Setting up the Person document for a POP3 user

To access mail files on the Domino® server, a POP3 user must have a Person document in the Domino® Directory. For users who already have a Person document, edit settings in the existing document as necessary to provide POP3 support. If a user does not have an existing Person document, you must create a new one. You can create a Person document manually, or use the Domino® registration process to create the Person document automatically. If you use the Domino® registration process, select POP3 in the Mail system field of the Register Person dialog box.

About this task

By default, the Domino® registration process generates a Notes® ID file (and corresponding Notes® Public Encryption Key in the Domino® Directory) for each user in addition to creating the Person documents and mail files required by a POP3 user. Because users who will access Domino® from POP3 clients only do not require a Notes® ID, during registration you can deselect the option to Create a Notes ID for this person. However, if a new POP3 user also requires access to Domino® from a Notes® client, Domino® Administrator client, or Domino® Designer client, be sure to enable creation of an ID file.

To set up a Person document for a POP3 user


  1. From the Domino® Administrator, click the People & Groups tab.
  2. Select Domino Directories > Address Book > People.
  3. Do one of the following:
    • If no Person document exists for this user, click Add Person to create a new Person document.
    • Select the name of an existing Person document, and click Edit User.
  4. Click the Basics tab, complete these fields, and then click Save & Close:
    Table 1. Basics tab fields
    Field Description
    First name

    Last name

    User name

    The name the client uses to authenticate with the POP3 server must be unique in the Domino® Directory.

    Depending on the level of Internet access security established for the server (Server document, Security tab), the login name or user name configured on the POP3 client must match an entry in one of these fields. Entries in the User name field are always accepted as the login name. If Internet authentication is set to allow More name variations with lower security entries in the First name and Last name fields may also be accepted as login names.

    Internet password

    The password that the user enters to access the Domino® server from the POP3 client. POP3 users must have an Internet password that complies with your organization's password quality requirements.

    Mail system

    Choose POP or IMAP if the user does not require Notes® client access.


    The name of the Notes® domain to which the server belongs.

    Mail server

    The name of the POP3 user's Domino® mail server.

    Mail file

    The path for the user's mail file, relative to the Domino® data directory -- for example: MAIL\AJONES.

    Forwarding address

    Leave this blank for users who access mail files on the Domino® server from a POP3 client.

    Internet address

    The Internet address at which the user can receive mail within your organization. This address must match the Internet address specified in the POP3 client.

    Format preference for incoming mail

    Choose one:

    • Keep in sender's format - (default) The mail file may contain messages in either Notes® rich text or MIME format. When delivering messages to the mail file, the local Router preserves the current message format. Thus messages received at the server in MIME format are stored in the mail file in MIME format, and messages received at the server in Notes® rich text format are in Notes® rich text format. When a POP3 client requests a message that is stored in Notes® rich text format, the POP3 service must convert the message to MIME before sending it to the client. Because the stored message remains in Notes® rich text format, each time a POP3 client requests the message, the POP3 service must perform the conversion.
    • Prefers MIME - The mail file stores messages in MIME format only. Choose this option for users who access mail exclusively from a POP3 client. Since POP3 clients require messages in MIME format, storing mail in MIME format ensures the best performance for POP3 users, eliminating the need for the POP3 service to convert messages before passing them to the client.
    • Prefers Notes Rich Text - The mail file stores messages in Notes® format only. The Router converts messages received as MIME into Notes® rich text before delivery. In addition, the POP3 task must convert messages to MIME format when sending them to a POP3 client. To ensure the best performance, do not choose this option for users who access their Domino® mail file primarily from a POP3 client.
    When receiving unencrypted mail, encrypt before storing in your mail file

    Choose No (default). POP3 clients cannot read encrypted Notes® mail.

    To ensure that users who read mail exclusively from POP3 clients do not receive Notes-encrypted mail, remove the POP3 users' Notes® public encryption keys from their Person documents.

    Note: Never remove the Notes® public key from the Person document of users who access Notes® databases from a Notes® client.

What to do next

Complete the procedure Creating a mail file for a POP3 user.