Annexure 12 Create a Lotus mail user profile To configure mail one will require the following files >

; Make a folder named Mail data and copy the following files. 1. id file 2. mail file 3. names file 4. archive file 5. Also copy the old mail nsf files in the directory if required by the user. Sl File Name Path in 7.1 Path in 8.1 Path in 8.5.1 no 1 Id file \Notes \Data Program files C:\Program Employee Directory \ibm\lotus\notes\data Files\IBM\Lotus\Notes\Data code.id directory 2 Mail file \Notes \Data Program C:\Program Employee Directory files\ibm\lotus\notes\data Files\IBM\Lotus\Notes\Data\mail code.nsf file> pref> user pref Directory File > pref > user pref 3 Names files Names.nsf Names.nsf C:\Program Pers address Notes\Datadirectory \lotus\notes\data Files\IBM\Lotus\Notes\Data book 4 aA_empcode.nsf Archive files D:\Mail\IBM\Lotus\Notes\Data\ empcode.nsf Action>Acrchive> A_emp code.nsf archive\a_100314.nsf Archie files settings Action> Archive> Settings These would the current mail data files

Procedure Lotus > next > copy details of cn from id file and paste against Your name> Set up a connection to a LAN > Domino server dommail1/SVR/APL > tick I want to select domino server >select a network type LAN > down arrow > select TCPIP > give server address 172.25.10.94 > next > it will ask for file name > Choose the id file that you had backed up in mail data > next > you will get a prompt Do you want your id file d:\maildata\100314.id copied to your data directory > yes > give the password > login > Process will take some time as it is authenticating with the server > you will get a pop up client configuration > tick only the last option replication settings for sending and receiving mail > next > you will get another pop up where there is a tick on Do not automatically send outgoing messages to server > tick on I want to enable a schedule to send and receive email > click on Schedule button > a new pop up will be seen for replication schedule for location on line > tick Replicate at this interval for normal priority > Change parameters for Repeat every minutes to 20 minutes > tick Monday to Friday > ok > next > You will come to a display Lotus 8.5 getting started > Close Getting started tab on the top > You will get the home page > click on default in the home page > This will take you to the home page where you will see Mail , calendar , contacts, to do , and Note book > click on File > Preferences > select Locations > Select On line > and click on edit > It will take you to the Edit Location page > Under Location Name give, name of employee > click on MAIL tab on the top > In the mail file location select Local by using down arrow > In the Recipient name lookup use down arrow and select Exclusively check for all address books > Mail addressing should be Local then server > Click on Advances on the top of the tab > choose the id file after clicking on Use ID to switch to , browse and select the id file as the case may be > the result of this would be that it will indicate the path of the Id file as per your mail config > ok > click ok in the locations page > click on Mail of the home page and you will see your current mails > The next step is to change template > click on View on top menu bar > select Advanced menus > This will enable the option of Advanced menu > Go to file of the menu bar > Application > Replace design > This will take you to the page of replace application design of mail > click on Mail (R8.5) > CLICK ON replace > You will get a message Replacing a database design changes the database view except private ones, forms etc etc > click yes > The background process of replication will begin > wait till you get the display at the bottom as DESIGN REPLACE COMPLETED> CLOSE MAIL BOX which will take you to home page > click on mail to get the new look and feel > To bring the archive > go to Action and top menu bar > select Archive > settings > You will get a pop up Archive settigs > Select the one which is ticked > click on edit > Under What should happen to selected documents, click on the folder icon> it will open a browse window > choose the archive which has been copied to mail data from the old machine and click on select > The path will get changed appropriately > click on Selection criteria > This will take you to next page Archive Selection criteria > Select the down arrow next to NOT MODIFIED IN MORE THAN > select OLDER THAN > click on ok > ok to come to the Archive settings page > click on schedule in this page > This will take you to next page > tick on Schedule archiving > tick on Mon to Friday > click ok if you have additional archive files > go Archive > archive settings > select create > It will open a page Create Archive criteria > In the tab Descriptive names of these archives give OLD archive > again go the window icon under What should happen to selected documents the other old archive files one by one >

PROCEDURE TO CREATE A MAIL PROFILE. Preparation before creating the new profile in your new machine. Copy following mail files in the folders as under :1. Mail id file. The file name would be < your employee number with ext as id > for eg. 100314.id. This file has to be copied to the path c:\program files\IBM\Lotus\Notes\Data. 2. Copy mail file. The file name would be < your employee number with ext as nsf > . The file will be available in the folder c:\program files\IBM\Lotus\Notes\Data\mail. This file has to be copies to the target in a similar path in the new machine. 3. The names.nsf file which contains all your contacts. This file will be available in c:\program files\IBM\Lotus\Notes\Data. The file has to be copied to the target in a similar path in the new machine. 4. Copy your archive file which will be in the name of a_employee code.nsf , for eg. a_100314.nsf. Find the location of the source archive file by going to settings of the mail profile. Copy the respective archive file to D:\mail\archive\ folder of your new machine.

File > Preferences > Locations > on line > edit > Change Internet Mail address to the new mail id for which you are configuring mail.

Change Internet Mail address to the new users mail id . The rest of the parameters are default as shown in the screen above.

The Server Home/mail server will be dommail1/SVR/APL

Ports will be ticked as shown in the above picture.

Mail file will point the path mail\empcode Recipient name lookup Exhaustively check all address books REMAINING PARAMETERS WILL BE SAME AS IN THE ABOVE PICTURE.Change only if it is different by selection the down arrow against corresponding ones.

REPLICATION PARAMETERS WILL BE DEFAULT

Advanced Select the id file from c:\Program files\ibm\lotus\Notes\Data\100314.id, by clicking on the icon under the parameter User ID to switch to. Here select the proper id file from the path C:\Program Files\IBM\Lotus\Notes\Data\your id file. The rest of the parameter in this windows the same.

Administration will be Default

ARCHIVE FILES

Selcet on Create > Under Description name of these archive criteria give any name like Ramanunni Archive files and click on Enable file criteria > you will then fine a tick on the archive file you had thus enabled. > Select copy documents into My Archive application here then clean up this application > using the file pointer on the right select the particular archive file you want to map. The archive file will be in the name of a_your employee code , example ( a_100314.nsf) The archive file has to be copied in the folder D:\mail\ARCHIVE D :\Mail\archive\a_100314.nsf

CLICK ON REPLACE

Click on Automatic Upgrade

click yes

Close the Lotus mail application and open once again to refresh settings.