Copyright: Copyright (c) 1996 Lotus Development Corporation, an IBM subsidiary.


Accessing a Web site from a message

While reading a message, double-click a URL, for example, http://www.ccmail.com. Your World Wide Web browser starts, and the Web site appears. (If you use more than one browser, the last one you used starts.)

Note	The URL must begin with "http:" or "https:". There can't be any characters other than a space immediately before the "h."

 See related topics


Advanced properties

Option	Meaning
Reestablish connection every x messages	Specifies how many messages to download at one time. If you download messages in small batches, you'll have fewer messages to download twice if you lose your connection.
Connection timeout	Specifies how long to wait before canceling a connection if the server does not respond.
Text character set	Changes the character set for messages that you send. Some recipients might need to receive messages in a simple character set.
Send text using 8-bit  encoding	Changes the character encoding for messages that you send. Use the default setting (8-bit encoding) to accommodate the widest range of e-mail readers.
Enable APOP detection	When selected, Lotus Mail detects if your server supports APOP password encryption. See Enabling APOP detection for additional security.
Enable full POP3/SMTP logging	Creates a log file (XPPOP.LOG) that records Lotus Mail activity. Use the log file for troubleshooting connection problems. (This option slows Lotus Mail performance.)
Split message if over a specified size	Sets the size for splitting large messages that you send. See Sending large messages.


Can I leave my messages on the server?

By default, Lotus Mail downloads your messages and removes them from the server. To leave copies of your messages on the server, see Leaving your messages on the server.

Tip	Lotus Mail runs faster if you don't leave messages on the server.


Changing the connection timeout

You can change how long to wait before canceling a connection when the server does not respond.

1.	Choose File - Tools - Services.

2.	Select "Lotus Mail Internet Transport."

3.	Click Properties.

4.	Click the Advanced tab.

5.	Enter a number in the "Connection timeout" box. The default is 120 seconds.

6.	Click OK.

7.	Click Close.

 See related topics


Details: Changing the text character set when you send

Character set options

Character set	Description
ISO-8859-1	ISO Latin-1, 8 bit
ISO-8859-2	ISO Latin-2 (E. Europe), 8 bit
ISO-8859-3	ISO Latin-3, 8 bit
ISO-8859-4	ISO Latin-4, 8 bit
ISO-8859-5	Cyrillic, 8 bit
ISO-8859-6	Arabic, 8 bit
ISO-8859-7	Greek, 8 bit
ISO-8859-8	Hebrew, 8 bit
ISO-8859-9	ISO Latin-5, 8 bit (Turkish)
ISO-2022-JP	7bit multibyte (RFC 1468)
UTF-7	Japanese Unicode Transformation Format
UTF-8	More generic Unicode Transformation Format
BIG-5	Taiwan Chinese - traditional
Using the default option

The default option ("*") automatically chooses the character set for the appropriate language.

Language	Character set
Japanese	ISO-2022-JP
Turkish	ISO-8859-9
Hebrew	ISO-8859-8
Greek	ISO-8859-7
Arabic	ISO-8859-6
Russian  (Cyrillic)	ISO-8859-5
Croatian, Czech, Hungarian, Polish, Slovakian, Slovenian or Romanian	ISO-8859-2
All other languages	ISO-8859-1
 Go to procedure

 See related topics


Changing the text character set when you send

Some of your recipients might not have mail readers that can display all of the formatting and character attributes in your message. If recipients have problems reading your messages, try changing the character set.

Tip	In almost all cases, you should use the default ("*"). The default automatically uses the correct character set for your international configuration. If your recipients report that your messages include odd characters, try using a different character set.

1.	Choose File - Tools - Services.

2.	Select "Lotus Mail Internet Transport."

3.	Click Properties.

4.	Click the Advanced tab.

5.	Choose a character set from the "Text character set" list.

6.	Click OK.

7.	Click Close.

 See details

 See related topics


Changing your Dial-Up Networking connection

You might need to use a different Dial-Up Networking connection if you connect from a different place. For example, if you connect from a hotel you might need to add a prefix to the telephone number to place a call outside the hotel.

1.	Choose File - Tools - Services.

2.	Select "Lotus Mail Internet Transport."

3.	Click Properties.

4.	Click the Connection tab.

5.	Choose a Dial-Up Networking connection from the list.

6.	(Optional) Click Add to create a new Dial-Up Networking connection.

Tip	In Windows 95, you can add a new connection or view connection properties without using Lotus Mail. To do so, choose My Computer, then choose Dial-Up Networking. See the Windows 95 online help for information.

 See related topics


Changing your Internet service provider information

Use this procedure if your Internet service provider connection information changes.  For example, you might switch to a different Internet service provider with a different POP3 host name.

Contact your Internet service provider for the information you need to change.

1.	Choose File - Tools - Services.

2.	Select "Lotus Mail Internet Transport."

3.	Click Properties.

4.	Change the properties as needed.

 General properties

 POP3 properties

 SMTP properties

 Connection properties

 Advanced properties

5.	Click OK.

6.	Click Close.

The next time you log in to Lotus Mail, you will use the new service provider information.

 See related topics


Changing your Internet service provider password

This procedure changes only the password you use to connect to your Internet service provider (ISP). It does not change the password you use to log in to Lotus Mail.

Note	You must change your password with your ISP before you use the following procedure.  See the documentation for your ISP to find out how to change your ISP password.

1.	Choose File - Tools - Services.

2.	Select "Lotus Mail Internet Transport."

3.	Click Properties.

4.	Click the POP3 tab.

5.	Click Change Password.

6.	Enter your current password in the "Old password" box.

7.	Enter your new password in the "New password" box.

8.	Enter your new password again in the "Confirm new password" box.

9.	Click OK.

10.	Click OK.

11.	Click Close.

The new password takes effect immediately.

Tip	If you get a bad password message, ask your Internet service provider if you are set up for APOP usage. Most servers require extra setup to allow APOP. When you're set up correctly, Lotus Mail can determine how to transmit the password.

 See related topics


Choosing how many messages to download

You can specify how many messages to download at one time.

Tip	If you lose your connection while downloading messages, you might have to download the same messages twice. If you download messages in small batches, you'll have fewer messages to download twice if you lose your connection.

1.	Choose File - Tools - Services.

2.	Select "Lotus Mail Internet Transport."

3.	Click Properties.

4.	Click the Advanced tab.

5.	Enter a number in the "Reestablish connection every" box.

6.	Click OK.

7.	Click Close.

 See related topics


Choosing MIME character encoding

In most cases, you should use the default setting (8-bit encoding) to accommodate the widest range of e-mail readers. However, if your recipients report that  your messages aren't displayed correctly, you can change the character encoding so that your messages are formatted optimally for those readers.

1.	Choose File - Tools - Services.

2.	Select "Lotus Mail Internet Transport."

3.	Click Properties.

4.	Click the Advanced tab.

5.	Select or deselect "Send text using 8-bit encoding."

6.	Click OK.

7.	Click Close.

 See related topics


Details: Connecting automatically

Disabling automatic connection

If you deselect "Connect at start-up," you can connect to send and receive messages by choosing Actions - Deliver Mail.

You can also override a disabled automatic connection by clicking the Connect icon in the status bar. This allows you to enable checking for new mail. To disconnect, click the Connect icon again.

When this icon appears in the status bar, Lotus Mail is connected to the server:

When this icon appears in the status bar, Lotus Mail is disconnected from the server:

 Go to procedure

 See related topics


Connecting automatically

You can connect automatically when you start Lotus Mail. Automatic connection is disabled by default.

1.	Choose File - Tools - Services.

2.	Select "Lotus Mail Internet Transport."

3.	Click Properties.

4.	Click the Connection tab.

5.	Select "Connect at start-up."

6.	(Optional) Select "Enable new mail check" and specify how frequently you want to check for new messages.

7.	Click OK to close the Internet Configuration Properties dialog box.

8.	Click OK.

 See details

 See related topics


Connecting to send and receive messages

To send and receive messages, you need to connect to your Internet service provider. (If you aren't already connected, when you send a message, the message goes to your Outbox and stays there until you connect to your Internet service provider.)

Choose Actions - Deliver Mail.

Tip	You can connect every time you send a message or on a schedule. See Connecting automatically.

 See related topics


Overview: Connecting to your Internet service provider

What happens when you connect

When you connect to your Internet service provider, you can download the messages that are stored on the server. You also need to connect to send messages.

Connection options

See the following topics:

 Leaving your messages on the server

 Connecting automatically

 Disconnecting automatically

 Sending large messages

 Changing your Dial-Up Networking connection

 Changing the connection timeout

 Changing your Internet service provider information

How Lotus Mail connects to your Internet service provider

You can connect to your Internet service provider in the following ways:

•	A LAN (Local Area Network) connection. Most companies have a connection to an Internet service provider that you can use over your LAN, or you might have your own on-site POP3 server. In either case, you need to configure your TCP/IP connection.

•	A modem connection. If you work at home or on a notebook computer, Lotus Mail connects using a modem. You supply Lotus Mail with the telephone number to connect with your Internet service provider. When you connect, Lotus Mail automatically dials the number.

To connect to your Internet service provider, choose Actions - Deliver Mail.

Leaving messages on the server

By default, Lotus Mail downloads your messages and removes them from the server. To leave copies of your messages on the server, see Leaving your messages on the server.

Tip	If you read your mail from more than one location, you might want to leave it on the server. However, this will eventually make Lotus Mail run slower.

Sending and receiving MIME messages

Lotus Mail can send and receive messages that use MIME encoding.

See Choosing MIME character encoding.

 See related topics


Connection properties

Option	Meaning
Connect using modem	Specifies that you connect using a modem, as opposed to connecting over a LAN.
Use Dial-Up Networking connection	Lists your available Dial-Up Networking connections. You can change connections if you need to dial a different number, for example, if you're calling from a hotel that uses a dialing prefix to place an outside call. You can also add a new connection or view the properties of the current connection.
Disconnect if idle for	When selected, disconnects from your Internet service provider if you do not send or receive messages for a specified amount of time.
Connect at start-up	When selected, Lotus Mail connects to the server at start-up. If your computer is not always connected to a LAN, you should disable this option. This option is disabled by default.
Enable new mail check	When selected, checks for new messages on the server. This option is disabled by default.
Check for mail every	Specifies how often to connect. Available only if you select "Enable new mail check."


Creating a log file for troubleshooting

Note	Using this option will make Lotus Mail run slower. You should only use it for troubleshooting.

1.	Choose File - Tools - Services.

2.	Select "Lotus Mail Internet Transport."

3.	Click Properties.

4.	Click the Advanced tab.

5.	Select "Enable full APOP/SMTP logging."

6.	Click OK to close the Internet Configuration Properties dialog box.

7.	Click OK.

The next time you log in, Lotus Mail creates the file XPPOP.LOG in the folder C:\Windows\Temp. This file shows a record of connection activity.

 See related topics


Disconnecting automatically

You can automatically logout if you don't send or receive messages for a specified amount of time.

Note	This option is only available for modem connections.

1.	Choose File - Tools - Services.

2.	Select "Lotus Mail Internet Transport."

3.	Click Properties.

4.	Click the Connection tab.

5.	Select "Disconnect if idle for."

6.	Enter the number of minutes you want Lotus Mail to wait before disconnecting.

7.	Click OK.

8.	Click Close.

 See related topics


Enabling APOP detection for additional security

Lotus Mail supports the APOP command, which gives you additional e-mail security. To use APOP:

•	You need to assign an APOP password with your Internet service provider.

•	Your Internet service provider must support APOP.

Caution	If you enable APOP detection, and your server does not support APOP, your Internet password might not work. In that case, you won't be able to connect to your Internet service provider.

1.	Choose File - Tools - Services.

2.	Select "Lotus Mail Internet Transport."

3.	Click Properties.

4.	Click the Advanced tab.

5.	Select "Enable APOP detection."

6.	Click OK to close the Internet Configuration Properties dialog box.

7.	Click OK.

 See related topics


Details: Finding an address in an Internet Directory

Getting good search results

An Internet Directory can contain millions of names. Therefore, it is common to find too many names when you search. This can lead to any of the following problems:

•	You only get a partial list of the names that were found.

•	The connection to the Internet Directory times out and disconnects.

•	You get an error message saying the search can't be completed.

To get better search results, limit your search.  For example, if you want to find the address for "John Valentine," you are almost certain to encounter one of the problems listed above if you search for "John." Instead, you would limit the search by entering any of the following:

•	Valentine

•	J Valentine

•	John Valentine

•	Valentine, John

•	Valentine, J

Searching in a different Internet Directory

To search in a different Internet Directory, choose File - Tools - Services and change the Server Hostname in the Internet Directory Access properties.

Note	Changing the Internet Directory Access properties changes your Lotus Mail profile.  You might want to note the name of your current Internet Directory in case you need to use it again.

The following Internet Directories are among the most popular:

Directory	Address
Bigfoot	ldap.bigfoot.com
Four11	ldap.four11.com
Infospace	ldap.infospace.com
WhoWhere	ldap.whowhere.com
Changing the search base

You can change how you search an Internet Directory, for example, look for names in a different country. To do so, choose File - Tools - Services and change the Search Base in the Internet Directory Access properties.

For example, to change the country to Great Britain, enter c=gb in the Search Base box.

If your Internet Directory supports hierarchical searches, you can focus your search by entering more than one entry. For example, to search for a name at a particular company, you might enter the following: o=Lotus,c=us.

Note	Changing the Internet Directory Access properties changes your Lotus Mail profile.  You might want to note your current search base in case you need to use it again.

Changing the defaults for timing out and search results limits

You can change the defaults for how long you can search before timing out and for how many names can be returned by a search. See the Lotus Mail installation instructions.

 Go to procedure

 See related topics


Finding an address in an Internet Directory

Note	You can look for addresses in an Internet Directory only if you have installed the Simple Internet Address Book Provider.

1.	While creating a message, choose Actions - Address.

2.	Choose the Internet Directory from the "Show names from the" list.

3.	Click Find.

4.	Enter a name to search for.

Tip	Enter part of the name you are looking for, or enter the entire name.  For example, to find all addresses that contain "Bob," enter "Bob."

 See details

5.	Click OK.

The names that match what you typed appear in the Address Book dialog box.

6.	(Optional) To find information on a name, select it and click Properties.

7.	(Optional) To add the name to your Personal Address Book, select the name, click Properties, and click Personal Address Book.

 See details

 See related topics


General properties

Option	Meaning
Display name	The name that recipients see when they receive a message from you.
E-mail address	Your e-mail address, for example, jvalentine@silver.com.


Leaving your messages on the server

You can choose to leave copies of your messages on the server. You might want to do this if you read mail from more than one place.

1.	Choose File - Tools - Services.

2.	Select "Lotus Mail Internet Transport."

3.	Click Properties.

4.	Click the POP3 tab.

5.	Select "Leave original messages on server."

6.	(Optional) Choose how long to leave the messages on the server.

or

Choose to never delete messages.

Tip	Deleting mesages from the server improves Lotus Mail performance.

7.	Click OK.

8.	Click Close.

Note	Your Internet service provider or your network configuration might have restrictions on how many messages you can leave on the server.  It's a good idea to delete your old messages from the server.

 See related topics


Lotus Mail error messages

If you can't solve the problem after trying the solutions in this topic, contact your network administrator or Internet service provider. See Overview: Reporting problems to your network administrator. If you don't have a network administrator, contact cc:Mail Support Services. See Readme.txt for information on contacting Support Services.

Error message	Likely cause	Possible solution
Action [rule action] in this rule needs more information. This action will be ignored.	You created a rule and assigned an action that needs more information. For example, a Confirm action needs confirmation text. The rule is saved without the action.	Use the rule as is, or edit the rule and enter the missing information. See Editing a rule.
Addressee is already in the list.	You tried to add a duplicate address.	Delete the duplicate address.
A fatal error has occurred. The program will be shut down.	Internal Error.	Contact your network administrator.
All Documents index needs to be updated. Rebuild index now?	You're using Lotus Mail on a non-cc:Mail service provider.  The All Documents folder needs to be refreshed.	You should refresh the All Documents folder to reflect changes since your last login.
An internal error has occurred in the cc:Mail Service Provider. Please note the operation that caused the error and contact your cc:Mail administrator.	Internal Error.	Contact your network administrator.
Attribute [number] is invalid.	This is an internal error.	Ask your network administrator to call Support Services.
Can't access stationery folder.	Internal Error. It is possible that your Mailbox might be corrupted.	Contact your network administrator.
Can't add attachments.	Internal Error. It is possible that the Mailbox might be corrupted.	Contact your network administrator.
Can't add word to the replace list.	Internal memory error.	Check memory and system resource usage.
Can't add word to the skip list.	Internal memory error.	Check memory and system resource usage.
Can't add word to user dictionary.	Lotus Mail can't access your user dictionary file or write to it.	Verify that your user dictionary file exists and that you have adequate disk space. See Details: Using a different dictionary for spell check.
Can't attach file [file name].	1. System resources are too low to complete the current task.	1. Close windows and applications that you aren't currently using, then try again.
	2. There is insufficient space on your temporary drive.	2. Create more space on your temporary drive.
Can't change password.	Internal Error.	Contact your network administrator or Internet service provider.
Can't complete operation due to insufficient memory.	System resources are too low to complete the current task.	Close windows and applications that you aren't currently using, then try again.
Can't copy item.	1. You exceeded the limit for this container or item.	1. Delete items that you don't need before adding this item.
	2. The item is corrupt.	2. Verify that the item is not corrupt.  (Try to read the message.  If you see "Message cannot be read," the item is corrupt.  Notify your network administrator.)
Can't copy or move messages to this folder.	You tried to add a message to the wrong type of folder; for example, the top-level local archive.	Verify that you are copying or moving the message to the correct folder.
Can't create folder.	Internal Error. It is possible that the Mailbox might be corrupted.	Contact your network administrator.
Can't create object.  Make sure the object type is entered in the registry.	You tried to create an OLE object for an application that is not registered.	Verify that the OLE application is installed correctly. If necessary, reinstall it.
Can't create this profile.	You didn't supply all of the necessary information when creating a profile.	Recreate the profile.
Can't delete item.	You tried to delete an item that you can't delete.	See Deleting a local archive.
Can't display object. The object type is not entered in the registry.	The message includes an OLE attachment from an application that is not installed on your computer.	Do one of the following: Install the appropriate application on your computer. Have the sender resend the message and attach the object as a file, not as an OLE object.
Can't edit this property.	You tried to change a message or address property that can't be changed.	Some properties are displayed for information only, not for editing.
Can't import an empty file.	You tried to import a file that has no text.	Verify that you are importing from the correct file.
Can't import the file.	You tried to import a file that is not a text file.	Verify that you are importing from the correct file.
Can't initialize OLE.	There was an error in the OLE sub-system.	Restart your computer.
Can't launch this file. Do you want to view it instead?	Your computer does not include the program with which the attachment was created.	View the attachment, or install the program that is needed to launch the attachment.
Can't load all of the attached objects.	1. System resources are too low to complete the current task.	1. Close windows and applications that you aren't currently using, then try again.
	2. There is insufficient disk space.	2. Delete some files on your hard disk and try again.
Can't load file viewer. Problem with SCCVW.DLL.	1. System resources are too low to complete the current task.	1. Close windows and applications that you aren't currently using, then try again.
	2. A program file (SCCVW.DLL) was installed in the wrong location, not installed, or deleted.	2. Verify that Lotus Mail was installed correctly, or reinstall Lotus Mail.
Can't load or initialize file viewer. Problem with SCCCH.DLL.	1. System resources are too low to complete the current task.	1. Close windows and applications that you aren't currently using, then try again.
	2. A program file (SCCCH.DLL) was installed in the wrong location, not installed, or deleted.	2. Verify that Lotus Mail was installed correctly, or reinstall Lotus Mail.
Can't load shared component DLL.	1. System resources are too low to complete the current task.	1. Close windows and applications that you aren't currently using, then try again.
	2. A program file was installed in the wrong location, not installed, or deleted.	2. Verify that Lotus Mail was installed correctly, or reinstall Lotus Mail.
Can't load SmartIcons DLL.	1. System resources are too low to complete the current task.	1. Close windows and applications that you aren't currently using, then try again.
	2. A program file was installed in the wrong location, not installed, or deleted.	2. Verify that Lotus Mail was installed correctly, or reinstall Lotus Mail.
Can't load viewer for this file.	1. System resources are too low to complete the current task.	1. Close windows and applications that you aren't currently using, then try again.
	2. A program file was installed in the wrong location, not installed, or deleted.	2. Verify that Lotus Mail was installed correctly, or reinstall Lotus Mail.
Can't load viewer for this file. Additional files needed.	A program file was installed in the wrong location, not installed, or deleted.	Verify that Lotus Mail was installed correctly, or reinstall Lotus Mail. Use the custom install option to select which Viewer files to install.
Can't locate the Main Dictionary.	Lotus Mail can't locate the main dictionary files (.DIC) in the specified path.	Verify that the dictionary files exist and that you can access them.
Can't locate the User Dictionary.	Lotus Mail can't locate the user dictionary file in the specified path.	Verify that your dictionary file exists and that you can access it.
Can't log in.	You entered the wrong password.	Verify the password.
Can't modify view information.	1. System resources are too low to complete the current task.	1. Close windows and applications that you aren't currently using, then try again.
	2. Internal Error.	2. Contact your network administrator.
Can't move/copy message.	1. You exceeded the limit for this container or item.	1. Delete items that you don't need before adding this message.
	2. The message could not be deleted (and therefore could not be moved).	2. Check the file attributes to verify that the message can be deleted.
	3. The message is corrupt.	3. Verify that the message is not corrupt.  (Try to read the message.  If you see "Message cannot be read," the message is corrupt.  Notify your network administrator.)
Can't move item.	1. You exceeded the limit for this container or item.	1. Delete items that you don't need before adding this item.
	2. The item could not be deleted (and therefore could not be moved).	2. Check the file attributes to verify that the item can be deleted.
	3. The item is corrupt.	3. Verify that the item is not corrupt.  (Try to read the message.  If you see "Message cannot be read," the item is corrupt.  Notify your network administrator.)
Can't open address book.	1. System resources are too low to complete the current task.	1. Close windows and applications that you aren't currently using, then try again.
	2. Internal error accessing your address book.	2. Contact your network administrator.
Can't open this document or application.	1. System resources are too low to complete the current task.	1. Close windows and applications that you aren't currently using, then try again.
	2. The application was installed incorrectly.	2. Verify that the application was installed correctly.
Can't save message.	Systems resources are low.	Close windows and applications that you aren't currently using, then try again.
Can't save rule.	You have run out of space in your user directory.	Clear some space on the drive where your user directory resides, then try to save the rule again.
Can't save this file.	1. There is insufficient space or you don't have the appropriate access privileges to save this file.	1. Make space for the file by deleting files you no longer need, or use the Save As command to save the file to a location where there is space and where you have the appropriate access privileges.
	2. The file is corrupt, or there was an internal system error when you saved.	2. Try to save the file again.
Can't send message.	Internal error.	Contact your network administrator.
Can't send message because there are no recognized recipients.	You tried to send a message with no addresses.	Add addresses to the message and resend it.
Can't sort Address Book entries.	You tried to sort Address Book entries.	You can sort entries in the Mailbox, but not in the Address Book.
Can't sort messages.	Internal Error.	Contact your network administrator.
Can't spell check word.	Spell Check returned an error.	Save your message as a Draft, then exit Lotus Mail.  Restart Lotus Mail and try again.
Can't start search.	System resources are too low to complete the current task.	Close windows and applications that you aren't currently using, then try again.
Can't start the application.	1. No file association exists or the application you're trying to run is not installed properly.	1. Check the file association. If the association is valid, verify that the application you're trying to use is installed correctly.
	2. Lotus Mail can't load the application because of inadequate system resources.	2. Close windows and applications that you aren't currently using, then try again.
Can't store view information.	1. System resources are too low to complete the current task.	1. Close windows and applications that you aren't currently using, then try again.
	2. Internal Error.	2. Contact your network administrator.
Can't use this password.	Your password is too short or includes invalid characters.	Change your password. See Changing your password.
Can't view file. Incorrect File ID.	Internal Error.	Contact your network administrator.
Can't view this file. Problem initializing display window.	System resources are too low to complete the current task.	Close windows and applications that you aren't currently using, then try again.
Can't write to disk.	1. There is a disk error.	1. Run the Windows 95 ScanDisk program to verify the disk. (From the Windows 95 Start menu, choose Programs - Accessories - System Tools - ScanDisk.)
	2. There is insufficient space or you don't have the appropriate access privileges to save this file where it was previously saved.	2. Make space for the file by deleting files you no longer need, or use the Save As command to save the file to a location where there is space and where you have the appropriate access privileges.
Can't write to file due to insufficient disk space or access privileges.	There is insufficient space or you don't have the appropriate access privileges to save this file where it was previously saved.	Make space for the file by deleting files you no longer need, or use the Save As command to save the file to a location where there is space and where you have the appropriate access privileges.
Critical problem in Mailbox, shutting down.	Internal Error.	Contact your network administrator.
Due to event type of rule, the invoking rule can't be executed.	You ran a rule that includes an action that can't be carried out. For example, the rule might specify to run another rule. If the second rule runs only on startup, it won't be able to run, since Lotus Mail is already started.	Edit the rule. See Editing a rule.
Duplicate addresses not added to list.	You tried to add an address that is already in the list.	Don't add duplicate addresses.
Error in [service provider name].	This is an internal service provider error.	Contact your network administrator.
Failed to load resource DLL.	1. System resources are too low to complete the current task.	1. Close windows and applications that you aren't currently using, then try again.
	2. A program file was installed in the wrong location, not installed, or deleted.	2. Verify that Lotus Mail was installed correctly, or reinstall Lotus Mail.
[File name] can't be used as an archive name.	You entered an invalid name for a local archive.	Use a name that conforms to standard Windows file naming conventions. See Creating a new local archive.
[File name] exists. Replace existing file?	You entered a file name that already exists.	Determine whether you want to overwrite the file or rename it.
Folder [folder name] is missing. Can't run rule.	A rule is defined to search in a folder that has been deleted or renamed.	Do one of the following: • Create a folder using the name in the error message. See Creating a new folder • Edit the rule to look in another folder. Editing a rule. • Delete the rule. See Deleting a rule.
General failure.	Internal Error.	Restart Lotus Mail. If the problem occurs again, contact your network administrator.
Insufficient disk space.	You don't have enough disk space to complete the operation.	Delete files that you don't need.
Insufficient memory.	System resources are too low to complete the current task.	Close windows and applications that you aren't currently using, then try again.
Log-in attempt failed.  Can't open Mailbox.  Try again?	There is a network or Mailbox problem.	Verify your network connection. If the problem persists, contact your network administrator or Internet service provider.
Log-in attempt failed.  Can't open the default Mailbox.	Your profile is corrupted, or there was an internal error.	Contact your network administrator.
Log-in attempt failed.  No Address Book is associated with this profile.	Your profile is corrupted, or there was an internal error.	Contact your network administrator.
Log-in attempt failed.  Out of memory.	System resources are too low to complete the current task.	Close windows and applications that you aren't currently using, then try again.
Log-in attempt failed.  Try again?	1. You entered an invalid log-in name or password (or both).	1. Reenter your log-in name and password correctly.
	2. There was a network or Mailbox error.	2. Check your network connection. If the problem persists, contact your network administrator.
Maximum tree level exceeded - can't expand.	You have created more nested folders than Lotus Mail is capable of displaying.	Don't use the Expand All option. Instead, expand only those folders that you need to access.
Message cannot be read.	Your Mailbox is corrupt or you are experiencing a network failure.	Notify your network administrator.
[Message] has not yet been read.  It has either been deleted or moved to a place where it can no longer be tracked. No further notifications will be sent.	Your message was received, but was deleted or moved out of the Inbox without being read.	If necessary, resend the message.
No viewer available for this file type. or No viewer is registered for this object.	The file is not supported by a viewer.	Launch the attachment in its application, or view the file as an unrecognized format. See Launching an attachment or Viewing an unrecognized attachment format.
Path [file path] does not exist. Do you want to continue?	You specified a path (volume and file folder) that does not exist.	Verify that you have the correct path and perform the task again. If necessary, enter a different path, or create a folder to make the current path valid.
Previous move or delete action in rule has caused the message to no longer exist.  Can't run the rest of the rule.	You ran a rule with more than one action, one of which is to delete or move a message. There is at least one other action that can't be completed because the message it is supposed to act on has been deleted or moved.	Edit the rule and place the actions in the correct order.  See Editing a rule.
Replace list full, word not added.	You have filled the Replace All list.	Use Replace instead of Replace All.
Rule is missing. Can't run invoking rule.	You ran a rule that specifies to run another rule that doesn't exist. See Run rule rules action.	Edit the rule that is causing the error message, or create the rule that it needs to run. See Editing a rule  or Creating a new rule.
Search failed.	An error was encountered during a search.	You might have started a search while another search was still in progress. Make sure that no other searches are in progress.
Skip list full, word not added.	You have filled the Skip All list.	Use Skip instead of Skip All.
Some names could not be added to this Address Book.	The address you tried to add was invalid, or there is a problem with the post office.	Contact your network administrator.
Some names could not be added to this Mailing List.	The address you tried to add was invalid, or there is a problem with the post office.	Contact your network administrator.
Spelling errors were found, continue?	The automatic spell check found spelling errors in your message.	Correct the spelling or send the message as is. See Spell checking new messages automatically.
Stationery is missing. Can't run rule.	You ran a rule that uses a stationery message that doesn't exist.	Create the stationery message, or edit the rule. See Creating stationery  or Editing a rule.
The file could not be opened.	1. There is insufficient space or you don't have the appropriate access privileges to save this file.	1. Make space for the file by deleting files you no longer need, or use the Save As command to save the file to a location where there is space and where you have the appropriate access privileges.
	2. The file is corrupt, or there was an internal system error when you saved.	2. Try to save the file again.
The following recipient(s) could not be reached.	1. Some addresses in the message are incorrect.	1. Verify the addresses.
	2. There was an error at the recipient's Mailbox.	2. Contact your network administrator or Internet service provider.
The language library is the incorrect version for this application.  Please contact your cc:Mail administrator.	Internal Error.	Contact your network administrator.
The maximum cc:Mail address length of 126 characters has been exceeded.	You entered an address that was longer than 126 characters.	Use fewer optional address properties. See Creating an address.
The version of the Windows Messaging subsystem (MAPI) installed on your computer is not current.  You must upgrade MAPI before you can use this release of Lotus Mail.	You installed a version of Windows 95 that included an older version of MAPI.	Reinstall MAPI from your Lotus Mail installation disks or CD.
The viewer can't create the object. See your cc:Mail administrator.	Internal Error.	Contact your network administrator.
There are no recipients.	You sent a message with no recipients.	Add addresses to your message.
There is already stationery with this name.	You created stationery with the same name as an existing stationery.	Choose a different name, rename the existing stationery, or delete the existing stationery. See Editing stationery.
There is less than 2MB free disk space on this drive.  Make more space available or select another drive.	Disk space is low.	Delete files you don't need.
There is no application associated with the given file name extension.	No file association exists or the application you're trying to run is not installed properly.	Check the file association. If the association is valid, verify that the application you're trying to use is installed correctly.
There is not enough resource to create the viewer.	System resources are too low to complete the current task.	Close windows and applications that you aren't currently using, then try again.
There's already a folder at this level with this name.	You created a new folder, or renamed an existing folder, with a name of a folder that is already in the same nested level.	Give the folder a different name, or create a folder on a different level. See Creating a new folder  or Renaming a folder.
This file is corrupt.	You tried to open a corrupt file in the Viewer window.	Delete the file. Verify that you have the correct file.
This file is empty.	You tried to open an empty file in the Viewer window.	Verify that you have the correct file.
This file is password- protected or encrypted.	You tried to open a protected or encrypted file in the Viewer window.	Remove the password protection or encryption.
This information is required.	You tried to create an address or similar item without supplying required information.	Enter the required information and try again.
This name is not valid.	You specified an invalid file name.	Verify that you have the correct file name and enter it again.
Too many attachments. A cc:Mail message can include up to 19 attachments.	You attached too many files to the message.	Send two or more messages with the attachments. Depending on the type of attachment and the size of the message, you might not be able to include 20 attachments in one message.
Unable to delete from archive. Do you want to continue with the rule?	You ran a rule that includes an action to delete a message from a local archive. Messages can't be deleted from a local archive.	Edit the rule. See Editing a rule.
Unable to move from archive. Do you want to continue with the rule?	You ran a rule that includes an action to move a message from a local archive. Messages can't be moved from a local archive.	Edit the rule. See Editing a rule.
Unable to move or copy to source folder. Do you want to continue with the rule?	You ran a rule that moves or copies a message to the same folder it is being moved or copied from.	Edit the rule. See Editing a rule.
Unknown type of problem.	An unknown problem occurred while trying to view an attachment. The attachment might be corrupted.	Try to launch the attachment in its application, or ask the author to resend the attachment.
Unknown viewer problem.	An unknown problem occurred while trying to view an attachment. The attachment might be corrupted.	Try to launch the attachment in its application, or ask the author to resend the attachment.
You can't nest this folder - maximum level has been reached.	You tried to create more than 256 levels of nested folders.	Create the folder under a different folder.
You entered an incorrect login name.	You entered an incorrect Lotus Mail login name while creating a profile.	Verify that you have the correct login name.
You entered an incorrect password.	You entered an incorrect Lotus Mail password while creating a profile.	Verify that you have the correct password.
You entered the name of a user who has not logged on from this system.  This will create a new profile for this user.  Do you want to create a new profile?	You entered the name of a new user, or entered your name incorrectly.	Click OK to create a new profile, or reenter your name.
You must install the Windows Messaging subsystem (MAPI) before you can use cc:Mail.	You installed Windows 95 without installing MAPI.	Install the Exchange software from your Windows 95 CD-ROM or disks.
You must name a folder to save it.	You tried to create a folder with no name.	Enter a name for the folder.
You need a different version of the spell checker. See your cc:Mail administrator.	Lotus Mail can't find the correct spell check files.	Contact your network administrator to install the Lotus Mail spell checker.
Your account has been locked. See your cc:Mail administrator.	Several attempts were made to log in to Lotus Mail with your login name and an incorrect password.	Contact your network administrator.
Your [drive name] drive, where temporary files are created, is low on disk space.  This may cause some operations to fail.	Your temporary drive is full or nearly full.	Create more space on your temporary drive.  Exit Windows and delete files that you no longer need, then try again.
Your message did not reach some or all of the intended recipients.	1. Some addresses were incorrect.	1. Verify the addresses to which you sent the message.
	2. There was an error at the recipient's Mailbox.	2. Contact your network administrator.
Your password is either too short or has expired. You must change it.	Your password is too short or has expired.	Change your password. See Changing your password.
Your password has expired. You must change it.	Your password has expired.	Change your password. See Changing your password.
 See related topics


Overview: Maintaining Your Mailbox

Administration tools

Use these administration tools to maintain your Mailbox:

•	Use "Check Mailbox" to check the integrity of your Mailbox.

•	Use "Optimize Mailbox" to reconcile inconsistencies in your Mailbox and optimize your Mailbox files to free up space on your computer.

For instructions on using these tools, see Maintaining your Mailbox.

When to use the tools

For the best performance, use the administration tools on a regular basis, for example, every two months.

Using rules to automate maintenance

You can write a rule that automatically runs the Check and Optimize Mailbox tools on a schedule. To do so, use the Run Program rules action.

See Creating a new rule.

 See related topics


Maintaining your Mailbox

The administration tools run in a separate window.

Tip	If you plan on using Optimize, you don't need to use Check Mailbox first.

1.	Choose File - Tools - Check Mailbox to check your Mailbox for any problems.

2.	Choose File - Tools - Optimize Mailbox to reconcile inconsistencies in the Mailbox and optimize the Mailbox files to free up space on your computer.

3.	Report any error messages to your network administrator.

 See related topics


POP3 properties

Option	Meaning
POP3 Host	The name that identifies your Internet service provider (ISP) on the Internet. This name is typically based on the name of your ISP; for example, popd.ProviderName.com.
Login Name	Usually the same name that you use to log on to your ISP.
Password	Usually the same password that you use to log on to your ISP.
Leave original messages on server	When selected, leaves a copy of your messages on the server. See Leaving your messages on the server.
Delete originals after	Specifies how many days to wait before deleting copies of messages that have been downloaded. Available only if you leave messages on the server.
Never delete original messages	Specifies to never delete copies of messages that have been downloaded. Available only if you leave messages on the server.


Overview: Reporting problems to your network administrator

When you report a problem to your network administrator or Internet service provider, provide the following information:

•	Product name and release number

•	Type of hardware

•	Operating system and version number

•	Exact text of the message you received

•	What you were trying to do when you received the error

 See related topics


Sending large messages

When you send large messages, you can specify how Lotus Mail sends them by changing the message split size.

Tips

•	If your connection is unreliable and messages you send are frequently not received, try a larger size.

•	If you use a slower modem, try a larger size.

•	If your messages pass through servers or gateways that deliver messages based on priority or size, try a smaller size.

1.	Choose File - Tools - Services.

2.	Select "Lotus Mail Internet Transport."

3.	Click Properties.

4.	Select "Split messages I send over specified size."

5.	Specify the maximum size.

Note	The default size is 256000 bytes and the minimum size is 30720 bytes. The maximum size is 4294967295 bytes.

6.	Click OK to close the Internet Configuration Properties dialog box.

7.	Click OK.

 See related topics


SMTP properties

Option	Meaning
SMTP host	The unique name that identifies a computer on a network. The SMTP host sends your e-mail. This name is usually similar to your POP3 host name. For example, if your POP3 host name is "popd.provider.com," your SMTP host name is usually "smtp.provider.com."


Where is my new mail?

If you log in to Lotus Mail and don't see any new messages, you probably do not have an automatic connection enabled. Connecting automatically is disabled by default. See Connecting automatically.


Action bar, defined
Action bar

A row of icons at the top of the Mailbox and other windows. The icons are for the most common tasks for each window.


Address book, defined
Address book

A directory of addresses and mailing lists.


Address Book dialog box, defined
Address Book dialog box

To open the Address Book dialog box, choose Actions - Address.

Use the Address Book dialog box to address messages. You have the following options:

•	Select names from your Personal Address Book

•	Address to a mailing list


Address book pane, defined
Address book pane

The pane that lists address books in the Address Book window. (If you use more than one service provider, you might have more than one address book.)


Address Book window, defined
Address Book window

To open the Address Book window, choose Window - Address Book.

The Address Book window is a container for addresses and mailing lists. Use this window to manage your Personal Address Book and to create mailing lists.

To add addresses to a message, use the Address Book dialog box.


Address box, defined
Address box

Use the Address box to enter an address in a message.


Address container, defined
Address container

A place for storing addresses, for example, your Personal Address Book.


Address, defined
Address

The unique identifier of a person to which you can send e-mail.


Address list pane, defined
Address list pane

The pane that lists addresses in the Address Book window.

The address list pane presents several columns of information. You can drag the pane separator to adjust the size of the pane.


Address mode, defined
Address mode

The address mode defines how a recipient is addressed.

•	Use "To" for recipients who are directly involved in the message.

•	Use "cc" for recipients who should know about the message.

•	Use "bcc" to send the message without the recipient's name appearing in other recipients' messages.

Return receipts are not returned when a message is sent to cc or bcc addresses.


All Documents folder

Use the All Documents folder to see a list of all the messages and rules in your Mailbox. The Folders column shows the folder that the message is contained in.


APOP, defined
APOP

A method of encrypting passwords sent over the Internet. APOP ensures that other users cannot learn your password by intercepting your messages.


Application, defined
Application

A computer program used for a specific type of work.

Examples of applications include Lotus Mail, for e-mail; Lotus Notes, for workgroup information sharing; and Freelance Graphics, for creating and displaying presentations.


Application icon, defined
Application icon

The small picture that represents an application on your system.


Arrow keys, defined
Arrow keys

The four keys on the keyboard containing arrows pointing up, down, left, and right (↑, ↓, →, or ←).

You can use these keys to navigate around the elements in dialog boxes and windows.


ASCII, defined
ASCII

American Standard Code for Information Interchange.

A world-wide standard for the codes used by computers to represent common letters and numbers.


Aspect ratio, defined
Aspect ratio

The proportion of a picture's width and height. A 2 x 1-inch rectangle has an aspect ratio of 2:1.


Attachment, defined
Attachment

A file that is sent along with message.

You can attach almost any type of file to a message, including a text file, a compressed file, or a program file. You can save an attachment to a disk.


AT commands, defined
AT commands

Standard commands used by Hayes-compatible modems to control how a modem functions.


bcc, defined
bcc

When addressing a message, choose bcc to send the message as a blind copy. A blind-copy address does not appear in the other recipients' messages.

A return receipt is not returned when a message is sent to a blind-copy address.

See also cc.


Bitmap, defined
Bitmap

A computer graphic format based on pixels (the dots that make up a computer screen image). A line in a bitmap is a row of pixels.

See also vector graphics.


Bold text, defined
Bold text

Text that is darker than normal text. This is bold text.


cc, defined
cc

When addressing a message, choose cc to send the message as a copy.

Return receipts are not returned on copied messages.

See also bcc.


Check box, defined
Check box

A small box next to an option in a dialog box.

You select or deselect a check box option by clicking it. You can select any number of check boxes in a group. Selected options have a check in the box.


Clipboard, defined
Clipboard

A temporary storage location you use to transfer information between documents, including documents created with different applications. For example, you can copy text from a word processor to the Clipboard, and then paste it into a message.

Cutting or copying information to the Clipboard replaces the current contents of the Clipboard.


Collapse, defined
Collapse

Hide the subordinate items in a list. For example, you can collapse a list of folders so that you see only the top-level folder.


Column separator, defined
Column separator

The vertical line between column titles at the top of some list panes. Use a mouse to drag a column separator and change the width of a column.


Comparison factor, defined
Comparison factor

Comparison factors help focus a search. For example, you can search for a message that contains the word "meeting" in the subject. In that case, the comparison factor is "contains." A similar comparison factor is "does not contain."

Comparison factors change to match the component you're searching for. For example, when you're searching for a message of a specific priority (Normal, Urgent, Low), the comparison-factor can be either "is" or "is not."  Since a priority cannot contain anything, "contains" cannot be a comparison factor for priority.


Condition, defined
Condition

Use conditions to do the following:

•	To focus a search; for example, to search for a message by a specific author.

•	To specify which messages a rule acts on, for example, a rule that copies all messages by a specific author to a folder.

A condition has three parts:

•	The message component; for example, a subject.

•	The comparison; for example, "contains" or "does not contain."

•	The setting to match; for example, a word in the subject.

For example, you could search for a message by specifying any of the following conditions:

Subject contains "golf"

Author contains "Valentine"

Date is before 6/30/1996


Connect, defined
Connect

To connect to your Internet service provider, choose Actions - Deliver Mail.


Container, defined
Container

An area for storing messages, for example, the Inbox. Messages are stored in several containers; these containers are displayed in the folder pane


Dialog box, defined
Dialog box

Contains buttons and options used for completing a command. For example, when you print, you use a dialog box to specify how many copies you want to print.

You close a dialog box by clicking OK or Cancel, or by pressing ESC. You move a dialog box by dragging its title bar.


Double-click, defined
Double-click

Quickly press and release the left mouse button twice to perform an action. For example, to open a message from the Inbox, double-click the message.

Note	If you're left-handed, use the Windows Control Panel, or your mouse setup software, to reset your mouse so that you double-click the right mouse button.


Download, defined
Download

To copy a message or a file to your computer from a remote location. For example, when you connect, messages are downloaded from your Internet service provider's server to your computer.


Drafts folder, defined
Drafts folder

You can save a message in the Drafts folder instead of sending it. You can then reopen the message later to complete it.


Drag and drop, defined
Drag and drop

Move or copy messages or addresses to another location by using the mouse.

To drag and drop an item, position the mouse pointer over the selection, press the mouse button, drag the mouse pointer to the new location, and release the mouse button.

There are many ways to use drag and drop, for example:

•	Drag an address from an address book to a message

•	Drag a file from a Windows folder to a message

•	Drag a message to a folder or to a local archive

•	Drag an address from one message to another


Enable a rule, defined
Enable a rule

You can enable or disable any rule at any time. When a rule is disabled, it does not run, even if it is set to run automatically.


Expand, defined
Expand

Show the subordinate items in a hierarchical list, for example, show all the folders nested in a folder.


File association, defined
File association

Establish a connection between a file and an application so that you can open the file without starting the associated application first.


File extension, defined
File extension

The last three letters of a file name, following the period.  For example, the file extension for Name.txt is "txt."

File extensions usually indicate a type of file. For example, text files usually have the file extension "txt."


Folders container, defined
Folders container

Use folders as a personal filing system for storing messages.

When you expand the Folders container, the names of all of your folders appear below it. Some folders might contain nested folders within them.


Folder, defined
Folder

Folders provide a filing system for storing messages.

See also local archive.


Folder pane, defined
Folder pane

The folder pane displays message containers, for example, the Inbox, folders, and so forth.


Font, defined
Font

The text properties that define the appearance of the text, for example, the size of the text.


Forwarding history, defined
Forwarding history

The forwarding history includes information about the message being forwarded, for example, the subject, author, and creation date.

To see the forwarding history of a message, select the message in the message list pane and choose File - Properties. Then click History.


Forward message separator, defined
Forward message separator

A line in a forwarded message that separates the original message from comments that you add.


FTP, defined
FTP

File Transfer Protocol. A type of application used for transferring files on the Internet.


Glossary

Click a term to see a definition. Click a letter in the alphabet bar to go to a particular letter or use the scroll bar to view additional terms.

A

Action bar

Address

Address book

Address Book dialog box

Address book pane

Address Book window

Address box

Address container

Address list pane

Address mode

All Documents folder

APOP

Application

Application icon

Arrow keys

ASCII

Aspect ratio

AT commands

Attachment

B

bcc

Bitmap

Bold text

C

cc

Check box

Clipboard

Collapse

Column separator

Comparison factor

Condition

Connect

Container

D

Dialog box

Double-click

Download

Drafts folder

Drag and drop

E

Expand

F

File association

File extension

Folder

Folder pane

Folders container

Font

Forwarding history

Forward message separator

FTP

G

Guide Me

H

Help

Hexadecimal

Highlighting

I

Inbox

Insertion point

Internet

Internet Directory

Internet service provider

J

Jump

K

Keyboard shortcut

L

LAN

Landscape mode

Launch

LDAP

List box

List pane

List view

Local archives

M

Mailbox

Mailing list

Mail thread

MAPI

Margin

Maximize button

Menu

Menu bar

Message

Message container

Message header

Message list pane

Message text

Message text pane

Message window

MIME

Minimize button

Modem

Mouse pointer

N

Network administrator

Node address

O

OLE

Operating system

Option button

Outbox

P

Pane

Pane separator

Path

Personal Address Book

Pica

PKZIP

Point

POP3

Portrait mode

Preview pane

Priority

Profile

Q

Quick addressing

Quick search

R

Reply message separator

Restore button

Return receipt

Rich text

Rule

Rule Engine

Rules folder

Rule window

Run time

S

Save as file

Scroll bar

Select

Sent Mail folder

Server

Service provider

Simple Internet Address Book Provider

SmartIcons

SMTP

Stationery

Status bar

Store

Subject box

T

Task bar

TCP/IP

Title bar

Title bar icon

Tools menu

Transport service

Trash folder

U

Undo

URL

User preference

V

Vector graphics

W

WAN

Window

Window pop-up menu

World Wide Web

X, Y, Z

X.400


Guide Me, defined
Guide Me

Help topics that present information on the current task. To use Guide Me, press F1 while viewing any window or dialog box.


Help, defined
Help

Online information you can display while you work in Lotus Mail.

You can get Help in the following ways:

•	Press F1

•	Choose a command in the Help menu

•	Click the Help button in dialog boxes


Hexadecimal, defined
Hexadecimal

A base-16 numbering system often used by programmers when working with computer data.


Highlighting, defined
Highlighting

Calling attention to message text by changing its color. You can use highlighting to distinguish your comments when replying to or forwarding a message.


Inbox, defined
Inbox

The Inbox stores the messages you receive.

To open the Inbox, choose Window - Mailbox.

To read a message in the Inbox, double-click it.


Insertion point, defined
Insertion point

A blinking, vertical line that indicates where the next character you type will appear, or shows the endpoint of the current selection.


Internet, defined
Internet

A world-wide network of computers, based primarily on TCP/IP. You can send e-mail from to any Internet e-mail address.


Jump, defined
Jump

Many Help topics contain jumps to related Help topics. Jumps appear as green text (gray on a monochrome system) with an underline. Wherever you see a jump in Help, you can click it to get more information.


Keyboard shortcut, defined
Keyboard shortcut

A combination of keys you can press instead of choosing a command from a menu or dialog box. For example, CTRL+S saves a message to the Drafts folder.


Landscape mode, defined
Landscape mode

Printing with the top of the document along the long edge of the paper.


LAN, defined
LAN

Local area network. A group of computers connected together. Computers on the same LAN can share files and programs.


Launch, defined
Launch

To start an application.

You can launch an application by double-clicking an attachment in a message. For example, if you double-click a bitmap attachment, you launch a bitmap editing program such as Paintbrush.


LDAP, defined
LDAP

Lightweight Directory Access Protocol.  A method of searching for and organizing addresses on the Internet.

An LDAP address is a collection of attributes that serve to identify the address as a unique entity on the Internet.  Each of the entry's attributes has a type and one or more values. For example, the "mail" attribute might contain the value "jvalentine@silver.com."

LDAP addresses are arranged in a structure that reflects political, geographic, and/or organizational boundaries. For example, you can search for addresses in a particular country, state, company, department, and so forth.


List box, defined
List box

A list of choices in a dialog box. A list box may include a scroll bar.


List pane, defined
List pane

The lower part of some windows, where messages, addresses, or rules are listed.


List view, defined
List view

A customized view of an address list or message list. For example, you can create a list view of the Inbox message list that displays only those messages with a specific subject.


Local archive, defined
Local archive

Use local archives for long-term storage of messages on your hard disk. You can create as many local archives as your hard disk can hold.

You can copy and move messages between local archives and other folders. You cannot delete or move messages from local archives.

See also folder.


Mailbox, defined
Mailbox

To open the Mailbox, choose Window - Mailbox.

The Mailbox includes your Inbox and all other folders and local archives used for storing messages.


Mailing list, defined
Mailing list

A list of addresses. You use a mailing list to send messages to groups of people, such as "Sales Managers."


Mail thread, defined
Mail thread

A group of related messages that includes:

•	The original message

•	Replies to the original message

•	Replies to the replies

To see threads, choose View - Group Replies with Original. If the command is disabled, choose View - Design List View and add the column Group replies with Original.

Note	Message threading only supports messages sent from certain e-mail applications. If one or more messages in a thread were sent from an e-mail program that does not support message threading, the messages will not be displayed.


MAPI, defined
MAPI

Message Application Programming Interface. The standard messaging software underlying many e-mail applications.


Margin, defined
Margin

The left or right border of message text. You can change the margins by dragging the triangles on the ruler, or by choosing Text - Margins.


Maximize button, defined
Maximize button

Click Maximize to enlarge a window to its largest possible size.

When a window is maximized, the Maximize button is replaced by the Restore button.


Menu bar, defined
Menu bar

Use the menu bar to access menus. Each menu includes commands. For example, you use the File menu to save and print messages.


Menu, defined
Menu

A list of actions, or commands, that you choose from the menu bar at the top of a window.


Message container, defined
Message container

A place where messages are stored. Message containers include the Inbox, the Drafts folder, the Sent Mail folder, the Trash folder,  folders, and local archives.


Message, defined
Message

The basic unit of exchange in e-mail programs. A message can include text, graphics, spreadsheets, and other types of attached files.


Message header, defined
Message header

Information about a message, for example, the author, subject, recipients, and priority. The message header appears above the message text.

When you print a message, you can choose whether to include the message header.


Message list pane, defined
Message list pane

The message list pane lists the messages stored in a container, for example, the Inbox, the Drafts folder, and so forth. You can read, reply to, forward, print, and store messages from the message list pane.

The message list pane shows several columns of information about each message and can be sorted by any column.


Message text, defined
Message text

The body of your message. You can format text (change the fonts, indents, and margins), edit text, find and replace text, and spell check text.


Message text pane, defined
Message text pane

The lower part of a message window where the contents of the message is displayed. The message text pane can contain message text, attachments, and embedded OLE objects.


Message window, defined
Message window

A window used to create or read a message. You can have multiple Message windows open at the same time.

To open a Message window, choose Create - Message.


Minimize button, defined
Minimize button

Click Minimize to reduce a window to an icon.


Modem, defined
Modem

A hardware device used for converting data from your computer to data that can travel on telephone lines. You can use a modem to connect to your Internet service provider.

There are several types of modems, for example:

•	An external modem is a free-standing device connected to your computer by a serial cable

•	An internal modem is a circuit board installed inside your computer

•	A PCMCIA modem is a modem on a credit-card sized circuit board that you can snap in and out of your computer

•	A wireless modem uses radio waves instead of phone lines


Mouse pointer, defined
Mouse pointer

The small picture on the screen that follows the movements of the mouse. The mouse pointer changes shape to indicate the kind of action that you can perform or that you are currently performing.

For example, the mouse pointer looks like an arrow when you can click something, and it looks like a text insertion point when you can enter text in a message.


Network administrator, defined
Network administrator

The person who manages your network and Internet connections, updates, and problem-solving. If you connect to an Internet service provider in an office environment, your network administrator should know how to connect your computer to the Internet.


Node address, defined
Node address

A number or combination of numbers and letters that uniquely identify your computer on a network. A node address is sometimes called an IP address.

A TCP/IP node address looks like this:

127.33.1.11

A NetWare SPX node address looks like this:

5000514.609cb1359b


OLE, defined
OLE

Object Linking and Embedding. An OLE data object maintains a live link to its original application even when it is placed in another type of file. For example, you can embed a Lotus 1-2-3 OLE spreadsheet in a message, update the spreadsheet in Lotus 1-2-3, and the changes will be included in the spreadsheet embedded in your message.

Lotus Mail supports OLE 2.0.


Opening a message

1.	In the Mailbox, click a message container, for example, the Inbox.

2.	Double-click the message that you want to read.


Operating System, defined
Operating System

The underlying software platform that your computer uses, for example, Windows 95.


Option button, defined
Option button

A circle next to an option in some dialog boxes. You can select only one option. The selected option button is filled in.


Outbox, defined
Outbox

The Outbox stores the messages that you've sent until you're ready to connect to your Internet service provider. When you connect, the messages are delivered from the Outbox to the recipients.


Pane, defined
Pane

A resizable area in a window.

Panes are divided from each other by a pane separator which you can drag to resize the panes.

For example, the Mailbox window contains the following panes:

•	The folder pane, which shows the folders and other message containers in your Mailbox.

•	The message list pane, which shows the messages stored in a container.


Pane separator, defined
Pane separator

Use pane separators to resize panes in a window. To resize a pane, drag the pane separator to the left and right, or up and down.


Path, defined
Path

The volume (drive) and folder where a file is located.

Examples:

•	The path for a file stored on the C: drive in the "Letters" folder is:

C:\Letters

•	The path for a file stored on the D: drive in the "Home" folder, which is contained in the "Letters" folder is:

D:\Letters\Home


Personal Address Book, defined
Personal Address Book

An address container for your personal use.

Use your Personal Address Book for the following tasks:

•	Creating new addresses, for example, Internet addresses.

•	Creating and editing mailing lists.


Pica, defined
Pica

A unit of measurement for formatting text. A pica is approximately 1/6 of an inch.

Picas are typically used for specifying the amount of space between lines of text and between paragraphs.


Pixel, defined
Pixel

A dot of light that displays on a video monitor. The images on your monitor are made of pixels.


PKZIP, defined
PKZIP

A popular file compression program. Compressed files are faster to send and use less disk space.


Point, defined
Point

A unit of measurement for the height of text characters. There are 72 points in an inch. Most text is between 8 and 12 points in height.


Portrait mode, defined
Portrait mode

Printing with the top of the document along the short edge of the paper.


Preview pane, defined
Preview pane

A pane in the Mailbox that displays the first few lines of text in a message without opening the message.

To open the preview pane, choose View - Show Preview Pane.


Priority, defined
Priority

The message priority (Urgent, Normal, or Low) shows recipients how important a message is.

To change the message priority, click Priority while creating a message.


Profile, defined
Profile

Your enter a profile name whenever you start Lotus Mail. Your profile includes the following information:

•	Your Lotus Mail user name

•	Your Lotus Mail password

•	Your Internet service provider user name

•	Your Internet service provider password

•	Your POP3 and SMTP host names or IP addresses


Quick addressing, defined
Quick addressing

When you enable quick addressing, addresses are filled in automatically as you type them into the Address box. Lotus Mail fills in an address only when you have entered enough characters to match a unique name.

For example, if there is only one name beginning with "R," that address is entered as soon as you type "R." If there are several names starting with "R," you need to keep typing until Lotus Mail can match a unique name.

See Enabling quick addressing.

You can choose to enable or disable quick addressing.


Quick search, defined
Quick search

A fast way to find messages and addresses. To use quick search, place the insertion point anywhere in a message or address list and type the first letters of the item you want to find.


Reply message separator, defined
Reply message separator

A line of text in a reply message that separates the original message from the comments that you add.


Restore button, defined
Restore button

Click Restore to restore a window to its previous size.


Return receipt, defined
Return receipt

A receipt is a notification that a message you sent has been read by the recipient. A receipt is returned if the recipient does any of the following:

•	Opens the message

•	Previews the message

•	Deletes the message

Receipts are not returned from recipients who received a copy (cc or bcc).


Rich text, defined
Rich text

Text formatting that supports multiple fonts, margins and indents, and embedded graphics.


Rules folder, defined
Rules folder

The Rules folder includes all of your rules. To edit a rule, double-click it in the Rules list.


Rule, defined
Rule

A set of instructions that automates a task. When you create a rule, you specify an event that triggers an action. Some popular rules include:

•	Send a reply automatically when you receive a message.

Event: On receiving message

Action: Send reply (for example, "I'm on vacation.")

•	Store messages from a specific author in a folder.

Event: On receiving message from specific author

Action: Move message to folder

•	Send a message when you start Lotus Mail.

Event: On startup

Action: Send message (for example, "I'm in the office.")


Rule Engine, defined
Rule Engine

An application that runs rules. For example, if you have a rule that moves messages from your Inbox to a folder, the Rule Engine is responsible for running that rule.

If you don't use rules, you can save memory resources by disabling the Rule Engine.

Notes

•	When the Rule Engine is disabled, you can still use rules that run manually and when sending a message.

•	To enable the Rule Engine, restart Lotus Mail.

To disable the rule engine, double-click the Rule Engine icon in the Windows 95 task bar.


Rule window, defined
Rule window

Use the Rule window to create and edit rules.

To open the Rule window, choose Create - Rule.


Run time, defined
Run time

An event that starts a rule, for example, a message arriving in the Inbox.


Save as file, defined
Save as file

Copy a message or attachment to a disk.


Scroll bar, defined
Scroll bar

	Use scroll bars to view information that is displayed outside of the window borders. You can scroll the contents of a window by clicking the arrows or dragging the scroll box. You can scroll one screen at a time by clicking the scroll bar above or below the scroll box.


Select, defined
Select

You select an item when you want to do something with that item. For example, when you want to delete a message, you select the message and choose File - Delete.

To select one item in a list

Click the item.

To select a range of consecutive items in a list

1.	Click the first item.

2.	Hold down SHIFT and click the last item in the group that you want to select.

To select several nonsequential items in a list

1.	Click the first item.

2.	Hold down CTRL and click each additional item that you want to select.

Selecting text

To select text, click and hold the mouse pointer at the beginning of the text you want to select, and drag the pointer to the end of the selection. When you release the mouse button, the text is selected.

Selecting an attachment

To select an attachment, click it.


Sent Mail folder, defined
Sent Mail folder

Use the Sent Mail folder to automatically store copies of messages that you send.


Server, defined
Server

A computer that handles the sending and receiving of your messages. When you connect to send or receive, you make a connection to the server computer. Your server is typically your link to the Internet.


Service provider, defined
Service provider

The underlying software that an e-mail application runs on.

A mail service provider supplies one or more of the following services:

•	Storing messages

•	Sending and receiving messages

•	Storing addresses


SmartIcons, defined
SmartIcons

SmartIcons® are buttons you can use as shortcuts for commands. You can change their size and specify which ones are displayed.

To use a SmartIcon, click it.

To find out what  a SmartIcon does, place your mouse pointer over it.


Stationery, defined
Stationery

Use stationery as templates for types of messages that you send frequently, such as status reports, meeting minutes, and so forth.

You can include any kind of message information in your stationery, such as recipients, a subject, message text, priority, and attachments.


Status bar, defined
Status bar

Use the status bar to find information about your current session.


Store, defined
Store

Move or copy a message to a folder or local archive.


Subject box, defined
Subject box

Use the Subject box to enter the subject of the message.

Although entering a subject is optional, it will help your recipients when they read their e-mail.

Tip	You can use as many characters in the subject as you want, but recipients can only see the first 62 characters.


Task bar, defined
Task bar

A row of icons displayed at the top of the screen. Each icon opens a window or starts a command.


TCP/IP, defined
TCP/IP

Transmission Control Protocol/Internet Protocol. A standard method of distributing data on a network. The Internet is based primarily on TCP/IP.


Title bar, defined
Title bar

The title bar contains the name of the application. It may also contain the name of the active window, for example, "Mailbox."


Title bar icon, defined
Title bar icon

Click the title bar icon to open the window pop-up menu. Use the window pop-up menu to close , move, or resize windows.

The title bar icon changes to reflect the window type. For example, a Message window displays a document icon.

Tip	You can also open the window pop-up menu by clicking the right mouse button in the title bar.


Tools menu, defined
Tools menu

To display the Tools menu, choose File - Tools.

Use the Tools menu for the following tasks:

•	Setting user preferences

•	Customizing SmartIcons

•	Changing your password

•	Changing how often you're notified of new messages

•	Maintaining your Mailbox using Check Mailbox and Optimize Mailbox


Transport service, defined
Transport service

The part of an e-mail service provider that transmits and receives messages.


Trash folder, defined
Trash folder

The Trash folder stores messages that you delete. You can then access the messages later if you decide that you need them after all.


Undo, defined
Undo

A command used for negating the effects of the previous command. For example, if you delete text in a message, Undo will bring the text back.


URL, defined
URL

Uniform Resource Locator.  A standard method of identifying an object on the Internet. URLs are used on the World Wide Web to access Web sites. A typical URL looks like this: http://www.lotus.com.


User preference, defined
User preference

Use preferences to customize how Lotus Mail works. For example, you set preferences to set the display font for Lotus Mail windows, and choose which window to display when you start Lotus Mail.

To set user preferences, choose File - Tools - User Preferences.


Vector graphics, defined
Vector graphics

A graphics file wherein images are defined by mathematic formulas. For example, a line in a vector graphic is defined by the coordinates of its two end points. Contrast with a bitmap graphic, where images are defined by the placement of individual dots.


WAN, defined
WAN

Wide area network. A large network of connected computers, usually composed of smaller local area networks (LANs).


What is the Rule Engine?

The Rule Engine is a small application that runs rules. For example, if you have a rule that moves messages from your Inbox to a folder, the Rule Engine is responsible for running that rule.

If you don't use rules, you can save memory resources by disabling the Rule Engine.

Notes

•	When the Rule Engine is disabled, you can still use rules that run manually and when sending a message.

•	To enable the Rule Engine, restart Lotus Mail.

To disable the rule engine, double-click the Rule Engine icon in the Windows 95 task bar.


Window, defined
Window

A rectangular area of the screen where menus, icons, and messages are displayed.  Windows have standard controls, such as scroll bars, a minimize button, and a maximize button.


Window pop-up menu, defined
Window pop-up menu

Use the window pop-up menu to resize and close windows.

To open the window pop-up menu, click the title bar icon in the top left corner of the window.


World Wide Web, defined
World Wide Web

The collection of information that is distributed on a Web server and viewed using a Web browser.  See also URL.


X.400, defined
X.400

A set of communication standards for e-mail services provided by data networks. X.400 is widely used in Europe and Canada.


Active period options

Option	Result
Always	You can run the rule at any time.
From	You can run the rule only within the time period you specify.


Details: Adding "Rule:" to the subject when a rule sends a message

Use this option if you use rules to send messages.

If you add "Rule:" to the subject of rule-created messages, other users can exclude rule-created messages from their own auto-response rules. This prevents a looping situation in which the rules of two users continuously generate messages back and forth.

See Example: Reply to messages based on date received.

 Go to procedure

 See related topics


Adding "Rule:" to the subject when a rule sends a message

1.	Choose File - Tools - User Preferences.

2.	Click Rules in the Preference list.

3.	Select "Prefix Subject with Rule: when rule sends message."

4.	Click OK.

 See details

 See related topics


Add recipient rules action

The Add recipient action adds a recipient to each message you send that matches the specified conditions.

When the Add recipient action is available

The Add recipient action is only available "On sending message."

Adding one recipient

Specify the address mode and type the recipient's name.

Tip	Use ↑ and ↓ to scroll through names.

Adding multiple recipients

To add multiple recipients, press ENTER and add another recipient.

You can add multiple recipients at one time by using the Add recipient via stationery action.


Add recipient via stationery rules action

The Add recipient via stationery action adds recipients to each message you send that matches the specified conditions. Recipients are copied from an existing stationery message.

When the Add recipient via stationery action is available

The Add recipient via stationery action is available only "On sending message."

Adding one recipient

Use the Add recipient action to add a recipient whose address is not in a stationery message.

Creating a stationery message

You must prepare the stationery message that includes the recipients before you use this action. See Creating stationery.


Alert rules action

The Alert action displays an alert dialog box containing text that you specify.

Note	You must provide text or the Alert action will not be saved with the rule.

When the Alert action is available

The Alert action is available for all run times.


Overview: Automating tasks with rules

What can I use rules for?

Use rules to automate many  tasks and to manage your messages. Some common uses for rules include the following:

•	Automatically file your incoming messages in specific folders.

•	Notify you whenever you receive a message from a particular sender.

•	Automatically send a prepared message to anyone who sends you mail while you're on vacation.

To automate a task, you choose a rule action:

Task	Rule action
Copy or move messages to a folder or local archive	Copy to Move to
Automatically reply to messages you receive	Reply using a stationery message
Automatically store messages you send	Store to
Automatically add recipients to messages you send	Add recipient Add recipient via stationery
Automatically forward messages you receive	Forward Forward using recipients from stationery
Automatically send a message	Send a stationery message
View, launch, and save attachments	Open in window Launch attachments Save attachments in
Print messages	Print
Delete messages	Delete
Specify how rules are run	Alert Beep  Confirm
Mark messages as read	Mark as read
Run other rules and programs	Run rule Run program Log out
Examples

 Move old messages to an archive

 Move specific incoming messages

 Reply to and forward specific messages

 Reply to messages based on date received

 Reply to messages based on subject

 Send a message at startup

 Store specific messages and display alert

 Store specific outgoing messages

Creating rules

For an overview of creating a rule, see Overview: Creating a rule.

To create a rule, see Creating a new rule.

Disabling the Rule Engine

If you don't use rules, you can save memory resources by disabling the Rule Engine.

Notes

•	When the Rule Engine is disabled, you can still use rules that run manually and when sending a message.

•	To enable the Rule Engine, restart Lotus Mail.

To disable the rule engine, double-click the Rule Engine icon in the Windows 95 task bar.

 See related topics


Beep rules action

The Beep action plays a beep sound.

When the Beep action is available

The Beep action is available for all run times.


Confirming that you want to delete a rule

1.	Choose File - Tools - User Preferences.

2.	Click Rules in the Preference list.

3.	Select "Confirm to delete a rule."

4.	Click OK.

 See related topics


Confirming that you want to run a rule

1.	Choose File - Tools - User Preferences.

2.	Click Rules in the Preference list.

3.	Select "Confirm to execute a rule."

4.	Click OK.

 See related topics


Confirm rules action

The Confirm action displays a confirmation dialog box with text that you specify. The dialog box also contains Yes, No, and Cancel buttons so that you can confirm that you want to run the rule.

•	To cancel the current rule and run the remaining rules, click No.

•	To cancel the current rule and the remaining rules, click Cancel.

Note	You must provide text or the Confirm action will not be saved with the rule.

When the Confirm action is available

The Confirm action is available for all run times.

Statements in a Confirm rule

A rule with a Confirm action usually has at least two statements:

•	Display the confirmation alert.

•	Specify one or more additional actions to perform if you click Yes.


Copy to rules action

The Copy to action copies each message that matches the specified conditions to the location that you specify.

When the Copy to action is available

The Copy to action is available for all run times except "On sending message."


Details: Creating a new rule

Refining the search location

•	To select all folders, select "All Folders."

•	To select a single folder, select the folder in the list and then select Nonrecursive.

•	To select a folder and all the folders it contains, select the folder in the list and select Recursive.

Some rules don't need conditions

You might not need to indicate conditions.  For instance, you might want an action to occur whenever a message is received, without testing new messages for any specific conditions.

Testing the new rule

When you test a rule, it searches in the specified containers, applies the specified conditions, and displays a list of messages that passed the test. The actions specified for these rules are not performed during the test.

You can test the following types of rules:

•	Rules that run when you start Lotus Mail or exit from Lotus Mail

•	Rules that run on a schedule

You can't test rules that are triggered by messages ("On receiving a message," or "On sending a message"), or rules that are defined without search locations.

Running the new rule immediately

You can immediately run any rule defined to run "On startup" or "On exit."

You cannot run a rule immediately if it is defined to run "On sending message" or "On receiving message." In these cases, you have to send or receive a message to run the rule.

 Go to procedure

 See related topics


Creating a new rule

1.	Choose Create - Rule.

2.	In the "Description" box, type a brief description of your rule.

3.	Select Enabled to enable the rule.

Tip	You can disable a rule at any time.

4.	Select when to run the rule.

 Options

5.	Define the active period for the rule.

 Options

6.	Click the What to Do tab to continue creating the rule.

7.	Select a search location from the "Find messages in" box.

Tip	Depending on what your rule does, it might not require search locations.

8.	Use the menus in the "With conditions" box to define the conditions you want to apply to this rule.

•	To add more than one condition, press ENTER.

•	To delete a condition, select it and choose Edit - Clear.

 Tips for entering conditions

9.	Select an action from the "Actions to perform" box.

See Rules actions.

10.	(Optional) Choose Rules - Test Rule to test the rule.

or

(Optional) Choose Rules - Run Rule to immediately run the rule.

11.	Choose Rules - Save Rule.

The new rule appears in the rules list.

 See details

 See related topics


Overview: Creating a rule

About creating a rule

When you create a rule, you specify what the rule does, when it runs, and which messages it acts on.

What do I want the rule to do?

Just about all basic mail tasks can be run with rules: storing messages, searching for messages, deleting, even replying to and forwarding messages. The actions that you can define vary according to the purpose of the rule. For example, a rule that works with messages will have actions that apply to messages (delete, store, reply, and so forth).

See Overview: Automating tasks with rules.

Tip	With some actions, you need to prepare ahead of time before you create the rule. For example, if the rule is going to store messages in a folder, make sure the folder already exists.

When do I want the rule to run?

Rules can run automatically, for example, when you start Lotus Mail, or when you exit from Lotus Mail. For example, if you're creating a rule that automatically deletes messages, you probably want the rule to run when you exit.

Rules can also be run manually. For example, you might have a rule that sends a pre-defined message, but there is no specific time you want to send it.

You can also define an active period for the rule. For example, you can run a rule only on certain days of the week, or for a week while you're on vacation.

No matter when you specify a rule to run, you can always disable it and enable it at any time.

What do I want the rule to act on?

Many rules search for messages. You can search in the Inbox, and in any folder or local archive.  For example, you can search for the subject "Stock price" in any message in any folder, or only in a specific folder.

How specific should the rule be?

You can set up a number of conditions that need to be met before a rule can run. For example, a very focused rule might require the messages it acts on to meet the following conditions:

"All messages in the Inbox, received before a certain date, sent by a specific person about a certain subject, that do not exceed a certain size."

For more information, see Tips for entering conditions.

Editing a rule

You can always edit a rule to change any of its components.

See Editing a rule.

 See related topics


Delete rules action

The Delete action deletes messages that match the specified conditions.

When the Delete action is available

The Delete action is available for all run times except "On sending message."

Note	A delete action should always follow any other actions that affect messages in a rule. For example, if you create a rule to automatically reply to a message and then delete it, the reply action must come first, since you can't reply to a message that has been deleted.


Deleting a rule

1.	Click the Rules folder in the Mailbox.

2.	Select the rule (or rules) that you want to delete from the rules list.

3.	Choose Edit - Clear.

 See related topics


Disabling a rule

The Enabled column in the rules list tells you whether each rule is enabled or disabled.

1.	Click the Rules folder in the Mailbox.

2.	Double-click the rule you want to disable.

3.	Deselect Enabled.

4.	Choose Rules - Save Rule.

Note	Rules that are defined to run manually are always enabled.

 See related topics


Editing a rule

1.	Click the Rules folder in the Mailbox.

2.	Double-click the rule that you want to edit.

3.	Use the controls in the Rule window to edit each element of the rule.

Tip	If you want to save the rule as a new rule, be sure to enter a new rule name.

4.	Choose Rules - Save Rule to overwrite the rule.

or

Choose Rules - New Rule to save a new copy of the rule.

 See related topics


Editing or creating a rule

To edit a rule

To edit a rule, open the Rules folder in the Mailbox and double-click the rule.

To create a rule

To create a rule, choose Create - Rule.


Enabling a rule

The Enabled column in the rules list tells you whether each rule is enabled or disabled.

1.	Click the Rules folder in the Mailbox.

2.	Double-click the rule you want to enable.

3.	Select "Enabled."

4.	Choose Rules - Save Rule.

Note	Manual rules are always enabled.

 See related topics


Forward rules action

The Forward action forwards each incoming message that matches the specified conditions to one recipient.

When the Forward action is available

The Forward action is available for all run times except "On sending message."


Forward using recipients from stationery rules action

The Forward using recipients from stationery action forwards each incoming message that matches the specified conditions to the recipients listed in a specified stationery message.

When the Forward using recipients from stationery action is available

The Forward using recipients from stationery action is available for all run times except "On sending message."

You must prepare the stationery message that contains the addresses to forward to before you use this action. See Creating stationery.


Launch attachments rules action

The Launch attachments rules action launches all the attachments in messages that match the specified conditions.

When an attachment launches, the application it was created in starts and displays the attachment.

When the Launch attachments action is available

The Launch attachments action is available for all run times except "On sending message."


Log out rules action

The Log out rules action exits from Lotus Mail.

When the Log out action is available

The Log out action is available for all run times except "On sending message."


Mark as read rules action

The Mark as read action marks each message as read that matches the specified conditions.

When the Mark as read action is available

The Mark as read action is available for all run times except "On sending message."


Example: Move old messages to an archive

This sample rule runs each time you exit and automatically moves any messages that have been in the Inbox for more than 90 days to a local archive.

Name:

Archive old messages in Inbox

When to run:

On exit

Find messages in:

Inbox

Conditions:

Age (in days) is more than "90 days"

Actions to perform:

Move to local archive "c:\Lotus\ccmaili32\rizzo\MAY.CCA"

 See related topics


Example: Move specific incoming messages

This sample rule runs each time you recieve a message and automatically moves any messages from a particular author to a specified folder.

Name:

File messages from Patty

When to run:

On receiving message

Conditions:

Author is "Patty Roberts"

Actions to perform:

Move to Folder "Patty's Msgs"

 See related topics


Move to rules action

The Move to action moves each message that matches the specified conditions to a specified container.

When the Move to action is available

The Move to action is available for all run times except "On sending message."


Open in window rules action

The Open in window rules action opens an attachment in the Viewer window.

When the Open in window action is available

The Open in window action is available for all run times except "On sending message."


Print rules action

The Print action prints each message that matches the specified conditions.

When the Print action is available

The Print action is available for all run times.


Receiving notification after a rule is run

1.	Choose File - Tools - User Preferences.

2.	Click Rules in the Preference list.

3.	Select "Notify after execution."

4.	Click OK.

 See related topics


Example: Reply to and forward specific messages

This sample rule illustrates multiple conditions and multiple actions. The rule runs each time you receive a message; it then checks for a specific recipient (John Valentine) and subject (Sales figures).

Name:

Forward sales figures

When to run:

On receiving message

Conditions:

To contains "John Valentine"
AND Subject contains "Sales figures"

Actions to perform:

Reply to sender using stationery message "Important"
Forward: To "Allison, Denise"

 See related topics


Example: Reply to messages based on date received

This sample rule runs each time you receive a message. The rule checks the date that each message was received, and if that date falls within a specified period, it replies with a  stationery message.

Tip	This rule also includes a condition to determine if the received message was itself generated by a rule. This provision prevents a looping situation in which the rules of two users continuously generate messages back and forth.

Name:

I'm out of town

When to run:

On receiving message

Conditions:

Send date is after "6/1/96"
AND Send date is before "6/7/96"
AND Subject does not contain "Rule: "

Actions to perform:

Reply to sender using stationery message "Out of town"

 See related topics


Example: Reply to messages based on subject

This sample rule runs each time you receive a message. It looks for two specific words in the subject of the message, and if it finds either of those words, it replies with a stationery message.

Name:

Reply to reports or requests

When to run:

On receiving message

Conditions:

Subject contains "report"
OR Subject contains "request"

Actions to perform:

Reply to sender using stationery message with subject "Thanks."

 See related topics


Reply using a stationery message rules action

The Reply using a stationery message action replies to each incoming message that matches the specified conditions with a specified stationery message.

When the Reply using a stationery message action is available

The Reply using a stationery message action is available for all run times except "On sending message."

Before defining the rule

You must prepare the stationery message used for the reply before you create this rule. See Creating stationery.


Rules actions

You can specify any of the following actions:

Add recipient

Add recipient via stationery

Alert

Beep

Confirm

Copy to

Delete

Forward

Forward using recipients from stationery

Launch attachments

Log out

Mark as read

Move to

Open in window

Print

Reply using a stationery message

Run rule

Run program

Save attachments in

Send a stationery message

Store to

 See related topics


Details: Running a rule manually

When you can run rules manually

You can run any rule manually if the run time is any of the following:

•	Manually

•	On startup

•	On exit

•	On a schedule

When you can't run rules manually

You cannot run a rule manually if the run time is any of the following:

•	On receiving message

•	On sending message

 Go to procedure

 See related topics


Running a rule manually

1.	Click the Rules folder in the Mailbox.

2.	Select the rule (or rules) that you want to run.

3.	Click Run Rule.

 See details

 See related topics


Run program rules action

The Run program action starts a program that you specify.

To specify a program, browse for files containing the extension "exe."

 Tips for finding a file

When the Run program action is available

The Run program action is available for all run times.


Run rule rules action

The Run rules action runs a specified rule.

When the Run rule action is available

The Run rule action is available for all run times.


Run time options

The run time specifies when a rule starts.

Option	When the rule starts
On receiving message	Each time you receive a new message that matches the specified conditions.
On sending message	Each time you send a message.
On exit	When you exit Lotus Mail.
On startup	When you log in.
Manually	You must use the Run Rule button in the Rules window to execute the rule.
On the following daily schedule	On the daily schedule and time you indicate.
On the following monthly schedule	On the day and time you indicate.
On the following weekly schedule	On the day and time you indicate.


Save attachments in rules action

The Save attachments in rules action saves all the attachments in messages that match the specified conditions.

Note	You must specify a file folder in which to save the attachments.

When the Save attachments in action is available

The Save attachments in action is available for all run times except "On sending message."


Example: Send a message at startup

This sample rule sends a stationery message each time you log in. In this example, the stationery message is addressed to Denise Allison and consists of only the subject, "I'm here!"

Description:

I'm here, Denise

When to run:

On startup

Actions to perform:

Send stationery message "I'm here!"

 See related topics


Send a stationery message rules action

The Send a stationery message action sends a specified stationery message.

When the Send a stationery message action is available

The Send a stationery message action is available for all run times.

Creating a stationery message

You must prepare the stationery message that will be sent before you create a rule that uses this action. See Creating stationery.


Showing the status of a rule while it runs

1.	Choose File - Tools - User Preferences.

2.	Click Rules in the Preference list.

3.	Select "Display status window while running."

4.	Click OK.

 See related topics


Example: Store specific messages and display alert

This sample rule runs each time a message is received. The rule checks for messages from a particular sender and performs several actions, including storing the message and alerting the user.

Name:

Messages from the boss

When to run:

On receiving message

Conditions:

Author is "PRoberts@silver.com"

Actions to perform:

Move to Folder "Msgs from the Boss"
Beep
Beep
Alert "Wake up! It's a message from your boss!!"

 See related topics


Example: Store specific outgoing messages

This sample rule runs each time you send a message. The rule checks the message to see if it contains a specific subject (Presentations) and is addressed to a particular user (Teresa Rizzo). If so, the rule stores a copy of the message in a specified folder.

Name:

Store Teresa's presentations

When to run:

On sending message

Conditions:

Subject contains "Presentations"
AND To is "Teresa Rizzo at Silver-HQ"

Actions to perform:

Store to Folder "Teresa's Presentations"

 See related topics


Store to rules action

The Store to rules action stores a message in the folder or local archive that you specify.

When the Store to action is available

The Store to action is available only when the rule is run "On sending message."


Viewing existing rules

Click the Rules folder in the Mailbox.

 See related topics


Adding addresses to your Personal Address Book automatically

You can automatically add the addresses from every message you receive to your Personal Address Book. The addresses are added when you open the message.

1.	Choose File - Tools - User Preferences.

2.	Click Read/Reply/Forward in the Preference list.

3.	Select "Add author to Personal Address Book."

4.	Click OK.

Tip	To delete an address from your Personal Address Book, select it and press DELETE.

 See related topics


Copying an address to your Personal Address Book

Note	This feature is only available if you have more than one address book.

1.	In the Address Book window, click an address book in the address book pane.

2.	Select the address or addresses that you want to copy to your Personal Address Book.

3.	Choose Actions - Copy to Personal Address Book.

 See details

 See related topics


Details: Creating an address

Deleting an address

To delete an address, select it and press DELETE.

 Go to procedure

 See related topics


Creating an address

You can create addresses and add them to your Personal Address Book.

1.	In the Address Book window, click Personal Address Book in the address book pane.

2.	Choose Create - Address Book Entry.

3.	Select "Lotus Mail Internet Address."

4.	Click OK.

5.	Enter the person's name in the "Name" box. This can be any name; for example, "John Valentine," "John," "JV," and so forth.

6.	Enter the e-mail address in the "E-Mail address" box; for example "jvalentine@silver.com."

7.	(Optional) Enter a comment.

8.	Click OK.

 See details

 See related topics


Details: Creating a mailing list

How mailing list addresses are shown

Mailing list addresses are shown in the Address Book window in bold text with a mailing list icon.

 Go to procedure

 See related topics


Creating a mailing list

A mailing list is a group of addresses. When you address to a mailing list, everyone in the list receives your message.

1.	Choose Window - Address Book.

2.	Select Personal Address Book.

3.	Choose Create - Mailing List.

4.	Enter a name for the mailing list in the "Name" box.

5.	(Optional) Add comments and a friendly name.

6.	Click Add/Remove Members.

7.	Select one or more names from the list of names on the left.

8.	Click Add.

9.	Click OK to return to the New Mailing List Properties dialog box.

10.	Click OK.

 See details

 See related topics


Deleting a mailing list

1.	Open the Address Book window.

2.	Select the mailing list you want to delete.

3.	Choose Edit - Clear.

 See related topics


Details: Editing an address

Comments

Comments are optional.

 Go to procedure

 See related topics


Editing an address

1.	In the Address Book window, select the address you want to edit.

2.	Choose File - Properties.

3.	Edit the address.

 See details

4.	Click OK.

 See details

 See related topics


Editing a mailing list

1.	In the Address Book window, double-click the mailing list you want to edit.

2.	To rename the mailing list, change the name in the "Name" box.

3.	To add or remove names, click Add/Remove Members.

4.	To add a name, select one or more names from the list of names on the left and click Add.

5.	To remove a name, select it from the list on the right and click Remove.

6.	Click OK.

 See related topics


Enabling quick addressing

With quick addressing, names from an address book are filled in for you as you type an address.

1.	Choose File - Tools - User Preferences.

2.	Click Prepare in the Preference list.

3.	Select "Quick addressing."

4.	Click OK.

 See related topics


Viewing the addresses in a mailing list

1.	In the Address Book window, click an address book in the address book pane.

2.	Select a mailing list.

3.	Choose File - Properties.

 See related topics


Overview: Working with address containers

You work with addresses in two places:

•	The Address Book dialog box

•	The Address Book window

About the Address Book dialog box

Use the Address Book dialog box to enter addresses while you're preparing messages.

To open the Address Book dialog box, choose Actions - Address while creating a message.

About the Address Book window

Use the Address Book window for the following tasks:

•	Managing your Personal Address Book

•	Working with mailing lists

•	Finding out how many addresses are in your Personal Address Book

To open the Address Book window, choose Window - Address Book.

Tip	You can drag an address from the Address Book window to a message.

 See related topics


Adding an address using drag and drop

1.	Open the message or address book to which you want to copy the address.

2.	Open the message or address book that contains the address.

3.	Arrange the windows so both are visible.

4.	Select one or more addresses and drag them to the desired location.

 See related topics


Details: Choosing an address from the Address Book

Finding an address

To find an address, click Find. See Finding an address in the Address Book dialog box.

Creating a new address

Click New to create a new address. See Creating an address.

Editing an address

To edit an address, select the address and click Properties.

See the following topics:

 Editing an address

 Editing a mailing list

 Go to procedure

 See related topics


Choosing an address from the Address Book

1.	While creating a message, choose Actions - Address.

2.	(Optional) If you use more than one address book, for example, if your profile includes an LDAP service provider, choose an address book.

3.	Select a name from the "Address" list, or type the name in the "Address" box.

4.	Click To, cc, or bcc.

5.	Click OK.

 See details

 See related topics


Confirming to delete an address

1.	Choose File - Tools - User Preferences.

2.	Click Confirmation in the Preference list.

3.	Select "Confirm to delete an address."

Tip	You can set other confirmation options at the same time. See Confirmation options.

4.	Click OK.

 See related topics


Overview: Lotus Mail addresses

Address information in the Address Book window

The following table describes the information in the address list pane.  Depending on the information supplied when the address was created, some information might not be included.

Column	Information
Type	The address type, for example, a user.
Name	The person's name.
E-mail Address	The address to which a message is sent.
Comment	Comments about the person.
First Name	The person's first name.
Initials	The person's initials.
ASCII Name	A version of the user's name that can be displayed in e-mail systems that use 7-bit (128-character) ASCII.
MHS Common Name	A name to be used in a message header.
Transmittable Name	A name that cannot be altered by another user.
Send Rich Text	Whether or not the person's mail system supports rich text formatting, including OLE  objects.
Last Name	The person's last name.
Address Type	The type of mail service provider.
Last logged in	The date of the last time the person logged into Lotus Mail.
 See related topics


Using the Address Book window

What do you want to do?

 Create an address in my Personal Address Book

 Create a mailing list

 Edit a mailing list

 Find an address

 Find out about the Address Book window

 Find out why I can't...

 See related topics


Address Book Dialog Box
Addressing messages

What do you want to do?

 Choose an address

 Send a message to a mailing list

 Find an address in an Internet Directory

 Create an address in my Personal Address Book

 Create a mailing list

 Edit a mailing list

 See related topics


Confirming rule alerts

You have received a confirmation that a specific rule has been run. Click OK to close the dialog box.

To turn a rule alert on or off, see Editing a rule.


Confirming rule alerts

You have received a confirmation that a specific rule has been run. Click OK to close the dialog box.

To turn a rule alert on or off, see Editing a rule.


Viewing message properties

Use message properties to find information about a message.

Message properties

Displays information about the message, for example, the subject, the author, and so forth.

Recipient properties

Displays the message recipients.

Attachment properties

Displays the attachment file names and sizes.

History properties

Displays the past recipients of the message.


Working with attachments

What do you want to do?

 Save an attachment

 View an attachment

 Launch an attachment

 Launch an attachment using an OLE server

 View a compressed attachment

 Find out about the options in this dialog box

 See related topics


Attachment properties

Attachment properties lists and describes all of the attachments in a message.


Viewing message properties

Use message properties to find information about a message.

Message properties

Displays information about the message, for example, the subject, the author, and so forth.

Recipient properties

Displays the message recipients.

Attachment properties

Displays the attachment file names and sizes.

History properties

Displays the past recipients of the message.


Setting attachment viewer Clipboard options

Use the following options when want to you copy attachments to the Clipboard from the viewer:

 Copy an attachment to the Clipboard in a different format

 Change the Clipboard font

 Copy an entire spreadsheet or database attachment to the Clipboard

 Copy a spreadsheet or database attachment to the Clipboard using optimized tabs

 Copy a spreadsheet or database attachment to the Clipboard as a table

 Copy a database attachment to the Clipboard with field names


Setting attachment viewer display options

See the following topics for attachment display options:

Attachment display options

 Change the display font

 Change the display quality for a word processor attachment

 Change the display size for a graphics attachment

 Improve the color of a graphics attachment

 Rotate a graphics attachment

 Display gridlines in a spreadsheet or database attachment

 View an unrecognized attachment format

More attachment options

 Overview: Attachment print options

 Overview: Attachment Clipboard options


Setting attachment viewer print options

Use the following options when you print attachments from the viewer:

Printing all types of attachments

 Change the print page margins

 Change the printer font

 Print the message header information

 Print to a file

 Provide a print job name

Printing graphics attachments

 Change the print size

 Print a border around the image

Printing spreadsheet or database attachments

 Print gridlines in a spreadsheet or database attachment

 Print field names in a database attachment

 Print row and column names in a spreadsheet attachment


Choosing the correct name

You entered an unrecognized address. You may have made an error typing the address, or the address might not be in your address books.

To type the correct address

Click Cancel to return to the message and reenter the address.

To choose from names in the Personal Address Book

Click Show More Names.

To create a new address

Select "Create a new address for" and click OK.

 See related topics


Choosing a folder

Select the folder and click OK.

Tip	To expand folders, click the triangle next to the folder name.

 See related topics


Choosing a directory

Use this dialog box to choose a folder in which to save attachments.

To choose a drive

Choose from the "Drives" list.

To choose a folder

To expand and collapse folders, double-click in the list.

To choose a folder, select the folder from the list.

To choose a folder from an unlisted drive

Click Network. Use the Map Network Drive dialog box to choose a drive letter and the network drive you want to save the attachment to.


Designing a list view

What do you want to do?

 Change the columns in the Mailbox

 Change the columns in the Address Book window

 Show only a specific type of message in the Mailbox

 See related topics


Confirming a rule action

You can specify whether to run a rule action:

•	Click Yes to confirm the current action.

•	Click No to cancel the current action and go to the next.

•	Click Cancel to cancel all of the actions in this rule.

To turn rule confirmation on or off, see Confirming that you want to run a rule.


Confirming a rule action

You can specify whether to run a rule action:

•	Click Yes to confirm the current action.

•	Click No to cancel the current action and go to the next.

•	Click Cancel to cancel all of the actions in this rule.

To turn rule confirmation on or off, see Confirming that you want to run a rule.


Connecting to send and receive mail

When you use Lotus Mail, you are usually not connected to your Internet service provider all of the time. You can connect now, or later. You can connect at any time by choosing Actions - Deliver Mail.


Creating a message

What do you want to do?

 Attach a file to this message

 Check the spelling in this message

 Find specific text in this message

 Print this message

 Mark this message urgent

 Request a return receipt

 Save this message

 Find out why I can't...


Customize SmartIcons

What do you want to do?

 Modify a set of SmartIcons

 Change the size of SmartIcons

 Show descriptions of SmartIcons

 Create a new set of SmartIcons

 Delete a set of SmartIcons

 Find out about SmartIcons

 See related topics


Folder properties

Use Folder properties to see the following information:

•	How many messages are in the folder.

•	How many unread messages are in the folder.

•	For local archives, the path of the local archive file.

•	For local archives, the size of the local archive file.

•	For rules, the number of rules in your Rules list.


Retaining the forwarding history

The forwarding history includes information about the message being forwarded, for example, the subject, author, and creation date.


Viewing message properties

Use message properties to find information about a message.

Message properties

Displays information about the message, for example, the subject, the author, and so forth.

Recipient properties

Displays the message recipients.

Attachment properties

Displays the attachment file names and sizes.

History properties

Displays the past recipients of the message.


Login

What do you want to do?

 Create a login profile

 Remove a login profile

 Create a default login name

 Change my password


Setting login options

What do you want to do?

 Create a login profile

 Remove a login profile

 Create a default login name

 Change my password

 Find out about login options


Working with your Mailbox

What do you want to do?

 Create and send a message

 Read a message

 Preview unopened messages

 Find a message

 Reply to a message

 Forward a message

 Print a message

 Save or store a message

 Delete a message

 Find out about the Mailbox

 Find out why I can't...

 See related topics


Viewing message properties

Use message properties to find information about a message.

Message properties

Displays information about the message, for example, the subject, the author, and so forth.

Recipient properties

Displays the message recipients.

Attachment properties

Displays the attachment file names and sizes.

History properties

Displays the past recipients of the message.

Internet Header

Displays information about Internet messages.


Setting attachment viewer Clipboard options

Use the following options when you want to copy attachments to the Clipboard from the viewer:

 Copy an attachment to the Clipboard in a different format

 Change the Clipboard font

 Copy an entire spreadsheet or database attachment to the Clipboard

 Copy a spreadsheet or database attachment to the Clipboard using optimized tabs

 Copy a spreadsheet or database attachment to the Clipboard as a table

 Copy a database attachment to the Clipboard with field names


Setting attachment viewer display options

See the following topics for attachment display options:

Attachment display options

 Change the display font

 Change the display quality for a word processor attachment

 Change the display size for a graphics attachment

 Improve the color of a graphics attachment

 Rotate a graphics attachment

 Display gridlines in a spreadsheet or database attachment

 View an unrecognized attachment format

More attachment options

 Overview: Attachment print options

 Overview: Attachment Clipboard options


Setting attachment viewer print options

Use the following options when you print attachments from the viewer:

Printing all types of attachments

 Change the print page margins

 Change the printer font

 Print the message header information

 Print to a file

 Provide a print job name

Printing graphics attachments

 Change the print size

 Print a border around the image

Printing spreadsheet or database attachments

 Print gridlines in a spreadsheet or database attachment

 Print field names in a database attachment

 Print row and column names in a spreadsheet attachment


Naming stationery

Enter the name for new stationery.

To create a message using your new stationery, choose Create - Other Message. Choose the stationery from the list.

 See related topics


Creating a new address book entry

What do you want to do?

 Create an address

 Create a mailing list


Using the Outbox

What do you want to do?

 Delete a message

 Create and send a message

 Read a message

 Find out why I can't...


Selecting what to print

To print the list of messages in the message list pane

Choose "Message list," then click OK.

To print selected messages

Choose "Message with all attachments," then click OK.

To set print options

Click Options.

 See related topics


Reading a message

What do you want to do?

 Reply to this message

 Forward this message

 Delete this message

 Print this message

 Save this message

 Find specific text in this message

 View an attachment

 Launch an attachment

 Find out why I can't...


Viewing message properties

Use message properties to find information about a message. Some information might be displayed in the message list pane already.

Message properties

Displays information about the message, for example, the subject, the author, and so forth.

Recipient properties

Displays the message recipients.

Attachment properties

Displays the attachment file names and sizes.

History properties

Displays the past recipients of the message.


Renaming

What do you want to do?

 Rename a folder


Setting page options

What do you want to do?

 Change the page size

 Change the page margins

 Change the measurement unit for text

 Set the default for how text wraps

 See related topics


Working with rules

What do you want to do?

 Create a rule

 Run a rule

 Edit a rule

 Disable a rule

 Delete a rule

 Enable a rule

 Find out about rules


Rules properties

Use the Rules property sheet to view information about a rule.

Property	Describes
Description	The name of the rule.
Trigger	When the rule runs.
Enable	Whether the rule is currently enabled or disabled.
Last time	The last time the rule ran.
 See related topics


Viewing search results

The window displays the following:

•	Search results when you search for messages in more than one container.

•	The results when you test a rule.

Search results

The window displays all the messages found in the containers you specified. If you didn't find the message you want, close this window and change your search conditions.

Testing a rule

Check that the messages displayed are those that correspond to the conditions specified in the rule you tested.

 See related topics


Viewing the status of a rule while it runs

While a rule runs, Lotus Mail informs you of its progress. Depending on your user setup, a Rule Notification dialog box may appear, indicating when the rule started and finished.

To turn this option on or off, see Showing the status of a rule while it runs.

 See related topics


Saving a set of SmartIcons

What do you want to do?

 Modify a set of SmartIcons

 Create a new set of SmartIcons

 Find out about SmartIcons


Setting search conditions

What do you want to do?

 Specify search conditions to find a message

 Delete a search condition

 Find a message

 See examples of how to find a message

 See related topics


Choosing a folder

Tip	To expand a folder, click the triangle next to the folder's name.

To select all folders

1.	Select "All Folders."

2.	Click OK.

To select a single folder

1.	Select a folder in the list.

2.	Select "Nonrecursive."

3.	Click OK.

To select a folder and all the folders it contains

1.	Select a folder in the list.

2.	Select "Recursive."

3.	Click OK.


Selecting a name

To choose an address

Select it from the list and click OK.

To choose a different address book

Select an address book from the "Show Names from the" box.

To find an address

Click Find.

To create a new address

Click New.

 See related topics


Opening a new window

To open a window, select it and click OK.


Service providers

What do you want to do?

 Change my password

 Change how often to be notified of new messages

 Find out about service providers

 Configure my Internet service provider connection


Using stationery

What do you want to do?

 Create a message using stationery

 Create new stationery

 Edit existing stationery

 Delete stationery

 Set the default stationery


Storing messages

What do you want to do?

 Store a message in a folder

 Store a message in a local archive

 Find out about storing messages


Using saved subjects

What do you want to do?

 Choose a saved subject for this message

 Save a subject

 Delete a saved subject


Task Bar

What do you want to do?

 Read a message

 Create and send a message

 Find a message

 Save or store a message

 Reply to a message

 Forward a message

 Find out why I can't...


Sending messages from your Outbox

If you don't connect and send your Outbox messages, the recipients won't receive them.

You can exit from Lotus Mail and send the messages the next time you log in.


Viewing attachments

What do you want to do?

 Find text in an attachment

 Find out about display options

 Find out about print options

 Find out about Clipboard options

 Save the files in a compressed attachment

 Use the keyboard to view an attachment

 Use the keyboard to view a graphics or fax attachment

 Find out about viewing attachments


Details: Attaching a file

Deleting an attachment

To delete an attachment before sending the message, select the attachment and press DELETE.

Renaming an attachment

See Renaming an attachment.

 Go to procedure

 See related topics


Attaching a file

1.	While creating a message, choose File - Attach.

2.	Type a file name, or select a file from the file list.

If the file name is not listed, look in a different folder.

 Tips for finding a file

3.	Click Open to attach the file.

Tip	You can drag and drop files from a Windows file folder to a message, and from one message to another. You can also drag and drop attachments from a message to a Windows file folder.

 See details

 See related topics


Overview: Attaching files to messages

Attaching a file

You can attach any type of file to a message. An attachment appears in a message as an icon. Recipients of your message can read and save the attachments you send them.

See Attaching a file.

Embedding OLE objects

You can embed OLE objects from OLE server applications. OLE objects maintain a live link between the OLE application and the message. Therefore, if you edit an OLE object, it is updated in the OLE application and in the message where it is embedded.

For example, you can create stationery that includes an embedded OLE spreadsheet. Whenever you update the spreadsheet in the spreadsheet application, it is updated in your stationery message as well.

See the following topics:

 Creating and embedding an OLE object

 Embedding an existing OLE object

Pasting objects from the Clipboard

You can paste text and graphics from other applications directly into a message. Pasted text and graphics become part of the message; they are not attachments.

See Pasting text and graphics into a message.

Limits

•	You can attach up to 20 files to a message; however, the exact number of files you can attach depends on the size of your message and the type of attachments. If you attach too many files, you see a warning message.

•	Some e-mail programs can't display OLE attachments. Check with your recipients before sending a message with an OLE attachment.

 See related topics


Details: Creating and embedding an OLE object

Display As Icon option

If you choose to display the object as an icon, the object itself does not appear in the message. Instead, an icon for the object's application appears. The recipient can launch the embedded object from the icon.

Updating and saving objects

The command for updating varies depending on the application. It is usually in the File menu.

To save the object as a file on your hard disk, use the Save or Save As command.

Adding an object type

The Object Type box displays all of the OLE object types available on your system. To add an object type, you need to install the associated application.

Pasting an embedded object

Use Edit - Paste Special to embed objects from the Clipboard. To do so, you must copy or cut data from an application that supports OLE objects.

Limits

•	You should only send OLE objects to recipients who have the associated OLE applications installed on their computers. You can't view or launch an OLE object without the OLE object's application.

•	You can't drag and drop an OLE object from one message to another.

•	Some e-mail programs can't display OLE attachments. Check with your recipients before sending a message with an OLE attachment.

 Go to procedure

 See related topics


Creating and embedding an OLE object

1.	While creating a message, choose Create - Object.

2.	Click Create New.

3.	(Optional) Click Display As Icon to display the embedded object as an icon.

4.	Choose an object type, for example, a 1-2-3 Worksheet.

5.	Click OK to start the OLE application.

6.	Use the application to create the OLE object.

7.	Update the object, and then exit from the application.

 See details

 See related topics


Deleting an attachment

1.	In the message text pane, select the attachment that you want to delete.

2.	Choose Edit - Clear.

 See related topics


Editing an attachment

1.	Double-click the attachment to launch it.

2.	Make your changes.

3.	(Optional) Save the attachment to your hard disk.

4.	 Exit from the application.

5.	Click Yes to save the changes you made to the attachment.

When you send the message, you are asked if you want to keep the changes you made to the attachment.

 See related topics


Details: Embedding an existing OLE object

Display As Icon option

If you choose to display the object as an icon, the object itself does not appear in the message. Instead, an icon for the object's application appears. The recipient can launch the embedded object from the icon.

Pasting an embedded object

Use Edit - Paste Special to embed objects from the Clipboard. To do so, you must copy or cut data from an application that supports OLE objects.

Limits

•	You should only send OLE objects to recipients who have the associated OLE applications installed on their computers. You can't view or launch an OLE object without the OLE object's application.

•	You can't drag and drop an OLE object from one message to another.

•	Some e-mail programs can't display OLE attachments. Check with your recipients before sending a message with an OLE attachment.

 Go to procedure

 See related topics


Embedding an existing OLE object

1.	While creating a message, choose Create - Object.

2.	Click Create from File.

3.	Enter a file name in the File box.

or

Click Browse to find the file.

 Tips for finding a file

4.	(Optional) Click Display As Icon to display the embedded object as an icon.

5.	Click OK.

 See details

 See related topics


Details: Pasting an OLE object into a message

Choosing a file format

You can choose any type of OLE file type available on your computer. For example, to embed a Lotus 1-2-3 spreadsheet, choose the 1-2-3 Worksheet file type.

Display As Icon option

If you choose to display the object as an icon, the object itself does not appear in the message. Instead, an icon for the object's application appears. The recipient can open the embedded object from the icon.

 Go to procedure

 See related topics


Pasting an OLE object into a message

1.	While creating a message, open the application that contains the object that you want to paste into your message.

2.	Copy the object to the Clipboard.

3.	Place the insertion point at the location in the message where you want to paste the OLE object.

4.	Choose Edit - Paste Special.

5.	(Optional) Choose a file format to use when pasting the object.

6.	(Optional) Choose Display as Icon to display the pasted OLE object as an icon in the message.

7.	Click OK.

 See details

 See related topics


Pasting text and graphics into a message

1.	While creating a message, open the application that contains the data that you want to paste into your message.

2.	Copy the data to the Clipboard.

3.	Place the insertion point at the location in the message where you want to paste the text or graphic.

4.	Choose Edit - Paste.

The pasted data becomes part of the message. It is not an attachment.

Tip	Use Paste Special to embed an OLE object. See Pasting an OLE object into a message.

 See related topics


Renaming an attachment

1.	Select the attachment.

2.	Choose Edit - Attachment Object - Rename.

3.	Enter a new name in the "Label" box.

4.	Click OK.

 See related topics


Attachment Archive options

Option	Result
Don't sort files	The files are sorted as they are stored in the compressed file.
Sort files by name	The files are sorted by name.
Sort files by size	The files are sorted by size.
Sort files by date & time	The files are sorted by date and time.

Portions © 1992-1996 Inso Corporation.  Chicago, IL.  All Rights Reserved.


Attachment Clipboard options

Option	Result
Text	Copies data in ASCII format.
Rich Text Format	Supports word processing documents in the RTF format.
Ami Text Format, Professional Write Plus, Wordstar for Windows, Legacy	Supports the word processor format you select.
Bitmap	Supports a device-dependant bitmap file. Use this option for Windows Paintbrush files.
Device Independent Bitmap	Supports a device-independent bitmap graphic file. Use this option for bitmaps that can be opened under more than one operating system.
Metafile	Supports a Windows standard, vector-based graphics format.  You can't use this format to copy part of an image.
Palette	Supports the set of colors used in creating the graphic.  To copy the palette for a True Color graphic, your computer must support 256 colors.

Portions © 1992-1996 Inso Corporation.  Chicago, IL.  All Rights Reserved.


Overview: Attachment Clipboard options

You can use the following options when you copy attachments to the Clipboard.

 Copy an attachment to the Clipboard in a different format

 Change the Clipboard font

 Copy an entire spreadsheet or database attachment to the Clipboard

 Copy a spreadsheet or database attachment to the Clipboard using optimized tabs

 Copy a spreadsheet or database attachment to the Clipboard as a table

 Copy a database attachment to the Clipboard with field names

 See related topics


Attachment display options

Option	Result
Text options	Displays the file as ASCII text.
Hexadecimal	Displays the file in hexadecimal format.
Do not view	Does not display files of unknown formats.

Portions © 1992-1996 Inso Corporation.  Chicago, IL.  All Rights Reserved.


Overview: Attachment display options

You can use the following options when you view attachments:

 Change the display font

 Change the display quality for a word processor attachment

 Change the display size for a graphics attachment

 Improve the color of a graphics attachment

 Rotate a graphics attachment

 Display gridlines in a spreadsheet or database attachment

 View an unrecognized attachment format

 See related topics


Attachment page margins

Option	Result
Top	Sets how close the text can be to the top of the page.
Bottom	Sets how close the text can be to the bottom of the page.
Left	Sets how close the text can be to the left side of the page.
Right	Sets how close the text can be to the right side of the page.

Portions © 1992-1996 Inso Corporation.  Chicago, IL.  All Rights Reserved.


Overview: Attachment print options

You can use the following options when you print attachments:

Printing all types of attachments

 Change the print page margins

 Change the printer font

 Print message header information

 Print to a file

 Provide a print job name

Printing graphics attachments

 Change the print size

 Print a border around the image

Printing spreadsheet or database attachments

 Print gridlines in a spreadsheet or database attachment

 Print field names in a database attachment

 Print row and column names in a spreadsheet attachment

 See related topics


Overview: Attachment viewer options

To use the viewer options, click the right mouse button while viewing an attachment. These features are not available for message text or embedded objects.

See the following topics for more information on attachment viewer options:

 Overview: Attachment display options

 Overview: Attachment print options

 Overview: Attachment Clipboard options

 See related topics


Changing print page margins for an attachment

1.	While viewing an attachment, click the right mouse button in the Viewer window.

2.	Choose Options - Print.

3.	Change the page margins.

 Options

4.	Click OK.

Tip	To change page margins in message text, see Changing page margins.

 See related topics


Changing the Clipboard font for an attachment

1.	While viewing an attachment, click the right mouse button in the Viewer window.

2.	Choose Options - Clipboard.

3.	Click Change.

4.	Choose a font family, style, and size.

5.	Click OK to return to the Clipboard Options dialog box.

6.	Click OK.

Note	You cannot set Clipboard options for message text.

 See related topics


Changing the display font for an attachment

1.	While viewing an attachment, click the right mouse button in the Viewer window.

2.	Choose Options - Display.

3.	Click Change.

4.	Choose a font family, style, and size.

5.	Click OK to return to the Clipboard Options dialog box.

6.	Click OK.

 See related topics


Changing the display quality for a word processor attachment

1.	While viewing an attachment, click the right mouse button in the Viewer window.

2.	Choose Draft, Normal, or Preview. The default is Normal.

 Options

 See related topics


Changing the display size of a graphics attachment

1.	While viewing an attachment, click the right mouse button in the Viewer window.

2.	Choose from the following options:

•	Choose Show Full Screen to display the image using the entire screen.

Tip	Press ESC to return to normal view.

•	Choose Size to resize the image in the window.

 Options

•	Choose Zoom to zoom in or out on the image.

 Options

Tip	Use the scroll bars to view the entire image.

 See related topics


Changing the print font for an attachment

1.	While viewing an attachment, click the right mouse button in the Viewer window.

2.	Choose Options - Print.

3.	In the Default Font section, click Change.

4.	Choose a font family, style, and size.

5.	Click OK to return to the Print Options dialog box.

6.	Click OK.

 See related topics


Changing the print size for a graphics attachment

1.	While viewing an attachment, click the right mouse button in the Viewer window.

2.	Choose Options - Print.

3.	Click More.

4.	In the Bitmap or Drawing section, choose one of the following options:

•	Choose "Original aspect ratio" to size the image to the page margins, maintaining proportions.

•	Choose "Stretch to Margins" to size the image to the page margins, stretching the image if necessary.

5.	Click OK to return to the Print Options dialog box.

6.	Click OK.

 See related topics


Copying an attachment to the Clipboard in a different format

Use this option to customize the format of the information that you copy to the Windows Clipboard from the Viewer window.

1.	While viewing an attachment, click the right mouse button in the Viewer window.

2.	Choose Options - Clipboard.

3.	Choose a format.

 Options

4.	Click OK.

 See related topics


Copying an entire spreadsheet or database attachment to the Clipboard

Use this option to copy all of the cells in a spreadsheet or database attachment to the Clipboard, including empty cells.

1.	While viewing an attachment, click the right mouse button in the Viewer window.

2.	Choose Options - Clipboard.

3.	Click More.

4.	In the Spreadsheet or Database section, select "Copy using tabs."

5.	Click OK to return to the Clipboard Options dialog box.

6.	Click OK.

 See related topics


Copying a database attachment to the Clipboard with field names

1.	While viewing an attachment, click the right mouse button in the Viewer window.

2.	Choose Options - Clipboard.

3.	Click More.

4.	Select "Include field names."

5.	Click OK to return to the Clipboard Options dialog box.

6.	Click OK.

 See related topics


Copying a spreadsheet or database attachment to the Clipboard as a table

Use this option to copy a spreadsheet or database attachment as a table instead of as text positioned with tabs.

1.	While viewing an attachment, click the right mouse button in the Viewer window.

2.	Choose Options - Clipboard.

3.	Click More.

4.	In the Spreadsheet or Database section, select "Copy as table."

5.	Click OK to return to the Clipboard Options dialog box.

6.	Click OK.

 See related topics


Copying a spreadsheet or database attachment to the Clipboard using optimized tabs

Use this option to copy only filled cells to the Clipboard. Empty cells are replaced by tabs.

1.	While viewing an attachment, click the right mouse button in the Viewer window.

2.	Choose Options - Clipboard.

3.	Click More.

4.	In the Spreadsheet or Database section, select "Copy using optimized tabs."

5.	Click OK to return to the Clipboard Options dialog box.

6.	Click OK.

 See related topics


Displaying gridlines in a spreadsheet or database attachment

1.	While viewing an attachment, click the right mouse button in the Viewer window.

2.	Choose Options - Display.

3.	Click More.

4.	Select "Show gridlines."

5.	Click OK to return to the Display Options dialog box.

6.	Click OK.

 See related topics


Display quality options

Option	Result
Draft	Displays the file using the default Viewer font.  Text wraps to fit the window. OLE and graphic objects appear as empty rectangles. The document prints in draft quality.
Normal	All supported formatting is preserved. Text wraps to fit the window.
Preview	All supported formatting is preserved. Text wraps according to how the document prints.

Portions © 1992-1996 Inso Corporation.  Chicago, IL.  All Rights Reserved.


Fonts options
Font options

Select the font family, style, and size.

Which fonts are available depends on whether you're selecting a print font or a screen font.

The Sample box shows an example of the font you select.


Graphics sizing options

Option	Result
Original Size	Displays the image the same size as it was created.
Fit to Window	Displays the image as large as possible while still fitting in the window.
Fit to Window Height	Displays the image so that its height is equal to the height of the window. Part of the image may be outside of the window.
Fit to Window Width	Displays the image so that its width is equal to the width of the window. Part of the image may be outside of the window.

Portions © 1992-1996 Inso Corporation.  Chicago, IL.  All Rights Reserved.


Graphics zoom options

Option	Result
In	Enlarges the image.
Out	Shrinks the image.
Selection	Enlarges the selected area of the image.
Reset	Returns the image to its original size.

Portions © 1992-1996 Inso Corporation.  Chicago, IL.  All Rights Reserved.


Improving the color of a graphics attachment

Use this option when a bitmap attachment includes more colors than your computer can display.

1.	While viewing an attachment, click the right mouse button in the Viewer window.

2.	Choose Dither. This option remains on until you turn it off.

Tip	This option is dimmed if dithering would not enhance the bitmap.

Portions © 1992-1996 Inso Corporation.  Chicago, IL.  All Rights Reserved.

 See related topics


Details: Launching an attachment

Viewing an attachment

You can only launch an attachment if its application is installed on your computer. If you can't launch an attachment, you can usually view it.

To view an attachment, select it and choose Edit - Attachment Object - View.

Editing an attachment

When you launch an attachment, you can use the application to make changes to the attachment. You can then save your changes and resend the changed attachment in a reply or forward message. See Editing an attachment.

 Go to procedure

 See related topics


Launching an attachment

When you launch an attachment, you start the application used to create the attachment.

1.	Locate the attachment in the message text pane.

2.	Double-click the attachment to launch it.

If your computer doesn't include the application needed to launch the attachment, you are asked to find the application. If you can't find it, you are asked if you want to view the attachment instead.

 See details

3.	Exit from the application.

Tip	If there is no Launch command available for an attachment, the attachment is an OLE object. You need to install the application in which it was created in order to launch it.

 See details

 See related topics


Details: Launching an attachment using an OLE server

Viewing an OLE object

You cannot open an OLE object in the Viewer window.

Printing the OLE object

When you launch an OLE attachment, you print the attachment with the OLE server application.

 Go to procedure

 See related topics


Launching an attachment using an OLE server

1.	Double-click the OLE attachment in the message text pane to launch it.

The OLE application starts and the OLE object appears in the application.

2.	To close the OLE application, exit from the application.

 See details

 See related topics


Overview: Launching attachments

Finding an attachment in a message

Attachments can be placed anywhere in the message text pane. If you don't see an attachment in a message, scroll down to find it.

You can also click the attachment button in the message header to see a list of all the attachments in the message.

Viewing and launching an attachment

If the application that an attachment was created in is installed on your computer, you can launch the attachment in its application.

If you don't have the application, you can usually view the attachment in the Viewer window.

Launching an OLE attachment

When you launch an OLE attachment, the attachment's application starts. You can edit the OLE object and save it in the application. See Launching an attachment using an OLE server.

OLE server applications are registered automatically when you install them.

 See related topics


Playing a sound attachment

You can play a sound attachment only if your computer has sound equipment and drivers.

1.	Double-click the attachment.

The sound application for your system starts.

2.	Play the sound file.

3.	When you finish listening to the attachment, close the sound application to return to the message.

 See related topics


Printing an attachment to a file

1.	While viewing an attachment, click the right mouse button in the Viewer window.

2.	Choose Options - Print.

3.	Enter a file name in the Job Name box. Precede the file name with %F, for example, %FName.txt.

4.	Click OK.

 See related topics


Printing a border around a graphics attachment

1.	While viewing an attachment, click the right mouse button in the Viewer window.

2.	Choose Options - Print.

3.	Click More.

4.	Select "Print border."

5.	Click OK to return to the Print Options dialog box.

6.	Click OK.

 See related topics


Printing field names for a database attachment

1.	While viewing an attachment, click the right mouse button in the Viewer window.

2.	Choose Options - Print.

3.	Click More.

4.	Select "Print field names."

5.	Click OK to return to the Print Options dialog box.

6.	Click OK.

 See related topics


Printing gridlines for a spreadsheet or database attachment

1.	While viewing an attachment, click the right mouse button in the Viewer window.

2.	Choose Options - Print.

3.	Click More.

4.	Select "Print gridlines."

5.	Click OK to return to the Print Options dialog box.

6.	Click OK.

 See related topics


Printing message header information

The message header includes information such as the author and subject.

1.	While viewing an attachment, click the right mouse button in the Viewer window.

2.	Choose Options - Print.

3.	In the Header & Header Font section, select "Print header."

4.	(Optional) Click Change to change the font for the message header.

 Options

5.	Click OK.

Tip	To print message header information when you print message text, see Printing an open message or Printing an unopened message.

Portions © 1992-1996 Inso Corporation.  Chicago, IL.  All Rights Reserved.

 See related topics


Printing row and column names for a spreadsheet attachment
Printing row and column names for a spreadsheet or database attachment

1.	While viewing an attachment, click the right mouse button in the Viewer window.

2.	Choose Options - Print.

3.	Click More.

4.	Select "Print row & column names."

5.	Click OK to return to the Print Options dialog box.

6.	Click OK.

 See related topics


Providing a print job name for an attachment

1.	While viewing an attachment, click the right mouse button in the Viewer window.

2.	Choose Options - Print.

3.	Enter a file name in the Job Name box.

Tip	To print to a file, precede the file name with %F.

4.	Click OK.

 See related topics


Rotating a graphics attachment

1.	While viewing an attachment, click the right mouse button in the Viewer window.

2.	Choose Rotation.

3.	Choose the amount you want to rotate the image. Rotation turns the image to the right.

 See related topics


Sorting the file list in a compressed attachment

You can choose the order in which to display the files contained in a compressed attachment.

1.	While viewing an attachment, click the right mouse button in the Viewer window.

2.	Choose Options - Display.

3.	Click More.

4.	Choose an Archive option.

 Options

5.	Click OK to return to the Display Options dialog box.

6.	Click OK.

 See related topics


Using keys to view file attachments

Tip	You can also use the scroll bar to view attachments.

Key	Action
PgUp	Moves up one screen
PgDn	Moves down one screen
↑	Moves up
↓	Moves down
→	Moves right
←	Moves left
Home	Moves to the beginning of the line
End	Moves to the end of the line
Ctrl+C	Copies selected text to the Clipboard

Portions © 1992-1996 Inso Corporation.  Chicago, IL.  All Rights Reserved.

 See related topics


Using keys to view graphics and fax attachments

If you can't see the entire graphics or fax attachment in the Viewer window, use the keys in the following table.

Key(s)	Action
+ (on keypad)	Zooms in (maximum 1/1 ratio for fax).
– (on keypad)	Zooms out (minimum 1/4 ratio for fax).
1	Sets display to actual size.
2	Sets display to 1/2 size.
3	Sets display to 1/3 size.
4	Sets display to 1/4 size.
PgUp	Moves view up 1/2 window.
PgDn	Moves view down 1/2 window.
↑	Scrolls toward the top of the image.
↓	Scrolls toward the bottom of the image.
→	Scrolls toward the right side of the image.
←	Scrolls toward the left side of the image.
Home	Moves to the top of the image.
End	Moves to the end of the image.
Ctrl+Home	Moves to the left edge of the image.
Ctrl+End	Moves to the right edge of the image
F	Flips a fax image 180 degrees.
* (on keypad)	Flips a fax image 180 degrees.
Ctrl+PgUp	Moves a fax image left 1/2 window.
Ctrl+PgDn	Moves a fax image right 1/2 window.

Portions © 1992-1996 Inso Corporation.  Chicago, IL.  All Rights Reserved.

 See related topics


Viewing an attachment

To view an attachment, click the attachment to select it, then choose Edit - Attachment Object - View.

Viewing an attachment opens the attachment in a separate window.


Details: Viewing an attachment

Use the keyboard to view attachments if they are too large to fit in the Viewer window. See the following topics:

 Using keys to view file attachments

 Using keys to view graphics and fax attachments

 Go to procedure

 See related topics


Viewing an attachment

When you view an attachment, you open it in a Viewer window.

1.	Select the attachment.

2.	Choose Edit - Attachment Object - View.

Tip	If there is no View command available for an attachment, the attachment is an OLE object. If the OLE object appears as an icon, you will need the application it was created in to view it.

 See details

 See related topics


Viewing an unrecognized attachment format

If an attachment is in an unknown format you can usually still view it by using an alternative format.

1.	While viewing an attachment, click the right mouse button in the Viewer window.

2.	Choose Options - Display.

3.	Choose a display option in the "View unknown files as" section.

 Options

4.	Click OK.

 See related topics


Overview: Viewing attachments

Finding an attachment in a message

Attachments can be placed anywhere in a message. If you don't see an attachment in a message, scroll down to find it.

You can also click the attachment button in the message header to see a list of all the attachments in the message.

Viewing and launching attachments

If the application that an attachment was created in is installed on your computer, you can launch the attachment in its application.

If you don't have the application, you can usually view the attachment in the Viewer window.

Viewing an unrecognized attachment format

If an attachment is in an unknown format you can usually still view it by using an alternative format. See Viewing an unrecognized attachment format.

 See related topics


Details: Viewing a compressed attachment

Saving compressed file attachments as uncompressed files

You can save compressed file attachments created with PKZIP to a disk in uncompressed form. See Saving files from a compressed attachment.

Viewing other types of compressed files

If the file was compressed using a program other than PKZIP, save the file and uncompress it. See Saving an attachment.

 Go to procedure

 See related topics


Viewing a compressed attachment

If a file was compressed using PKZIP, you can view the list of files it contains.

Select the compressed file attachment and choose Edit - Attachment Object - View. The Viewer window displays the list of attachments in the compressed file.

Tip	To sort the files differently, see Sorting the file list in a compressed attachment.

 See details

 See related topics


Attachment options

Option	Purpose
Save	Saves the attachment to a disk. You can specify where to save the attachment.
View	Displays the attachment in the Viewer window. Click View if you want to see the attachment without opening another program.
Launch	Opens the attachment in its application. For example, launching a 1-2-3 spreadsheet starts Lotus 1-2-3 and displays the spreadsheet attachment.
Close	Closes this dialog box.


Login options

Make default name/profile

Select this option to set the current login name as the default. Each time you start Lotus Mail, the default name appears in the Login/Profile name box.

Log in to each service separately

Select this option if you are using multiple e-mail service providers and you want to use different services from each one. For example, you can specify to use the Mailbox from one service provider and the Address Book from another.


Can I automatically sort messages as I receive them?

Yes. To automatically copy or move messages to folders and local archives as you receive them, and to perform other mail-management tasks, use rules.

See Overview: Automating tasks with rules.


Can I open an attachment from an application that I don't have on my computer?

You can view a wide variety of files including spreadsheets, graphics, database, word processing files, and PKZIP files.

See Viewing an attachment.


Frequently-asked questions
Frequently asked questions

Questions about Lotus Mail features

Where is my new mail?

What is the Outbox?

Can I leave my messages on the server?

Can I open an attachment from an application that I don't have on my computer?

Can I automatically sort messages as I receive them?

How are folders different from local archives?

What is the Rule Engine?

Questions about common problems

How can I make Lotus Mail work faster?

Why can't I use some of my keyboard shortcuts?

Why can't I find a menu or command?

Why can't I find an attachment in a message?

Why can't I find a folder?

Why can't I delete a message from a local archive?

Why aren't my messages listed in the correct order?

Why can't I find a message in the Drafts folder?

 See related topics


How are folders different from local archives?

Folders store messages in your Mailbox. Folders are most often used for temporary storage. You can delete messages from folders as you would delete messages from the Inbox.

Local archives store messages anywhere on a disk. Local archives are most often used for permanent storage. You can't delete individual messages from a local archive; but you can delete an entire local archive file.


How can I make Lotus Mail work faster?
How can I make Lotus Maill work faster?

You can work with your e-mail faster if you limit the number of messages in your Inbox. In addition to manually deleting messages when you no longer need them, you can do the following:

•	Store messages in folders and local archives. See Overview: Saving messages.

•	Delete old messages in the Trash and Sent Mail folders. See Emptying the Trash folder automatically and Emptying the Sent Mail folder automatically.

•	Create a rule to automatically move old messages from your Inbox to a local archive. See Overview: Automating tasks with rules and Example: Move old messages to an archive.

•	Create a rule to automatically move specific messages, for example, from a list server, to a folder. See Overview: Automating tasks with rules and Example: Move specific incoming messages.


What is the Outbox?

The Outbox stores messages that you send until you connect. You can create and send numerous messages, then connect to send all of the messages in the Outbox at one time.


Why aren't my messages listed in the correct order?

You can sort messages according to any column in the message list pane. For example, you can sort by date received, alphabetically by author, by priority, and so forth.

To sort messages by a column, click that column heading.


Why can't I delete a message from a local archive?

You cannot move or delete messages from a local archive. However, you can create a new local archive, copy the messages that you want to keep into it, and then delete the old local archive along with the messages you don't want.


Why can't I find an attachment in a message?

Attachments can be placed anywhere in a message. If you don't see an attachment in a message, scroll down to find it.

You can also click the attachment button in the message header to see a list of all the attachments in the message.


Why can't I find a folder?

The folder might be nested inside another folder. To see all your folders, choose View - Expand All.


Why can't I find a menu or command?

Menus and commands are enabled and disabled according to the tasks you can perform at the current time. For example, the Text menu appears when you are creating or editing a message, since that's the only time you need to format text.


Why can't I find a message in the Drafts folder?

If you can't find a message in the Drafts folder, it might be because the message was saved without a recipient or subject. In that case, the message is displayed in the list with little or no information to identify it. In most cases, the message was saved with the date, in which case you can use the date to identify which message to open.


Why can't I use my some of my keyboard shortcuts?

Some shortcuts might work differently from what you are used to. For example, CTRL+S now saves your message to the Drafts folder.


Overview:  Lotus Mail

Lotus Mail is an Internet e-mail program. You can use Lotus Mail with any Internet service provider that uses a POP3 server to transfer your mail. You can download messages wherever Lotus Mail is installed: on your computer at work, or on your notebook computer. You can send mail to an Internet address without using an Internet gateway.

Receiving messages

Just like paper mail, you receive e-mail in your Inbox. The list of messages in your Inbox shows who sent each message, when you received it, and what each message is about.

Reading messages

To read a message, you double-click it in the Mailbox. The message opens in its own window. Unlike paper mail, you can preview messages without opening them. By previewing messages, you can quickly see which messages should be read first.

Replying to and forwarding messages

With e-mail, you can reply to or forward a message with one mouse click. When you reply, you can include the original message in your reply.

Creating messages

Just like paper mail, you can create a message from scratch, or use stationery.

In paper mail, you can send things along with a message, for example, books and other documents. You can do the same in e-mail. You can attach almost any type of file to a message: spreadsheets, graphics, audio files, and so forth. E-mail is one of the fastest, most reliable ways to distribute files.

Addressing messages

With e-mail, you can send the same message to many people at the same time. You can create mailing lists to send mail to specific groups of people, for example, all the people in the building where you work.

As with paper mail, each person has a unique address. You store addresses in address books, and you can create, edit, and delete addresses any time.

Saving and storing messages

Lotus Mail provides several ways to save your messages. You can save them as files on your hard disk, or store them in folders. You can use folders to organize your stored messages, for example, you can save all messages about a certain subject in one place.

Common terms

•	Message

•	Address

•	Address book

•	Mailing list

•	Network administrator

•	Mailbox

•	Inbox

•	Folder

•	Local archive

•	Outbox

•	Internet service provider

•	POP3

•	Server

Copyright and trademark information

 See related topics


Changing command line options

Use command line options to customize how Lotus Mail starts.

1.	Exit from Lotus Mail.

2.	Choose Start from the Windows 95 taskbar.

3.	Choose Settings - Taskbar.

4.	Click the Start Menu Programs tab.

5.	Click Advanced.

6.	Expand the folders to display the Lotus Mail entry in the list on the right.

7.	Select the Lotus Mail entry.

8.	Choose File - Properties.

9.	Click the Shortcut tab.

10.	Enter the command line option after "WMail32.EXE," for example, C:\Lotus\Mail32\WMail32.exe /n.

Caution	Do not change any of the text up to and including "WMail32.EXE."

 Options

11.	Click OK.

 See related topics


Details: Changing your password

If you use a different service provider

The way you change your password might be different depending on which service provider you use.

 Go to procedure

 See related topics


Changing your password

Use this procedure to change your Lotus Mail password.

To change the password that you use to connect to your Internet service provider, see Changing your Internet service provider password.

1.	Choose File - Tools - Services.

2.	Select "Lotus Mail."

3.	Click Properties.

4.	Click Change Password.

5.	Enter your current password in the "Old password" box.

6.	Enter your new password in the "New password" box.

7.	Enter your new password again in the "Confirm password" box.

8.	Click OK.

9.	(Optional) Select "Remember password" if you want to log in without entering your password.

10.	Click OK.

The new password takes effect immediately.

 See details

 See related topics


Closing a window

Click the Close button in the top-right corner of the window.

Alternatives

•	Press ALT+F4 or ESC.

•	Choose Close from the window pop-up menu.

 See related topics


Command line options

Option	Result
/n	Starts Lotus Mail and opens a new Message window.
/a	Starts Lotus Mail and opens the Address Book window.
/i	Starts Lotus Mail and opens the Inbox.
/j	Starts Lotus Mail and opens the Mailbox.
FileName	Starts Lotus Mail, automatically opens a new message, and attaches the file you specified. (Enter the complete file name and path, for example, C:\FolderName\FileName.)


Command shortcuts

Keyboard shortcuts

Menu	Command	Shortcut
Text	Center text	Ctrl+E
Edit	Clear	Delete
File	Close	Alt+F4, Esc
View	Collapse All	Shift –
Edit	Copy	Ctrl+C
Edit	Cut	Ctrl+X
Actions	Delete then Go to Next	Ctrl+Alt+→
Actions	Delete then Go to Previous	Ctrl+Alt+←
View	Expand All	Shift +
Edit	Find	Ctrl+F
Edit	Find Next	F3
Actions	Go to Next Message	Alt+→
Actions	Go to Previous Message	Alt+←
Help	Guide Me	F1
Text	Left align	Ctrl+L
Create	Message	Ctrl+M
Edit	Paste	Ctrl+V
File	Print	Ctrl+P
View	Refresh	F9
Edit	Replace	Ctrl+H
Text	Right align	Ctrl+R
File	Save Draft	Ctrl+S
View	Search Bar	Ctrl+Q
Edit	Select All	Ctrl+A
Edit	Undo	Ctrl+Z
 See related topics


Confirming to copy or move items in a list

1.	Choose File - Tools - User Preferences.

2.	Click Confirmation in the Preference list.

3.	Select "Confirm to copy" or "Confirm to move."

Tip	You can set other confirmation options at the same time. See Confirmation options.

4.	Click OK.

 See related topics


Confirming to exit from Lotus Mail

1.	Choose File - Tools - User Preferences.

2.	Click Confirmation in the Preference list.

3.	Select "Confirm to exit Lotus Mail."

Tip	You can set other confirmation options at the same time. See Confirmation options.

4.	Click OK.

 See related topics


Copying and moving items in a list

You can use drag and drop to copy and move messages and addresses from one container to another:

•	To move an item, drag and drop the item.

•	To copy an item, hold down the CTRL key as you drag the mouse. Do not release CTRL until after you release the mouse button. (Some items, for example, addresses, can only be copied. In that case, it makes no difference if you press CTRL or not.)

Copy and move icons

The mouse pointer shows whether an item is being copied or moved.

Icon	Meaning
	Copy items to this container.
	Move items to this container.
	You can't copy or move the items to this container.
 See related topics


Copying text from Help

You can copy text from any Help topic to the Clipboard.

1.	Select the text that you want to copy.

Tip	If you want to copy the entire Help topic, do not select any text.

2.	Click the right mouse button inside the Help topic or pop-up window.

3.	Choose Copy.

 See related topics


Copyright and trademark information

Copyright 1996, 1997 cc:Mail, Inc., a wholly owned subsidiary of Lotus Development Corporation. All rights reserved.

Lotus is a registered trademark of Lotus Development Corporation. cc:Mail, cc:Mail Router, Lotus Mail and cc:Mail Automatic Directory Exchange are trademarks of cc:Mail, Inc., a wholly owned subsidiary of Lotus Development Corporation. Other product and company names mentioned herein may be the trademarks or registered trademarks of their respective owners.


Creating a default login name

1.	Start Lotus Mail.

2.	In the Login dialog box, select the name you want as the default.

3.	Click Options.

4.	Select "Make default name/profile."

5.	Click OK.

 See related topics


Creating a login profile

1.	Start Lotus Mail.

2.	Type the name that you want to add in the "Login/Profile Name" box.

3.	Click OK.

4.	Confirm that you want to create a new profile.

5.	Follow the prompts for creating a new profile.

 See related topics


Customizing Lotus Mail

You can customize many basic Lotus Mail tasks, for example:

•	Which window to display on startup

•	When to automatically empty your Trash folder

•	How to be notified of new messages

1.	Choose File - Tools - User Preferences.

2.	Choose the type of preference in the "Preference" list, for example, Desktop, Prepare, and so forth.

3.	Choose the options.

4.	Click OK.

Tip	To restore the default preferences, click Restore Default Settings.

 See related topics


Example of a graphics jump
Example of a pop-up from a picture

You have opened a pop-up window.

Click anywhere to close this window.


Example of a jump

You have jumped to this topic.

Click here to return.


Example of a pop-up

You have opened a pop-up window.

Click anywhere to close this window.


Exiting from Help

Click the Close button in the upper-right corner of the Help window.

Tip	You might have more than one Help window open. You must close all Help windows to exit from Help.

 See related topics


Exiting from Lotus Mail

Choose File - Exit Lotus Mail.

Tip	You can set the default for confirming to exit from Lotus Mail. See Confirming to exit from Lotus Mail.

 See related topics


Details: Expanding and collapsing containers

Alternative - Using menus

You can use the View menu to expand and collapse individual containers:

•	Choose View - Expand.

•	Choose View - Collapse.

 Go to procedure

 See related topics


Expanding and collapsing containers

To collapse or expand a container, double-click it.

You can expand containers that display a triangle pointing to the right.

You can collapse containers that display a triangle pointing down.

Expanding and collapsing all containers

Choose View - Expand All.

or

Choose View - Collapse All.

 See details

 See related topics


Finding a topic in the Help Contents

The Contents is organized by subject, similar to a table of contents in a book.

1.	Choose Help - Help topics.

2.	Click Contents.

3.	Double-click the subject that you want. A list of topics appears.

4.	Double-click the Help topic that you want to read.

 See related topics


Finding a topic in the Help Index

Use the Help Index to search for Help topics containing certain words and phrases. For example, to find information on storing a message in a folder, search for "storing" or "folder."

1.	Choose Help - Help topics.

2.	Click the Index tab.

3.	Begin typing a word or phrase in the box. Help will match the word or phrase that you type.

4.	When you find the word or phrase in the index list, double-click it.

If the index entry points to more than one topic, the Topics Found dialog appears. Double-click the topic you want.

 See related topics


Finding out what's in the Address Book window

To get information about an area of the Address Book window, click that area in the illustration.

Tip	You can click any spot in this illustration where the mouse pointer changes to a hand.

 See related topics


Finding out what's in the Mailbox

To get information about an area of the Mailbox, click that area in the illustration.

Tip	You can click any spot in this illustration where the mouse pointer changes to a hand.

 See related topics


Overview: Getting Help

You can open Help at any time, from any window and dialog box.

Starting Help

To start Help, do one of the following:

•	Press F1 to get help on your current task.

•	Choose an item from the Help menu.

•	Click the Help button in any dialog box.

Navigation jumps

Many Help topics contain jumps to related Help topics. Jumps appear as green text (gray on a monochrome system) with an underline. Wherever you see a jump in Help, you can click it to get more information.

If a jump leads directly to another Help topic, the underline is solid:

Jump to another topic

If a jump leads to a pop-up window, the underline is dotted:

Jump to a pop-up window

Some jumps are neither green nor underlined. Instead, they include a button:

 Jump to another topic

Pop-ups in graphics

If the mouse pointer turns into a hand when placed over a picture, click to see a pop-up.

Using Help buttons

Use the Help buttons to display the Help Contents and Index.

Using Help Contents

Use the Contents to find a specific topic.

Using the Help Index

Use the Index to find topics based on common words and phrases.

Searching for a topic

You can search for topics by entering terms not included in the Help Index.

 See related topics


Help buttons

Button	Function
Help Topics	Displays the Help dialog box, where you can choose from Contents, Index, or Find.
Print	Prints the current Help topic.
Go Back	Returns to the previous Help topic.


Logging in without a password

You should only use this option if you don't care that anyone can read your e-mail.

1.	Choose File - Tools - Services.

2.	Select "Lotus Mail."

3.	Click Properties.

4.	Select "Remember password."

5.	Click OK.

6.	Click Close.

 See related topics


Overview: Menus and commands

Menus and commands are enabled and disabled according to the tasks you can perform at the current time. For example, the Text menu appears when you are creating or editing a message, since that's the only time you need to format text.

To see a brief description of each command, place the mouse pointer over the command and read the description in the status bar.

 See related topics


Moving around in dialog boxes

This table lists the keyboard shortcuts that you can use to move the insertion point around in dialog boxes.

To Move	Key(s)
Clockwise from field to field and from pane to pane	Tab
Counter-clockwise from field to field and from pane to pane	Shift+Tab
From item to item within a field	↑ or ↓
 See related topics


Moving around in windows

This table lists the keyboard shortcuts that you can use to move the insertion point around in windows.

Tip	You can choose the buttons in windows and dialog boxes by holding down ALT and pressing the underlined letter in the button name.

To Move	Key(s)
Clockwise from pane to pane	F6
Counter-clockwise from pane to pane	Shift+F6
Clockwise from field to field within a pane	Tab
Counter-clockwise from field to  field within a pane	Shift+Tab
From item to item within a field	↑ or ↓
 See related topics


Moving a window or dialog box

To move a window or dialog box, place the mouse pointer anywhere in the title bar and drag the window or dialog box to another location.

 See related topics


Overview: Passwords and security

Using passwords

To use Lotus Mail, you need two passwords:

•	Your Lotus Mail password. Use this password to log in to Lotus Mail.

•	Your Internet service provider password. Use this password to connect to your Internet service provider. Usually, you only need to enter this password when you create your login profile.

See the following topics:

 Changing your password

 Changing your Internet service provider password

 Logging in without a password

Protecting your messages

Without your password, other users cannot read any of your mail in any folder in the Mailbox.

If you share your computer with other users, be aware that anyone on your system can access your local archives.

To protect messages in local archives, move the local archive files to a secure file folder, or save messages as files. See Saving a message as a file.

 See related topics


Printing a Help topic

To print a topic from a Help window

Click Print.

or

Click the right mouse button and click Print Topic.

 See related topics


Removing a login profile

1.	Start Lotus Mail.

2.	Select the name you want to delete.

3.	Click Remove.

Tip	If you remove a Lotus Mail profile name, you have the option of removing the associated Mailbox. If you remove the Mailbox, you will lose all of the messages and addresses stored in it. If you do not remove it, you can use it if you recreate the profile.

 See related topics


Details: Resizing panes and columns

Mouse requirement

You cannot change column widths with the keyboard; you must use a mouse.

Changing the screen font

In addition to changing column widths, you can reduce the size of the display font to show more messages. See Changing the window display font.

 Go to procedure

 See related topics


Resizing panes and columns

Resizing panes

Most windows consist of two or more panes. Panes are separated from one another by pane-separator lines. Use the pane separator lines to resize panes.

1.	Place the mouse pointer directly over a pane-separator line.

The mouse pointer changes to a two-headed arrow.

2.	Drag the pane-separator line in the direction of either arrow.

Resizing columns

Some panes contain lists, such as the message list, that consist of several columns of information. To resize a column:

1.	Place the mouse pointer directly over the column separator.

The mouse pointer changes to a double-headed arrow.

2.	Drag the column separator to the left or right.

 See details

 See related topics


Details: Resizing windows

Alternative - Using the window pop-up menu

Choose Restore, Minimize, or Maximize from the window pop-up menu.

Tip	To open the window pop-up menu, click the title bar icon in the top-left corner of the window.

Maximizing and restoring windows

When you restore a window, the Restore button changes to a Maximize button. Conversely, when you maximize a window, the Maximize button changes to a Restore button.

Restore button:
Maximize button:
Appearance of minimized windows

When you minimize a window, it appears as an icon in the Windows 95 taskbar.

Dialog boxes

You cannot minimize or maximize dialog boxes.

 Go to procedure

 See related topics


Resizing windows

To maximize a window

Click Maximize.

To minimize a window

Click Minimize.

To restore a window to the previous size

Click Restore.

To restore a minimized window

Click the window icon in the Windows 95 taskbar.

To resize a window

1.	Position the mouse pointer over any window border.

2.	Drag the border in any direction.

 See details

 See related topics


Restoring default preference settings

1.	Choose File - Tools - User Preferences.

2.	Click Restore Default Settings.

 See related topics


Searching for text in Help

1.	Choose Help - Help topics.

2.	Click Find.

Note	If this is the first time you have used Find, Help takes several seconds to build an index.

3.	Enter the text to search for. Help matches the text that you enter with words found in the Help topics.

4.	Double-click the topic you want to display from the list.

 See related topics


Selecting and deselecting items in a list

To select one item in a list

Move the mouse pointer to the item and click the left mouse button.

To select a range of consecutive items in a list

1.	Select the first item.

2.	Hold down SHIFT and click the last item in the group that you want to select.

To select several nonsequential items in a list

1.	Select the first item.

2.	Hold down CTRL and click each additional item that you want to select.

Using the keyboard

Press ↑ or ↓ until the item that you want is selected. Press SHIFT  to select multiple items.

 See related topics


Overview: Service providers

A service provider is the underlying software on which an e-mail application runs.

A mail service provider supplies one or more of the following services:

•	Storing messages

•	Storing addresses

•	Sending and receiving messages

Lotus Mail uses the Lotus Mail SPI for storing messages and addresses, and the Lotus Mail Internet Transport SPI for sending and receiving messages.

 See related topics


Showing the Mailbox at startup

1.	Choose File - Tools - User Preferences.

2.	Click Desktop in the Preference list.

3.	Choose one of these options from the Display box:

•	Mailbox

•	Mailbox  and Task Bar

 See related topics


Showing the Task Bar at startup

1.	Choose File - Tools - User Preferences.

2.	Click Desktop in the Preference list.

3.	Choose one of the following from the Display box:

•	Task Bar

•	Mailbox and Task Bar

 See related topics


Starting Lotus Mail

1.	Double-click the Lotus Mail program icon.

2.	If necessary, choose a profile from the Login/Profile name list.

Tip	You created this profile when you installed Lotus Mail.

3.	(Optional) Enter your password.

4.	Click OK.

 See related topics


What's new in Lotus Mail

World Wide Web access

You can open a Web page directly from a message. Just double-click a URL.

Message counts displayed

The number or messages in each container is now displayed in the folder pane.

Searching in multiple containers

You can search in more than one folder or local archive with a single search. See Searching for a message in more than one container.

Searching for attachments

You can search for an attachment if you know its file name or part of its file name. See Finding an attachment.

Printing attachments

You can print a message without printing its attachments.

Editing a message in the Outbox

You can edit a message in the Outbox the same way you edit a message in the Drafts folder. See Editing a message in the Outbox.

Sorting messages

You can sort messages by any category, for example, date received, author, size, and subject. You can also change the information displayed in the Mailbox and Address Book window. See Sorting messages in the message list pane and Overview: Changing the information displayed in lists.

Leaving messages on the server

By default, Lotus Mail downloads your messages and removes them from the server. To leave copies of your messages on the server, see Leaving your messages on the server.

LDAP addressing

You can search LDAP directories for Internet addresses. (To do so, you need to use the Control Panel to add an LDAP service provider to your profile.)

 See related topics


Editing your login profile

What do you want to do?

 Change my password

 Change how often to be notified of new messages


Mailbox properties

What do you want to do?

 Change my password

 Change how often to be notified of new messages


Address book properties

This dialog box shows the address book properties.


Editing a mailing list

To add a name

1.	Type the name or select it from the list.

2.	Click Add.

To remove a name

1.	Select a name in the "List members" box.

2.	Click Remove.

About mailing lists

See the following topics for more information about mailing lists:

 Creating a mailing list

 Deleting a mailing list


Finding an address

1.	Enter the first part of the name you are looking for, or enter the entire name.  For example, if you're looking for "Sage," enter "sa" or "sage."

2.	Click OK.

The names that match what you typed appear in the Address Book dialog box.

Tip	When you search for an address, the Search Results entry is added to the "Show Names from the" box in the Address Book dialog box.


Address properties

Editing an address

See the following topics:

 Editing an address


Address properties

Editing an address

See the following topics:

 Editing an address


Mailing list properties

What do you want to do?

 Create a mailing list

 Edit a mailing list

 Delete a mailing list


Mailing list properties

What do you want to do?

 Create a mailing list

 Edit a mailing list

 Delete a mailing list


Creating a new Mobile post office address

What do you want to do?

 Create an address in my Personal Address Book


Internet properties

What do you want to do?

 Create an address in my Personal Address Book

 Edit an address


Internet properties

What do you want to do?

 Create an address in my Personal Address Book

 Edit an address


Changing how often to be notified of new messages

Use this procedure to connect to your Internet service provider on a specified schedule.

1.	Choose File - Tools - Services.

2.	Select "Lotus Mail Internet Transport."

3.	Click Properties.

4.	Click the Connection tab.

5.	Select "Connection Enabled."

6.	(Optional) Specify how frequently you want to connect, in minutes.

7.	Click OK to close the Internet Configuration Properties dialog box.

8.	Click OK.

 See related topics


Notification options

Option	Result
Tone	Sounds a beep.
Dialog box	Displays a dialog box that tells you how many new messages you have.
Sound	Plays a sound file. You can use this option only if your system includes sound equipment and drivers. To change the sound file, change the New Mail Notification option in the Windows Control Panel Sound settings.


Overview: Receiving messages

Displaying new messages

To check for new messages, choose Actions - Deliver Mail.

Tip	To check for new messages on a regular schedule, see Changing how often to be notified of new messages.

Leaving messages on the server

By default, Lotus Mail downloads your messages and removes them from the server. To leave copies of your messages on the server, see Leaving your messages on the server .

Reading a message

To read a message in your Inbox, double-click it.

See Reading a message.

 See related topics


Receiving notification of new messages

1.	Choose File - Tools - User Preferences.

2.	Click Notify in the Preference list.

3.	Select "Enable new message notification."

4.	Specify a notification method.

 Options

5.	Click OK.

 See related topics


Changing page margins

1.	While creating a message, choose Text - Page Options.

2.	Set the margins.

 Options

3.	Click OK.

Note	 When you change page margins, the new settings don't take effect in the current message. Your next new message will use the new page margins.

 See related topics


Changing the default text color

You can change the default message text color for new messages.

Note	Although you can choose from a variety of colors, the color is discarded when you send your message. Your recipients will see your message formatted in the message text color used by their e-mail program.

1.	Choose File - Tools - User Preferences.

2.	Click Prepare in the Preference list.

3.	Choose a color from the "Default text color" box.

4.	Click OK.

 See related topics


Changing the measurement unit for text

You can change the unit of measurement for setting margins, indents, and tabs.

1.	While creating a message, choose Text - Page Options.

2.	Set the unit of measurement, for example, inches.

3.	Click OK.

 See related topics


Changing the page size

1.	While creating a message, choose Text - Page Options.

2.	Set the page width in the Width box.

3.	Set the page height in the Height box.

4.	Click OK.

 See related topics


Details: Changing the text font and color

Changing the window display font

To change the window display font, see Changing the window display font.

Supported fonts

The "Font" list includes all fonts installed on your system.

Attachments

To change font properties in attachments, see Editing an attachment.

 Go to procedure

 See related topics


Choosing a saved subject

1.	While creating a message, click Subject.

2.	Select the subject that you want to use.

3.	Click OK.

 See related topics


Creating a message using stationery

Use stationery to speed up the process of creating standard messages such as memos, status reports, and so forth.

1.	Choose Create - Other Message.

2.	Click a stationery name to open a stationery message.

3.	If necessary, enter a name in the Address box, or choose Actions - Address to choose a name from the Address Book dialog box.

Tip	If you're not sure of an address, choose Actions - Address to choose an address from the Address Book dialog box.

4.	Type your message in the message text pane.

5.	Choose Actions - Send to send the message.

6.	(Optional) Choose Actions - Deliver Mail to send the message from the Outbox.

 See related topics


Details: Creating stationery

Limits

A stationery name can contain 126 characters of text.

 Go to procedure

 See related topics


Creating stationery

You can create stationery for types of messages that you send frequently, such as status reports, meeting minutes, and so forth. You can include any kind of message information in your stationery, such as recipients, a subject, message text, priority, and attachments. (You can't include sent mail options.)

1.	Choose Window - Mailbox.

2.	Choose Actions - Stationery to display the Stationery dialog box.

3.	Choose New to display a new message window.

4.	(Optional) Enter a name in the Address box, or choose Actions - Address to choose a name from the Address Book dialog box.

Tip	If you're not sure of an address, choose Actions - Address to choose an address from the Address Book dialog box.

5.	(Optional) Select Return receipt.

6.	(Optional) Set the message priority.

7.	(Optional) Type your message in the message text pane.

8.	Choose File - Save Stationery.

9.	Enter a name for the stationery.

10.	Click OK to return to the Stationery dialog box.

11.	Click OK.

 See details

 See related topics


Cutting, copying, and pasting message text

1.	While creating a message, select the text that you want to cut or copy.

2.	To cut, choose Edit - Cut. Cutting text removes the text from its current location.

or

To copy, choose Edit - Copy. Copying leaves the text in its current location and copies it to the Clipboard.

3.	Position the insertion point where you want to insert the text.

4.	Choose Edit - Paste.

 See related topics


Deleting a saved subject

1.	While creating a message, click Subject.

2.	Select the subject that you want to delete.

3.	Click "Delete From List."

4.	Click OK.

 See related topics


Deleting stationery

1.	In the Mailbox, choose Actions - Stationery.

2.	Select the stationery that you want to delete.

3.	Click Delete.

4.	Click OK.

 See related topics


Editing stationery

1.	In the Mailbox, choose Actions - Stationery.

2.	Select the stationery that you want to edit.

3.	Choose Edit.

or

Click New Copy to create new stationery based on existing stationery.

4.	Edit the stationery message.

5.	Choose File - Save stationery.

If you created a new copy, enter a name and click OK.

 See related topics


Details: Exporting message text to a file

Exporting versus saving

When you export text, only the message text is stored in the file. To save the message header information along with the message text, see Saving a message as a file.

Limits

You can't export text from an attachment.

 Go to procedure

 See related topics


Exporting message text to a file

1.	Open the message that you want to export text from.

2.	(Optional) Select the text that you want to export. If you select nothing, all of the text is exported.

3.	Choose File - Export.

4.	Type a name for the file and select a folder for it.

or

Choose an existing text file.

 Tips for finding a file

5.	Click Save.

Tip	When you export text to an existing file, the text you export replaces all of the text in the existing file.

 See details

 See related topics


Finding and replacing text in a message

You can replace only message text. You cannot replace text in attachments.

1.	Place the insertion point where you want to begin searching.

2.	Choose Edit - Replace.

3.	Enter the text that you want to find in the "Find what" box.

4.	Enter the text that you want to use as the replacement in the "Replace with" box.

5.	Set the options that you want to apply to the search.

 Options

6.	Click Replace to replace the first occurrence of the text and search for the next occurrence.

or

Click Replace All to replace all occurrences of the text.

or

Click Find Next to find the next occurrence without changing the current one.

 See related topics


Finding text in an attachment

1.	While viewing an attachment, place the insertion point where you want to begin searching.

2.	Choose Edit - Find.

3.	Enter the text that you want to find.

4.	Set the options that you want to apply to the search.

 Options

5.	Click Find.

Tip	To search for the same word again, press F3.

 See related topics


Finding text in a message

1.	Place the insertion point where you want to begin searching.

2.	Choose Edit - Find.

3.	Enter the text that you want to find.

4.	(Optional) Set the options that you want to apply to the search.

 Options

5.	Click Find Next.

6.	Repeat step 5 as needed.

7.	Click Cancel to end the search.

Tips

•	To search for the same word again after you have closed the Find dialog box, press F3.

•	You can select the text you want to find before choosing Edit - Find.

 See related topics


Find options

Option	Result
Match whole word only	Finds only whole words. For example, if you search for "file," you won't find "files."
Match case	Finds a specific match of uppercase and lowercase letters. For example, if you search for "File," you won't find "file."


Find options for attachments

Option	Result
Forward	Searches forward from the current location.
Backward	Searches backward from the current location.
Match case	Searches for a specific match of uppercase and lowercase letters. For example, if you search for "File," you won't find "file."


Details: Importing text from a file

Including other file types

You can  import text files only. To include any other type of file format, see Attaching a file.

 Go to procedure

 See related topics


Importing text from a file

1.	Place the insertion point at the position where you want to place the imported text.

2.	Choose File - Import.

3.	Locate the file that you want to import.

 Tips for finding a file

4.	Click Open.

The text is inserted at the current position.

 See details

 See related topics


Insertion point  location options

Option	Result
Addressing	The insertion point appears in the Address box.
Addressing dialog	The Address Book dialog box appears automatically when you begin a new message.
Subject	The insertion point appears in the Subject box.
Text Editor	The insertion point appears in the message text.
Attach dialog	The dialog box for attaching files appears automatically when you begin a new message.


Page margins options

Option	Result
Width	Sets the page width.
Height	Sets the page height.
Top	Sets how close the text can be to the top of the page.
Bottom	Sets how close the text can be to the bottom of the page.
Left	Sets how close the text can be to the left side of the page.
Right	Sets how close the text can be to the right side of the page.
Units	Sets the unit of measurement for margins, indents, and tabs.
Wrap text in message	Wraps text to fit the window or to the margin measurements on the ruler.


Replace options

Option	Result
Match whole word only	Replaces only whole words.
Match case	Replaces only a specific match of uppercase and lowercase letters.


Saving a subject

You can save subjects that you use frequently.

1.	While creating a message, type the subject in the Subject box.

2.	Click Subject.

3.	Click Add to List.

Note	If the subject has already been saved, the Add to List button is not available.

The new subject appears in the list of saved subjects.

4.	Click OK.

 See related topics


Setting how text wraps

1.	While creating a message, choose Text - Page Options.

2.	In the "Wrap text in message" box, choose how text wraps.

 Options

3.	Click OK.

 See related topics


Setting the default stationery

1.	In the Mailbox, choose Actions - Stationery to display the Stationery dialog box.

2.	Select the stationery you want to use as your default.

3.	Click Make Default.

4.	Click OK.

Tip	The name of the default stationery appears in the Create menu. For example, if you use "Stock Report" as the default stationery, you would choose Create - Stock Report to create a message.

 See related topics


Showing the ruler

While creating a message, choose View - Show Ruler.

 See related topics


Spell checking a message

Note	You can spell check text only in messages. You cannot spell check attachments.

1.	Place the insertion point where you want to begin checking.

or

Select the text that you want to check.

2.	Choose Edit - Check Spelling.

3.	If spell check finds an unrecognized or repeated word, type the correct spelling in the "Change to" box.

or

Select the correct spelling from the Suggestions list.

4.	Select an option to continue.

 Options

5.	Repeat this procedure for each unrecognized or repeated word.

 See related topics


Spell checking new messages automatically

Use this option to spell check a message automatically when you send it.

1.	Choose File - Tools - User Preferences.

2.	Click Prepare in the Preference list.

3.	Select "Automatic spell check."

4.	Click OK.

 See related topics


Spell check options

Option	Action
Ignore	Ignores only this occurrence of the word.
Ignore All	Ignores every occurrence of the word during this spell check.
Change	Substitutes only this occurrence of the word with the text that you specify in the "Change To"  box.
Change All	Substitutes every occurrence of the word with the text that you specify in the "Change To" box.
Add	Adds the word to your user dictionary. The word will be recognized in all messages that you spell check.
Delete	Delete the selected word. Use this option for repeated words.


Details: Using a different dictionary for spell check

Adding words to your user dictionary

Words you add to the dictionary are stored in a file named LTSUSER1.DIC. You can read and edit this file with any text editor.

 Go to procedure

 See related topics


Using a different dictionary for spell check

1.	Choose File - Tools - User Preferences.

2.	Click Spelling in the Preference list.

3.	Type the dictionary path and file name in the "User dictionary" box.

4.	Click OK.

 See details

 See related topics


Using a different language for spell check

1.	Choose File - Tools - User Preferences.

2.	Click Spelling in the Preferences list.

3.	Select the language you want to use from the Language list.

4.	Click OK.

 See related topics


Using keys to select and edit text

You can use the standard Windows editing keys.

Tip	To undo your last edit, choose Edit - Undo.

Keys for moving the insertion point and editing text

Key(s)	Action
Ctrl + →	Moves right one word.
Ctrl + ←	Moves left one word.
Home	Moves to the beginning of the line.
End	Moves to the end of the line.
PgUp	Moves up one screen.
PgDn	Moves down one screen.
Ctrl+Home	Moves to the beginning of the message.
Ctrl+End	Moves to the end of the message.
Ctrl+Del	Deletes from the current location to the end of word.
Tab	Inserts spaces to the next tab stop in the text editor.

Keys for selecting text

Key(s)	Action
Shift+ ← or →	Selects or deselects one text character.
Shift+ ↑ or ↓	Selects or deselects one line of text.
Shift+PgUp or Shift+PgDn	Selects or deselects one screen of text.
Shift+Home	Selects text to the beginning of the line.
Shift+End	Selects text to the end of the line.
Ctrl+Shift+ ←	Selects the previous word.
Ctrl+Shift+ →	Selects the next word.
Ctrl+Shift+Home	Selects text to the beginning of the message.
Ctrl+Shift+End	Selects text to the end of the message.
 See related topics


Word wrap options

Option	Result
Wrap to window	Wraps the text to fit in the message window.
Wrap to ruler	Wraps the text to match the specified  margins. If the window is sized too small, some text might not be visible.
None	Does not wrap the text.


Details: Changing the columns displayed in the Address Book window

Changing column widths

To change column widths, enter a number in the "Width" box. If the column heading displays text, the number is the number of characters to display. If the column heading displays an icon, the number is the width of the column in pixels.

Changing the order of the columns

To move a column to the left, select the column and click Move Up.

To move a column to the right, select the column and click Move Down.

Canceling your changes

To reset the columns to their previous configuration, click Reset.

 Go to procedure

 See related topics


Changing the columns displayed in the Address Book window

1.	Choose Window - Address Book to open the Address Book window.

2.	Choose View - Design List View.

3.	To add a column, select a column in the "Available columns" list and click Add.

4.	To remove a column, select a column in the "Show the following columns" list and click Remove.

5.	Click OK.

For information about the columns in the Address Book window, see Overview: Lotus Mail addresses.

 See details

 See related topics


Details: Changing the columns displayed in the Mailbox

Defining the type of message to display

You can customize a list to display only a specific type of message, for example, messages from a specific author.

See Showing only a specific type of message in the Mailbox.

Changing column widths

To change column widths, enter a number in the "Width" box. If the column heading displays text, the number is the number of characters to display. If the column heading displays an icon, the number is the width of the column in pixels.

Changing the order of the columns

To move a column to the left, select the column and click Move Up.

To move a column to the right, select the column and click Move Down.

Canceling your changes

To reset the columns to their previous configuration, click Reset.

Adding a lot of columns

When you have a lot of messages in your Mailbox and you add many columns to a view, you might not have enough memory to display all messages in the new view. To see all messages, restart Lotus Mail.

Changing columns during a search

You cannot change the columns in the Mailbox while search results are displayed.

 Go to procedure

 See related topics


Changing the columns displayed in the Mailbox

1.	Choose Window - Mailbox to open the Mailbox.

2.	Open the Inbox, a folder, or a local archive.

3.	Choose View - Design List View.

4.	To add a column, select a column in the "Available columns" list and click Add.

5.	To remove a column, select a column in the "Show the following columns" list and click Remove.

6.	Click OK.

For information about the columns in the Mailbox, see Overview: Reading messages.

 See details

 See related topics


Changing the window display font

1.	Choose File - Tools - User Preferences.

2.	Click Fonts in the Preference list.

3.	Select a window.

 Options

4.	Click Change to change the font.

 Options

5.	Click OK to return to the Preferences dialog box.

6.	Click OK.

 See related topics


Overview: Changing the information displayed in lists

You can customize the information displayed in the following lists:

•	The Mailbox message list (for any message container)

•	The Address Book window address list

Note	Changing the columns in a list only applies to the current list. For example, if you change the columns in a specific folder, columns for other folders are not changed.

Changing the columns

The Mailbox and the Address Book window display information in columns. For example, the Mailbox includes columns for the author, date, and so forth.

When you create a list view, you can specify which columns appear, the order of the columns, and their width.

See the following topics:

 Changing the columns displayed in the Address Book window

 Changing the columns displayed in the Mailbox

Showing only a specific type of message

You can customize message lists to show only a specific type of message, for example, only those message sent by a certain person.

See Showing only a specific type of message in the Mailbox.

 See related topics


Changing the size of SmartIcons

1.	Choose File - Tools - SmartIcons.

2.	Choose Regular or Large in the "Icon size" box.

3.	Click OK.

Note	If you display a lot of SmartIcons in the large size, they might not all fit in the window.

 See related topics


Details: Creating a new set of SmartIcons

Spacer icons

You can add as many spacer icons as you want.

File names for SmartIcons sets

Files that contain a set of SmartIcons must have the file extension "SMI." If you don't specify an extension when you enter the file name, it's added automatically.

 Go to procedure

 See related topics


Creating a new set of SmartIcons

You can create a custom set of SmartIcons by starting with any existing set and adding, moving, or deleting icons.

1.	Choose File - Tools - SmartIcons.

2.	Select a SmartIcons bar from the "Bar name" box. "Default" is a good bar to start with.

3.	Add, delete, and move icons.

 Tips for customizing SmartIcons

4.	Click Save Set.

5.	Click Save As New.

6.	Type a name for your new SmartIcons set in the "SmartIcons bar name" box.

7.	Type a file name in the "SmartIcons file name" box.

8.	Click OK to return to the SmartIcons dialog box.

9.	Click OK.

 See details

 See related topics


Deleting a set of SmartIcons

1.	Choose File - Tools - SmartIcons.

2.	Click Delete Set.

3.	Select the name of the set that you want to delete.

4.	Click OK.

5.	Click Yes to delete the set.

6.	Click OK.

Note	Lotus recommends that you do not delete the original sets of SmartIcons.

 See related topics


Details: Modifying a set of SmartIcons

Spacer icons

You can add as many spacer icons as you want.

Alternative - Moving icons around in a SmartIcons bar

You can change the position of icons in a SmartIcons bar from a window, instead of from the SmartIcons Setup dialog box. To do so, press and hold down CTRL while you drag the icon to the new position. When the icon is in position, release the mouse button and then release CTRL to drop it into place.

 Go to procedure

 See related topics


Modifying a set of SmartIcons

1.	Choose File - Tools - SmartIcons.

2.	Select the set of SmartIcons that you want to change from the "Bar name" box.

3.	Add, remove, or move icons in the bar.

 Tips for customizing SmartIcons

4.	Click Save Set.

5.	Click Overwrite.

6.	Click OK.

 See details

 See related topics


Showing descriptions of SmartIcons

You can display short descriptions of specific SmartIcons as you pass the mouse pointer over an icon.

1.	Choose File - Tools - SmartIcons.

2.	Select "Show icon descriptions."

3.	Click OK.

 See related topics


Details: Showing only a specific type of message in the Mailbox

Changing the columns in the list view

To change which columns appear, and the order in which they appear, see Changing the columns displayed in the Mailbox.

 Go to procedure

 See related topics


Showing only a specific type of message in the Mailbox

1.	Choose Window - Mailbox.

2.	Open the Inbox, a folder, or a local archive.

3.	Choose View - Design List View.

4.	(Optional) Specify the columns that you want to see.

5.	Click Filters.

6.	Enter the conditions required to show only those message that you want to see.

To add more than one condition, press ENTER after adding each condition.

To delete a condition, select it and click Delete.

 Tips for entering conditions

7.	Click OK to return to the Folder List View dialog box.

8.	Click OK.

 See details

 See related topics


Showing SmartIcons

Choose View - Show SmartIcons.

 See related topics


Showing the action bar

To show or hide the action bar, choose View - Show Action Bar.

Use the action bar to get shortcuts to the most common tasks.

 See related topics


Tips for customizing SmartIcons

Adding an icon

To add an icon, drag it from the "Available icons" box to the preview bar.

Deleting an icon

To delete an icon, drag it out of the preview bar.

Moving an icon

To move an icon to another location, drag it to the position that you want.

Adding space between icons

To add space between icons, drag a spacer from the "Available icons" box to the preview bar.


Overview: Using SmartIcons instead of menus

Use SmartIcons® instead of menus and keyboard shortcuts to open windows or choose commands. To use an icon, click  it.

Using different sets of SmartIcons

Each window has its own set of SmartIcons. For example, the Mailbox has SmartIcons for managing messages, and the Address Book window has SmartIcons for managing addresses.

Showing SmartIcons

To show SmartIcons, choose View - Show SmartIcons.

Using SmartIcons help

To see a short description of a specific SmartIcon, place the mouse pointer over it. See Showing descriptions of SmartIcons.

Customizing SmartIcons

You can customize sets of SmartIcons in the following ways:

•	Choose not to show SmartIcons at all

•	Choose regular or large icons

•	Create a new set of SmartIcons, modify an existing set, and delete a set

•	Turn SmartIcons help on and off

 See related topics


Window font options

Option	Result
Address Book	Sets the default font for the Address Book window.
Mailbox	Sets the default font for the Mailbox.
Preview Pane	Sets the default font for the preview pane.
Message Text	Sets the default font for message text.


Changing the default message priority

1.	Choose File - Tools - User Preferences.

2.	Click Prepare in the Preference list.

3.	Set the message priority that you want to use as the default (Normal, Urgent, or Low).

4.	Click OK.

 See related topics


Details: Changing the message priority

Changing the default message priority

See Changing the default message priority.

 Go to procedure

 See related topics


Changing the message priority

While creating a message, click the Priority button until you see the priority you want.

 See details

 See related topics


Confirming to cancel a message

1.	Choose File - Tools - User Preferences.

2.	Click Confirmation in the Preference list.

3.	Select "Confirm to cancel a message."

Tip	You can set other confirmation options at the same time. See Confirmation options.

4.	Click OK.

 See related topics


Confirming to send a message

1.	Choose File - Tools - User Preferences.

2.	Click Confirmation in the Preference list.

3.	Select "Confirm to send a message."

Tip	You can set other confirmation options at the same time. See Confirmation options.

4.	Click OK.

 See related topics


Details: Creating and sending a message

Saving a message

•	To save a message in the Drafts folder without sending it, choose File - Save Draft.

•	To save a copy of a message when you send it, select "Save a copy in." You can save it in any folder.

Quick addressing

If quick addressing is enabled, the name is entered automatically as you type. See Enabling quick addressing.

Creating an address

To create an address (for example, an Internet address) and save it in your Personal Address Book, see Creating an address.

Verifying an address

If you enter an Internet address, it is not verified. Lotus Mail accepts any Internet address, even if it is not in your Personal Address Book.

Deleting an address

To delete an address from the recipient list, select the address and press DELETE.

Including a URL in your message

If you include a URL in your message, a recipient that has a Web browser can double-click it and automatically access the associated Web page.

Note	The URL must begin with "http:" or "https:." There can't be any characters other than a space immediately before the "h."

Using tabs

Tab characters are converted to spaces when you send a message.

Subject text limit

A recipient will only be able to see the first 62 characters of your message subject.

Messages that won't leave the Outbox

If you have a message that won't leave the Outbox when you connect, make sure that it includes only Internet addresses. If a message includes a type of address used by a different service provider, the message might not be sent.

 Go to procedure

 See related topics


Creating and sending a message

1.	Choose Create - Message to open a new Message window.

2.	Type the recipient's name in the Address box (usually in last name, first name format).

Tip	If you're not sure of an address, choose Actions - Address to choose an address from the Address Book dialog box.

3.	Press ENTER to add the name to the recipient list.

If the name is not recognized, you are asked to verify the address.

 Options

4.	Repeat steps 2 - 3 for each recipient.

5.	Type a subject for your message in the "Subject" box and press ENTER.

6.	(Optional) Select the message priority and return-receipt options.

7.	Type your message in the message text pane.

8.	Choose Actions - Send.

9.	(Optional) Choose Actions - Deliver Mail to send the message from the Outbox.

 See details

 See related topics


Getting a return receipt automatically

Use this option to automatically request a return receipt for each message you send.

1.	Choose File - Tools - User Preferences.

2.	Click Prepare in the Preference list.

3.	Select "Request receipt."

4.	Click OK.

Tip	To turn off return receipt for an individual message, deselect "Return receipt" before you send it.

 See related topics


Requesting a receipt

While creating a message, select Return receipt.

Note	Some Internet e-mail programs do not return receipts.

 See related topics


Sending a copy

1.	While creating a message, choose cc or bcc.

2.	Enter the recipient's name in the Address box.

3.	Press ENTER to add the name to the list of recipients.

Tip	To change the address mode for an address that is already in the recipient list, click the To, cc, or bcc next to the name and choose a different addressing mode.

 See related topics


Details: Sending a message to a mailing list

Finding a mailing list

Click Find to search for a mailing list.

Viewing the names in a mailing list

To view the names in a mailing list, select it and click Properties.

 Go to procedure

 See related topics


Sending a message to a mailing list

1.	While creating a message, choose Actions - Address.

2.	Choose an address book from the "Show Names from the" box.

3.	Select a mailing list name from the Address list on the left.

Tip	Mailing list addresses are in bold type, and have a mailing list icon.

4.	Choose the address mode (To, cc, or bcc).

5.	Click OK.

6.	Complete your message and choose Actions - Send.

 See details

 See related topics


Setting To, cc, and bcc addressing

You can set a default addressing mode (To, cc, or bcc).

1.	Choose File - Tools - User Preferences.

2.	Click Prepare in the Preference list.

3.	In the Address box, select the address mode that you want as the default (To, cc, or bcc).

4.	Click OK.

 See related topics


Specifying where to start when you create a message

1.	Choose File - Tools - User Preferences.

2.	Click Prepare in the Preference list.

3.	In the "Start in" box, select where you want the insertion point to appear when you start a new message.

 Options

4.	Click OK.

 See related topics


Verifying an address

Choosing an address

Select an address and click OK.

Showing more addresses

To choose from all the names in an address book, click Show More Names.

Create a new address

To create an address for the name you entered, select "Create a new address for." See Creating an address.


Changing the unread message color

1.	Choose File - Tools - User Preferences.

2.	Click Mailbox in the Preference list.

3.	Select a color in the "Unread message color" box.

4.	Click OK.

 See related topics


Details: Closing a message

Closing a modified message

If you close a modified message, you need to choose what to do with it. You can do one of the following:

•	Send the message. If you haven't addressed the message, it will not be sent until you address it and send it.

•	Save the message in the Drafts folder so that you can reopen it, edit it, and send it later.

•	Close the message. If you close the message, you will lose all of your work.

•	Go back to working on the message.

 Go to procedure

 See related topics


Closing a message

To close a message, click the Close button.

If you close a message that you've created but haven't finished, a dialog box asks what you want to do with the message.

 See details

 See related topics


Confirming to delete a message

You can confirm to delete an address from an address book. This option does not confirm deleting an address from a message.

1.	Choose File - Tools - User Preferences.

2.	Click Confirmation in the Preference list.

3.	(Optional) Select "Confirm to delete a message" to display a confirmation message every time you delete a message.

4.	(Optional) Select "Confirm to permanently delete from trash" to display a confirmation message when you delete a message in the Trash folder.

5.	Click OK.

Tip	You can set other confirmation options at the same time. See Confirmation options.

 See related topics


Details: Deleting a message

Deleting messages with return receipts

Deleting an unopened message still returns a receipt.

Using the Trash folder

The Trash folder stores deleted messages. See Emptying the Trash folder automatically.

 Go to procedure

 See related topics


Deleting a message

To delete an unopened message

1.	In the Mailbox, click any message container and select the message or messages that you want to delete.

2.	Choose Actions - Move to Trash.

To delete an open message

Choose Actions - Move to Trash.

To delete an open message and display the next message

Choose Actions - Delete then Go To Next.

To delete an open message and display the previous one

Choose Actions - Delete then Go To Previous.

 See details

 See related topics


Emptying the Trash folder automatically

1.	Choose File - Tools - User Preferences.

2.	Click Special Folders in the Preference list.

3.	Select one of the options for emptying the Trash folder.

 Options

 See related topics


Emptying the Trash folder

To empty the Trash folder, choose Actions - Empty Trash.

Caution	You cannot retrieve messages that were in the Trash folder after you empty it.

 See related topics


Details: Grouping related messages together

Limits

•	Message threading only supports messages sent from certain e-mail applications. If one or more messages in a thread were sent from an e-mail program that does not support message threading, the messages will not be displayed.

•	You can group up to 20 messages together. If there are more than 20 replies or forwarded versions of a message, they are not grouped with the original message.

 Go to procedure

 See related topics


Grouping related messages together

1.	In the Mailbox, select any message container.

2.	If your Mailbox does not include the Group Replies with Original icon, choose View - Design List View and add the column Group replies with Original.

3.	Choose View - Group Replies with Original.

The messages are organized and indented to show their place in the mail thread, for example:

Original message

Reply to original message

Reply to reply

Tip	To re-sort messages by author or subject, click on the appropriate column heading in the message list pane.

 See details

 See related topics


Marking a previewed message as read

You can automatically mark a message as read after you preview it in the preview pane.

1.	Choose File - Tools - User Preferences.

2.	Click Mailbox in the Preference list.

3.	Select "Mark message read when displayed."

4.	Click OK.

 See related topics


Marking messages as read or unread

You can change the read/unread status whether you have read the message or not.

1.	Choose Window - Mailbox to open the Mailbox.

2.	(Optional) Click a message container.

3.	(Optional) Select the messages that you want to mark as read or unread.

4.	Choose Edit - Unread Marks.

5.	Choose an option.

 Options

 See related topics


Message marking options

Option	Result
Mark Selected Read	Marks all selected messages as read.
Mark All Read	Marks all messages in the list as read.
Mark Selected Unread	Marks all selected messages as unread.
Mark All Unread	Marks all messages in the list as unread.


Details: Previewing unopened messages

Viewing attachments

Attachments appear in the preview pane as file names.

Marking a previewed message as unread

You can choose to mark previewed messages as read or unread.  See Marking a previewed message as read.

 Go to procedure

 See related topics


Previewing unopened messages

You can preview the contents of messages without opening them.

1.	In the Mailbox, choose View - Show Preview Pane.

2.	Select a message to see its contents in the preview pane.

Tip	To hide the preview pane, choose View - Show Preview Pane again.

 See details

 See related topics


Details: Reading a message

Closing a message and opening another

To open the next message in the Inbox (and close the open message), choose Actions - Go To Next Message.

To open the previous message in the Inbox (and close the open message), choose Actions - Go To Previous Message.

Opening more than one message at a time

You cannot open more than one message with one command. You need to open them one by one. When you open a message, previously opened messages stay open.

Return receipts

Opening or deleting a message that has been sent with the return receipt option automatically sends a return receipt to the sender.

Reading messages that you've sent

Use the Sent Mail folder to store copies of messages that you send. See Saving copies of messages that you send.

Viewing the forwarding history

To see the forwarding history of a message, select the message in the message list pane and choose File - Properties. Then click History.

Accessing a Web site from a message

While reading a message, double-click a URL, for example, http://www.ccmail.com. Your World Wide Web browser starts, and the Web site appears. (If you use more than one browser, the last one you used starts.)

Improving performance

You can work with your e-mail faster if you limit the number of messages in your Inbox. In addition to manually deleting messages when you no longer need them, you can do the following:

•	Store messages in folders and local archives. See Overview: Saving messages.

•	Delete old messages in the Trash and Sent Mail folders. See Emptying the Trash folder automatically and Emptying the Sent Mail folder automatically.

•	Create a rule to automatically move old messages from your Inbox to a local archive. See Overview: Automating tasks with rules and Example: Move old messages to an archive.

•	Create a rule to automatically move specific messages, for example, from a list server, to a folder. See Overview: Automating tasks with rules and Example: Move specific incoming messages.

 Go to procedure

 See related topics


Reading a message

1.	Choose Window - Mailbox.

2.	Click a message container, for example, the Inbox.

3.	Double-click the message that you want to read.

4.	To close the current message, choose File - Close.

Tip	Unread messages appear in colored text (or bold text on monochrome monitors).

 See details

 See related topics


Overview: Reading messages

About the Mailbox

The Mailbox contains your messages. From the Mailbox, you can read, reply to, forward, print, store, delete, move, and copy messages.

See Finding out what's in the Mailbox.

Sort order

You can sort messages by any column, for example, date received, author, and so forth.

See Sorting messages in the message list pane.

Customizing message information

You can change the columns in the message list pane. See Overview: Changing the information displayed in lists.

Column	Information
Importance	The message priority. Displays "!" if the message is urgent.
Attachments	Displays a paperclip if the message includes one or more attachments.
Author	The person who sent the message.
Subject	The subject of the message.
Received	The date that the message was received.
Size	The size of the message in kilobytes.
Submitted	The date the message was sent.
Created	The date that the message was created.
Body	A portion of the message text.
Folder	The folder containing the message.
To	The person the message is addressed to.
Modified	The date that you stored a message in a folder. For example, if you sort messages in a folder in the Modified order, they are listed in the order that you copied them into the folder.
Receipt	Whether the message included a return receipt.
Group Replies with Original	Click this icon to group replies with the original message.
 See related topics


Retrieving a deleted message

If your Trash folder is enabled, you can retrieve deleted messages from it.

1.	Choose Window - Mailbox to display the Mailbox.

2.	Click the Trash folder to open it.

3.	Drag the message you want to save to a folder.

or

Select the message and choose File - Save as File to save the message.

 See related topics


Seeing how many messages are in your Mailbox

The folder pane shows how many messages are in each message container. For example, if the numbers for the Inbox show "3/57," you have three unread messages out of a total of 57 messages.

 See related topics


Setting the preview pane delay

You can choose how long a message is selected in the message list before it is displayed in the preview pane.

1.	Choose File - Tools - User Preferences.

2.	Click Mailbox in the Preference list.

3.	Choose a value from the Wait box.

4.	Click OK.

 See related topics


Details: Sorting messages in the message list pane

Sorting by date

You have three options for sorting messages by date:

•	Click the Received column to sort the messages according to the date they were received in your Mailbox. (If you're a Mobile user, the Received column shows the order in which messages were downloaded.)

•	Click the Modified column to sort the messages according to when you placed them in a folder.

Tip	Sorting messages in the Modified column is the fastest way to sort messages by date. If you have a lot of messages in your folders, you should use this column instead of the Received column.

•	Click the Submitted column to sort messages according to when they were sent. The Sent Mail folder uses this column by default.

Improving performance

You can work with your e-mail faster if you limit the number of messages in your Inbox. In addition to manually deleting messages when you no longer need them, you can do the following:

•	Store messages in folders and local archives. See Overview: Saving messages.

•	Delete old messages in the Trash and Sent Mail folders. See Emptying the Trash folder automatically and Emptying the Sent Mail folder automatically.

•	Create a rule to automatically move old messages from your Inbox to a local archive. See Overview: Automating tasks with rules and Example: Move old messages to an archive.

•	Create a rule to automatically move specific messages, for example, from a list server, to a folder. See Overview: Automating tasks with rules and Example: Move specific incoming messages.

Limits

•	You cannot sort messages with the keyboard; you must use a mouse.

•	The sort order applies only to the open container.

 Go to procedure

 See related topics


Sorting messages in the message list pane

You can sort messages according to any column in the message list pane. For example, you can sort by date received, alphabetically by author, by priority, and so forth.

To sort messages, click a column heading.

To reverse the sort order, click the column heading again.

Tip	On columns that are wide enough, an arrow is displayed showing how the messages are sorted, for example, newer messages first.

 See details

 See related topics


Updating the Inbox to see new messages

To connect to your Internet service provider and download new messages, choose Actions - Deliver Mail. (Messages in the Outbox are sent at the same time.)

Tip	To automatically check for new messages on a regular schedule, see Changing how often to be notified of new messages.

 See related topics


Choosing a default paper size and source

1.	Choose File - Print Setup.

2.	(Optional) Select a paper size, for example, letter or legal.

3.	(Optional) Select a paper source, for example, lower tray or upper tray.

4.	Click OK.

Tips

•	You can change the paper size and source when you print.

•	Print setup options vary depending on what operating system you're using.

 See related topics


Choosing a default printer

1.	Choose File - Print Setup.

2.	Select a printer from the "Name" box.

3.	Click OK.

Tips

•	You can change the printer when you print.

•	Print setup options vary depending on what operating system you're using.

 See related topics


Choosing a default print orientation

1.	Choose File - Print Setup.

2.	Select "Portrait" or "Landscape".

3.	Click OK.

Tips

•	You can change the orientation when you print.

•	Print setup options vary depending on what operating system you're using.

 See related topics


Details: Printing an attachment

Viewing an attachment

Attachments usually print from the application in which they were created. If the required application is not installed on your system, you can print the attachment from the Viewer window. See Viewing an attachment.

Using an OLE server to view an attachment

If you're using an OLE server to view an attachment, you must use the OLE server application to print the attachment. See Launching  an attachment using an OLE server.

Limits

You can print only one attachment at a time.

 Go to procedure

 See related topics


Printing an attachment from the Viewer window

While viewing an attachment, choose File - Print.

 See related topics


Printing an attachment

1.	Select an attachment in a message.

2.	Choose Edit - Attachment Object - Print.

 See details

 See related topics


Printing an open message

1.	Choose File - Print.

2.	(Optional) Select the print options.

 Options

3.	Click OK.

4.	(Optional) Select the printer.

5.	(Optional) Select the number of copies to print.

6.	(Optional) To select additional print options, click Properties.

7.	Click OK to print the message.

Note	The Print dialog box might have different options depending on the operating system you are using.

 See related topics


Printing an unopened message

1.	In the Mailbox, select the message or messages that you want to print.

2.	Choose File - Print.

3.	Select "Message(s) with all attachments."

or

Select "Message(s)" to print messages without the attachments.

4.	(Optional) Click Options to choose message header print options.

 Options

5.	Click OK.

6.	(Optional) Select the printer.

7.	(Optional) Select the number of copies to print.

8.	(Optional) To select additional print options, click Properties.

9.	Click OK.

Note	The Print dialog box might have different options depending on the operating system you are using.

 See related topics


Printing a list of messages

You can print the list of messages in the message list pane.

1.	In the Mailbox, click anywhere in the message list pane.

2.	Choose File - Print.

3.	Select "Message list."

4.	Click OK.

 See related topics


Print header options

Option	Result
Print attachment(s)	Prints all attachments in the message.
None	Does not print the message header information.
Partial	Prints only selected information from the message header.
Full	Prints the entire message header.
Include forwarding history	Prints the forwarding history. This option is available only if you print the full message header.
Print recipients on  separate lines	Prints each recipient of the message. This option is available only if you print the full message header.
Header text	Prints the text that you enter here as a heading at the top of the page.


Confirmation options

Option	Asks when you...
Confirm to copy	Copy an item.
Confirm to move	Move an item.
Confirm to delete a message	Delete a message.
Confirm to delete a folder	Delete a folder.
Confirm to delete an archive	Delete a local archive.
Confirm to delete an address	Delete an address.
Confirm to send a message	Send a message.
Confirm to cancel a message	Cancel a message.
Confirm to permanently delete from trash	Delete a message from the Trash folder.
Confirm to exit Lotus Mail	Exit from Lotus Mail.


Setting desktop preferences

What do you want to do?

 Show the task bar at startup

 Show the Mailbox at startup

 See related topics


Setting Mailbox preferences

What do you want to do?

 Change the default unread message color

 Mark a previewed message as read

 Set the preview pane delay

 See related topics


Setting notify preferences

What do you want to do?

 Receive notification of new messages

 Change how often to be notified of new messages


Setting new message preferences

What do you want to do?

 Get a return receipt automatically

 Change the default message text color

 Enable quick addressing

 Spell check new messages automatically

 Specify where to start when you create a message

 Set the default for To, cc, and bcc addressing

 Change the default message priority

 See related topics


Setting read, reply, and forward preferences

What do you want to do?

 Add addresses to your Personal Address Book automatically

 Include a separator in reply messages

 Include a separator in forwarded messages

 Include the history in forwarded messages

 See related topics


Setting rules preferences

What do you want to do?

 Confirm to run a rule

 Confirm to delete a rule

 Show the status of a rule while it runs

 Receive notification after a rule is run

 Add "Rule" to the subject when a rule sends a message

 See related topics


Setting special folders preferences

What do you want to do?

 Empty the Sent Mail folder automatically

 Empty the Trash folder automatically

 See related topics


Specifying when Lotus Mail asks for a confirmation

You can have Lotus Mail confirm your intentions before completing certain actions, for example, before deleting a message.

1.	Choose File - Tools - User Preferences.

2.	Click Confirmation in the Preference list.

3.	Select or deselect the appropriate check boxes.

 Options

4.	Click OK.

 See related topics


Setting spell check preferences

What do you want to do?

 Use a different language for spell check

 Use a different dictionary for spell check

 See related topics


Confirming to delete a folder

1.	Choose File - Tools - User Preferences.

2.	Click Confirmation in the Preference list.

3.	Select "Confirm to delete a folder."

Tip	You can set other confirmation options at the same time. See Confirmation options.

4.	Click OK.

 See related topics


Confirming to delete a local archive

1.	Choose File - Tools - User Preferences.

2.	Click Confirmation in the Preference list.

3.	Select "Confirm to delete an archive."

Tip	You can set other confirmation options at the same time. See Confirmation options.

4.	Click OK.

 See related topics


Details: Creating a new folder

Choosing a location for a new folder

To create a folder inside another folder, select the folder in which you want to contain the new folder.

Moving and copying a folder

You can drag a folder in the folder pane to move it to a new location. To copy a folder, press CTRL as you drag the folder.

 Go to procedure

 See related topics


Creating a new folder

1.	In the Mailbox, choose Create - Folder.

2.	Enter a name for the folder.

3.	Choose a location for the new folder.

 See details

4.	Click OK.

Tip	You can create a folder inside another folder.

 See details

 See related topics


Details: Creating a new local archive

Limitations

•	You can create as many local archives as your disk space permits.

•	You cannot create a local archive inside another local archive.

Sharing archive messages with other users

You can give local archive files to other users so that they can access the messages in them. Local archive files usually have the file extension CCA.

Local archive names

Local archive names must follow standard Windows file-naming conventions, with the exception that you cannot use more than 215 characters.

Renaming a local archive

Currently, there is no command for renaming a local archive. To rename a local archive:

1.	Create a new local archive with the name you want.

2.	Copy all messages from the old local archive to the new one.

3.	Delete the old local archive.

 Go to procedure

 See related topics


Creating a new local archive

1.	In the Mailbox, choose Create - Local Archive.

2.	Type a name for the local archive, and choose a folder in which to store it.

 Tips for finding a folder

Tip	You might have local archive files on your hard disk already. In that case, you can select an existing local archive instead of entering a file name. Local archives use the file extension CCA.

3.	Click OK.

 See details

 See related topics


Deleting a folder

1.	In the Mailbox, double-click the Folders container.

2.	Select the folder that you want to delete.

3.	Choose Edit - Clear.

Caution	 When you delete a folder, you delete all of the messages in it.

4.	Click OK.

 See related topics


Details: Deleting a local archive

Deleting archived messages

You cannot move or delete messages from a local archive. However, you can create a new local archive, copy the messages that you want to keep into it, and then delete the old local archive along with the original messages that you don't want.

Retaining a local archive

When you delete a local archive, you can choose to leave the local archive on your hard disk. When you create a local archive, you can select an existing local archive instead of entering a new file name.

 Go to procedure

 See related topics


Deleting a local archive

1.	In the Mailbox, double-click the Local Archives container.

2.	Select the local archive that you want to delete.

3.	Choose Edit - Clear.

4.	Click OK.

5.	Click Yes to remove the local archive from your hard disk.

Caution	If you delete a local archive file from the disk where it's stored, you permanently delete all of the messages contained in it. The deleted messages are not moved to the Trash folder.

 See details

 See related topics


Deleting a message from a folder

1.	In the Mailbox, double-click the Folders container to see the list of folders.

2.	Click the folder from which you want to delete messages.

3.	Select the messages that you want to delete.

4.	Choose Edit - Clear.

 See related topics


Emptying the Sent Mail folder automatically

You can specify how many days messages are stored in the Sent Mail folder.

1.	Choose File - Tools - User Preferences.

2.	Click Special Folders in the Preference list.

3.	In the Sent Messages section, select "Delete if older than."

4.	Enter the number of days to keep a message.

5.	Click OK.

Note	Lotus Mail deletes the old messages when you exit from Lotus Mail.

 See related topics


Renaming a folder

1.	In the Mailbox, double-click the Folders container to see the list of folders.

2.	Select the folder that you want to rename.

3.	Choose Edit - Rename.

4.	Enter the new name.

5.	Click OK.

 See related topics


Details: Retrieving an unfinished message

Can't find a message in the Drafts folder

If you can't find a message in the Drafts folder, perhaps it was saved without a recipient or subject. In that case, the message appears with little or no information to identify it. In most cases, the message was saved with the date; use the date to identify the message.

 Go to procedure

 See related topics


Retrieving an unfinished message

To complete a draft message, you must retrieve it from the Drafts folder.

1.	In the Mailbox, click the Drafts folder.

2.	Double-click the message that you want to complete.

3.	Finish the message and choose Actions - Send.

4.	(Optional) Choose Actions - Deliver Mail to send the message from the Outbox.

 See details

 See related topics


Saving an attachment

1.	Open a message that includes an attachment.

2.	Click the Attachments icon in the message header.

3.	Select the attachment you want to save.

4.	Click Save.

5.	(Optional) Choose a file name and folder for the attachment.

 Tips for finding a folder

6.	Click Save.

 See related topics


Saving an unfinished message

You can save an unfinished message in the Drafts folder and send it later.

While creating a message, choose File - Save Draft.

 See related topics


Details: Saving a message as a file

Saving an unopened message

To save an unopened message, select the message in the message list pane and choose File - Save As File.

 Go to procedure

 See related topics


Saving a message as a file

Use this procedure to save the message text and the message header. To save attachments, see Saving an attachment.

1.	Open the message that you want to save.

2.	Select the message text that you want to save.

or

Select nothing to save all of the message text.

3.	Choose File - Save As File.

4.	Type a name for the file and change the drive and folder to save it in.

 Tips for finding a folder

5.	Click Save.

 See details

 See related topics


Details: Saving copies of messages that you send

Saving to a folder

If you choose to save a message to a folder, the message is not saved in the Sent Mail folder.

Using a rule to save a message

You can create a rule to automatically save messages to a folder of your choice. See Overview: Automating tasks with rules.

 Go to procedure

 See related topics


Saving copies of messages that you send

You can save a copy of your outgoing messages in a folder.

1.	While creating a message, select "Save a copy in."

2.	Choose a folder from the list.

When you send the message, a copy is stored in the folder that you specify.

 See details

 See related topics


Saving files from a compressed attachment

If an attachment was compressed using PKZIP, you can save the files it contains.

1.	Select the compressed file attachment and choose Edit - Attachment Object - View. The Viewer window displays the list of files in the ZIP file.

2.	(Optional) Select the files you want to save.

3.	Click the right mouse button in the Viewer window.

4.	Choose "Extract Selected Files" to save only the selected files.

or

Choose "Extract All Files" to save all of the files in the attachment.

 See related topics


Overview: Saving messages

You can save messages in the following ways:

 Save a message as a file

 Save attachments

 Save an unfinished message

 Save a copy of a message when you send it

 Store a message in a folder

 Store a message in a local archive

Saving a message as a file

You can save message text as a file on a disk. You can also save attachments as separate files.

Saving an unfinished message

You can save a message in the Drafts folder instead of sending it. You can reopen the message later to complete it.

Saving a copy of a message when you send it

You can save a message in any folder or local archive when you send it.

Storing a message in a folder

Folders provide a filing system for storing messages. Folders are stored in your mail system as a part of your Mailbox.

Storing a message in a local archive

Local archives also provide a filing system for storing messages. Unlike folders, they are stored as files on your hard disk so you can use them for long-term, permanent storage.  (Folders, by contrast, are stored as part of your Mailbox.)

You cannot delete or move messages from a local archive. To delete messages from a local archive, you must delete the entire archive.

 See related topics


Setting the default for saving sent mail

1.	Choose File - Tools - User Preferences.

2.	Click Prepare in the Preference list.

3.	Select "Enable Save Copy."

 See related topics


Details: Storing a message in a folder

Finding a folder

To find a folder, choose View - Expand All.

Alternative - Dragging a message

You can also drag messages to a folder.

Limitation

You cannot move messages from local archives; you can only copy them.

 Go to procedure

 See related topics


Storing a message in a folder

1.	In the Mailbox, select one or more messages from any message container.

2.	Choose Actions - Store to Folder.

3.	Select Copy or Move.

4.	Select the folder in which you want to store the message.

5.	Click OK.

Tips

•	Click New to create a folder.

•	You cannot save a message in the top-level folder container. Double-click the folder container to see the storage folders. If there are no folders, click New to create one.

•	Folders displaying a triangle contain at least one nested folder. Click the triangle to see the next level of folders.

 See details

 See related topics


Details: Storing a message in a local archive

Security risk

Any user with a login profile on your system can open any archive file and read the messages in it. To save mail in a more secure location, save messages as files on your hard disk or on a floppy disk. See Saving a message as a file.

Alternative - Dragging a message

You can also drag messages to a local archive; however, when copying or moving a large number of messages, it's faster to use the Store to Folder command.

Limitation

You cannot move messages from local archives; you can only copy them.

 Go to procedure

 See related topics


Storing a message in a local archive

1.	In the Mailbox, select one or more messages from any message container.

2.	Choose Actions - Store to Folder.

3.	Select "Copy" or "Move."

4.	Select the local archive in which you want to store the message.

Tip	You cannot save a message in the top-level local archive container. Double-click the local archive container to see the storage archives.

5.	Click OK.

 See details

 See related topics


Trash folder auto-delete options

Option	Result
Never empty	Never deletes messages from your Trash folder.
Always empty on  exit	Deletes all messages in your Trash folder each time you exit.
Delete messages older than n days	Deletes messages that have been stored in the Trash folder for the specified number of days.


Viewing a message in a folder

1.	In the Mailbox, double-click the Folders container to see the list of folders.

2.	Click the folder that contains the messages that you want to see.

 See related topics


Viewing a message in a local archive
Viewing the messages in a local archive

1.	In the Mailbox, double-click the Local Archives container to see the list of local archives.

2.	Click the local archive that contains the messages that you want to see.

 See related topics


Creating a message

To create a message, choose Create - Message.


Tips for entering conditions

Entering more than one condition

You can use more than one condition by using the "and" and "or" operators:

•	Use "and" to limit the condition, for example, to search for a message that contains a specific subject and is from a specific author.

•	Use "or" to widen a condition, for example, to search for an address that contains a specific name or is from a specific author.

When you mix and/or operators in multiple conditions, the conditions are grouped cumulatively from top to bottom. For example, "X and Y or Z" is searched as "(X and Y) or Z," not "X and (Y or Z)." Therefore, results will be different depending on the order of the conditions.

Exact and inexact comparisons

Use "contains" or "does not contain" to specify an inexact match, for example, when you only know part of a subject.

Use "is" or "is not" to specify an exact match. For example, to find a subject using "is" or "is not," you must include the exact subject text.


Tips for entering search conditions

Entering more than one condition

When you use more than one condition, you can focus or broaden your search by using the "and" and "or" operators:

•	Use "and" to limit the condition, for example, to search for a message that contains a specific subject and is from a specific author.

•	Use "or" to widen a condition, for example, to search for an address that contains a specific name or is from a specific author.

When you mix and/or operators in multiple conditions, the conditions are grouped cumulatively from top to bottom. For example, "X and Y or Z" is searched as "(X and Y) or Z," not "X and (Y or Z)." Results will be different depending on the order of the conditions.

Exact and inexact comparisons

Use "contains" or "does not contain" to specify an inexact match, for example, when you only know part of a subject.

Use "is" or "is not" to specify an exact match. For example, to find a subject using "is" or "is not," you must include the exact subject text.

Deleting a condition

To delete a condition, click it and click Delete.

Limitation

Using wild-card characters, for example, "*," is not supported.


Tips for finding a file or folder

Finding a folder

Choose a folder from the "Look in" box.

Moving up one level

Click Up One Level to display the contents of the next-highest folder.

Creating a new folder

Click Create New Folder to create a new folder.

Note	The dialog box might have different options depending on the operating system you are using.


Deleting a message from the Outbox

You can delete a message in the Outbox before it is sent.

1.	Open the Outbox from the Mailbox.

2.	Select the message that you want to delete.

3.	Choose Actions - Move to Trash.

 See related topics


Editing a message in the Outbox

1.	Open the Outbox from the Mailbox.

2.	Double-click the message that you want to edit.

3.	Edit the message. You can edit addresses, text, attachments, and so forth.

4.	Choose Actions - Send to send the message.

5.	(Optional) Click Yes to delete the original message from the Outbox.

 See related topics


Finding an address in the Address Book dialog box

1.	While creating a message, choose Actions - Address.

2.	(Optional) If you use more than one address book, for example, if your profile includes an LDAP service provider, choose an address book in which to search.

3.	Choose Find.

4.	Enter part of the name you are looking for, or enter the entire name.  For example, to find all addresses that contain "Bob," enter "Bob."

5.	Click OK.

The names that match what you typed appear in the Address Book dialog box.

Tips

•	After you find the address, select it and click Properties to find more information or to add it to your Personal Address Book.

•	When you search for an address, the Search Results entry is added to the "Show Names from the" box.

 See related topics


Finding an address in the Address Book window

1.	In the Address Book window, click anywhere in the address list pane.

2.	Type the name that you want to find. The Quick Search box opens.

As you type, the address list pane scrolls to the address that best matches your entry.

3.	Press ESC to close the Quick Search box.

 See related topics


Finding an attachment

You can find an attachment by searching for all or part of its file name. For example, if the attachment is named Letter_1.txt, you can search for file names that contain "Letter."

1.	In the Mailbox, choose View - Search Bar.

2.	Click Conditions.

3.	Choose Item title from the list.

4.	Enter the attachment file name in the text field.

5.	(Optional) Click in the space below the condition you just created to add more conditions.

 Tips for entering search conditions

To delete a condition, select it and click Delete.

6.	Click OK.

7.	Click Search.

Tip	Select the All Documents folder to search all of the messages in your Mailbox.

 See related topics


Finding a folder or local archive

1.	In the Mailbox, choose View - Expand all.

2.	Click anywhere in the folder pane.

3.	Type the first letter of the folder or local archive that you want to find. For example, to find a folder named "Sales," type "s."

The first folder in the list that starts with the letter you typed opens. Type the letter again to open the next folder that starts with that letter.

 See related topics


Details: Finding a message

Where Search looks if you don't enter conditions

When you don't provide search conditions, Search looks in the following places:

•	The message subject

•	The message text

•	The author of the message

Using quick search

Instead of using the search bar, you can find messages with quick search. To do so, click anywhere in the message list pane and begin typing the subject you're looking for. The message that best matches what you type is selected.

Sorting by subject

To sort messages by subject, click the Subject column heading.

Improving performance

You can work with your e-mail faster if you limit the number of messages in your Inbox. In addition to manually deleting messages when you no longer need them, you can do the following:

•	Store messages in folders and local archives. See Overview: Saving messages.

•	Delete old messages in the Trash and Sent Mail folders. See Emptying the Trash folder automatically and Emptying the Sent Mail folder automatically.

•	Create a rule to automatically move old messages from your Inbox to a local archive. See Overview: Automating tasks with rules and Example: Move old messages to an archive.

•	Create a rule to automatically move specific messages, for example, from a list server, to a folder. See Overview: Automating tasks with rules and Example: Move specific incoming messages.

Examples

For examples of using search conditions, see Example: Finding a message.

 Go to procedure

 See related topics


Example: Finding a message

Search for a specific subject

You want to find all messages with a subject that includes "Party:"

Search for	Condition	Setting to match	Operator
Subject	Is	Party	[none]
Search for a subject and author

You want to find a message sent by Denise Allison with the subject "Party:"

Search for	Condition	Setting to match	Operator
Subject	Is	Party	And
Author	Contains	Allison
Search for a subject, author, and send date

You want to find a message sent by Denise Allison before June 30, 1996 with the subject "Party:"

Search for	Condition	Setting to match	Operator
Subject	Is	Party	And
Author	Contains	Allison	And
Send date	Is before	6/30/96
 See related topics


Finding a message

1.	In the Mailbox, click the message container that you want to search in.

2.	Choose View - Search Bar.

3.	Enter the text you want to search for in the Search box.

or

Click Conditions to focus the search.

To add more than one condition, press ENTER after adding each condition, or click below the last condition.

To delete a condition, select it and click Delete.

 Tips for entering search conditions

4.	Click Search.

The messages matching your search criteria appear in the message list pane.

5.	(Optional) To search in another container, click it.

6.	(Optional) Click Reset to display all messages in the container and clear the Search box.

Tip	Select the All Documents folder to search all of the messages in your Mailbox.

 See details

 See example

 See related topics


Overview: Finding messages and addresses

You can find messages in any message container, for example, the Inbox, folders, and local archives. You can find addresses in your Personal Address Book.

Finding messages

Use the search bar to find messages. You can perform a simple search or use conditions to focus a search. For example, you can search for a message sent by a specific author about a specific subject.

To display the search bar, choose View - Search Bar.

Finding an address in the Address Book dialog box

You can search in the Address Book dialog box while addressing a message.

See Finding an address in the Address Book dialog box.

Finding an address in the Address Book window

You can search for names in your Personal Address Book, but you can't use search conditions.

See Finding an address in the Address Book window.

Searching with rules

You can create a rule to perform a search, and then perform another action. For example, you can create a rule that will search for a specific message and automatically move that message to a folder.

See Overview: Automating tasks with rules.

 See related topics


Folder options

Option	Result
Nonrecursive	Searches in the selected container but none of its nested containers.
All Folders	Searches in all containers.
Recursive	Searches in the selected container and all of its nested containers.


Searching for a message in more than one container

1.	In the Mailbox, choose View - Search Bar.

2.	Click Conditions.

3.	Choose Folder from the list.

4.	Click Browse.

5.	Choose the container you want to search.

 Options

6.	Click OK to return to the Search Conditions dialog box.

7.	Click the space below the condition you just created.

8.	Choose a condition that specifies the messages you're searching for.

 Tips for entering search conditions

To delete a condition, select it and click Delete.

9.	Click OK.

10.	Click Search.

The messages matching your search criteria appear in the Search Results window.

Tip	Select the All Documents folder to search all of the messages in your Mailbox.

 See related topics


Using quick search to find a message

1.	In the Mailbox, open any message container.

2.	Click anywhere in the message list pane.

3.	Click on the column that you want to search by. For example, to search for a subject, click the Subject column. The message list is sorted according to the column you click.

4.	Type the first letters of the text you want to find. The Quick Search box opens.

As you type, the list scrolls to the message that best matches your entry.

 See related topics


Details: Forwarding an open message

Retaining the forwarding history

If you retain the forwarding history, information about the message is included in the message that you send.

To set the default for this option, see Including a separator in forwarded messages.

Viewing the message history

To see the forwarding history of a message, select the message in the message list pane and choose File - Properties. Then click History.

 Go to procedure

 See related topics


Forwarding an open message

1.	In the Mailbox, open a message in any message container.

2.	Choose Create - Forward.

3.	Select or deselect "Retain forwarding history."

4.	Enter an address.

5.	(Optional) Add text to the message.

6.	Choose Actions - Send to send the message.

7.	(Optional) Choose Actions - Deliver Mail to send the message from the Outbox.

 See details

 See related topics


Details: Forwarding unopened messages

Retaining the forwarding history

If you retain the forwarding history, information about the message is included in the message that you send.

To set the default for this option, see Including the history in forwarded messages.

Viewing the message history

To see the forwarding history of a message, select the message in the message list pane and choose File - Properties. Then click History.

 Go to procedure

 See related topics


Forwarding unopened messages

1.	In the Mailbox, select one or more messages from any message container.

2.	Choose Create - Forward.

3.	Select a name in the "Address" list.

Tip	You can also type the name in the Address box.

4.	Click To, cc, or bcc.

5.	Repeat steps 3 and 4 for additional names.

6.	Click OK.

7.	Select or deselect Retain Forwarding History.

8.	Click OK.

9.	(Optional) Choose Actions - Deliver Mail to send the message from the Outbox.

 See details

 See related topics


Including a separator in forwarded messages

To separate your comments from the original message text, you can automatically add a forward message separator.

1.	Choose File - Tools - User Preferences.

2.	Click Read/Reply/Forward in the Preference list.

3.	Select "Include forward separator."

4.	Click OK.

 See related topics


Including a separator in reply messages

To separate your comments from the original message text, you can automatically add a reply message separator.

1.	Choose File - Tools - User Preferences.

2.	Click Read/Reply/Forward in the Preference list.

3.	Select "Include reply separator."

4.	Click OK.

 See related topics


Including the history in forwarded messages

Use this preference to automatically include the forwarding history in messages that you forward.

1.	Choose File - Tools - User Preferences.

2.	Click Read/Reply/Forward in the Preference list.

3.	Select "Include forwarding history."

4.	Click OK.

Tip	To see the forwarding history of a message, select the message in the message list pane and choose File - Properties. Then click History.

 See related topics


Overview: Replying to and forwarding messages

Replying to messages

When replying, you have the following options:

•	Respond to the sender of the message only, or to the sender and all other recipients.

•	Include the original message in your reply, or include only your message text.

Reply defaults

See Including a separator in reply messages.

Forwarding messages

You can forward messages to one or more addresses.

As with replies, you can add your comments and attachments to the original message.

If you want to forward the message without making any changes to it, you can select it in the Inbox and forward it without opening it first.

Forwarding defaults

See the following topics:

 Including a separator in forwarded messages

 Including the history in forwarded messages

 See related topics


Details: Replying to a message

Grouping replies with their original message

You can group related messages in any message container.  See Grouping related messages together.

Viewing the message history

To see the forwarding history of a message, select the message in the message list pane and choose File - Properties. Then click History.

 Go to procedure

 See related topics


Replying to a message

1.	In the Mailbox, open a message in any message container.

2.	Choose Create - Reply.

3.	Choose the type of reply.

 Options

4.	(Optional) Add addresses.

Tip	If you're not sure of an address, choose Actions - Address to choose an address from the Address Book dialog box.

5.	Type your reply in the message text pane.

6.	Choose Actions - Send to send the message.

7.	(Optional) Choose Actions - Deliver Mail to send the message from the Outbox.

 See details

 See related topics


Reply options

Option	Result
	Replies only to the sender of the message, not to other recipients. Does not include the original message.
	Replies to the sender of the message and all other recipients. Does not include the original message.
	Replies only to the sender of the message, not to other recipients. Includes the original message.
	Replies to the sender of the message and all other recipients. Includes the original message.


Internet Directory, defined
Internet Directory

An address book that uses LDAP to define names and addresses. Some public Internet Directories include millions of names. If you install the Simple Internet Address Book Provider with Lotus Mail, you can search Internet Directories when you create a message in Lotus Mail.


Internet service provider, defined
Internet service provider

An Internet service provider (ISP) is a company which provides access to the Internet. Most Internet providers include an e-mail server which stores and transports your e-mail. You also use your Internet service provider to access the World Wide Web.


MIME, defined
MIME

Multipurpose Internet Mail Extensions. A standard method for transporting non-text data in e-mail; for example, graphics and audio.


POP3, defined
POP3

Version 3 of the Post Office Protocol, a standard for mail clients downloading messages from a server. Lotus Mail uses POP3.


Simple Internet Address Book Provider, defined
Simple Internet Address Book Provider

A program that provides the capability to search for names in an Internet Directory. You can install the Simple Internet Address Book Provider at the same time you install Lotus Mail, or anytime after.


SMTP, defined
SMTP

Simple Mail Transfer Protocol.  An application protocol used to transfer e-mail over the Internet.


Internet configuration properties

What do you want to do?

 Find out about General properties

 Find out about POP3 properties

 Find out about SMTP properties

 Find out about Connection properties

 Find out about Advanced properties

 Configure my Internet service provider connection

 Find out about service providers


Internet configuration properties

What do you want to do?

 Find out about General properties

 Find out about POP3 properties

 Find out about SMTP properties

 Find out about Connection properties

 Find out about Advanced properties

 Configure my Internet service provider connection

 Find out about service providers


Internet address properties

Address properties

Property	Describes
Name	The person's name, for example, "John Valentine."
E-mail address	The Internet address, for example, "jvalentine@silver.com."
Comment	Comments about the address.
Creating or editing an address

See the following topics:

 Creating an address

 Editing an address


Internet configuration properties

What do you want to do?

 Find out about General properties

 Find out about POP3 properties

 Find out about SMTP properties

 Find out about Connection properties

 Find out about Advanced properties

 Configure my Internet service provider connection

 Find out about service providers


Internet configuration properties

What do you want to do?

 Find out about General properties

 Find out about POP3 properties

 Find out about SMTP properties

 Find out about Connection properties

 Find out about Advanced properties

 Configure my Internet service provider connection

 Find out about service providers


Internet configuration properties

What do you want to do?

 Find out about General properties

 Find out about POP3 properties

 Find out about SMTP properties

 Find out about Connection properties

 Find out about Advanced properties

 Configure my Internet service provider connection

 Find out about service providers


Find out why I can't...

 Use keyboard shortcuts

 Find a command or a menu

 Find certain SmartIcons


Find out why I can't...

 Use keyboard shortcuts

 Find a command or a menu

 Find specific SmartIcons


Find out why I can't...

 List messages in the correct order

 Use keyboard shortcuts

 Find a command or a menu

 Find specific SmartIcons


Find out why I can't...

 Use keyboard shortcuts

 Find a command or a menu

 Find certain SmartIcons


Find out why I can't...

 Find an attachment

 Use keyboard shortcuts

 Find a command or a menu

 Find certain SmartIcons


Find out why I can't...

 Use keyboard shortcuts

 Find a command or a menu

 Find certain SmartIcons