Mail quick reference

Open Mail

Click the Open button and select Mail.

Compose a new message

Click New > Message.

Send a message to someone from your contact list or another directory

While composing an email, click the To link, and select a directory.

Mark messages read or unread

Select the message or messages, right-click and select Mark as > Read or Mark as > Unread.

Sort Inbox by last name (surname)

1. Click File > Preferences, and then click Mail.
2. On the Basics tab, under Display names in mail in this format select Last, First.
3. Click OK, return to your Inbox, and sort by the Who column.

Optional: Designate last name prefixes, such as Van for Van Morrison under Enter last name prefixes. For additional help, click and hold the ? icon.

Streamline the dates shown in your Inbox

1. Click File > Preferences.Macintosh OS X users: Click Notes > Preferences.
2. Click Fonts and Colors.
3. Under Mail view font, select how you want messages to look in your mail views.

Click File > Preferences (Macintosh OS X users: click Notes > Preferences), and then click Basic Notes Client Configuration. Under Additional Options, select Mark documents read when opened in preview pane.

To display icons that identify your recipient level, click File > Preferences, click Mail, and then click the Recipient Icons tab.

From the Inbox, click Show > Group by Date.

Preview message text in your Inbox view. From the Inbox, select Show > Beginning of Message to display message body text. Hover over messages in your Inbox to see the first 100 characters.

1. Click File > Preferences, and then click Mail.
2. Click Letterhead.
3. Select a graphic in the Letterhead field. To use no graphic, select No letterhead.

1. Click File > Preferences, click Mail, and then click the Basics tab.
2. Select Spell-check messages before sending.

1. Click File > Preferences (Notes Basic client users: File > Preferences > User Preferences; Macintosh OS X users: Click Notes > Preferences).
2. Click the plus sign beside Mail, and then click Sending and Receiving.
3. Select Encrypt messages that I send or Encrypt saved copies of sent messages.

1. Click File > Preferences (Notes Basic client users: File > Preferences > User Preferences; Macintosh OS X users: Click Notes > Preferences).
2. Click the plus sign beside Mail, and then click Sending and Receiving.
3. Clear the Add forward prefix to the subject of forwarded messages option.

1. Click File > Preferences, expand the Mail section, and then click Sending and Receiving.
2. Under Sending, click one of the options in the Save copies of messages that I send field.

1. Click Delivery Options above a new message.
2. Select Delay Delivery Until and select the date and time that you want the message to be delivered.

The message is shown in the Sent view of your mail but the message goes to your mail server and stays there until the scheduled delivery time. Notes does not need to be running at the scheduled delivery time because the mail server handles the delivery. Open a scheduled message in your Sent view to see the scheduled delivery time.

1. Click Delivery Options above the message.
2. Select from the following options:
   • None - No delivery report, except in cases where the recipient's address cannot be found
   • Only on failure - A delivery report is sent if, for any reason, Notes cannot deliver the message
   • Confirm delivery - A delivery report informs you whether or not the message was delivered
   • Trace entire path - Sends you a report from each server through which Notes routes the message, and a final report indicating whether the message was delivered

If a recipient's mail program supports this feature, you can have Notes® send you a return receipt when a recipient reads a message you sent. Many Internet mail programs support return receipts. However, even if a recipient's mail program supports this feature, a recipient's organization may not allow it for security reasons.

1. Click Delivery Options above the message.
2. Select Return receipt, and then click OK.

You can prevent Notes® mail recipients from copying a Notes® mail message that you send. This includes copying with the clipboard, forwarding, replying with history, and printing. Note that this option is merely a deterrent to copying, as recipients can use other means to copy the message.

1. Click Delivery Options above the message.
2. Select Prevent copying, and then click OK.

1. Click Delivery Options above the message.
2. Select Mark Subject Confidential, and then click OK.

If you know that a recipient is on vacation, and want to be able to send the person messages without receiving out-of-office replies, you can have Notes® refuse this type of reply.

1. Click Delivery Options above the message.
2. Select Do not notify me if recipient(s) are running Out of Office, and then click OK.

1. Click Delivery Options above the message.
2. Select Do not expand personal groups, and then click OK.

1. Click File > Preferences,, click the plus sign (+) next to Mail, and then click Sending and Receiving.
2. Select Display a popup alert when new mail arrives.