Step

Audio

On-screen action

1.1

This is "What's New in Notes 8.5.3"

Title slide displays.

Step

Audio

On-screen action

2.1

"Mail" title slide displays

2.2

In 8.5.3, you have more choices for the color of your read and unread mail.

To change the color and boldness of read and unread messages in your Inbox and other mail folders,

Mail tab displays. At the top of the screen "Choose the color of read & unread mail" displays.

Unread mail changes to purple bold.

2.3

In Notes 8.5.3, it's easier to use different signatures for different emails.

The default signature you set in preferences will appear by default.

If you want to use a different signature, click the Signature button, and then choose New Signature from File (or no signature).

For the new signature, you can choose a TXT, HTML, JPEG, bitmap, or GIF file from your computer.

Mail tab displays. At the top of the screen "Use different signatures for different emails" displays.

Fade to new message. Highlight default signature.

A hotspot appears: "To set a default signature, see: http://publib.boulder.ibm.com/infocenter/domhelp/v8r0/index.jsp?topic=/com.ibm.notes85.help.doc/mail_add_sig_t.html"

While composing an email, click Signature > New Signature from File in the action bar above the message

Open ExternalSignature.txt

2.4

Now you can see a summary of new emails when they arrive, even when you're looking at your Calendar or another application.

When you get a new email, a small window will slide into the bottom of your screen. You can drag & drop the window to keep it open longer, double-click to open a message, or click to open your Inbox.

To enable this feature, click File > Preferences, click the plus sign (+) next to Mail, and then click Sending and Receiving. Select the option to Slide in a summary when new mail arrives.

The Calendar view displays. At the top of the screen "When new mail arrives, slide in a summary" displays.

A small window appears in the bottom right corner of your screen, with a preview of the first few new emails. The window will remain open for 2 seconds and then fade.

Click File > Preferences, click the plus sign (+) next to Mail, and then click Sending and Receiving. Select the option to Slide in a summary when new mail arrives.

Step

Audio

On-screen action

3.1

Calendar title slide displays

3.2

If you have a calendar entry that appears on multiple calendars, in Notes 8.5.3 the entry will only appear once (to reduce clutter).

When you open that calendar entry, Notes will ask you which calendar you want to open the entry in.

You can also set a preference to always open your Notes calendar entry. Click File > Preferences, click Calendar and To Do, open the Display tab, and then open the Views tab. Select the option to Always take action on my entry when I take action on a combined entry.

Calendar tab displays. At the top of the screen "Duplicate calendar entries are merged into one entry" displays.

Highlight calendar entry on one calendar. Highlight same entry on the other calendar. When both calendars are showing, highlight how it is merged into one entry.

Double-click the calendar entry, to show the dialog box that asks which calendar entry to open.

Click File > Preferences, click Calendar and To Do, and on the Display tab, open the Views tab. Select the Always take action on my entry when I take action on a combined entry option

3.3

If there are changes to a meeting you're attending, such as a new agenda, Notes can incorporate those changes for you, so you don't have to open a meeting notice first.

To enable this feature, click File > Preferences, click Calendar & To Do, open the Display tab, and then the Notices tab. Select the check box for Automatically process meeting updates and apply changes to meetings.

You may still get notices in your Inbox, depending on the preference under File > Preferences, Calendar & To Do, Display tab, Notices tab:

• If you don't want to get notices about changes, then select Remove meeting notices from my Inbox after I process them.
• If you do want to get notices, clear Remove meeting notices from my Inbox after I process them.


Either way, you will still get notices for anything that includes comments, since those messages are meant to be read.

Calendar tab displays. At the top of the screen "Meeting information is updated automatically" displays.

Click File > Preferences, click Calendar & To Do, open the Display tab, and then the Notices tab.
Select the check box for Automatically process meeting updates and apply changes to meetings.

Click File > Preferences, click Calendar & To Do, click Display tab, click Notices tab.

Select Remove meeting notices from my Inbox after I process them.

Clear Remove meeting notices from my Inbox after I process them.

3.4

When you propose a new time for a meeting, you can choose to leave a placeholder on the calendar for the original meeting time. The placeholder will go away if the meeting chair reschedules.

You can choose to do this for all meetings, by going to File > Preferences, selecting Calendar & To Do, opening the Display tab, and then the Views tab. Select or clear the check box for By default, leave a placeholder for countered meetings.

Or you can decide on a per-meeting basis, by selecting or clearing the check box next to Leave a placeholder for the original meeting on the calendar.

Calendar tab displays. At the top of the screen "When proposing a new time for a meeting, keep a placeholder for original time" displays.

Show meeting placeholder.

Click File > Preferences, select Calendar & To Do, open the Display tab, and then the Views tab.

Highlight By default, leave a placeholder for countered meetings.

--
Meeting invitation displays. Click Propose new time. Select Leave a placeholder for the original meeting on the calendar

3.5

When you add or remove invitees from a meeting, Notes can let the existing invitees know. The list of invitees in everyone's meeting invitation will get updated, and they'll be sent a notice of the changes.

To enable this feature, click File > Preferences, click Calendar & To Do, open the Display tab, and then the Notices tab. Select the check box for When I add or remove meeting invitees, update the other participants.

Calendar tab displays. At the top of the screen "Let meeting participants know when invitees are added or removed" displays.

Fade to invitation. Highlight invitee list. Fade to Inbox. Highlight notice of changes.

Click File > Preferences, click Calendar & To Do, open the Display tab, and then the Notices tab. Select the check box for When I add or remove meeting invitees, update the other participants.

3.6

If you added an iCalendar to your Notes calendar, you can email that subscription to someone. Right-click the calendar you want to share, and choose Email To . . .

Calendar tab displays. At the top of the screen, "Forward an iCalendar to others" displays.

Right-click the calendar you want to share, and choose Email To . . .

Step

Audio

On-screen action

4.1

Contacts title slide displays

4.2

If you want to get rid of an address in the type-ahead list [pause], go to Contacts, open Recent Contacts, select that contact, and click Hide in Typeahead.

This is better than deleting someone from type-ahead, because when you hide someone, they can't be added back in later.

Mail tab displays. At the top of the screen, "New way to remove someone from the type-ahead list" displays.

Type a name in the type-ahead. Animate striking through a name.

Fade to Contacts tab. Click Recent Contacts.
Select a contact. Click Hide in Typeahead.

4.3

To help you distinguish between people who have the same name, you can choose to see more information for contacts in your type-ahead list, such as job title, department name, company name, or internet address.

To see that information, it must be filled in for that person in your contacts.

To set this preference, click File > Preferences, click Contacts, and then choose the information you'd like to display.
.

Contacts tab displays. At the top of the screen, "See more information about contacts in the type-ahead list" displays.

Type in type-ahead. See Job title displayed in parentheses next to the names.

Preferences dialog box diaplays. Show drop-down of options.

Click File > Preferences, click Contacts. Click the drop down-down under Choose a contact attribute to display beside the name in type-ahead. Select Job Title.

4.4

In 8.5.3, you have more choices for who is added to Recent Contacts (the same list that is used for type-ahead). Now there are new options, and the options are reorganized so they're easier to understand.

To set this preference, click File > Preferences, click Contacts, and select an option for Choose how names are added to Recent Contacts:

You can choose to add all people who send & receive emails from you,
only people that send you emails,
only people in the 'To' field (no CC'd or Bcc'd recipients),
or only people to whom you send emails.

Contacts tab displays. At the top of the screen, "New options for who is added to Recent Contacts" displays.

Click File > Preferences, click Contacts, and select an option for Choose how names are added to Recent Contacts:

Highlight All names.
Highlight Only sender's names from emails I receive.
Highlight Only the 'To' recipients from emails I send & receive.
Highlight Only names from e-mails I send.