasons that replication fails:
No changes have been made. Replication occurs only when there are changes to replicate.
The database is not scheduled to replicate. See the topic on scheduling replication.
Replication is temporarily disabled for the database you're using. To enable replication, choose File Replication - Settings, click Other, and deselect "Temporarily disable replication."
The replica IDs of the two databases you want to replicate are not the same. (Databases with different replica
IDs cannot replicate.) Examine the replica ID for each database and make sure they match. If the replica IDs
don't match, create a new replica and then clear the replication history on any other replicas to ensure that the
next replication is a full replication.
The access control list on one of the replicas may have changed since the replicas were created so that you no
longer have the same access level to both replicas.
The destination server is out of hard disk space.
You replicate at a Notes Direct Dialup or Network Dialup location, and you see "Skipping replication due to
previous call failure" on the Replicator page. Check to see that your phone connection has not been lost.
How can I limit the documents I receive when I replicate?

To limit the documents you receive when you replicate, select the replica, choose File - Replication - Settings, click
"Space Savers," and select the options you want.
How can I change which documents are replicated to my local drive?

To change which documents are replicated to your local drive, select the replica, choose File - Replication - Settings,
click "Space Savers," and select the options you want.
What are the duplicate documents with the diamond symbols in the database on the
server?
Documents with a diamond symbol are the result of conflicts when more than one person edits the same document.
You can avoid replication conflicts by locking documents you edit in shared databases on servers. But if conflicts
occur, you can correct them.
For more information, see Replication and save conflicts and Locking documents.
Why can't I find the Replicator icon in the bookmarks?

If you inadvertently remove the Replicator icon from the Bookmark bar, you can restore the icon by clicking any
Bookmark folder (for example, Favorite Bookmarks) in the Bookmark bar, and then choosing Restore Defaults from
the View drop-down menu at the top of the bookmarks list.
Why are the replication settings dim?

Some or all of the options in the Replication Settings dialog box may be unavailable, depending on the database you
have selected when you open the box.
If the selected local database is not a replica, the whole box is dim. If you have less than Manager access to the
selected server-based database, all pages except the Advanced page, which controls settings for all replicas of the
database, are dim.
Specifying delivery options for mail
Delivery options are available when you create a new or forward an existing Notes mail message. Some delivery
options may also work in Internet mail, depending on whether your recipients' mail programs support them.
If the Delivery Options dialog box is not open, create a mail message and choose Actions - Delivery Options.
For information on the Security Options section of this dialog box, see To add a digital signature to a message and To
encrypt a message.
Tip You can also specify some of these delivery options by clicking this icon in a new mail message and selecting
the options from lists. You can specify the importance, the priority, the digital signature, and the return receipt.
Click any of these links:

To set the importance of a message
To confirm delivery of a message
To change the delivery priority of a Notes mail message
To confirm that a message is opened (return receipt)
To prevent copying or forwarding of a Notes mail message
To spell check mail before delivery
To prevent receipt of out-of-office messages from others
To add a mood stamp to a Notes mail message
To set the importance of a message

All messages are of Normal importance by default. Setting a message as High importance displays an exclamation
point next to the message in the recipient(s)' views, and a red envelope next to the message in your views.
Importance does not change the order in or speed with which Notes delivers messages.
1.
Create a message and choose Actions - Delivery Options.
2.
On the Basic tab, under Importance, select High or Low (Normal is the default), and click OK.
To confirm delivery of a message

Notes uses delivery reports to confirm delivery of messages to the recipient(s)' mail server(s).
1.
2.
On the Basic tab, under "Delivery report," select one of the following and click OK.
Option
Only on failure
Confirm delivery
Trace entire path
Description
Notes sends you a delivery report only if it
cannot deliver the message.
Notes sends you a delivery report
informing you whether or not your
message was delivered.
Notes sends you a report from each
server through which it routes the
message and a final report indicating
whether or not it delivered the message.
To change the delivery priority of a Notes mail message

Delivery priority controls how soon Notes routes a message to Notes mail recipients.
1.
2.
On the Basic tab, under "Delivery priority," select one of the following and click OK.
Option
High
Description
Notes routes the message immediately.
Normal
Notes routes the message the next time

your home server sends mail.
Notes waits until off-peak hours to route
the message. Off-peak hours are between
midnight and 6:00 A.M. unless the
Domino administrator changes the time. If
you are using a modem or wide area
network this option can reduce the cost of
using telephone lines.
Low
Note Low Priority Mail only applies to

messages that are sent to another server.
Messages sent to a user on the same
mail server are delivered immediately.
To confirm that a message is opened (return receipt)

If a recipient's mail client supports this feature, you can have Notes notify you when the recipient either reads,
deletes, or prints a message you sent. Many Internet mail programs support return receipts. However, even if a
recipient's mail client supports this feature, the recipient's organization may not allow it for security reasons.
Tip You can also track a message.
For more information, see To track a message that has been sent.
1.
2.
On the Basic tab, select "Return receipt" and click OK.
To prevent copying or forwarding of a Notes mail message

You can prevent Notes mail recipients from copying a Notes mail message that you send. This includes copying with
the clipboard, forwarding, replying with history, and printing. However, this option is merely a deterrent to copying.
Recipients can still use other means to copy the message.
1.
2.
On the Basic tab, select "Prevent copying" and click OK.
To spell check mail before delivery

You can have Notes automatically spell check your message before delivery.
1.
2.
On the Basic tab, select "Auto spellcheck" and click OK.
Note You can also turn on automatic spell checking for all mail messages.
To prevent receipt of out-of-office messages from others

If you know that a colleague or friend is on vacation, and want to be able to send the person messages without
receiving out-of-office replies, you can have Notes refuse this type of reply.
1.
2.
On the Basic tab, select "Do not notify me if recipient(s) are running Out of Office" and click OK.
To add a mood stamp to a Notes mail message

You can use a mood stamp to indicate that a Notes mail message is a particular type of message, such as a personal
message or thank you message. Notes shows the stamp next to the message in the recipient's view and at the top of
the rich-text area in the message itself.
1.
2.
On the Basic tab, in the drop-down list under "Mood Stamp," select a stamp style and click OK. To show no
mood stamp, leave Normal selected.
Description
Personal
Stamp
Private
Confidential
Thank You!
Flame
Good Job
Joke
FYI
Question
Reminder
Specifying advanced delivery options for mail

On the Advanced tab, do any of the following tasks:

Ask recipients to reply to a message by a
specified date
Add an expiration date to a message
Route replies to a message to others
Specify a language character set for the

message
Send this mail to other Notes users through
the Internet and preserve delivery options.
Procedure
Specify a date in the "Stamp message with
a 'Please reply by' date" field. Notes adds a
line to the message asking the recipients to
reply by the date and adds the message to
the recipient's To Do view.
Specify a date in the "Expiration date" field.
Notes uses expiration dates for archiving.
This also lets the recipient know the
message is not important after the date.
Specify a name or names in the "Replies to
this memo should be addressed to" box. To
select a name from an address book, click
the button to the right of the box.
Select a language character set from the
"MIME Character Set" drop-down list. For
example, if your recipient is using Notes in
Hebrew, select one of the Hebrew options.
Select the check box at the bottom of the
tab. When your Location document specifies
sending outgoing mail directly to the
Internet, choosing this option lets you
preserve delivery options that normally do
not work with mail sent over the Internet.
For more information on the Location
document, see To create or edit a Location
document manually.
Addressing mail
You can address a message either by selecting recipient names from an address book or by entering names or
addresses directly into a message. If you enter names directly, you can set Notes to use a type-ahead feature that
completes names based on the first few letters you type.
To enter a name or address manually
To use the type-ahead feature
To customize or disable the type-ahead feature
To enter a name or address manually

To address a message, type each recipient's name or address in at least one of the To, carbon copy (cc), or blind
carbon copy (bcc) fields. If you type more than one name in a field, press ENTER after each name, or separate the
names with commas.
To see whether Notes recognizes a name you type in an address field, choose View - Refresh. Notes searches all
appropriate address books for each name in the field, supplying addresses for the names it recognizes. For unknown
names, Notes may open a list of similar names you can select from.
Note Everyone who receives the message can see and reply to names in the cc: list. Each person in the bcc: list
sees only his or her own name in that field, and recipients in the To or cc lists see nothing in the bcc field.
Go to top
When to use a name only and when to use a full address
You can enter just a recipient's name as an address if the Domino directory on your home server, or your Personal
Address Book, contains address information for the recipient. If the recipient's name is not in the Domino directory or
any Personal Address Book, you must type the full address of the recipient. For example, if the recipient uses Notes
mail and your organization uses domains, the full address Jane Q Public @ Marketing tells Notes to route the
message to Jane Q Public in the domain named Marketing. If you know the recipient does not use Notes mail, enter
her Internet e-mail address, for example jqpublic@acme.marketing.com.
Tip You can also save addresses of people and groups in your address book so that you can type the recipient's
name instead of the full address.
Go to top
To use the type-ahead feature

By default, Notes uses type-ahead to complete names you type, displaying each name as soon as you type enough
letters for a match. This convenience can save you time when typing a lot of names.
When Notes shows a name while you're typing, do one of the following:
To decline the name Notes shows, continue typing the name or address. If Notes doesn't show a match, type
the full name or address.
To keep the name Notes shows, press ENTER and start typing the next name or address. If there are no more
names to add to the field, click another field.
Go to top
To customize or disable the type-ahead feature

Notes looks up names in your address book first, then in a Domino directory on your home server. You can
customize type-ahead to look in your address book only, or you can disable type-ahead.
1.
From the menu, choose File - Mobile - Edit Current Location.
2.
Click the Mail tab.
3.
In the "Recipient name type-ahead" field, select:

"Local only" to look for names in your local address book only.
"Local then Server" to look first in your local address book, then on your home server.
"Disabled" to turn off type-ahead.
4.
If you choose "Local only" or "Local then Server," in the "Activate recipient name type-ahead" field select:
"On Each Character" to search after each character you type.
"On Delimiter" to search only after you type a delimiter such as a comma or the ENTER key.
4.
Click "Save & Close."
Mail settings for a location

You can specify mail settings, such as whether to use your mail on a server or use your local replica, from the Mail
tab of a Location document.
Field
Mail file location
Mail file
Information to enter
Select "on Server" to use your mail file
directly on a server at the location or select
Local to use a local replica of your mail file
at the location. When you use a local
replica, Notes stores mail you send in an
outgoing mailbox until replication occurs.
The path to your mail file. Notes opens the
mail file you have specified in this field when
you:
Domino mail domain
choose a mail command from the main

menu
click the Mail icon in the Bookmark bar
or Welcome page
forward a mail message.
The mail file's domain.
Internet domain for Notes addresses when

connecting directly to the Internet
The Internet domain to use if you have set

up any Internet mail accounts
Recipient name type-ahead
Select Disabled if you don't want to have

Notes automatically suggest full names
when you type mail addresses while this
location is current. Select "Local Only" to
have Notes look for names in your Personal
Address Book when you type mail
addresses. Select "Local then Server" to
have Notes look for names in your Personal
Address Book and then the Domino
Directory on your home server when you
type mail addresses.
Select "On Each Character" to have Notes
look for a name with each letter you type
(for example find Johnson if you type Joh),
or "On Delimiter" to have Notes look only
when youve typed an entire name.
Select "Stop after first match" to have Notes
find only the first name that matches the
recipient name when you send mail from
this location. Select "Exhaustively check all
address books" to have Notes find all of the
names that match the recipient name and
ask you which one to use.
This field appears only if you have specified
Local for "Mail file location."
Activate recipient name type-ahead
Recipient name lookup
Mail addressing
Select "Local and Server" to show any

Domino directories on your home server in
the "Choose address book" list in various
dialog boxes that let you select people, for
example, Select Addresses or Select
Names.
Send outgoing mail
Note The local address books that appear

in this list are specified in your User
Preferences, Mail. For more information,
see To change your address book.
Select "through Domino Server" to send
mail through your home server. Select
"directly to Internet" to send mail through an
Format for messages addressed to Internet

addresses
Transfer outgoing mail if
Internet account.
Select "Notes Rich Text Format" to allow all
messages over the Internet to be sent as
plain text. Select "MIME Format" to keep as
much formatting as possible, depending on
the recipients mail, when mailing to nonNotes users.
This field appears only if you have specified
Local for "Mail file location."
Type the number of messages which must
accumulate before Notes automatically
sends mail.
Note If you stop replication while it is in
progress, or see any errors when sending
mail, Notes may delay sending your
outgoing mail even when there are more
messages in your outbox than specified in
this field. You can force all mail to be sent
by replicating the Send Outgoing Mail entry
on the Replicator page.
Accessing servers using certificates

Stored in your User ID, a certificate is an electronic stamp, like a stamp on a passport, which verifies to a server that
you are who you say you are. When you first receive your User ID from your administrator, it contains a Notes
certificate. You may decide to use Internet certificates as well. (You may see Internet certificates being referred to as
X.509 certificates.)
You can view all of the certificates in your User ID by choosing File - Security - User Security (Macintosh OS X
users: Notes - Security - User Security), and then clicking Your Identity - Your Certificates.
What are Notes certificates?

When you want to access any Domino server, whether it be your mail server or an HR server in your company, you
need a certificate to identify yourself to that server, and the server needs a certificate to identify you.
Notes certificates in Notes Release 5 and later use hierarchical names, so the certificate authority's name is part of
the certificate's name. (The certificate authority, or CA, is the entity that created your certificate and issued it to you.)
For example, your certificate might look like this: Joe User/ACME, where Joe User is your name and ACME is your
CA's name.
There are three types of Notes certificates you can have in your User ID:
Notes Multi-purpose certificates are used to identify you for most Notes purposes, such as logging in to
Notes and accessing Notes databases on Domino servers. Your Notes multi-purpose certificates allow for
strong cryptography -- for example, you receive mail protected with strong encryption when your Notes multipurpose certificate is used to send you encrypted mail. The certificates contain a public key, which is used to
sign and encrypt messages, the name of the CA that issued your certificate, the name of the person or server
the certificate is issued to, the date the certificate was made, and the certificate's expiration date. Most users
use Notes Multi-purpose certificates only.
Notes International certificates are used for encryption only. They allow anyone who can't use "strong
encryption" to send you encrypted mail. They are generally not for your personal use. You always have an
International certificate in your User ID, even if it is not used.
Flat certificates were used in Notes 4.6 and earlier and are used to access pre-Release 5 servers that still
use flat certificates to identify themselves. Flat certificates do not have hierarchical names. You cannot create
new flat certificates in Notes 5 or later. In order to have a flat certificate to be used as your Notes login
certificate in your User ID, you had to have already had it when you upgraded to Notes 5 or later.
What are Internet certificates?

When you want to access a secure Web site that requires an SSL connection, such as https://www.verisign.com, or
you want to encrypt or sign mail that is sent over the Internet, you need an Internet certificate. Usually you store
Internet certificates in a Web browser, such as Netscape or Internet Explorer; however, you can also store Internet
certificates in your User ID to be used with the Notes browser or with Notes mail. Internet certificates often contain
an e-mail address. Because Internet certificate names are lengthy, Notes displays the e-mail address in a short
format as a way of showing who the certificate belongs to. If there isn't an e-mail address available, Notes displays
the most significant part of the Internet certificate name. For example, you could have an Internet certificate that looks
similar to this: CN=ACME Internet CA/O=ACME/S=MASS/C=US. The portion of this certificate Notes displays is
"ACME Internet CA."
Note If you need to see the entire name associated with your personal Internet certificate, you can choose File Security - User Security (Macintosh OS X users: Notes - Security - User Security), click Your Identity - Your
Certificates, select "Your Internet Certificates" from the drop-down list, and click the "Advanced Details" button. To
see details of other people's Internet certificates, see Certificates for people or services.
Your Internet certificates are identified by Notes as Internet Multi-purpose certificates. Within Notes, this type of
certificate is used to access secure Web pages using the Notes browser, to send and receive secure mail using
Internet-style Notes mail (S/MIME), and to secure connections to Internet services using Secure Socket layer (SSL)
connections.
Unlike Notes certificates, you can use one Internet certificate to sign messages and another Internet certificate for
encryption. See Using dual Internet certificates for encryption and signatures for more information.
Retrieving certificates and cross certificates from your home server

To access Notes servers in other domains, to verify digital signatures, or to encrypt messages using S/MIME, you
must have cross certificates in your Personal Address Book. You can add to your Personal Address Book Internet
certificates and Notes and Internet cross certificates from the Domino Directory on your home/mail server.
You can do any of the following to retrieve certificates and cross certificates from your home server.
To retrieve your administrator's cross certificates for Notes and Internet certificates
1.
Choose File - Security - User Security.
Macintosh OS X users: Notes - Security - User Security.

2.
Click Identity of Others - People, Services.
3.
Click "Find more about people/services."
4.
Click "Download administrative trust defaults." Notes copies Notes and Internet cross certificates only if the
cross certificate was issued by a common ancestor (any certifier listed in the certificate chain).
To retrieve all Internet certificates from the Domino Directory

1.
Open your Personal Address book.
2.
Choose Actions - Retrieve Certificates from Home Server.
Note Retrieving all certificates from your home server may take several minutes to complete. The progress of the
certificates being copied over to your Address Book is displayed in the status bar.
To retrieve a Notes cross certificate or Internet cross certificate from the Domino
Directory
1.
2.
In the Domino Directory, open the Servers - Certificates view.

Select one or more Notes or Internet cross certificate and click the "Copy to Personal Address Book" action
button in the action bar.
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What's new in IBM Lotus Notes 6.5?

Sharing information with other applications

"Workplace" Welcome Page option

What's new in IBM Lotus Notes 6?

Internet standards support

One-stop connection setup

Remote use and roaming

New features added to security let you:

Shows all messages that are currently flagged for

Shows messages that you marked for deletion in y

Views - All Documents

Shows all messages that are currently in your mai

Views - Mail Threads

Shows all messages grouped with their replies so

Shows a list of all personal folders you create.

Shows all rules that you create to filter new messa

For information, see Filtering new mail using rules

Shows all stationery that you create for sending m

For information, see Creating and using stationery

Appears only if archiving is set up for your mail. S

To prevent orphaned response documents

Creating, editing, and enabling sets of archive criteria

Click any of these topics:

To check a database's archive criteria

Open the database.

Click Settings, and see what set of criteria is selected.

To create or edit a set of archive criteria

Open a database you want to archive (for example, your mail).

Choose File - Database - Properties and click "Archive Settings."

Do one of the following:

Select "Enable archiving," and click OK.

Click OK to close the Archive Settings dialog box.

To enable a set of archive criteria

Setting up a network server connection manually

To create or edit a Network Dialup Server Connection document manually

Do one of the following:

Click the Basics tab.

In the "Connection type" field, select "Network Dialup."

Click the "Network Dialup" tab.

In the "Choose a service type" field, select Microsoft Dial-Up Networking.

Click "Save and Close.".

Replicating mail and other databases

To replicate a single database

Click the Replicator icon in the Bookmark bar.

From the menu, choose Actions - Replicate Selected Database.

To replicate your mail only

Click the Replicator icon in the Bookmark bar.

Do one of the following:

To replicate multiple databases

Click the Replicator icon in the Bookmark bar.

Click the "Start Now" button.

To replicate with a selected server

Click the Replicator icon in the Bookmark bar.

From the menu, choose Actions - Replicate with Server.

Select the server.

To replicate only high-priority databases

Click the Replicator icon in the Bookmark bar.

From the menu, choose Actions - Replicate High Priority Databases.

Using "Starts with" search in a view

Type the text you want to search for.

Replication and save conflicts

How Notes treats replication conflicts

How Notes treats save conflicts

Open the main document in Edit mode.