Lotus Notes 6.5

October 23, 2008

Lotus Notes

Lotus Notes: Log in View

The Webster’s New World College Dictionary defines a database as: (1) a large collection of data in a computer, organized so that it can be expanded, updated, and retrieved rapidly for various uses; (2) any large or extensive collection of information. Most of us have created some sort of database for personal use or for others to access. If you have ever moved and collected boxes, packed items in boxes, label them for easy access at a later time, for you or your family members; you have created a database. The boxes represent your workspace, and the items in the box, the data to be retrieved at your new location. Labeling the boxes; bedroom, dining area, den, helps you and your family members easy access to the items when needed. The filing cabinet with files organized and labeled within is another type of database. Lotus Notes 6.5 (“Lotus”) is a computerized version of a database.

Several databases exist within Lotus. Its ‘workspace’ consists of toolbars, the databases, the bookmark bar and the Status Bar. These components can be used individually or simultaneously to perform a variety of operations. At my place of employment, the databases I mostly use are: email, address book, and calendar.

Email

Email

Email: Screen View

This database is literally used everyday to communicate with my colleagues and other business relations within and outside the company. You can set up this database to retrieve mail by allowing a sound, or icon, to identity when there is incoming mail. You can create, send, or reply to emails using varies criterion, e.g. reply, reply with history, reply without attachment(s) or reply with Internet –Style History. Further, emails can be organized in folders under an individual’s name or a subject matter for later retrieval. This database can also be used as a “where are you?” function, i.e. you can notify anyone when you are ‘out of the office’, and follow-up with a message to indicate same.

Personal Address Book

Address Book

Address Book: Screen View

The ‘address book’ database is used to store contacts within and outside the company. “New contacts’ can be created, ‘senders’, can be added, and personal group (distribution lists) created, to forward group emails. As a user of this database, you can maintain and update your profile, keeping it current as your status changes.

Calendar

Screen View

Calendar: Screen View

In this database you can create or delete a calendar entry; move, edit, or copy and entry’ schedule meetings set up appointments, and other related matters. The calendar can be displayed in a daily, weekly, or monthly format. In addition, any scheduled meetings could be formatted in a number of ways, either by date, time, months, or summarized showing date, time and subject matter. As a user, you can allow other individuals to have access to your calendar by giving “access and delegation rights to view/read, edit or create Mail memos or Calendar entries on your behalf”.

Key functions

Archiving is an important feature in these databases. According to company’s policy, any information kept for more than 90 days, would automatically be deleted. To avoid this, you can archive your information by permanently storing it in an Archive file. Once this is done, you can retrieve the information any time you want and delete when you no longer require the information.

Design

The aforementioned databases are user-friendly and easy to navigate. Each screen is clearly labeled with functions and a simplified tool bar in which you can navigate the screen. No delays exist when navigating through either of these databases. One you click to select your option, the information appears without delay.

Shortcomings

The shortcomings I have encountered is the delay in identifying the arrival of mail, i.e. email can be send to you, your setting to notified—icon or sound—is displayed, but when you click on the refresh

Refresh symbol

Refresh symbol

button, no information appears until, in some cases, two to 5 minutes after the initial email was sent.

Recommendations for Improvement

Fixing the glitch on the delay email notification.

Sources cited:

“Agnes.” Webster’s New World College Dictionary. 4th ed. 1999.

http://www-01.ibm.com/software/lotus/category/email/

http://www.crestock.com/image/912597-Blue-Refresh-Arrows.aspx

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One Response to “Lotus Notes 6.5”

  1. Kimberly Says:

    I have never personally used Lotus Notes, but I have heard disappointment from others who do use it. Specifically, my friends who go to VCU told me that the school recently (over the past year or two) switched its email system to Lotus Notes. However, no training was provided to assist students with the switch and it was quite complicated. How user-friendly is Lotus Notes? Did you find it necessary to have training to use this database?


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