Tip: Find all emails sent and received by the same person

See all emails sent to and received from another user with a single button click! This tip describes a solution for viewing email messages in your Inbox from another user using a SmartIcon (Notes 5.0.x) or toolbar button (Notes 6 and later).

Andreas Arning, WebSphere Process Choreographer, IBM Corporation

Andreas Arning is a member of the WebSphere Process Choreographer development team.



26 July 2004

This tip describes an easy solution for viewing messages in your Inbox that were either sent to or received from another user. For instance, you can use this tip to quickly look at email messages that you sent to your manager or received from your manager. Generally, when you want to see messages from or to someone specific, you open a view, such as a By Name view, then locate the user you're looking for from a list of names. With this tip, you can find those messages with a single button click!

Notes 5.0.x: Create a SmartIcon

  1. In your Notes client, open the Inbox view.
  2. Choose File - Preferences - SmartIcon Settings.
  3. In the SmartIcon Settings dialog box, select an icon labelled Macro Button from the available icons (for example, the person on the green square), and then drag and drop the icon to the right window.
    Figure 1. Defining a private view
    Defining a private view
  4. Click the Edit Icon button.
  5. In the Description field, enter a name for the icon, such as Same Person.
  6. Click the Formula button.
  7. In the Formula window, add the following lines:
    DocTmp:=@Text(@DocumentUniqueID);
    @Command([OpenView];"By Person");
    rc:=@Command([OpenDocument];"0"; DocTmp);
    @If(rc>0 & @IsDocBeingEdited=0; 
    @Command([FileCloseWindow]);
    @Command([OpenView];"By Person"))
  8. Click OK.
  9. Click Done, and then click OK to add the icon to your toolbar.

Notes 6.x: Customize your toolbar

  1. In the Notes 6.x client, open your Inbox folder.
  2. Choose File - Preferences - Toolbar Preferences.
  3. In the Toolbar Preferences dialog box, click the Advanced tab.
    Figure 2. Toolbar Preferences dialog box
    Toolbar Preferences dialog box
  4. Click New, then select Button.
  5. In the Edit Toolbar Button dialog box, enter a name for the button along with the pop-up help text.
  6. In the Formula window, add the following code:
    DocTmp:=@Text(@DocumentUniqueID);
    @Command([OpenView];"By Person");
    rc:=@Command([OpenDocument];"0"; DocTmp);
    @If(rc>0 & @IsDocBeingEdited=0; 
    @Command([FileCloseWindow]);
    @Command([OpenView];"By Person"))
  7. Optionally, click the Change Icon button to select a new icon graphic.
  8. Click OK when done.
  9. Click OK in the Toolbar Preferences dialog box to save the new icon.

From any view or folder, such as the Inbox, click the button to open the view that you created. The sender of the current document (or receiver if you are the sender of the document ) is preselected.

NOTE: With the previous code, a document is quickly opened and closed. As a side effect, an "unread" mark of the document may disappear.

Resources

For more Notes mail tips, see the following:

In addition, read these related articles:

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