How to switch ID's in Lotus Notes

How to switch ID's in Lotus Notes

Document number: 16239

If specific alternate Lotus Notes ID's are going to be consistently used on a specific computer, the process in Eureka! document 16120 — How to use multiple Lotus Notes ID's on a single machine should be followed. If an ID will only be used once or on occasion on a specific computer, the process outlined in this document should be followed for switching Lotus Notes ID's on that computer.

The switch ID process consists of four basic steps. These steps must be done in sequence in order for the switch ID process to be successful:

Step 1: Copy the Lotus Notes ID to a floppy disk
Step 2: Switch ID
Step 3: Add the mail file to the workspace
Step 4: Check the Internet mail address

Once the steps above are complete, you will be able to use Lotus Notes on that specific computer.

Before beginning the switch ID process, be sure you have a copy of your Lotus Notes ID on a floppy disk with you.

To copy the Lotus Notes ID:

Insert a floppy disk into the floppy drive (A:) on your computer where your Lotus Notes setup has been completed.
Open Windows Explorer and navigate to the c:\apps\notes\data directory.
Scroll in the data directory until you find your Lotus Notes ID.
The ID file name is the first letter of your first name and first 7 letters of your last name followed by Id
Example: Trudy Test's Lotus Notes ID file name is ttest.id.
Single click on your ID file, drag and drop it into the A: (floppy) drive in the left hand Folders window.

The ID file has now been copied to the floppy disk and can be used on another machine. The next step is to switch Lotus Notes ID's on the other computer so that you can use Notes on it ( Step 2).

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To switch Lotus Notes ID's:

Put the floppy disk that you copied the Lotus Notes ID to in the floppy drive on the computer.
In Lotus Notes, select File from the menu bar.
Note: If you are prompted for the password of the previous user, click the Cancel button in the password prompt window. You may need to click Cancel a couple of times. After it has cancelled, navigate to your ID located on the floppy disk (see Step 5).
Select Tools from the drop down list.
Select Switch ID... from the next drop down list.
Click the down arrow in the Look in: window and click on the floppy drive (A:) so that the contents are listed.
Single click on the ID file so that it is highlighted. The ID file name is the first letter of the first name and first 7 letters of the last name followed by .id.
Example: Trudy Test's Lotus Notes ID file name is ttest.id.
Click the Open button.
Enter the Lotus Notes password in the password prompt window and click the OK button.

The person whose ID was switched to is now logged on to Lotus Notes.

The next step is to add your mail file to the Lotus Notes workspace ( Step 3 ).

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If you do not know which server your mail file is on, follow the steps in the first bullet to find the server. If you do know which server your mail file is on, skip to the process outlined in the second bullet to see how to add your mail file to the workspace.

To find the mail server:
1. Open the PeopleSoft Directory by clicking the bookmark located in the Favorites bookmark folder located on the bookmark bar.
2. Click the People view in the left hand navigation window.
3. Type your last name and click the OK button.
4. Double click on your 'Person' document to open it and click the Mail tab.

Note the mail server listed in the Mail server: field.

To add the mail file to the workspace:

Select File from the menu bar.
Select Database from the drop down menu and select Open... from the next drop down menu.
Type the name of the mail server in the Server: window and press the {Enter} key.
Scroll in the Database: window until the Mail folder is visible and double click to open it.
Double click on your name to open the mail file.

The mail file is now on the workspace.

Prior to using Lotus Notes, you should verify that your address is listed in the Internet address field so that any external mail you send appears as being sent by you ( Step 4).

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Prior to using Lotus Notes, you should verify that your address is listed in the Internet address field so that any external mail you send appears as being sent by you.

To verify the Internet address:

Click the Office button in the lower right hand corner of the screen.
Click Edit Current... from the pop up list.
Internet mail address:
- Internet address correct: Press the {Esc} key to close the document.
- Internet address incorrect: Type your correct Internet address in this field and then click the Save and Close button to save the changes.

You are now ready to begin working with Lotus Notes on that computer.

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