MAIL AND ADDRESS BOOK

Opening your mail and reading messages
By default, your mail opens to your Inbox view where you can read Notes mail, and Internet mail if you're set up to use it. You must have a connection to a Notes server and/or an Internet server before you can open your mail database.

Click any of these topics:


For information on the expandable minivew at the bottom of the navigation pane, see The Follow Up MiniView or Calendar and Scheduling, depending on which miniview you want to display.

To open your Inbox

The Inbox view shows a list of messages you've received.

Click the Mail icon in the Bookmark bar.

Mail icon in Bookmark bar

To update your Inbox with messages received since you opened it

Notes mail users and Internet POP or IMAP Offline mail users may update the Inbox in slightly different ways, but perform other mail tasks the same way.

Notes mail users

By default, your user preferences are set to refresh the Inbox automatically. If you turn off the preference, new messages may be received but not displayed. To see whether the preference is on, choose File - Preferences - User Preferences (Macintosh OS X users, Notes - Preferences - User Preferences), click Mail, and see the "Automatically refresh Inbox" check box.

Tip This preference may cause your Inbox to pause while new messages are displayed. Turn it off for faster performance, and when you want to see new messages, choose View - Refresh.

Internet mail users

Your Internet IMAP Offline or POP mail may be set up to store incoming mail in your Notes mail database. If so, you can read both your Notes and Internet mail in the same "universal" Inbox by clicking the Mail icon in the Bookmark bar.

Mail icon in Bookmark bar

If your Internet IMAP Offline or POP mail is set to use a separate Notes mail database, you must specify that database as the primary mail for at least one location in order to use the Mail icon in the Bookmark bar.

1. If necessary, switch to a location (for example, Internet) from which you want to access your Internet POP/IMAP (incoming mail) and SMTP (outgoing mail) accounts.

2. Choose File - Mobile - Edit Current Location, click Mail, and in the "Mail file" field, specify the file name for your POP or IMAP Offline mail database if it's not already specified. Click "Save & Close" in the Location document and click the Mail icon in the Bookmark bar to open your Internet mail.

3. Replicate your Internet mail (download it from the server).

4. Choose View - Refresh to update the Inbox with new messages.

Note If you use IMAP Online mail, see To specify your IMAP mail as your primary mail .

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To read a message

Double-click the message in the list (view) in the Inbox. You can select and view any file attachments in an additional window. If messages contain Web links (URLs), you can set a preference to display the links as hotspots you can click.

Tip For shortcuts you can use to step through messages, see Commonly used keyboard shortcuts for Mail and Calendar.

Macintosh users, see Commonly used keyboard shortcuts for Mail and Calendar (Macintosh).

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To read a message and view Mail Threads at the same time

At the top of a message, you can display the subject lines of all messages related to the one you are reading, allowing you to access the entire conversation from the current message.

In an open message, click the "Show Thread" button on the action bar.

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To view a message and the Inbox at the same time

1. Select a message in the list (view).

2. From the menu, choose View - Document Preview - Show Preview. The preview pane opens with the document you selected. You can turn the preview pane on and off by choosing View - Document Preview - Show Preview again.

Tip You can also show and hide the preview pane by clicking the Preview triangle at the bottom of the Inbox list.

Preview pane triangle

Notes remembers that you have the preview pane displayed the next time you open mail.

For more information, see Customizing your Inbox and mail.

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To work with unread messages

In your mail database, messages that you haven't read appear in red (unless you've set colors in the Inbox) and have stars next to their titles.

In the navigation pane, names of folders that contain unread messages appear in bold and show the number of unread messages. Names of parent folders to these folders also appear in bold.

Note If you open a replica of your mail on a Domino R5 server, the bold folder names do not appear.
To do thisDo this
Open your mail and the first unread messageClick the mailbox ("Quickpick") icon in the status bar and choose "Scan Unread Mail."

Quickpcik menu

Go to the next or previous unread message in a view or folder (such as the Inbox)Press TAB to go to the next or SHIFT+TAB to go to the previous unread message, or use the toolbar.
Show only the unread messages in a view or folder

Note By default, your mail box is set to show all messages in its view. You can choose to see only unread messages in the Inbox, All Documents view, and any folders you have created using the current mail template.

Click "View Unread" at the top of the view. To show the read messages again in the view or folder, "View All."

Note If you change to another view, the option you chose is saved and will still be enabled when you switch back to the first view. For example, if you choose to see only unread messages in your Inbox, and switch to the Sent Mail view, your Inbox retains the "View Unread" setting.

See your newest unread messages at the top of the viewClick the arrow in the Date column heading to change sorting.
Mark all messages you show in the preview pane as readChange this preference.
Note It is recommended that you enable the database property "Do not mark modified documents as unread" for your mail database. Setting this property ensures that changes made to the mail database do not affect the unread status of a message, and that unread status will be changed only by you.

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To use other mail views or folders

You can use any view or folder in mail by clicking the view or folder icon in the navigation pane. Notes remembers which view or folder you were using and opens it the next time you open mail.

Caution Except in the Sent view, if you delete a message from a view or folder, such as Mail Threads or the Inbox, it also disappears from all other views and folders.

For more information, see Deleting mail.

For more information, see Customizing your Inbox and mail.

Notes mail has these folders and views:
Selection in navigation paneDescription
InboxShows all messages that you receive. Messages remain in the Inbox until you move them to a different folder or delete them.
DraftsShows all messages that you save without sending. You can go back to these messages, edit them, and send them later.
SentShows all messages that you have authored, sent and saved, by the name of the first recipient. Sent messages appear with an envelope icon in all views and folders.
Follow UpShows all messages that are currently flagged for follow-up action.
TrashShows messages that you marked for deletion in your mail.

For information, see Deleting mail.

Views - All Documents Shows all messages that are currently in your mail database.
Views - Mail ThreadsShows all messages grouped with their replies so you can view an entire conversation at once.
Views - Chat TranscriptsShows text logs of chat conversations. With instant messaging, chat participants can save chat transcripts to their Mail in this view.
FoldersShows a list of all personal folders you create.
Tools - RulesShows all rules that you create to filter new messages.

For information, see Filtering new mail using rules.

Tools - StationeryShows all stationery that you create for sending messages.

For information, see Creating and using stationery for mail.

Tools - ArchiveAppears only if archiving is set up for your mail. Shows all your archive policies, and lets you open the archive database.
Tip You can create additional folders in your mail database.

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See Also