Lotus Domino Administrator 7 Help - Creating a mail policy settings document

USER AND SERVER CONFIGURATION

Creating a mail policy settings document
Mail policy settings provide a mechanism for setting and enforcing client settings and preferences for mail and for Calendaring and Scheduling. Mail policy settings can be used to:

Create and manage message disclaimers. Use the Message Disclaimers tab on the Mail policy settings document to enter the text of the message disclaimer.
Set user mail preferences such as whether a user can delegate ownership of their mail file to other people, define Sent view preferences, 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.

The mail policy settings document contains fields that allow you to specify when a setting is to be applied and whether end-users can modify the setting.

Allow user to change -- Click the Allow check box to permit the user to change the setting that you specified for the field. If you do not check the Allow check box, the user must use the setting that you specify and is not allowed to make changes to the setting. This setting is part of the client policy lock-down feature.

For information about client policy lock-down, see the topic Client policy lock-down.

When to Apply this setting -- Use this field to specify when the setting should be applied: Don't change, Always, or Initially.

Note Before using the mail policy settings document to set up message disclaimers, familiarize yourself with how message disclaimers work. See the topic Setting up and using message disclaimers.

The effective mail policy for a user is stored in that user's mail database in the calendar profile. 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.

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.

If the client is configured to disclaim and send Notes RTF messages to the Internet, the client adds the disclaimer to the message and sends it. When the client adds the message disclaimer, it marks the message as "disclaimed." The Domino server converts the message from Notes RTF to MIME format and determines the Internet character set for the message. The Domino server does not disclaim the message because the client has already marked the message as disclaimed.
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.

When message disclaimers are added by the server, Domino determines the Internet character sets for the message text and the message disclaimer. If the character sets are the same, Domino adds the message disclaimer and the message is sent. If the two character sets differ, Domino determines which character set to use as follows:

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.

Creating a new mail policy settings document

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

2. From the Domino Administrator, select the People & Groups tab, and then open the Settings view.

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 File Preferences - 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.

Automatically check mail messages for misspellings before sending Click Yes to enable the checking of email messages for misspellings prior to sending the message.

Delete/Remove preference for Sent View Choose one:

Always Ask -- Notes always asks if the user wants to save each message when it is sent. If the user selects Yes, Notes saves the message in the Sent view.
Always Delete -- Notes always deletes mail messages after sending them.
Always Remove -- Notes always removes the mail message from the current view after sending the message, but does not delete the message.

Soft delete expire time in hours Enter 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.

6. On the Mail File Preferences - 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 File Preferences - Calendar & To Do - Basics tab:

Field action

Double-clicking on a time slot in calendar creates a Select the default form (meeting, appointment, anniversary, reminder, or all day event) to open when you double-click a time slot to create a new Calendar entry.

Duration of a new appointment or meeting (in minutes) Enter a new default duration for new appointment entries and meeting invitations.
Default is 60 minutes.

Anniversaries repeat for (in years) Enter a new default period for new anniversary entries to repeat.
Default is 10 years.

8. Complete these fields on the Mail File Preferences - Calendar & To Do - Display tab:

Field Action

How the Calendar view is displayed

Beginning 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 End of the work day -- 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 monthly 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 displayed in a work week Select the days of the week to display in Work Week view.

Displaying Calendar Entries in Mail Views

Put C&S documents into a special New Notices Mini View for processing Click Yes to display in the New Notices Mini View the new entries that you need to take action on. Once you take action on them, the notices disappear from the view.

Hide new calendar entries and notices in All Documents view of Mail Click Yes to hide calendar entries in the All Documents view in Mail.

Hide new Meeting invitations in the Sent view of Mail Click Yes to hide meeting invitations in the Sent view in Mail. Yes is selected by default.

Remove meeting invitations from your Inbox after you have responded to them Click Yes to remove meeting invitations from the user's Inbox after the user has responded to them.

Types of meeting notices to be shown in your 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 hide all Calendar and To Do entries in the user's Inbox.

9. Complete these fields on the Mail File Preferences - Calendar & 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 a conflict if entry occurs outside available hours described above Click Yes to show a conflict if someone attempts to schedule a meeting for a time that is not available according to the user's preferences.
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.

10. Complete these fields on the Mail File Preferences - Calendar & 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".

11. Complete these fields on the Mail File Preferences - Calendar & To Do - To Do tab:

Field Action

Hide To Do entries in the calendar Click Yes to prevent To Do entries from displaying in the Calendar.

Allow Notes to update To Do status and dates for incomplete entries Click Yes to allow Notes to display incomplete To Do's on the current day in the Calendar.

12. Complete these fields on the Mail File Preferences - Calendar & To Do - Auto Process tab:

Field Action

Enable automatic responses to meeting invitations Click Yes to allow Notes to automatically process meeting invitations from all or some users.
When you click Yes, the field "When a meeting invitation is received from anyone" displays.

When a meeting invitation is received from anyone, automatically accept 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.

When you delete a Calendar Notice from your Inbox or a Mail folder/view Choose one:

Prompt to confirm deletion -- When deleting a Calendar notice from an Inbox, a Mail view, or Mail folder, select this option if you want Notes to always prompt the user to confirm the deletion.
Remove from this view or folder without prompting -- When deleting a Calendar notice from an Inbox, a Mail view, or Mail folder, select this option if you want Notes to remove the notice from the current Mail view or folder without prompting the user, but not delete it from the Mail database (the user can find the notice in the All Documents view).

13. Complete these fields on the Mail File Preferences - Calendar & 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.

Prompts to reset your preferred site when scheduling within a site that is not your current preferred site Click Yes to prompt users 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

14. Complete these fields on the Mail File Preferences - Access & 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 delegees to their mail file: Use the Allow user changes check box to designate whether users can modify this field.

15. Complete these fields on the Mail File Preferences - Access & 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 your busy and free times.
Choose one:

Everyone may see your schedule 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 you are 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 your 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."

16. Complete these fields on the 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.

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

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

19. Click Save & Close.

See also

Organizational and explicit policies

Policy hierarchy and the effective policy

Client policy lock-down

Planning and assigning policies

Setting up and using message disclaimers

Glossary

Help on Help

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Glossary

Help on Help

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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.

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.
Automatically check mail messages for misspellings before sending	Click Yes to enable the checking of email messages for misspellings prior to sending the message.
Delete/Remove preference for Sent View	Choose one: Always Ask -- Notes always asks if the user wants to save each message when it is sent. If the user selects Yes, Notes saves the message in the Sent view. Always Delete -- Notes always deletes mail messages after sending them. Always Remove -- Notes always removes the mail message from the current view after sending the message, but does not delete the message.
Soft delete expire time in hours	Enter 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.

Field	action
Double-clicking on a time slot in calendar creates a	Select the default form (meeting, appointment, anniversary, reminder, or all day event) to open when you double-click a time slot to create a new Calendar entry.
Duration of a new appointment or meeting (in minutes)	Enter a new default duration for new appointment entries and meeting invitations. Default is 60 minutes.
Anniversaries repeat for (in years)	Enter a new default period for new anniversary entries to repeat. Default is 10 years.

Field	Action
How the Calendar view is displayed
Beginning 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	End of the work day -- 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 monthly 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 displayed in a work week	Select the days of the week to display in Work Week view.
Displaying Calendar Entries in Mail Views
Put C&S documents into a special New Notices Mini View for processing	Click Yes to display in the New Notices Mini View the new entries that you need to take action on. Once you take action on them, the notices disappear from the view.
Hide new calendar entries and notices in All Documents view of Mail	Click Yes to hide calendar entries in the All Documents view in Mail.
Hide new Meeting invitations in the Sent view of Mail	Click Yes to hide meeting invitations in the Sent view in Mail. Yes is selected by default.
Remove meeting invitations from your Inbox after you have responded to them	Click Yes to remove meeting invitations from the user's Inbox after the user has responded to them.
Types of meeting notices to be shown in your 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 hide all Calendar and To Do entries in the user's Inbox.

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 a conflict if entry occurs outside available hours described above	Click Yes to show a conflict if someone attempts to schedule a meeting for a time that is not available according to the user's preferences. 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.

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".

Field	Action
Hide To Do entries in the calendar	Click Yes to prevent To Do entries from displaying in the Calendar.
Allow Notes to update To Do status and dates for incomplete entries	Click Yes to allow Notes to display incomplete To Do's on the current day in the Calendar.

Field	Action
Enable automatic responses to meeting invitations	Click Yes to allow Notes to automatically process meeting invitations from all or some users. When you click Yes, the field "When a meeting invitation is received from anyone" displays.
When a meeting invitation is received from anyone, automatically accept	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.
When you delete a Calendar Notice from your Inbox or a Mail folder/view	Choose one: Prompt to confirm deletion -- When deleting a Calendar notice from an Inbox, a Mail view, or Mail folder, select this option if you want Notes to always prompt the user to confirm the deletion. Remove from this view or folder without prompting -- When deleting a Calendar notice from an Inbox, a Mail view, or Mail folder, select this option if you want Notes to remove the notice from the current Mail view or folder without prompting the user, but not delete it from the Mail database (the user can find the notice in the All Documents view).

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.
Prompts to reset your preferred site when scheduling within a site that is not your current preferred site	Click Yes to prompt users 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

Field	Action
The following people or groups have been delegated access to your mail file:
Allow users to set up delegees to their mail file:	Use the Allow user changes check box to designate whether users can modify this field.

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 your busy and free times. Choose one: Everyone may see your schedule 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 you are 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 your 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."

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.