adding users to lotus notes

C:\Documents and Settings\irwhisen.YC\My Documents\Documentation\SOPs\Adding users to Lotus Notes 6 & 6.5.doc

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1 – Add the new ID to the ‘DATA’ folder C:\Program Files\Lotus\Notes\Data 2 – Click on the ‘Lotus Notes’ Icon on the Desktop to open Lotus Notes and use an existing users log-in 3 – Click on the ‘Databases’ Icon on the left side of the screen.

4 - Click on ‘Workspace’ (at the top of the list)


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5 - Click on File | Security | Switch ID

6 – Browse to the new ID file in the ‘Data’ folder and click ‘Open’


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7 - Enter user’s password. If it is a new user, use password as the password and click ‘OK’.


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8 – Double-click the first index tab, enter the name of the original user in the dialog box (in this example – Walter). You may select a color if you want. Click on the ‘X’ in the ‘Workspace’ box to close it out.

9 – Double-click the second index tab, enter the name of the second user in the dialog box (in this example – Christine). You may select a color if you want. Click on the ‘X’ in the ‘Workspace’ box to close it out. Your screen should look like the one below.


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10 - Select the new users tab (Christine in this example), with a single click 11 - Add the new user e-mail icon to the page by right-clicking in the grey workspace area and select ‘Open Database’

12 – Select ‘YCC_SERVER/YCC’ for the server from the pull down menu.


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13 – Scroll down the database list to ‘mail’ and double-click on the ‘mail’ folder. 14 – Scroll though the data list and double-click on the new user’s name. In this example ‘Christine Ahlstrand’

15 – The following screen will appear.


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16 - Press ‘Escape’. Their e-mail screen will appear.


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17 - Click on ‘Database’ and then ‘Workspace’ (like in the beginning) and their Workspace should look like the following.

18 – Click on File | Database | New – The new database dialog box appears. Be sure to select ‘Personal Address Book’ for the template in the lower window. In the Title bar type in the ‘”Users” Address Book’ in Filename delete ‘Address Book’ and leave username.


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19 – Click ‘OK’ and then press the ‘Escape’ key twice. The workspace should look like below, with the e-mail and Address Book icons.

20 – Click on File | Preferences | User Preferences


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21 – Click the ‘Mail & News’ Icon on the left of the dialog box

22 – Click ‘Browse’ by the ‘Local address books’ field:


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23 – Browse to the personal address book you created for the new user. It should be in C:\Program Files\Lotus\Notes\Data\’Users name’.nsf.

24 – Select the Database and click ‘Open’


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25 – The ‘Local Address Book’ box will be filled with C:\Program Files\Lotus\Notes\Data\’Users name’.nsf.

26 - Click ‘OK’ to close the ‘User Preferences’ dialog box. 27 – Click on File | Mobile Locations


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28 – Delete all of the entries except ‘Office [Network]’, and/or existing usernames. The F9 key will refresh the screen and clear the entries:

29 – Double-click ‘Office [Network]’, or an existing username 30 – Single-click ‘Office [Network]’, or an existing username, so it is highlighted. 31 – Click Edit | Copy


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32 – Click Edit | Paste

33 – Double-click the first ‘Office [Network]’, or the existing username that was chosen. This will be the original user’s location document.


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34 – Click ‘Edit Location’, (on the blue bar) this will put the document in edit mode.

35 - Type in the original users name in the ‘Location name:’ field and delete the address in the ‘Internet mail address:’.


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36 – Click ‘Save and Close’. (on the blue bar)

37 – Click File | Mobile | Locations


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38 – Double-click the other ‘Office [Network]’, or the existing username that was chosen. Click ‘Edit Location’. Type the new username in the ‘Location name’ field and delete the address in the ‘Internet mail address:’ if one exists. (Same as steps 33 – 35)


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39 – Click the ‘Mail’ tab. Find the ‘Mail file:’ field.

40 – Change the field to point to the new users ‘Mail file’. For example: mail\cahlstra. Typically it will be the initial of the first name and the last name. (a total of 8 characters)


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41 – Click the ‘Internet browser’ tab. Find the ‘Internet browser:’ field.

42 - Click on the down arrow and select ‘Microsoft Internet Explorer’ from the pull-down menu.


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43 – Your screen should look like the following

44 - Click ‘Save and Close’ (on the blue bar, above LOCATION Christine) 45 - Click File | Close (below the Title bar).