Creating a mail policy settings document

Use the mail policy settings document to establish or make changes to a user's HCL Notes® mail, calendar and schedule functions.

Before you begin

Make sure that you have Editor access to the HCL Domino® Directory and one of these roles:
  • PolicyCreator role to create a settings document
  • PolicyModifier role to modify a settings document

About this task

For introductory information, see the topic on understanding the mail policy settings document in the related topics. For information about user preferences, see HCL Notes® Help.

Procedure

  1. From the Domino® Administrator, click the People & Groups tab, and then open the Settings view.
  2. Click Add Settings and then click Mail.
  3. On the Basics tab, complete these fields:
    Table 1. Basics tab 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.
    Image Security
    List of trusted websites for images in MIME messages Enter, by DNS name, any Web sites you want to trust to show images in client users' MIME mail messages.
    Note: The setting creates exceptions to the Notes® client preference To ensure privacy, do not show remote images without my permission (under File > Preferences > Mail > Internet setting) .
    This setting enforces exceptions for any websites you enter. The client user's mail prevents display of images in messages from all but the trusted sites.
  4. Complete these fields on the Mail > Basics tab:
    Table 2. Mail - Basics tab fields
    Field Action
    Allow users to change mail file ownership Check Allow so that users can 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 Check 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.
    Always show details in received Mail messages By default, expands the section at the header in mail messages that is revealed when users click Show details, and that reveals full recipient names.
    Do not allow users to set return receipt Prevents Notes® client users from changing return receipt behavior by dimming the following elements:
    • the Return receipt check box in the Delivery Options dialog box
    • the Send me a Return Receipt when recipients read mail I send check box on the Mail > Basics tab in Mail Preferences
    • the Return receipt check box in the header of a mail message (visible if the client user selects Display > Additional Mail Options)
    Note: This field value also affects behavior of incoming messages. By default, when a Notes® client user receives an incoming message requesting a return receipt, if Do not allow users to set return receipt has been set in a policy that applies to the user, the user now sees this prompt:
    Sender is requesting return receipt for this message. Do you wish to acknowledge receipt?

    In addition, the administrator can prevent this prompt from appearing at all for Notes® client users, and also choose whether to send a return receipt on such incoming messages without the users' knowledge, or send no receipt.

    The following parameter prevents the prompt from appearing and sends a return receipt:
    ReturnReceiptDisabled_AlwaysSend=1
    The following parameter prevents the prompt from appearing and sends no return receipt (the return receipt item is stripped from message).
    ReturnReceiptDisabled_NeverSend=1
    Enable return receipt on outgoing mail Sets default behavior for return receipt, but does not prevent users from changing it as Do not allow users to set return receipt does.
    Automatically close original e-mail when replying/forwarding Sets default window behavior.
    Set outgoing limits Allows you to set the following limits for outgoing messages:
    • Maximum document size
    • Maximum number of attachments
    • Maximum combined size of attachments
    • Maximum number of individual recipients*
    • Internal domains, used to specify the domains to allow messages to be sent to.

    * Limits the number of names allowed in all address fields. While a group name counts as one recipient, a message is sent to all members of the group.

    For each limit, select one of the following options:
    • To generate an error for messages that don't comply with the limit and prevent them from being sent, select Do not allow.
    • To generate a warning for messages that don't comply with the limit but allow them to be sent, select Allow but show warning.

    When you set any of these limits or other limits such as Warn user about blank message subjects or Do not allow users to set return receipt, when users send messages that don't comply with any of the limits, they see errors or warnings in one prompt.

    Delivery options
    Allow users to schedule when messages are delivered. Allows Notes users to use the delivery option Delay delivery until to schedule when a message is delivered. For more information, see Enabling scheduled messages.
    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.
    Enable Run Rules On Existing Mail

    Select to allow users to use mail rules to run actions on mail that is already in mail folders. This feature requires the Mail9.ntf template that is provided with Feature Pack 9.

    Increase Junk Mail list size to more than 32K

    Select to allow users' Junk folders to contain up to 300 KB of data to allow more addresses to be targeted for the Junk folder.

    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 remaining Inbox maintenance fields display.
    Remove documents older than [X] days from Inbox Specify the number of days to elapse prior to removing documents from a user's Inbox automatically.
    Maximum number of documents to remove per cleanup Limit the number of documents to remove
    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.
  5. 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.
  6. Complete these fields on the Mail > Follow Up tab:
    Table 3. Follow Up tab fields
    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
    Play 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.
  7. Complete these fields on the Mail > Attention Indicators tab:
    Table 4. Attention Indicators tab fields
    Field Description
    Sender names <number> (specify one or more) Specify the names of senders whose emails should always appear in the specified Background and Text color number.
    Note: There are ten of these fields. You can specify colors for up to ten sender names.
    Recipient Icons
    Display a solid circle when 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 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 mail is sent to no more than the maximum number of recipients This field displays the number you specify in the field Maximum number of recipients for half circle display. Select 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 Displays an empty circle is user is copied on the message, of if user is one of X number of recipients.
  8. Complete these fields on the Mail > Message Recall tab:
    Table 5. Message Recall tab fields
    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.
  9. Complete these fields on the Mail > Message Disclaimers tab:
    Table 6. Message Disclaimers tab fields
    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.)
    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, enter the modifications and then click OK.
    Disclaimer text format 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.
  10. Complete these fields on the Calendar and To Do > Basics tab:
    Table 7. Calendar and To Do Basics tab fields
    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.
  11. Complete these fields on the Calendar and To Do > Display tab:
    Table 8. Display tab fields
    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.
    Ask me before deleting calendar and to do documents Specify this to show users a prompt before deletion of these documents.
    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 canceled meetings automatically If you click Yes, choose one of these to define how Notes® should automatically handle canceled meetings:
    • Remove from calendar
    • Show as canceled 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. This field appears only when Display To Do entries in the Calendar is enabled.
    Calendar Overlay Choose one:
    • Enabled - Allow users to add an external calendar to their Notes® calendar, overlaying the information so that all calendar entries display in the Notes® calendar.
    • Disabled - Prevent users from adding an external calendar to their Notes® calendar.
    By default, leave a placeholder for countered meetings Select Yes to keep a calendar entry displayed to users for a countered meeting until the counter is accepted.
  12. Complete these fields on the Calendar and To Do > Notices tab:
    Table 9. Notices tab fields

    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.

    Update Notice Options

    When I add or remove meeting invitees, update the other participants Click Yes to keep all participants informed with invitee list changes.
    Automatically process meeting updates and apply changes to meetings Click Yes to process meeting updates automatically.

    Keep me informed of meeting updates when I delegate meetings

    Click Yes to continue to receive meeting update notices from the meeting chair after you have delegated the meeting.

    Keep me informed of meeting updates when I decline meetings

    Click Yes to continue to receive update notices from the meeting chair after you have declined to attend the meeting.

  13. Complete these fields on the Calendar and To Do > Scheduling tab:
    Table 10. Scheduling tab fields

    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.

    Inform me when I send invitations to non-Notes users

    Click Yes to display a warning when invitee is a non-Notes user.

    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 free-time schedule of participants, rooms, and resources.

    Show 24-hour scheduler:

    Click Yes to display a 24-hour calendar scheduler when checking availability of meeting invitees.

  14. Complete these fields on the Calendar and To Do > Alarms tab:
    Table 11. Alarms tab fields

    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.

  15. Complete these fields on the Calendar and To Do > Automatic Processing tab:
    Table 12. Automatic Processing tab fields

    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.
  16. Complete these fields on the Calendar and To Do > Rooms & Resources tab:
    Table 13. Rooms & Resources tab fields

    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.
  17. Complete these fields on the Access and Delegation > Access to Your Mail & Calendar tab:
    Table 14. Access to Your Mail & Calendar tab fields

    Field

    Action

    Allow users to set up delegates to their mail file:

    Click if you want to allow users to set up delegates to their mail file. Users can then allow other users and groups to access their mail file.

  18. Complete these fields on the Access and Delegation > Access to Your Schedule tab:
    Table 15. Access to Your Schedule tab fields

    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.
  19. The fields on the iNotes Basics, Configuration, and Offline tabs are for HCL iNotes® users only. For information on creating mail policy settings for iNotes® users, see the HCL iNotes® administration product documentation in the related information.
  20. If Notes® client users in your organization exchange calendar invitations with non-Notes email client users, complete these fields on the Client Detection > Basics tab:
    Table 16. Client Detection Basics tab fields

    Field

    Action

    Compatibility Mode Settings

    Choose one:

    • Disable compatibility mode (default) - The option Some invitees use other mail programs in a calendar invitation is hidden from the Notes® user, and disabled.
    • Detect compatibility mode from attendee addresses - This setting lets you apply limitations to a meeting based on the client email application(s) that Notes® exchanges invitations with, and the calendar features in each application. If you enable this setting, you must specify settings on the Domain Mapping tab. With this setting, the option Some invitees use other mail programs is not displayed to the Notes® user.
    • Manually control compatibility mode with checkbox - The option Some invitees use other mail programs is displayed, and defaults to off for all meetings created on that client. The meeting chair can use the option to set whether it is on or off for each meeting created. The chair can also update the selection later to turn the option on or off at that time.

    On the Client Detection > Domain Mapping tab, complete these fields:

    Table 17. Domain Mapping tab fields

    Field

    Action

    Default SMTP Domain

    For E-mail application to use for any domain not listed on this tab, select the name of a non-Notes email application. Domino® uses this application for any email addresses that do not match domains specified in the Default Associations of Applications and Domains lists.

    Note: Enter an application that most closely resembles the behavior of the majority of the email clients used in your organization. For example, if the reason you are using compatibility mode is that your organization has a large number of Microsoft Exchange users, specify Microsoft Outlook.

    Application Name

    Specify the types of Notes® and non-Notes email clients used in your organization.

    Default Associations of Applications and Domains

    Specify policy inheritance for the settings in the Associated Domains section. Your selection applies to every domain in the list; their inheritance cannot be specified individually.

    Associated Domains

    Specify domains that use each email client, separated by commas. For example (if the domains happen to be named appropriately), you might enter the following for one email client:
    *@sales.mail_type1.com, *@marketing.mail-type1.com
    You might enter the following for another email client:
    *@sales.mail_type2.com, *@marketing.mail-type2.com
    Note: Associate a domain with only one email client; if you repeat a domain, it will be ignored if it is already specified in an earlier row.
  21. On the Client Detection > Client Settings tab, complete these fields:
    Table 18. Client Settings

    Field

    Action

    Default Associations of Applications and Domains

    Specify policy inheritance for the settings in the Associated Domains section. Your selection applies to every domain in the list; their inheritance cannot be specified individually.

    E-Mail Application

    If desired, specify additional non-Notes email clients to the default set provided.

    Send invitations as rich data

    Allows users of this email application to receive complex MIME.

    Note: If Domino® detects an application that does not send rich data, Domino® applies MIME simplification to invitations sent to users of that application. For example, some earlier versions of Exchange 2003 may require MIME simplification, but a recent version allows that application to handle complex MIME from Notes®.

    Specify custom options for repeating meetings

    Allows users of this email application to select the Custom option for repeating meetings and to specify exceptions for repeat instances that fall on weekend days. Without this policy setting, when compatibility mode is enabled, these options for custom repeating meetings are not available.

    Select All instances when acting on a repeating meeting

    Allows users of this email application to reschedule, update, or cancel all instances of a meeting at a time. Without this policy setting, users of compatibility mode are limited to only the Just this instance option.

    Select This and all future instances when acting on a repeating meeting

    Allows users of this email application to reschedule, update, or cancel the current instance and either all previous or all future instances of a meeting. With this and the previous policy setting, users of compatibility mode have access to modify as many instances of any meeting as the Notes® client user can.

  22. On the Comments tab, enter or modify comments regarding this policy settings document.
  23. On the Administrator tab, enter or select the Owners and Administrators of this document.
  24. Click Save and Close.