Monthly Archives: February 2007

Linkification (Part 1)

Creating links in Lotus Notes.

Do you ever need to point someone in the right direction to help them find information? Whether it’s in one of our seemingly infinite number of Lotus Notes databases or in a shared network folder sending them a link can make finding things very simple.

This week we’ll briefly look at how to create links in Lotus Notes documents and emails. As you’ll see there are a couple of different ways to create links within Lotus Notes.

Linking to a Lotus Notes Database:

1. Open the database you want to link to
2. From the Edit menu select Copy As Link > Database Link

You can also choose Document Link if you want to link to a particular document in the dB or View Link to link to a specific view of the dB.

3. Place the cursor where you would like to insert the link and paste it via the menu Edit > Paste or by pressing Ctrl+V on your keyboard.

An icon appears that links back to the database when clicked on by the recipient of the email.

Try it out:

» Database Link to F&H Training Resource Database >
» Document Link to “Instructor Skills Training” document >
» View Link to Technical Training by Title view >

Drag & Drop Linking:

If you don’t like all that maneuvering through menus, copying and pasting there is an even quicker way to get those links into a Lotus Notes document. You can do it by dragging and dropping the tab into the document where you would like the link to be.

Watch below to see how this works.

Creating Links (aka Hotspots) in Lotus Notes:

You can use a link hotspot to link to documents, views, folders, databases, or various types of URLs. To create a link hotspot you must be in a rich-text field (a field that allows text, objects, file attachments, and pictures)

1. With your document or email in edit mode, select any text that you want to act as a link; i.e. “Click Here”
2. From the Create menu select Hotspot Link Hotspot.
3. Click the Hotspot Info tab in the “Hotspot Resource Link” properties box.

4. Enter the link in the Value field; for example

I always think it’s a good idea to underline your link and make the text blue (as shown above) so that the link is easy to distinguish from other regular text in your document.

Next week we’ll take a look at how you can link to different types of URLs that can be included in Lotus Notes emails and documents such as:

» Internet/Intranet sites
» Shared network folders
» Email addresses
» NetMeeting


Do you see what I see?

Using NetMeeting to share your computer screennetmeetinglogo.gifLast week we saw how easy it is to share what you see on your computer screen by taking screenshots. This week we’ll look at an even better way to share your screen and everything that happens on it in real-time. Microsoft NetMeeting is a great way to let others “peak over your shoulder” and watch your screen – even if they are physically located in some far off place.

What can I do with NetMeeting?

With NetMeeting you can do things like share and collaborate, use a whiteboard, send files, and text chat.

» Share your desktop to:
– show someone how to use an application
– troubleshoot a problem
– show presentations or notes during conference calls
– capture brainstorming ideas,
….and too many others to list here.
» Use tools like a whiteboard, chat & file transfer
» Control someone else’s desktop remotely; with their permission of course.
You probably already have it. All computers running Windows XP have already have NetMeeting available.

To run NetMeeting:

  1. From the Windows Start button select Run…
  2. Type conf
  3. Click OK.

NOTE: If this is the first time you have accessed NetMeeting you will be presented with an installation wizard.
Click here for setup instructions.

How can I connect with someone else?

There are a few different ways to connect with someone via NetMeeting. The most common and easiest include:

» Using the NetMeeting directory
» Entering an IP address
» Entering a computer name

NetMeeting Directory:
If you followed the instructions linked to above, you should appear in AEP’s NetMeeting directory. The directory provides a list of names and locations of people who are available for you to call. Simply click the directory button to access the directory.


IP Address:
If the person you want to call does not appear in the directory, ask them to give you their IP address. Your IP address can be found by opening NetMeeting and choosing About Windows NetMeeting from the Help menu. Your IP address is displayed at the bottom of this window.


To connect using this method simply enter the IP address of the person you are calling in the address box and press Enter on your keyboard.

Computer Name:
mycomputer.gif Another alternative for connecting with someone is to know their computer name. You can see what your computer name is by looking for the My Computer icon on your desktop. It should look something like this and display text in the format of User ID on Computer Name.

To connect using this method simply enter the computer number (P3033244 in the example shown) of the person you are calling in the address box and press Enter on your keyboard.

Helpful Hints:

» If you are also on a phone call with the person you call via NetMeeting you may need to mute your computer’s speakers to avoid audio feedback.
» For more details, the NetMeeting help menu is actually pretty helpful.

The art of the screenshot

A picture truly is worth a thousand words

Have you ever used your Print Screen button to take a picture of what you see on your computer? If you haven’t you are missing out on a handy way to share what you see on your screen.

If you are asking yourself, “Why would I ever want to do that?” you’ve probably never had to call anyone for technical support on your computer. ( Aren’t you lucky!)

Sometimes showing someone exactly what you see on your screen is the quickest and clearest way to communicate.

Here are a few good ideas about how you can use screenshots:

  • Capture error messages
  • Document procedures
  • Enhance training documents
  • Take a snapshot of a website
  • Include any of the above in a PowerPoint presentation
  • The possibilities are virtually endless

How does it work?

When you press the Print Screen key on your keyboard, a picture of exactly what appears on your computer is saved to the Windows Clipboard. From there you can past this picture into an email, a Word document, a PowerPoint slide, or just about anywhere else.

To capture the entire screen:

1. Press the Print Screen key

Sometimes, depending on your keyboard, it may be abbreviated as Prt Scr.

2. Open the email or document that you want to paste your screenshot into.

3. Using your keyboard, press Ctrl + V

This will Paste the screenshot from the clipboard into your email or document.

Warning: You can only have one item on the clipboard at a time. So be sure to paste your screenshot somewhere before you copy anything else or you will lose it.

Using an ALT-ernative method:

Now, for those who’ve made it far, I have another cool little feature of the Windows Print Screen Key. Pressing these keys …

Alt +Print Screen

…will take a screenshot of the currently selected window, not the entire screen like the normal screenshot function.

This allows you to target that specific window and nothing else. No more cropping those screenshots to grab the content you were after!

Print Screen example:

Print Screen example

ALT + Print Screen example:

ALT Print Screen example

Want more options?

If you need more options than this there are several more sophisticated applications that can capture items such as menus, text, objects, scrolling windows and other specific regions of your screen.

WinSnap is a good free alternative, while SnagIt probably has just about everything you’ll ever need in a screenshot tool for about $40.

Or use some of the search tipsfrom a previous edition to find the one that suites you the best.