How to create, add to and delete folders in the Lotus Notes mail file
Creating folders in the Lotus Notes mail file is a great way to keep documents organized. Documents that are moved to folders also appear in the All Documents folder as well without taking up additional space in the mail file.
To create a folder in the mail file:
From the Inbox, select Create from the menu bar.
Select Folder... from the drop down list.
In the Folder name: field, enter the name of the folder.
S elect a location for the new folder:
Creating a main folder in the mail file: Do nothing in this field if the folder should appear as a main folder in the mail file.
Creating a sub-folder within another folder: Single click on the folder that the new one will be a sub-folder under so that the existing folder is highlighted.
Note: Do not select Inbox or Trash as the main folder to create a sub-folder under. By default, new folders are created as main folders in the Inbox. If either the Inbox or Trash folder is selected when creating or moving a folder, the new folder will not appear and the existing folder will seem to have disappeared. For additional information, see Eureka! document 16104 — Folders disappear when trying to add as as sub-folder to Inbox.
Click OK.
The new folder will be created and will appear as a main or sub-folder depending on what was specified.
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There are a couple of ways to move documents to folders in the mail file:
Click in the column to the left of the documents that will be moved so that a check mark appears.
Single click on one of the documents using the left mouse button to drag them to the folder they should be moved to. The folder will turn the color blue.
Drop the documents into the folder by releasing the left mouse button.
OR
Click in the column to the left of the documents that will be moved so that a check mark appears.
Select Actions from the menu bar.
Select Folder from the drop down menu and then select Move to Folder... from the next drop down menu.
Select a folder: Click the name of the folder that the document will be moved to.
If the folder doesn't yet exist, click the Create New Folder... button so that a new folder can be created.
Click the Move or Add button to move the document.
The document will now be moved to the folder selected. If Add is selected the document will remain in the current folder as well as a copy put in the folder selected.
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Open the mail file and click on the folder that will be renamed.
Select Actions from the menu bar.
Select Folder Options from the drop down list and select Rename... from the next drop down list.
Name: Enter the new name.
Click OK.
Note: The renamed folder may have changed location in the folder order as folders are listed alphabetically. All documents in the folder remain intact until you move them.
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To retain any documents that appear in a folder that will be deleted, be sure to move them to another folder prior to deleting the folder. Any documents that exist in the folder when it is deleted will also be deleted as well.
To delete a folder:
Click on the folder that will be deleted.
Select Actions from the menu bar.
Select Folder Options from the drop down list and select Delete Folder from the next drop down list.
A dialog box that says, "This action may not be undone. Are you sure you want to delete the folder '{folder name}' from this database?" will appear.
The folder and all of its contents will immediately be deleted.
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Created by the PeopleSoft Knowledge Management Team.
Copyright © 2003
All rights reserved.
Created: dcb 11/25/1997
Revised: kcw 12/01/2004