The instructions contained on this page are tested solutions to specific problems.

Contact the Helpdesk if:

  • your issue doesn’t match one described here
  • you are experiencing severe technical issues with your IBM Notes software
  • the solution provided doesn’t resolve your problem

Issues with IBM Notes

Unable to install IBM Notes at work

There are two main issues with installing IBM Notes on work computers:

1. No administrative access: If you do not have administrative access to your computer, you cannot install new software. Contact your IT department to install the software for you, or ask them to grant you temporary administrative access.

2. Network port 1352 blocked on Firewall: IBM Notes uses port 1352 to communicate with the Domino server.  If you are installing IBM Notes and reach the configuration stage but are unable to go further, the most common cause is that your network has port 1352 blocked on the firewall (many office networks will not have this port open by default).  Contact your IT department and have them open port 1352 for bidirectional communication on the firewall. Once this is done, you can continue with the IBM Notes configuration.

If your IT group requires further information, they can contact the Helpdesk directly at hdq@fb.athabascau.ca or 1-800-561-4650, option 3. Also see Firewalls and Replication – How to test if your network firewall is blocking your replication (below).

IBM Notes won't open after a system update

If Notes fails to open after a system update, you may need to install the latest Notes fixpack, found in the Resources secion of the Notes online portal:

https://online.fb.athabascau.ca

User Name: Firstname Lastname

Password: Your IBM Notes Password

If you continue to have issues after trying this, please contact the Helpdesk directly at hdq@fb.athabascau.ca or 1-800-561-4650, option 3 for further suppport.

Issues with IBM Notes Mail

Replication numbers and new mail items do not match

Students and staff may occasionally see updates to their mail file on the replication page, and yet there are no new email messages in their inbox.  Though this may cause some confusion at first, this is a normal occurance as a result of the other updates your mail file may receive such as security, policy, access control, etc. To doublecheck if the replication update is a new email, check your mail’s inbox and all documents view.

If you still feel you are missing emails, please see the question What to do when you believe you are not receiving new application entries in the Issues with Replication section below.

No outgoing mail application

To set up an outgoing mail on ‘local application’ for your workspace or replication page:

  • Go to File – Locations – Manage Locations
  • Click Edit on your current location
  • Go to the tab marked Mail
  • Change the Mail File Location from On Server to Local
  • Click OK and close the preferences window.

You should now have an outgoing mail application on your Home tab and Replication page. Ensure it is enabled on your replication page by looking for a checkmark in the enabled column.

IBM Notes email address on the internet

The standard format for email addresses at the Faculty of Business is firstname.lastname@fb.athabascau.ca.

For example the email address of John Doe would be John.Doe@fb.athabascau.ca

Issues with Replication

What to do when you believe you are not sending or receiving new application entries

If you believe you are not sending or receiving new entries in your applications there are two things to do.  First go to your replication page and ensure that the application is listed with a checkmark in the enabled box next to it. If the application is set to replicate, the next step is to clear the replication history for the affected application.  This will force IBM Notes to do a full replication, instead of just replicating all the new entries since the last time it replicated. To clear Replication History for a given application, please do the following:

  • Right click on the icon for the application in question on the workspace (not on the Replicator Page)
  • Select Application – Properties from the menu that appears
  • Click the Replication History button
  • Select Clear All, click Yes, and then Done
  • In the Properties box, click the Replication Settings button
  • Click  the Other icon (on the left side of the window)
  • Under This replica includes deletion stubs for all documents deleted since, delete any date and time information contained in this field

When all of  the above steps have been done, you will need to replicate once using the following procedure:

  • On the Replicator Page, select Actions from the main menu (instead of the Start now button)
  • Then select Replicate with Server
  • Select the Elearn1/AUFB server from the drop-down menu and click OK. Note: If Elearn1/AUFB does not appear as a selection, type in Elearn1/AUFB
  • Once you have replicated, open the application and select Shift + F9 on your keyboard while in different views with missing documents (e.g., for Mail the Inbox view, All docucuments view, etc., and for Course applications the By Topic view, By Date vew, etc.).
  • Close and re-open the applicatation.  The missing documents should now appear in the view.

If you continue to have issues after trying the instructions above, please contact the Helpdesk directly at hdq@fb.athabascau.ca or 1-800-561-4650, option 3 for further support.

Replication numbers do not correspond to new entries in your course application

When replicating your course applications at the beginning of a new course, you will notice a discrepancy between the number of documents ‘Received’ on the Replication page and the number of new documents that actually appear in the applications.This is due to the ‘agreement documents’ students must accept upon opening their applications.  These documents replicate up to the server and back down to the local copies, causing the discrepancy. This should subside once all students have accepted the agreements.There may also be discrepancies with the replication numbers throughout the course when students load applications onto new computers or post ‘private’ entries.

Firewalls and replication – How to test if the network firewall is blocking your replication

IBM Notes communicates through port 1352.  If your network firewall is blocking that port, you will be unable to replicate. This is a common occurance on office networks, or while using some hotel networks.

In order to test if you are being blocked by your firewall you can use the Trace function built into Notes. To Trace:

  • Click File – Preferences (Mac users click IBM Notes – Preferences)
  • In the preferences window select Notes Ports
  • Click on TCPIP to highlite it and then click the Trace button
  • In the Trace window, enter the Destination field Elearn1.fb.athabascau.ca
  • Click the Trace button. The Trace info field will tell you the results of the trace.

If the trace is successful: you will see a line saying “Connected to server Elearn1/AUFB” in the Trace info field. This means that IBM Notes can contact the server successfully and the firewall is not your issue. Please contact the Helpdesk directly at hdq@fb.athabascau.ca or 1-800-561-4650, option 3 for further support.

If the trace is unsuccessful: you will not see a line saying “Connected to server Elearn1/AUFB” in the Trace info field. You may also get a message indicating that the server could not be contacted. In this case you will need to contact your local IT department to inquire about enabling port 1352 for bi-directional traffic on your network firewall.

Miscellaneous Issues

How to access your course online

Web access to course applications, the Assignment Dropbox, and your webmail is available on the Notes online portal:

https://online.fb.athabascau.ca

User Name: Firstname Lastname

Password: Your IBM Notes password

Once logged in, you will find links to your webmail and the Assignment Dropbox on the top navigation menu. You can access your current course applications, MBA and DBA General applications, and the Resources section by clicking the links found on the left hand side of the page.

How to access IBM Notes Mail on your Mobile device

You can install the IBM Traveler or IBM Verse applications, which will allow you to access your Notes email, calendar, and contacts on your Apple or Android device.

https://online.fb.athabascau.ca

User Name: Firstname Lastname

Password: Your IBM Notes password

Once logged in, select the Resources section to access the install manual with the configuration instructions.

How to install IBM Notes onto a new computer

You can find the IBM Notes install link and instructions on the Notes online portal:

https://online.fb.athabascau.ca

User Name: Firstname Lastname

Password: Your IBM Notes password

Once logged in, select the Resources section to download the install file and access the install manual with the configuration instructions.

Please note that if you are installing on a PC, it is important you select the option for single user install, as noted on step 7 of the instructions.

How to submit your course assignment

Course Assignments are submitted using the Assignment Dropbox application on the Notes Online portal:

http://online.fb.athabascau.ca

User Name: Firstname Lastname

Password: Your IBM Notes password

Once logged in, you will find the link to the Assignment Drobox in the main navigation bar.

How to log into Sametime Instant Messenger

If you are having issues logging into Sametime, select File – Preferences (IBM Notes – Preferences for Mac), choose Sametime – Server Communities, click Reset User, and click OK to close the window.

When you are prompted to fill out your log-in credentials again, enter the following settings into Sametime:

  • Host server – aumba10.mba.athabascau.ca
  • Username – Firstname Lastname
  • Password –  Your IBM Notes password
  • Select the options – Remember Password and Automatically log in
  • Click the Log In button, and you should now be logged into Sametime.

How to make a backup your course data

It is best to make a backup of your course applications at the end of each course, so that in the event of a hard drive failure you will still have a copy of your completed course. To make a backup of a Course Application:

  • Locate the Data folder on your computer. To do this, open Notes, and select File – Preferences (IBM Notes – Preferences on Mac), choose Basic Notes Client Configuration from the menu on the left, and look for the Local Application Folder field on the right side.  This is the Data folder location.
  • Using Windows Explorer, or Mac Finder, open the Data folder on your computer and locate the course folders for each course you would like to  back up (e.g., 500-STMT Jan19, 501-MEQA Mar19). Note for Mac: Library is a hidden folder on Mac. To view Library, select Go form the Mac Finder menu, and click the Mac Option key on your keyboard.
  • Copy the course folder (e.g., 500-STMT Jan19, 501-MEQA Mar19) to an external device (i.e., memory stick, external hard drive, etc.).

Web links not working inside IBM Notes

If you are clicking on links in IBM Notes and are having issues with the links not working,  it is likely that you need to set your default web browser on your computer.

  • Try holding down Ctrl on your keyboard and then click the link.
  • If you are on Windows 10, go to Settings and select Apps – Default apps.  Under Web Browser select your favorite browser from the list.

Access issues with readings in the Digital Reading Room

Access to copyright protected readings in the Digital Reading Room is removed at the end of each course run, as the copyright permissions purchased expires at the end of the course.  All students are advised to save or print the DRR readings while they are in their course, as stated in the Study Guide for each course.

If you are missing readings that were in the DRR during a previous course and they were from the AU Library you can look them up through our library system, however if they were copyright materials purchased for the duration of that course and the purchased access has expired, you will no longer be able to access them. If you wish to purchase copyright protected readings for a previous course, or you are having issues accessing readings in a current course, please contact Course Production at CAQ@fb.athabascau.ca

Please report problems with this FAQ page to the Help Desk at HDQ@fb.athabascau.ca