Recently in Lotus Notes Category

Now that the Microsoft Outlook email migration project is coming to an end for all of our personal email accounts, I wanted to remind everyone of what they should be doing now that their Lotus Notes account no longer receives email.

Over the years, we've all accumulated lots of email and I'm betting that a lot of it we just don't need to hold onto anymore. So, over the next several months you should go into Lotus Notes periodically and pare away any documents that you really don't need. Try to whittle this account down as much as you can so that when the time comes to transfer the data to your MS Outlook account, it does not take up a lot of time and space in your new email account.

I know there are items you need to hold onto, and I certainly wouldn't want you to delete those. Concentrate on deleting the items that are really not relevant anymore. Lotus Notes will be around for a while yet, but if you start deleting things now, you'll be surprised just how many items you actually can get rid of and that will make the final transfer of data a lot smoother.

You may have seen a broadcast talking about a "migration". Do you need to do anything? What is going to happen? Do you have to "migrate"? Here is what you need to know.

Lotus Notes is being replaced by Microsoft Outlook as our email client (email program). When you schedule your migration appointment, a few things will happen:

• Systems will create an Outlook account for you on the morning of your scheduled migration.


• If you choose training, you will receive the email client. If you are comfortable with using webmail, you do need to fill out the survey but you do not need to attend training. At the migration session technicians will also move over any contacts/ folders from Lotus Notes to Outlook (if you have them).


• Training on Outlook is provided in the old Computer Training Center classroom. During training you will learn new features and how to access email through PirateNet. This process should take no more than 90minutes.

Do you have to do this? Yes! Since Lotus Notes will no longer be used for email; you will not be able to send email or receive email through Lotus notes. You will however be able to read stored emails in Notes.

When do you need to do this? As soon as possible!

Where can you sign up? Click here for more information and to schedule your migration appointment.

If you are unable to attend your scheduled session, please contact Bill Otskey immediately.
Phone. 973.275.2161
Email: otskeybi@shu.edu

For additional information on email migration and Outlook, click here.

As the end of 2008 approaches and you start thinking of your 2009 New Year's resolutions, I suggest you take care of a few technology issues BEFORE the Christmas break. Getting these few things done by the end of this semester will help relieve you of some stress and make your holidays a lot more enjoyable.

For faculty, after the final student grades have been calculated, download the Grade Center from all your Blackboard courses to your computer. The Excel file that gets created can then be easily accessed by you if any questions arise at a future date. Also, if you are teaching the same course next semester, you can copy all or part of this semester's course into next semester's course shell very easily. You can then make any necessary changes to next semester's course and you are all set to go long before students arrive back on campus.

These next two tips are for everyone. First, take some time and go through the files on your computer. Get rid of the ones you don't need, organize the ones you want to hold onto placing them into folders and make certain that you back up the files you cannot afford to lose! Make use of an external hard drive, the Blackboard Content System, CD's, etc. to back those files up.

Second, administrators and faculty will be moving to a new e-mail system during the Spring 2009 semester, so doing a little preparation now will help make the transition nice and smooth. Again, take the time to go through your Lotus Notes e-mails and, one, delete any documents you don't need or, two, archive old documents that you wish to retain. I'm sure we all have tons of old e-mails that could either be deleted or archived so this is a good thing to accomplish now.

I hope these suggestions give you some "year-end" incentive and if you need help with any of these procedures, please contact me at otskeybi@shu.edu or at x2161. Have a great holiday break!

You are probably familiar with the Broadcast messages that come out frequently inviting you to technology sessions and asking you to "Click Here" to register. Some users have reported receiving a dialog box stating that Jave Script Errors have occurred, do you want to debug them? This error message appears due to a setting within your Lotus Notes client. This setting causes you to be routed to the hyperlink through the Lotus Notes browser where the error occurs.

To avoid this error in the future, you need to change a preference setting so that you are routed to the Microsoft Internet Explorer browser when you click on a hyperlink in an e-mail, rather than the Notes browser.

Here's the procedure to change the setting:

Within the broadcast e-mail, try the hyperlink to Register again and you'll see that you are now routed to a tab directly within Internet Explorer. You should be able to to login and register for the class you are interested in without any errors being generated.

We at the TLTC hope you find our offerings helpful and please don't hesitate to suggest a workshop you would like to see by contacting me at otskeybi@shu.edu.

Recently, I've come across a number of users who have seemingly "lost" a document they just finished editing. The document originally came to them as an e-mail attachment and the way it was opened actually created the problem.

When you double-click the attachment icon in an e-mail, Lotus Notes presents you with choices to Open, Edit, View or Save the document. Users can get in trouble by selecting Open, editing the document and then clicking File, Save As. The problem occurs because the user doesn't notice that the document is being saved in a Notes temporary folder, not in My Documents as the user assumes. Of course, when they then go to look for it in My Documents, it isn't there and panic mode sets in.

The safe way to treat any attachment that you want to edit is to select Save after you double-click the attachment icon. Then make sure you are pointing to a proper file location so that the document is saving onto your desktop or into the My Documents folder.

Now you simply open the document from wherever you saved it, edit it and when you go to save it again, it's already pointed to a proper location.

Maintaining your files properly is something every user should strive to do. Saving properly and backing up your essential files to a different location can save you lots of anguish in the future.