Hope this article helps. Just print this note and follow the instructions,
it works for me
Using POP3/SMTP Mail from Notes
With more and more people accessing the Internet, it was only a matter of
time before Lotus built support for Internet e-mail directly into the
client. In Notes 4.6, Lotus has opened the Notes client to the POP3 and SMTP
protocols – the prevalent mail messaging protocols used on the Internet.
If you have an Internet e-mail account, you probably receive your e-mail
from a POP3 server, perhaps using a mail client such as Eudora. If you are
already familiar with NotesMail, it might be more convenient for you to use
the same client for Internet mail as you do for NotesMail. The next section
describes how to set up your Notes workstation to send and receive POP3/SMTP
mail. First, here are some definitions:
POP3: Post Office Protocol 3. This determines how you receive mail. It is
the protocol that allows a mail server to receive mail and hold onto it
until you connect to the mail server to retrieve mail.
SMTP: Simple Mail Transfer Protocol. This protocol is responsible for
formatting and sending messages from your client to the mail server. In its
pure form, it can’t handle the sending of file attachments, but MIME has
extended the capabilities of SMTP to include attachments. However, they
can’t be viewed in-line with the rest of the text as with Notes.
Before you begin, make sure that you have TCP/IP installed on your
workstation and that you have some way of accessing the Internet, either via
LAN or modem connection. You don’t specifically need to have TCP/IP
configured within Notes. Like other applications designed to work with the
Internet, Notes will look for a TCP/IP stack when attempting a connection
with the mail server, despite the fact that you haven’t added it as a
protocol within Notes.
Your first decision is where to store your Internet e-mail. The standard
Notes 4.6 mail template supports Internet mail, so you might consider just
using your standard NotesMail database. However, perhaps your Internet mail
is personal, not work-related. Also, you need to consider what would happen
if you tried to reply to one of your Internet e-mail messages when you were
connected to the company network. If the company has no Internet access, the
message will bounce back. For these reasons, it’s probably better to set up
a separate mail database for POP3 mail.
Creating a New Database for POP3 Mail
If you decide to create a new database to host your POP3 mail instead of
using an existing mail file, carry out the following steps to create it:
Move to the workspace page where you want your new mail file to appear. You
might want to make sure that this is separate from your standard NotesMail
database to avoid confusion.
Select File, Database, New.
Choose a server to store the mail file on. If you’re going to use this new
database purely for Internet mail, you should choose Local, because that
will be the only choice when you create the Location document later. If
you’re using this database for Notes and Internet mail, you can choose to
store it on a Notes server.
Enter a name for the mail file, making it different enough from your
standard NotesMail database so that you won’t confuse the two. “POP3 Mail”
is a good choice.
Enter a filename for the mail file. Again, try and make it different enough
so that you won’t confuse it with your standard NotesMail database.
“POP3Mail.NSF” would be a good choice.
Scroll down the template list and choose the Mail (R4.6) template, whose
filename is MAIL46.NTF.
You have now created your new mail file that will hold your POP3 mail. You
may also want to change the icon of this new file to avoid confusion with
your standard NotesMail database. To do this, open the database and click
the twistie next to Design in the database navigator on the left. Click
Other, which is the last item in the submenu. Double-click Icon from the
list of objects in the view pane. You can now use the icon designer tools to
modify the default mail icon. Figure 6.37 compares the standard NotesMail
database icon to the one designed for POP3.
Fig. 6.37 Change the design of the POP3 mail icon to avoid confusion with
your standard NotesMail database.
The most important part of setting up for POP3 mail is creating the Location
document, which allows you to connect to the Internet mail servers.
Creating the Location Document for POP3 Mail
You need a way to tell Notes, via a Location document, that you want to go
to the Internet to send and receive Internet Mail.
To create a Location document for POP3 Mail, open your Personal Address Book
and choose Create, Location. Then do the following:
Ensure that the Location type field is set to Local Area Network. Even if
you’re dialing in to your Internet Service Provider (ISP), the connection
appears to be a direct network connection to all the applications that use
it, including Notes.
Enter a Location name. This is how you will identify the Location document,
so make it relevant. “POP3” would be a good choice.
In the Mail section, click the entry helper for the Mail system field and
choose Internet (or Notes and Internet if you’re using the same mail
database for both Notes and Internet mail).
The mail file location will be set to Local, and you won’t be able to change
this unless you have selected Notes and Internet as the Mail system, in
which case you can enter the name of a Notes server in the Home/mail server
field in the Servers section.
The mail filename should reflect the database created earlier –
POP3Mail.NSF, for example.
In the Internet Mail section, Send outgoing mail will be set to Directly to
Internet. If you have chosen Notes and Internet as your mail system, you
have the additional choice of sending through a Domino server (your
The Internet mail address field will hold the return address for messages
you send, so it should be your standard Internet e-mail address.
The Outgoing (SMTP)Internet mail server field will hold the name of the
server that you send Internet e-mail to. You should get this name from your
The Incoming Internet mail server field holds the name of the POP3 server
that you connect to to pick up your e-mail. Often, this will be the same as
the server in the Outgoing (SMTP) Internet mail server field. Check with
your ISP to be sure.
The Internet username field will contain the username supplied to you by
Enter the password given to you by your ISP by clicking the icon and
entering your password. Note the warning about encrypting the document with
your Public Key (see Figure 6.38).
If you want to leave mail on the POP3 server after you have received it in
your mail file, choose Yes in the Leave mail on server field. This will mean
that if you delete some messages, they will be pulled from the POP3 server
again when you next connect.
Save and close the Location document. This will result in the creation of a
new mailbox file called SMTP.BOX. When you create new messages destined for
the Internet, they will reside here until you transmit them when you’re
connected to your SMTP mail server.
Switch to your new Location document, and you are ready to test the
Fig. 6.38 Configuring a Location document for Internet mail.
You send and receive Internet e-mail the same way you replicate mail when
you’re a mobile user. To test your setup, start by creating a few mail
messages to friends and colleagues using their Internet e-mail addresses.
These will be stored in your SMTP.BOX file until they are ready to transmit.
If your Internet connection is via dialup, establish your connection to the
Internet now. When the connection comes up, you can attempt to replicate
your Internet mail in one of many ways:
Click the mail tray at the bottom right of your Notes screen and choose from
among Receive Mail, Send Outgoing Mail, and Send & Receive Mail.
Open the SMTP.BOX file and click the Deliver Mail button on the Action Bar.
From the Replicator page, click the Send & Receive Mail button on the Action
From the Replicator page, click the Other Actions button and choose Send
From the Inbox of your POP3 mail database, click the Retrieve Mail button on
the Action Bar.
When a connection is established, mail will start to flow. Figure 6.39 shows
the connection in progress, retrieving mail from the Internet Mail server.
Fig. 6.39 Retrieving mail from the Internet mail server.
When the connection has closed, you can hang up the modem to your ISP and
view your mail. Because this mail is now held in a Notes mail database, you
can perform the usual tasks on it, such as replying to messages, creating
Tasks from messages, and forwarding mail messages to others.