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Lotus Notes For Windows - Supplemental Tools
Contents
Why Do I Need supplemental tools?
The security features included in Lotus Notes require that each user have a password as well as an identification file (ID file). A copy of your ID file is stored on every computer you use to run notes. Notes for Windows stores your Notes ID file and your Notes data in a folder referred to as your Notes Data Folder. Usually, there is a separate Notes Data Folder for every Windows account on your computer which is hidden in the profile for that Windows account. There may be times when you need to copy your Notes ID File into or out of your Notes Data Folder. You may also need to delete your Notes Data Folder. While it is possible to do these things manually, it is difficult to document because the data folder's location is hidden. The supplemental tools simplify performing these tasks.
You will want to use the supplemental tools in the following situations:
- You want to make a backup of your Notes ID file from your Notes Data Folder - When you change your Notes Password from within Notes, the new password is stored in the Notes ID file located in your Notes Data Folder. After changing your password you should make a copy of the ID file and store it in a safe place off of your computer. When you install Notes you must have a Notes ID file with your current Notes password stored in it! You will need to use a backup copy of your ID file to install Notes on another computer or to reinstall if your existing Notes installation is damaged. Whenever you change your Notes Password make a new backup of your Notes ID file and delete the old backup.
- You want to restore/replace the copy of your Notes ID in your Notes Data Folder - This option overwrites the current Notes ID file in your Notes Data Folder with an ID file you specify. You can replace a damaged ID file using your backup copy this way. You may also need to replace your Notes ID file if you have forgotten your Notes password. See the Notes Password Management documentation for more details.
- You want to delete your Notes Data Folder - If you are no longer going to use Notes on a particular computer you should delete your Notes Data Folder from it. This is both a security measure and it leaves Notes ready to run the setup procedure for the next person using the computer. Also, if your local Notes data becomes corrupt and Notes freezes when you enter your password, you may need to delete the data folder in order to re-setup Notes. Be certain that you have a backup copy of your Notes ID file before you delete your Notes Data Folder!
- You want to run the IBM Data Fixup utility - If Notes isn't displaying your mail, calendar, to-do list, or contacts properly, it may be due to a local copy of your data being corrupt. There is a utility included in the Notes installation that can fix some types of local data corruption, but it is difficult to use. The supplemental tools automates using the data Fixup utility.
Download the Supplemental Tools
Information relating to the user mode and installation of the data folder is displayed on the main screen of the Supplemental Tools program.We strongly recommend that if Notes has been installed in single-user mode you uninstall Notes and re-install in multi-user mode. Notes will not run correctly under Windows Vista in single-user mode.
There are six buttons:
Backup Notes ID File – Create a copy of your Notes ID File.
Restore Notes ID File – Replace the current copy of your ID File with a back up copy.
Delete Notes Data Folder – Will delete the entire Notes Data Folder.
Online Documentation – Opens this help document via your preferred web browser.
Check for Updates – Searches for updates of the Supplemental Tools Program.
Repair Local Data Files – Runs the IBM Data Fixup utility.
- If Lotus Notes is currently running exit the program.
- Open the Supplemental Tools program.
- Click Backup Notes ID File .
- Select the destination folder where the copy is to be saved. Once selected click OK .
- Store the copy in a safe place off of the hard disk e.g. on a CD, network drive or another computer.
Restoring Your Notes ID File from a Saved Copy
- If Lotus Notes is currently running exit the program.
- Open the Supplemental Tools program.
- Click Restore Notes ID File .
- Select the backup copy of your ID file from its saved location and click Open .
- You will be asked to verify that you wish to overwrite the existing ID file (Yes/No).
- If you select Yes your current ID file will be replaced by the backup copy. Click Ok when it is finished.
- If Lotus Notes is currently running exit the program.
- Open the Supplemental Tools program.
- Make sure you have a current backup of your Notes ID file. If not, make a backup now.
- Click Delete Notes Data Folder.
- Confirm that you wish to delete the folder by clicking No (Yes will return you to the main menu).
- Click Ok when the process is finished.
** Please Note ** Deleting the Notes Data Folder will cause you to lose any local program information such as your welcome screen options and replication settings. This includes your ADDRESS BOOK and JOURNAL unless you have performed the Synchronize Address Book/Journal operation in Lotus Notes.
Checking for Supplemental Tool Updates
Clicking this button returns a message letting you know if you are running the most current version of the Supplemental Tool software. If an upgrade is available you may download it using the link above (Download Supplemental Tool). Delete the old version after downloading the new version.
- If Lotus Notes is currently running exit the program.
- Click Repair Local Data Files .
- When prompted enter your Lotus Notes password and press Enter. NOTE: As you type your password the input area will remain blank (neither your password nor a place holder such as * will appear) even though the program is receiving data.
- Wait for the program to complete. (Window will close.)
This document is intended for use in combination with the Department of Information Technology's documentation on password management. This documentation can be found at: www.sfsu.edu/~helpdesk/lotus/PasswordMgmt/
If you encounter problems with the Supplemental Tools or the contents of this document please contact DoIT's Help Desk at 415-338-1420 or come to ADM 110 for help.
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Last Modified: 22 Feb 2007
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