Note: Lotus iNotes (Webmail) is currently in beta testing mode only and is not available to the general PeopleSoft population. The pilot is currently closed and is not being expanded to include additional users. Look for communications via OneVoice regarding iNotes (Webmail) in the future.
Mail and calendar preferences may be set for the iNotes Web Access client. To view the default preferences, click the Preferences button in the upper right hand corner of the screen and the Preferences window will open.
Click a link below for information regarding the specific tab in the Preferences window:
Once the mail and calendar preferences have been set, click the
Save and Close button. Any changes made will be effective immediately.
Note: Any changes made to mail and calendar preferences in the iNotes Web Access client will be made in the Notes client as well and vice versa.
Mail tab:
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This mail file belongs to:
- Do not make any changes to this field as it can affect who shows as mail being sent by. It should contain the user's fully hierarchical name - for example: Trudy Test/PeopleSoft.
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Display Options:
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Ascending (new mail goes to bottom): As new mail arrives, it will appear at the bottom of the Inbox.
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Descending (new mail goes to top): As new mail arrives, it will appear at the top of the Inbox.
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Send and Receive Options:
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Automatically append a signature to the bottom of my outgoing mail messages: All outgoing mail will include the signature text in the Signature: window. It is editable.
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NOTE:
Only text signatures may be used in iNotes Web Access. HTML or other files are not supported and will not work. If an HTML file is selected in the Notes client, no signature will be added to outgoing messages in iNotes Web Access even if the preference to add a signature to all outgoing mail is selected.
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Signature: Type the information as it should appear in the window. If a link to a website is to be included as part of the signature, be sure to include http:// at the beginning of the web address.
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Sending - Save sent mail:
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Always keep a copy: A copy of all outgoing messages will automatically be saved.
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NOTE: If all outgoing messages are saved, it can cause the mail file to grow to a large size quickly especially if attachments are part of a message.
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Don't keep a copy: Outgoing messages will not be saved nor will a prompt be received to save them.
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Always prompt: A prompt to save a specific message will appear for all outgoing messages.
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Receiving:
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Check for new mail every __ minutes: Although new mail is delivered immediately, the new mail notification will appear based on this preference. Even if the new message has already been read.
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Prompt when new mail arrives: A visible notification will appear on the screen when new mail has arrived based on how often new mail is checked.
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Folder management:
- Select a folder so that messages can be copied easily to that folder when the Move button is selected. The message remains in the Inbox as well so if it is deleted, it will also be deleted from the folder unless it is moved and not copied.
Click here to return to the beginning of this document.
Calendar tab:
In the fields where a down arrow appears, click the down arrow and single click on the option preferred to select it.
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Calendar Defaults:
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Calendar entry type: Select default entry type - Meeting; Appointment; All day event; Anniversary; or Reminder.
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Appointment and meeting duration: Enter the default length of time for meetings and appointments in minutes.
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Anniversaries repeat for: Enter the number of years that anniversaries (birthdays, etc.) should appear on the calendar without having to re-enter them annually.
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Automatically check for time conflicts when scheduling: This should be enabled for appointments and meetings so that when scheduling a meeting, the user is aware that something is already scheduled during that time.
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NOTE:
If scheduling an event that is not within the work hours specified (see Work Hours link), the following pop up window will appear -
"Note that some schedules are conflicting. Click [OK] to confirm. Click [Cancel] to continue editing." Click
OK and the event will be scheduled.
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Calendar Display:
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Start displaying times in Calendar at: Select the hour that should show as the calendar start time. Calendar entries may be made prior to the start time.
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Stop displaying times in Calendar at: Select the hour that should show as the calendar end time. Calendar entries may be made after the stop time.
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Each calendar time slot lasts: Select time slots of 15; 30; or 60 minutes. Calendar entries may be made shorter or longer than the time slot selected.
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Autoprocess Calendar Invitations:
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NOTE: The autoprocess feature to automatically process meeting invitations you receive is currently not working. This feature is currently being worked on by Lotus Software so that meeting invitations received can automatically be processed.
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Inbox Management:
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Remove meeting invitations after I respond to them: It is
highly recommended that this option is selected. When a meeting invitation is accepted, the meeting will be placed on the calendar and the invitation removed from the Inbox. If this option is
not selected, if a meeting invitation is deleted from the Inbox, the meeting will also be deleted from the calendar itself and may cause missed meetings.
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Meeting messages appear in my Inbox: All meeting invitations will be received in the Inbox and can be responded to when opened.
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Don't show meeting replies in my Inbox: When sending invitations, responses from invitees will not appear in the Inbox, but will only appear in the All Documents view. In order to see how an invitee has responded, the All Documents view must be checked.
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Don't show any meeting messages in my Inbox: No invitations, updates, etc. will appear in the Inbox and will only appear in the All Documents view. To see if any invitations, updates, etc. have been received, the All Documents view must be checked.
Click here to return to the beginning of this document.
Work Hours tab:
In the fields where a down arrow appears, click the down arrow and single click on the option preferred to select it.
It is suggested that in the fields that require names that the names are selected from the PeopleSoft Directory. This will ensure accuracy of the name spelling and that it is the correct person in the case of a duplicate name. To select a name from the PeopleSoft Directory, click the down arrow in the window for the preference selected.
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Out of Office:
Click the
Settings... button to set and enable the Out of Office agent. The status OFF/ENABLED will appear when the Out of Office window is opened. Once the Out of Office settings are complete, click the
Save and Close button to enable it.
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Dates:
- Leaving/Returning: Select the first day out of the office and the date returning to the office.
- Enable the Out of Office agent: This sets the agent to run on the dates specified.
- Mark these dates busy in my calendar: When viewing free time, the dates specified will show as being busy all day.
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Out Of Office Message: Type the message to be included when the Out of Office notification is sent during the dates specified.
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Special Message:
- To: Specify who should receive a special Out of Office notification.
- Subject: Type the subject that should be used for the special notification.
- Blank window: Type the special Out of Office message that should be sent to the people listed in the To: field.
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Exceptions:
- Do not automatically reply to mail from Internet addresses: When mail is received from an external address during the dates specified, no Out of Office notification will be sent to the sender.
- Do not automatically reply to mail from these people or groups: The people listed will not receive an Out of Office notification.
- Do not automatically reply to mail which is addressed to these groups: No Out of Office notification is sent to the sender when a distribution group the user is in is the addressee.
- Do not automatically reply if the subject contains these phrases: Separate each word or phrase with a comma. Words and phrases are case sensitive and must match exactly. If the subject matches exactly anything typed in the window, no Out of Office notification will be sent to the sender.
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Work Hours:
- Set the hours that should show as free time to users viewing available free time.
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Only allow these people to view my availability for meetings:
- This setting will allow only the people specified to see free time.
Click here to return to the beginning of this document.
Delegation tab:
To delegate access for each of the preferences below, it is suggested that the names are selected from the PeopleSoft Directory. This will ensure accuracy of the name spelling and that it is the correct person in the case of a duplicate name. To select a name from the PeopleSoft Directory, click the down arrow in the window for the preference selected.
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Allow the following people to ...:
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Read mail, calendar, to do, contact, and journal entries:
Read access is given to all areas listed in the preference.
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Read mail, calendar, to do, contact, and journal entries and send mail on my behalf:
Read access is given to all areas listed in the preference. Any name stated in this preference will also be able to
send mail for the user.
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Read, send and edit mail; Read and edit calendar, to do, contact , and journal entries; Delete calendar and to do entries: Access will be given as stated in this preference.
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NOTE: Giving someone this level of access does provide significant access to the file.
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Delete draft mail composed by delegates: Someone that has access to the file may delete draft messages they composed in the user's mail file.
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Calendar Read Access:
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Anyone can read my calendar: Anyone with Lotus Notes or iNotes Web Access has access to view the calendar.
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Allow only the following people to read my calendar: Only the people specified have access to read the calendar. Although the mail file will open for the people specified, only calendar entries in the mail file will be viewable. No folders or other documents can be seen.
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Calendar Author and Editor Access:
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Anyone can create and edit entries in my calendar: Anyone with Lotus Notes or iNotes Web Access has access to create or edit entries in the calendar.
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Allow only the following people to create and edit entries in my calendar: Only the people specified can create or edit entries in the calendar. Although the mail file will open for the people specified, only calendar entries in the mail file will be viewable. No folders or other documents can be seen.
Click here to return to the beginning of this document.
Date/Time tab:
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International Date Settings:
- Short date style
- Date separator
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International Time Settings:
Click here to return to the beginning of this document.
Other tab:
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Search:
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Enable full-text indexing for searching: A full-text index will be created so that thorough searches on words or phrases can be done on documents in the mail file.
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Personal categories:
- Add any personal categories that will be available for new calendar or to do entries.
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Change Internet Password:
- This option is not enabled and should not be used to try to change the Sametime password. If a user tries to change the Sametime password using this preference, the error
"There has been an error while processing. Please check if your new password was processed properly. Password change process aborted. Password was NOT changed" will be received.
Click here to return to the beginning of this document.
Created by the PeopleSoft Knowledge Management Team.
Copyright © 2001
All rights reserved.
Created: dcb 09/17/2001
Revised: dcb 02/26/2002
