10 Minute Guide to Lotus Notes 4.0 -Lesson 22htm

Lesson 22

Managing Document Groups

In this lesson, you learn to select, edit, delete, and print document groups.

Selecting Groups

As you’ve learned, when you click on a document, a dark rectangular border appears around it to indicate that it is selected. Any command you enter affects that selected document. Similarly, you can select groups of documents within a database, which saves you time when you need to perform such actions as printing, deleting, or editing on all of them.

To select multiple documents, click to the left of each document in the selection column. A check mark appears beside each selected document (see Figure 22.1). To deselect one of the selected documents in a group, click on the check mark to remove it.

Select All/Deselect All

You can use a shortcut to select or deselect all of the documents in a database. Choose Edit, Select All (or press Ctrl+A) to select all documents. Choose Edit, Deselect All to deselect all selected documents in the database.

Figure 22.1 Select several documents at one time.

Marking Documents in a Group

In Lesson 15, you learned how to mark a document as read or unread, which helps you organize and manage the documents in your databases. You can also mark an entire group of documents as read or unread. To do so, follow these steps:

In the database, select the documents you want to mark.
Choose Edit, Unread Marks, and then choose Mark Selected Read or Mark Selected Unread. Notes marks the documents so you can easily tell which documents in a database you have read.

Deleting Groups

If you want to delete multiple documents, you can select all of them and press the Delete key. Notes flags the documents to be deleted by adding an icon in the selection column next to each one (see Figure 22.2). A flag indicates that an item is selected for some action, such as deletion, copying, or moving.

Figure 22.2 Notes flags the documents to be deleted; you can still change your mind.

To delete the marked documents immediately, right-click on any flagged document and choose Cut from the shortcut menu. Alternatively, you can select Clear to add the item to the trash can; all items in the trash can are deleted when you exit Notes.

Oops!

If you accidentally deleted one or more documents, you can undo the action with the Edit, Undo command.

If you exit the database without cutting or clearing the flagged documents, Notes displays a message asking if you want to delete the marked documents. Click Yes to delete them, or click No to cancel the deletion. If you choose No, the next time you open the database, the documents are not marked.

Printing Groups

You can print a group of selected documents without opening each one, thus saving time and energy. Follow these steps to print a group of documents:

Select the group of documents you want to print.
Choose File, Print, and the File Print dialog box appears (see Figure 22.3).

Figure 22.3 Print several documents at one time.

Choose the Print selected documents command and click OK. Notes prints the documents.

Printing Information

For more information about using the options in the File Print dialog box, see Lesson 6.

In this lesson, you learned to select a group of documents and to mark, delete, or print a group. In the next lesson, you will learn how to customize Notes.