• Create and manage message disclaimers. Use the Mail - Message Disclaimers tab on the Mail policy settings document to enter the text of the message disclaimer.
• Set mail Inbox maintenance preferences designating whether to enable Inbox Maintenance, which documents to remove, and whether unread documents should be removed from a user's Inbox.

• Set user mail preferences such as whether a user can delegate ownership of their mail file to other people, define Sent view preferences, specify Recall Message settings and set other mail-related preferences.
• Set alarm notification preferences and default alarm settings.
• Set numerous Calendar and To Do preferences for users, including Rooms and Resources settings.
• Set controls on a field such as designating whether an end-user can set or modify a field value, and whether the value is saved in the policy. Use one of the following settings to control individual mail policy settings:
  • Don't set value -- No value for this setting will be applied to end users. When you assign this setting to a field in a policy settings document, any changes you make to the setting's value will be saved in the mail policy settings document, but will not be applied to users. Notes client users can continue to modify and save this setting in their mail preferences. If a Notes client user specifies a value for a field with this setting, that value is saved.
  • Set initial value -- You specify a value for the field but the end user has the option of changing this value. This setting is applied once; If the end-user subsequently specifies a value for a field with this setting, the value entered by the end-user is saved.
  • Set value whenever modified -- The values that you specify are reapplied each time the policy is applied. The end-user can modify these settings, but the values you set override the end-user values whenever the policy is applied.
  • Set value and prevent changes -- You specify the value for the field and that value is applied and cannot be modified by end-users. The setting will be disabled and locked in user mail files.

The effective mail policy for a user is stored in that user's mail database in the calendar profile. By default, the administration process writes the mail policy to the calendar profile. The administration process checks for mail policy updates every 12 hours, and when necessary updates the user mail files according to the changes in the mail policy settings document.

Note Mail policy settings are not supported by IBM® Lotus® Domino™ Web Access.

Message disclaimers and character sets

As previously mentioned, message disclaimers can be added by the server or by the client.

The client adds message disclaimers prior to converting the character set; therefore, the client process for determining Internet character sets for MIME messages has not changed.

• The IBM® Lotus® Domino™ server converts the message from Notes RTF to MIME format and determines the Internet character set for the message. Server disclaiming must be enabled to allow the server to add a disclaimer.
• If the client is not configured to disclaim messages, the Domino server disclaims the message as described. If necessary, the server converts the RTF message to a MIME format message.

• If the "Multilingual Internet mail" setting is Use Best Match, Domino uses either the message text's character set or the disclaimer's character set according to which character set best represents the characters. Any characters that cannot be represented by the correct character are represented by a substitute character -- typically a question mark (?). Domino then sends the message.
• If the "Multilingual Internet mail" setting is Use Unicode (UTF-8), Domino re-codes the message text and disclaimer text as UTF-8 and sends the message.

1. Make sure that you have Editor access to the Domino Directory and one of these roles:

• PolicyCreator role to create a settings document
• PolicyModifier role to modify a settings document

3. Click "Add Settings," and then choose Mail.

4. On the Basics tab, complete these fields:

Field	Action
Name	Enter a name that identifies the users that use these settings or that describes the purpose of these settings.
Description	Enter a description of the settings.

5. Complete these fields on the Mail - Basics tab:

Field	Action
Allow users to change mail file ownership	Click the Allow check-box to allow users to change their mail file ownership setting. Users will be able to modify the assigned ownership of their mail files.
Outgoing mail checking
Spell check messages before sending	Click Yes to enable the checking of email messages for misspellings prior to sending the message.
Warn user about blank message subjects	Choose Yes to display a message whenever the user sends a message that contains a blank Subject field.
Mail View and Folder Management
When user deletes a collapsed conversation in any view or folder	Choose one: Ask User -- Default setting. A message displays asking the user to confirm whether they want to delete the selected conversation from a view or folder. Delete -- Deletes the selected conversation from a view or folder without asking the user.
When user deletes any document in the sent view	Choose one: Ask user -- Default setting. Prompts the user as to whether the user wants to delete the message or simply remove it from the Sent view. Delete -- Deletes the sent message . Remove without deleting -- Removes the mail message from the Sent view, but does not delete the message from the mail file.
When user deletes a calendar document from any view or folder	Choose one: Ask user whether to remove or delete -- Default setting. Prompts user to specify whether they want to delete the document from the mail file, or whether they want to remove the document from the view or folder without deleting the document. Remove without asking -- Removes the calendar document from the current view or folder, but does not delete the message. document.
Delete documents in user's Trash folder after how many hours	Specify the number of hours to elapse prior to automatically deleting a mail message from the Trash folder. (The messages in the Trash folder have already been marked for deletion by the mail file owner.) Default value is 48 hours.
Mail Inbox Management Note The "How to apply this setting" feature does not pertain to these settings.
Enable mail Inbox maintenance	Click Yes to enable Inbox maintenance on user mailboxes. When you click Yes, the Inbox maintenance fields "Remove documents older than [X] days from Inbox" and "Do not remove unread documents from Inbox" fields display and are active.
Remove documents older than [X] days from Inbox	Specify the number of days to elapse prior to automatically removing documents from a user's Inbox.
Do not remove unread documents from Inbox	Click Yes to prevent Unread documents from being removed from the user's Inbox. Documents are removed from a user's Inbox according to the value you specify in the field "Remove documents older than [X] days from Inbox."
Deliver spam messages to the Junk folder	This setting displays only if you have added this setting to your NOTES.INI file: $DSFAdmin=1. Choose one: No -- Default setting. Spam messages are not automatically delivered to the user's Junk folder. Yes -- Spam messages are automatically delivered to the user's Junk folder.

6. On the Mail - Letterhead tab, click Yes to set a default letterhead for users mail messages. Select the default letterhead from the list of available letterheads. If you do not want to set a default letterhead for users, do not check the Yes check box.

7. Complete these fields on the Mail - Follow Up tab:

Field	Action
Priority:	Specify a default priority level for messages flagged by Notes end users. You can specify a default of urgent, normal, or low-priority.
Follow Up Date and Time
Set follow-up date:	Click Yes if you want to set a default follow up date and then in the Follow-up date field, specify the number of days, months, or years from when the flag is set.
Set follow-up time:	Click Yes if you want to set a default follow-up time and then, in the Follow-up time field, specify the time.
Alarm
Set alarm to go off	Click Yes to enable the alarm for follow-up items when the follow up date is reached.
Timing for alarm	Specify a number and then choose a corresponding time-frame of Minutes, Hours, or Days, and then specify Before or After. This settings specifies how long before or after the follow-up time that an alarm is set to go off.
Use alarm settings for Quick flag	Click Yes to enable the alarm settings for items that are assigned a quick flag.
When Alarm Goes Off
Plays a sound	Click Yes to play a sound when the alarm setting time is reached, and then, in the Sound field, specify the type of sound you want played.

8. Complete these fields on the Mail - Attention Indicators tab:

Field	Description
Sender names 1 (specify one or more)	Specify the names of senders whose emails to you always appear in the specified Background and Text color 1.
Sender names 2 (specify one or more)	Specify the names of senders whose emails to you always appear in the specified Background and Text color 2.
Sender names 3 (specify one or more)	Specify the names of senders whose emails to you always appear in the specified Background and Text color 3.
Recipient Indicators
Displays a solid circle when a user is the only recipient of a message:	Click Yes to enable placing a solid circle next to an email where the user is the only recipient of an email.
Maximum number of recipients for a half circle display:	Specify the maximum number of recipients for an email where the user is a recipient and a half filled circle display next to the user's name. If the number of recipients is greater than the number in this field, no half circles appear next to any user's (recipient's) name in their own Inbox.
Display a half circle when user is one of at most X names in the To field:	This field displays the number you specify in the field "Maximum number of recipients for half-circle display." Click Yes if you want to enable this feature for this user or group of users. A half circle is displayed when the user is one of the specified number of recipients.
Display an empty circle when user's name is in the cc field or one of more than X.	Displays an empty circle is user is copied on the message, of if user is one of X number of recipients.

9. Complete these fields on the Mail - Message Recall tab:

Field	Action
User is allowed to recall sent messages:	Choose one: Yes -- Displays the Recall Message option in the Actions menu and as a button on the action bar of the sender's mail file when the Sent view is open. No -- The Recall Message option is not available to Notes client end-users.
Other users are allowed to recall messages they sent to this user:	Choose one: Yes -- Allows other users to recall messages they have sent to this user. No -- Prevents other users from recalling messages they have sent to this user.
Allow recall of messages with unread status:	Choose one: Unread only -- Allows recall of messages with unread status only. Both read and unread -- Allows recall of messages with a status of unread or read.
Do not allow recall of messages older than:	Specify the time period during which a message may be recalled after the date of delivery. Enter a number and then choose weeks, days, hours, or minutes according to the unit of time you want to use. Messages that are older than the time period you specify cannot be recalled.

10. Complete these fields on the Mail - Message Disclaimers tab:

Field	Action
Notes client can add disclaimers	Choose one: Enabled -- To allow message disclaimers to be added by the Notes client. Disabled -- To prevent message disclaimers from being added by the Notes client. (Message disclaimers can still be added by the server if the Message Disclaimers setting is Enabled on the server's Configuration Settings document.) For information on adding disclaimers from the Notes client and/or the server, see the topic Setting up and using message disclaimers.
Disclaimer text	Enter the message disclaimer text that you want added to mail messages. The message disclaimer text is read by the server. Note To modify the disclaimer text, click Modify and enter the modifications. Click OK.
Disclaimer text format	Use the Disclaimer text field to specify the format in which the disclaimer text is entered. Choose one: Plain text -- When adding the disclaimer text in plain text format. HTML -- When adding the disclaimer text in HTML format. Note Enter the HTML tags when you are entering the text of the message disclaimer. Image files are not supported in HTML message disclaimers.
Disclaimer position	Choose one: Append -- To add the message disclaimer at the end of the mail message. Prepend -- To add the message disclaimer at the beginning of the mail message.
Multilingual Internet mail	The character set for Internet mail must be correct for the message that is created from both the mail message text and the message disclaimer text. This setting applies to message disclaimers added by the server. Choose one: Use Best Match --Use this option if you think the mail recipients' mail programs can not read Unicode character sets. Use Unicode (UTF-8) -- Unicode is the preferred method of sending messages in multiple languages. Use this option if you think the mail recipients' mail programs can read Unicode character sets.

11. Complete these fields on the Calendar and To Do - Basics tab:

Field	Action
Entry type	Select the default form (meeting, appointment, all day event, anniversary, or reminder) to open when you double-click a time slot to create a new Calendar entry. Base your selection of the type of entry that you use most often.
Duration of meetings and appointments (in minutes)	Enter a new default duration for new appointment entries and meeting invitations. Default is 60 minutes.
Repeat duration for anniversaries (in years)	Enter a new default period for new anniversary entries to repeat. Default is 10 years.

12. Complete these fields on the Calendar and To Do - Display tab:

Field	Action
How the Calendar View is displayed
Start of the work day	Beginning of the work day. Specifies the start time for the first time slot that displays in the calendar. For example, if you choose 8:00 AM, the calendar displays 8 00 AM as the start time for the first time slot for each day.
End of the work day	The time that the work day ends. Specifies the end time for the last time slot that displays in the calendar. For example, if you choose 6:30 PM, the calendar displays 6:30 PM as the end time for the last time slot each day.
Each time slot lasts	Each time slot lasts -- Choose either 60, 30, or 15 minutes according to the degree of detail you want users to be able to specify when designating the duration and time of a meeting. For example, if you choose 15 minutes, meetings can be set in as few as 15 minute increments.
Start month view with current week	Select this option if you want the Calendar view to open with the current week displayed first, instead of the first week of the current month (the default setup in Notes). Note The Start monthly view with current week option affects the Calendar only in how it displays when opened in one of the month view formats (One Month or One Work Month).
Days in work week:	Select the days of the week to display in Work Week view.
Display new (unprocessed) notices:	Specify whether the user calendar should display unprocessed meeting notices. Unprocessed meeting notices are notices that the user has not acted on.
Process cancelled meetings automatically:	If you click Yes, choose one of these to define how Notes should automatically handle cancelled meetings: Remove from calendar Show as cancelled in calendar
Display To Do entries in the Calendar:	Click Yes to display a user's daily To Do items in the calendar along with meetings, appointments, and so forth.
Display overdue To Do items on the current day:	Click Yes to display all overdue To Do items on the current day in the user's calendar.

13. Complete these fields on the Calendar and To Do - Notices tab:

Field	Action
Display the following meeting notices in user's Inbox	Choose one: All -- To display all Calendar and To Do notices, including invitees responses to them, in the user's Inbox. All except responses -- To display all Calendar and To Do notices, excluding invitee responses to them, in the user's Inbox. To see responses, look in the All Documents view in Mail, View Invitee Status per meeting, or look in the Meetings view in Calendar. None -- To exclude all Calendar and To Do entries from the user's Inbox.
Remove meeting notices from user's Inbox after user has processed them:	Click Yes to remove meeting invitations from the user's Inbox after the user has responded to them.
Display unprocessed meeting notices in the New Notices MiniView:	Click Yes to display in the New Notices MiniView the new entries that a user needs to take action on. Once the user acts on the item, the corresponding notice disappears from the MiniView.
Don't display calendar documents in the All Documents Mail view:	Click Yes to exclude calendar entries from the All Documents view in Mail.
Don't display Meeting invitations in the Sent mail view	Click Yes to exclude meeting invitations from the Sent view in Mail. Yes is selected by default. Meeting invitations will not display in the user's Sent view of their mail file.

14. Complete these fields on the Calendar and To Do - Scheduling tab:

Field	Action
Your Availability	Use this setting to establish the user's free-time schedule. Select the days of the week the user is available, then specify the hours the user is available for each selected day.
When adding an entry to your calendar
Check for conflicts when adding appointments, accepting meetings, scheduling a new meeting	Click Yes if you want Notes to check for conflicts when users are adding appointments, accepting meetings, and scheduling a new meeting.
Note as a conflict if entry occurs outside available hours	Click Yes to show a conflict if someone attempts to schedule a meeting for a time that is not an available time for the user. This field appears only if chose Yes in the field "When adding appointments, accepting meetings, scheduling a new meeting."
For new meetings, the Scheduler initially shows	Choose one: Schedule details for each participant -- To view detail schedule and availability information for each participant. Suggested best times for meetings -- To view a summary list of suggested meeting times, based on the invitees, rooms, and resources free time schedule.
Show 24-hour scheduler:	Click Yes to display a 24-hour calendar scheduler when checking availability of meeting invitees.

15. Complete these fields on the Calendar and To Do - Alarms tab:

Field	Action
Enable/Disable Alarms
Enable the display of alarm notifications	Click Yes to allow alarm notification to display. Alarms generate mail or audio reminders.
Default alarm settings when creating a new entry	Select the default alarm settings for events (appointments/meetings, anniversaries, reminders, or all day events or ToDos to apply when creating a new entry. These display only when "Enable the display of alarm notifications" has been set to "Yes".
How far in advance	For meetings, appointments, and reminders enter the number of minutes in advance that the alarm can be set. For events, anniversaries, and to do items, enter the number of days in advance that the alarm can be set. These display only when "Enable the display of alarm notifications" has been set to "Yes".

16. Complete these fields on the Calendar and To Do - Automatic Processing tab

Field	Action
Enable automatic responses to meeting invitations	Click Yes to allow Notes to automatically process meeting invitations. When you click Yes, the field "When a meeting invitation is received from anyone" displays.
When a meeting invitation is received from anyone	Choose one: Automatically accept if time is available If not, automatically decline Automatically accept if time is available, if not, let me decide. automatically accept even if time is not available -- Allows Notes to automatically accept all invitations regardless of whether the calendar indicates that time is available.

17. Complete these fields on the Calendar and To Do - Rooms & Resources tab

Field	Action
Default Reservation settings for choosing site
Preferred Site	Enter the name of the preferred meeting site.
Use the preferred site as the default in the Find Room and Find Resource dialogs	Click Yes to set the preferred site as the default entry in the Find Room and Find Resources dialog boxes.
Prompt to reset your preferred site when scheduling within a site that is not your current preferred site	Click Yes to prompt users to specify whether they want to reset their default preferred site when scheduling within a site that is not the preferred site.
Default Meeting Settings For Rooms	Choose one: Prompt me to add rooms to my list when scheduling meetings -- To prompt the user to specify whether they want to add additional rooms to their preferred list of rooms. If they answer Yes, they can select the rooms to add. Always add rooms to my list when scheduling meetings -- To allow Notes to automatically update the user's preferred list of rooms whenever additional rooms are available. Never add rooms to my list when scheduling meetings -- Never permit Notes to update the user's preferred list of rooms.
Default Meeting Settings for Resources	Choose one: Prompt me to add resources to my list when scheduling meetings -- To prompt the user to specify whether they want to add additional resources to the preferred list of resources. If they answer Yes, they can select the resources to add. Always add resources to my list when scheduling meetings -- To allow Notes to automatically update the user's preferred list of resources whenever additional resources are available. Never add resources to my list when scheduling meetings -- Never permit Notes to update the user's preferred list of resources.

18. Complete these fields on the Access and Delegation - Access to Your Mail & Calendar tab:

Field	Action
The following people or groups have been delegated access to your mail file:
Allow users to set up delegates to their mail file:	Click if you want to allow users to set up delegated to their mail file. Users can then allow other users and groups to access their mail file.

19. Complete these fields on the Access and Delegation - Access to Your Schedule tab:

Field	Action
Who is allowed to see it?	You can designate how much of, or whether, a user's schedule information appears when other people schedule meetings and click Scheduler to check for a user's busy and free times. Choose one: Everyone may see your information -- Everyone can view this user's schedule. No one may see your schedule information -- No one can view this user's schedule.
What schedule information they can see	Choose one: Only information about when a user is busy and available -- Default setting. Designated individuals just see time periods designated as busy time or available time. Detailed information about your calendar entries. -- Designated individuals can view detail information in a user's schedule. The field "Do not include the subject of a calendar entry when detailed information is made available" displays. This field is available only if the option "Everyone may see your schedule information" is selected in the "Who is allowed to see it" field.
Do not include the subject of a calendar entry when detailed information is made available	Click Yes to prevent the subject line of the calendar entry from displaying when detailed information about a user's calendar entries can be viewed by other users. Note This field only displays if "Detailed information about your calendar entries" is selected in the field "What schedule information they can see."

20. On the Comments tab, enter or modify comments regarding this policy settings document.

21. On the Administrator tab, enter or select the Owners and Administrators of this document.

22. Click Save & Close.

See also

Organizational and explicit policies
Policy hierarchy and the effective policy
Planning and assigning policies
Setting up and using message disclaimers

Glossary