Tip: Using Smart Tags in Lotus Notes/Domino 7.0

This tip shows you how to integrate Lotus Notes 7.0 with Microsoft Office XP with the new Smart Tags feature. It explains how to enable the Smart Tags in Microsoft Word.

Kathy Umana, Presented by Lotus Software, IBM Corporation

Kathy Umana is a contributor to developerWorks: Lotus, the premier technical Web site for Lotus Software products.



09 August 2004

Also available in Japanese

As of the Notes/Domino 7.0 Beta 2 build, there is a new feature available called Smart Tags. Notes uses functionality from Microsoft Office XP that allows other applications to integrate with Microsoft Office and that makes it easier for users to perform some of the most common tasks, such as sending an email message. Smart Tags for Notes work by recognizing a person's name within a Microsoft Word document, and then offering three options that Notes executes:

  • Creating an email memo
  • Creating an invitation to a meeting
  • Showing a person's name details from the Domino Directory or Name and Address Book

You do not need to configure the Notes client to use these tags; however, you need to configure Microsoft Word to see these options.

NOTE: Only Microsoft Office XP and Microsoft Office 2003 support the Smart Tags functionality.

Follow these steps to configure Microsoft Word.

  1. In Microsoft Word, choose Tools - Options.
  2. In the Option dialog box, select the View tab.
  3. Select the Smart tags option in the Show section.
    Figure 1. Options dialog box
    Options dialog box
  4. Click OK to save and close the dialog box.
  5. Choose Tools - Auto Correct Options.
  6. In the AutoCorrect dialog box, choose the Smart Tags tab.
  7. Select the Person names option, and then select the Lotus Notes Recognizer.
  8. Click the Recheck Document button after enabling those options to initialize this feature.
    Figure 2. AutoCorrect dialog box
    AutoCorrect dialog box
  9. Click OK to save and close the dialog box.

When you open a document in Microsoft Word that contains a Smart Tag recognized name, an indicator (a colored dotted line below the name) appears. When you mouse over the dotted underlined text, the Smart Tag action button appears. Click it to see the available options.

Figure 3. Smart Tags in Word document
Smart Tags in Word document

Choosing any of these options while in Microsoft Word switches your application focus over to Notes (or launches Notes if it's not already running) and automatically populates the appropriate forms with the chosen person's name or shows the person's name details from the appropriate directory if available.

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