10 Minute Guide to Lotus Notes Mail 4.5 - 23 - Setting Up for Mobile Use In this lesson, you learn how to prepare to use Lotus Notes Mail remotely. You learn how to tell Lotus Notes what kind of modem you use and your location, and how to dial into the Lotus Notes server. What You Need to Go Remote Remote users are those who work with Lotus Notes on a laptop or desktop, and who are not constantly connected to the Lotus Notes server. To work remotely, from home, a hotel room, or a location outside of the office in which you are not connected to your local area network, you need: A computer with Lotus Notes 4.5 or Notes Mail installed. A modem connected to your PC. A phone line for your modem. You also need the following information from your Lotus Notes administrator: The name of your Lotus Notes server. The phone number of the Lotus Notes server. A copy of your certified Notes User ID (if you don't already have it). Working with Connection Documents To use Lotus Notes Mail remotely, you must provide information about your server: the name of your server, the phone number to dial for your server, and the type of connection you are making (such as dial-in). You provide this information in a Server Connection document. Many companies have support people who can configure the laptop for you. But in some cases, you may have Lotus Notes Mail installed on your PC at home, or you might be a field person located far from the home office. In that situation, you need to perform the steps described in this lesson. Before you begin, ask your Lotus Notes administrator for the name of your Lotus Notes Mail server and the phone number to dial into the server. To create a Server Connection document: 1. From your workspace, double-click your Personal Address Book. 2. Select the Server, Connections view. 3. Click the Add Connection button on the Action bar. 4. The Server Connection document appears as seen in Figure 23.1. Select the Connection Type as Dialup Modem. Figure 23.1 The Server Connection document. 5. Type the name of your Mail database server in the Server name field. 6. Fill in the Area code and Phone number fields. If your server has more than one phone number, fill in the additional phone numbers by pressing the Enter key between phone numbers. If you supply more than one phone number, and the first number is busy, Lotus Notes will automatically try dialing the second number, then the third number, and so on, until the server answers the telephone. 7. Click the Save button on the Action bar to save this Server Connection document and close this window. If you are going to call into more than one server, you need a Server Connection document for each. The exception is the use of a Passthru server. You'll learn more about the Passthru server in the Location Documents section of this lesson. Configuring Ports and Modems Now that you have established what server you're connecting to, you need to specify the type of modem you're using and which port it uses. 1. Choose File, Tools, User Preferences from the menu. 2. In the User Preferences dialog box, click the Ports icon (see Figure 23.2). Figure 23.2 The User Preferences dialog box. 3. Pick the port your modem uses, such as COM1 or COM2. 4. Check Port Enabled. 5. Click the Options button (the name of the port is on the button). The Additional Setup dialog box appears as shown in Figure 23.3. Figure 23.3 Additional Setup dialog box. 6. Specify the Modem type you have (use the Autoconfigure or generic all-speed modem type if you don't know) and enter any settings you need for your modem. 7. Click OK to exit the dialog box. 8. Click OK to exit User Preferences. Creating Location Documents The Location document contains such information as how you connect to the network, what port you use, where your Mail file is, telephone numbers for dialing in, and a replication schedule. Five location documents automatically appear during the installation process: Home (Modem), Office (Network), Travel (Modem), Island (Disconnected), and Internet. You'll find them in your Personal Address Book in the Locations view. You can customize them to suit your needs or create your own Location documents. Typically, the Office location is the one you use when you are in the office, connected to the LAN via a network port. Home is set up for a remote connection, via modem, as is Travel. In the Travel Location document, however, you may want to specify your area code so Notes will dial 1 and the area code of your home server. The Home and Travel documents assume you are using a local replica of your Mail database. To customize the Home Location document you'll need to provide information in five of the eight sections. To complete the Location document: 1. If the location indicated on the status bar is not "Home," then click the location indicated on the status bar and choose Home as your location. "Home" is now your "current" location. 2. Click Home on the status bar and choose Edit current. You'll see the Location document for Home location (see Figure 23.4). Figure 23.4 A Location document. 3. In the Basics section, choose one of four options in Location type: Local Area Network If you need to connect to a LAN or WAN. Dialup Modem If you plan to communicate via a modem. Both Dialup and Local Area Network If you have both a network connection and want to use the modem from the same location. No Connection If you want to use Notes but will not be connected to any Notes server. 4. In the Ports section, check the port you use for the location in the Ports to use field. The available ports are those you already enabled. 5. In the Servers section, enter the name of your home server in the Home/mail server field. Your home server is the server you connect to at work that stores your Mail database. Type its full name (for example, Sales/ABC Company is the name of the server Sales in the organization ABC Company). 6. If you use a Passthru server, specify the name of that server in the Passthru server field. Plain English: Passthru Server Some companies have many Lotus Notes servers. They may determine that one of those servers will act as the traffic controller for incoming calls; this is referred to as a Passthru server. Ask your Lotus Notes administrator if you're going to be dialing into a Passthru server. You need the Passthru server name and telephone number, as well as the server name that contains your Mail database. 7. In the Phone Dialing section (see Figure 23.5) complete the following: Prefix for outside line Enter the number you dial to get an outside line (leave blank if there isn't one). International prefix Enter the number to dial to make international calls (leave blank if you don't plan to call outside the country). Country code at this location Enter the country code for your location (US is United States). Leave this blank if you are in the United States and calling within the United States. Long distance prefix Notes enters a 1 here, but you may change it if you are outside the United States. Area code at this location Enter the area code for the location. Calling card access number To use a calling card, enter the number you need to dial before you dial the phone number. For an automatic delay in dialing, enter commas in the phone number. Each comma causes a two-second delay. Calling card number Enter your calling card number. Dialing Rules Click this button to use a different telephone number for a server at the location. Select the server, enter a different dialing prefix and phone number, and then click OK. 8. In the Mail section (see Figure 23.5) complete the following: Mail file location Choose Local to use a local replica of your Mail file or On server if you connect directly to the server. Mail file Enter the path and file name of your Mail file. Figure 23.5 The Phone Dialing and Mail sections of the Location document. The remaining fields on this form contain default information or don't apply to Mail options. Consult with your Notes administrator if you're using an InterNotes server. Click the Save button on the Action bar to save the file and the Close button to close the document. Before you begin replicating (see Lessons 24 and 25) or before you send or receive mail, you must select the location with the correct communications settings. 1. Click the Location button on the status bar. 2. Select the location you want to use. If you need to edit a location, click the Edit Location button on the Action bar in the Locations view of your Personal Address Book. Or click the Location button on the status bar and select Edit current. To delete a location document, click the Delete button on the Action bar in the Locations view of your Personal Address Book. In this lesson, you learned how to set up Lotus Notes for mobile use. In the next lesson, you learn about creating a Mail replica.

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