IBM iNotes Training for Outlook and Gmail Users
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This document is a training guide for IBM web mail, detailing functionality for Outlook and Gmail users. It covers features such as inbox management, email composition, calendar creation, instant messaging, and contact management, along with specific actions like sorting, searching, and responding to invitations. Additionally, it includes customization options like setting preferences, managing out-of-office settings, and delegation of access.
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IBM iNotes Training for Outlook and Gmail Users
- 1. IBM Web Mail Training for Outlook and Gmail Users
- 3. Home Page Click the Mail icon to go to your inbox Click the Mail icon to go to your inbox Your activity stream shows all the updates to content and people that you follow Your activity stream shows all the updates to content and people that you follow
- 4. Inbox Click on the column header to change the sort Click on the column header to change the sort Action Bar Hover over buttons to see popup help Buttons are dual buttons. Click on them and they bring up the default form. Click on the small triangle on the right side of the button and you will see a list of options. Action Bar Hover over buttons to see popup help Buttons are dual buttons. Click on them and they bring up the default form. Click on the small triangle on the right side of the button and you will see a list of options. J u s t s t a r t t y p in g t o l o c a t e s o m e t h i n g w it h q u ic k f in d
- 5. Search The search box is always on the top right in the toolbar The search box is always on the top right in the toolbar
- 6. Search Default search scope depends on what you have open. If you are in your mail, it will search all your mail. If you are in your calendar, it will search your calendar. Click the down arrow to refine the search scope Default search scope depends on what you have open. If you are in your mail, it will search all your mail. If you are in your calendar, it will search your calendar. Click the down arrow to refine the search scope
- 7. Show Use Show button to show/hide preview pane and sidebar Use Show button to show/hide preview pane and sidebar
- 8. Preview Click to hide, drag to re-size preview pane Click to hide, drag to re-size preview pane
- 9. Sidebar Drag to expand sidebar (open/thin/closed) Drag to expand sidebar (open/thin/closed)
- 10. Day at a Glance See your day at a glance See your day at a glance
- 11. Day at a Glance Click the date to pull up a calendar and navigate to a different day Click the date to pull up a calendar and navigate to a different day
- 13. Unread Marks Bold emails are unread. Toggle unread marks with Mark As button Bold emails are unread. Toggle unread marks with Mark As button
- 14. Viewing Attachments Expand the Attachments section to download or view attachments Expand the Attachments section to download or view attachments
- 15. Reply Options Reply optionsReply options
- 16. Follow-up Flags Set a flag to follow-up on an email Set a flag to follow-up on an email
- 17. Follow-up Flags
- 18. Follow-up Flags Flag is set. Sort inbox by flags or use Follow Up view Flag is set. Sort inbox by flags or use Follow Up view
- 19. Folders Use the folder icon to move or copy an email to a Folder Use the folder icon to move or copy an email to a Folder
- 20. Folders Select the folder and click OK Select the folder and click OK
- 21. Selecting Multiple Messages Ctrl-click or Shift-click to select multiple messages Ctrl-click or Shift-click to select multiple messages Act on them all at once Drag into a folder as a group Or Delete Act on them all at once Drag into a folder as a group Or Delete
- 22. Sending email Click New MessageClick New Message
- 23. Addressing Start typing in the To field for smart Type Ahead Start typing in the To field for smart Type Ahead
- 24. Addressing Click To to search the address book Click To to search the address book
- 25. Addressing
- 26. Signature Set up your signature in Preferences – Mail - Signature Set up your signature in Preferences – Mail - Signature PreferencesPreferences
- 27. Editing Rich formatting tools are available from toolbar Rich formatting tools are available from toolbar
- 28. Save as Draft Click Save as Draft if you want to come back and work on the email later Click Save as Draft if you want to come back and work on the email later
- 29. Delivery Options Set importance, request return receipt, mark confidential, prevent copying and more... Set importance, request return receipt, mark confidential, prevent copying and more...
- 30. Delivery Options Keep private will prevent recipient from forwarding the content of the email to someone else Keep private will prevent recipient from forwarding the content of the email to someone else
- 31. Sending Email Send or Send and file into a folder a the same time Send or Send and file into a folder a the same time In Preferences under Mail-General-Sending, you can select Save sent mail: Always keep a copy, Don't keep a copy, Always prompt In Preferences under Mail-General-Sending, you can select Save sent mail: Always keep a copy, Don't keep a copy, Always prompt
- 33. Responding to Invitations Response buttonsResponse buttons Accept – puts on calendar and sends response back to chair Decline – sends decline notice back Tentatively Accept-pencils it into your calendar Delegate-lets you to send the invite to someone else Accept – puts on calendar and sends response back to chair Decline – sends decline notice back Tentatively Accept-pencils it into your calendar Delegate-lets you to send the invite to someone else
- 34. Responding to Repeating Meetings Declining a repeating meeting invitation will decline the entire string. If you want to only decline some of the repeating meetings, accept the main invitation and decline the individual instances you cannot attend Declining a repeating meeting invitation will decline the entire string. If you want to only decline some of the repeating meetings, accept the main invitation and decline the individual instances you cannot attend
- 35. Responding to Invitations Click to AcceptClick to Accept
- 36. Meeting Notices Depending on Preference settings, the invitation may stay in inbox marked accepted Depending on Preference settings, the invitation may stay in inbox marked accepted Remove processed invitations automatically by setting preference: Preferences- Calendar- Display - Displaying Calendar Entries in Mail Views - Remove Meeting invitations from inbox after you've responded to them You can also use the delete key to remove notices from the inbox Remove processed invitations automatically by setting preference: Preferences- Calendar- Display - Displaying Calendar Entries in Mail Views - Remove Meeting invitations from inbox after you've responded to them You can also use the delete key to remove notices from the inbox
- 37. Creating Calendar Entries Switch to your calendar Switch to your calendar
- 38. Creating Calendar Entries Double-click on the time slot in the Calendar or Click New Double-click on the time slot in the Calendar or Click New
- 39. Calendar Entry Types Default type is defined in Preferences Default type is defined in Preferences Meeting: allows you to invite others Appointment: is for you alone All Day Event: shows in your calendar for the entire day and blocks your free time by default Anniversary: allows you to easily enter an event that repeats yearly Reminder: lets you pin something to your calendar and set an alarm, it does not block your free time Meeting: allows you to invite others Appointment: is for you alone All Day Event: shows in your calendar for the entire day and blocks your free time by default Anniversary: allows you to easily enter an event that repeats yearly Reminder: lets you pin something to your calendar and set an alarm, it does not block your free time
- 40. Time Zones You can specify the time zone of the meeting start and end times You can specify the time zone of the meeting start and end times Toggle Show/Hide time Zone control Toggle Show/Hide time Zone control
- 41. Add Invitees Add InviteesAdd Invitees Add other invitee types. Optional and FYI invitees will not be included in a free time search. FYI invitees will not be able to accept the invitation Add other invitee types. Optional and FYI invitees will not be included in a free time search. FYI invitees will not be able to accept the invitation
- 42. Select Calendar Options Select OptionsSelect Options Categorize with keywords that will help you find your meeting when you search Categorize with keywords that will help you find your meeting when you search
- 43. Find Available Time Click find Available Time to do a free time search Click find Available Time to do a free time search
- 44. Find Available Time Slide to a time where everyone is available Slide to a time where everyone is available Expand Recommended Times view to have system suggest times Expand Recommended Times view to have system suggest times
- 45. Send Invitations Save and Send InvitationsSave and Send Invitations
- 47. Instant Messaging Click Sametime Contacts to access instant messaging contact list Click Sametime Contacts to access instant messaging contact list
- 48. Instant Messaging The gear gives you access to Actions and Preferences The gear gives you access to Actions and Preferences
- 49. Instant Messaging See the person's availability Double-click a name to start a chat See the person's availability Double-click a name to start a chat Start typing a name into the search bar to find someone quickly Start typing a name into the search bar to find someone quickly
- 50. Instant Messaging Change my statusChange my status
- 52. Add Sender to Address Book Click More and then Add Sender to Contacts Click More and then Add Sender to Contacts
- 53. Open Address Book Click Contact icon to open address book Click Contact icon to open address book
- 54. Contacts ViewsViews Open Contacts that have been delegated to you Open Contacts that have been delegated to you Add a new contact or create a personal group Add a new contact or create a personal group Forward contact(s) to others Forward contact(s) to others
- 56. Delegate Access to your Mail, Calendar or Contacts Select DelegationSelect Delegation Open your PreferencesOpen your Preferences Add Person or GroupAdd Person or Group
- 57. Delegate Access to your Mail, Calendar or Contacts Set how much access you want the person to have Set how much access you want the person to have
- 58. Mail Rules To get the mail rules interface expand Tools and click Rules To Create a rule, click New Rule in the action bar To get the mail rules interface expand Tools and click Rules To Create a rule, click New Rule in the action bar
- 59. Setting Out of Office Open Out of Office in Action bar under More Open Out of Office in Action bar under More
- 60. Setting Out of Office Tab through and configure the settings, then click Enable & Close Tab through and configure the settings, then click Enable & Close Can use if you are going out of the office for just a couple of hours Can use if you are going out of the office for just a couple of hours
- 61. Copy an email to a Calendar Entry Calendar entry will be pre- populated with contents of email and everyone on the email will be added to the invitee list Calendar entry will be pre- populated with contents of email and everyone on the email will be added to the invitee list
- 62. Automatically Include Conference Call Bridge on Invites Enter it under Preferences – Calendar – Meeting When creating invite click “Add: Call In Number” Enter it under Preferences – Calendar – Meeting When creating invite click “Add: Call In Number”
- 63. Q&A