Home > Articles


Basic Messaging Settings

The following sections address a few of the basic settings that can be applied to mail and messaging. Other messaging settings are covered in more detail in the Mail chapters in this book related to the other exams (Chapter 8, "Mail," for Exam 621, and Chapter 17, "Resolving Server Problems," for Exam 622).

Creating Archiving Policies

An archiving policy is a document that defines and can control the settings for mail archiving for users in the domain. For the first time in Domino Release 6, administrators can centrally control mail file archiving using policies. Archiving is particularly useful for mail databases because users typically save both sent and incoming mail, causing the mail file to increase in size. Archiving the mail file frees up space and improves the performance of the mail database by storing documents in an archive database when they are old or not in use anymore.

The mail archive database is a Notes database and can be accessed like any other Notes database. The views in a user's mail archive mirror the views in the mail file. The archive includes the folder hierarchy of the original mail database, enabling users to easily find and read messages in the archive.

Mail file archiving is a three-step process that includes selecting documents (deciding which ones should be archived), copying files to an archive database, and performing mail file cleanup.

When you use policies to manage archiving, you use either server-based archiving or client-based archiving. The terms server-based and client-based don't refer to the storage location for the archive, but rather to where the archiving process occurs: either on a server or on the client's workstation. The server performs archiving using the Compact task. The administrator triggers the server to archive by scheduling the running of the Compact task using a Program document. Client-based archiving assumes that the user will be initiating the archiving process, which means that the workstation must be running for archiving to be successful.


If the user schedules client-based archiving when the workstation is not running, archiving will not occur.

An Example of How to Use Policies to Manage Mail Archiving

The administrator at Acme Corporation has had difficulty controlling or supporting users who want to archive mail. She plans to use policy-based archiving to solve some of the following problems and issues related to mail archiving:

  • Acme needs a centralized archive server.

  • Space is limited on the current mail server.

  • Because archiving increases network traffic, Acme wants all mail archiving to happen during off-peak hours.

  • To ensure consistency, users must not be allowed to control their archive settings. Archive settings will be implemented and changed only by administrators.

  • Users within different organizational units will need to have slightly different archiving settings.

To resolve Acme's archiving issues, the administrator uses these Archive policy settings and applies them to all users via organizational policies:

  • Server-based archiving is enabled from a mail server to a designated archive server.

  • Archive settings are centrally managed and enforced by the administrator; users are prohibited from changing or creating archive settings.

  • Archiving is scheduled to be server-based and will occur during off-peak hours.

  • Optionally, the administrator can implement pruning (removing attachments and body of mail, but leaving header information intact), which might help conserve server disk space.

Creating an Archive Policy Settings Document

Setting up mail file archiving is a two-step process: You must create the following three documents in the Domino Directory:

  • The Archiving Settings document(s)—This specifies whether users are allowed to archive. If they are, all further archiving settings are created in this document.

  • The Archive Criteria Settings document(s)—This document is created from within the Archiving Settings document. The criteria determine which documents are archived and how the mail file is cleaned up.

  • The Policy document that references the correct Archiving Settings document—This policy refers to the correct Archiving Settings document and might also refer to other Settings documents.

The Archiving Settings document specifies whether to allow archiving either centrally by administrators or privately by Notes users. If you prevent all archiving, that is essentially the only setting listed in your Archiving Settings document. You must then reference that Settings document in your Policy document. If you prevent private archiving, the Archiving Settings document determines how documents in the user's mail file are archived, and users cannot change these settings or create private archive settings.

If you allow archiving, use the Archiving Settings document to define whether archiving is server-based or client-based, to specify source and destination archive servers, and to set the archive schedule. You can also change the name and location of the default archive log file if you want.

Implementing Mail Quotas

Users can receive and save a high volume of email, including their own sent messages, in their mail files. Large mail files can overwhelm a server's disk capacity and reduce the performance of the mail client. Because you generally cannot provide users with unlimited storage space, set a size limit, or database quota, for each mail file; these limits are called mail quotas. When delivering mail to a user's mail file, the router checks the current size of the mail file against the specified mail quota.

You can set two types of size limits on a user's mail file: a warning threshold and an absolute quota size. Set a warning threshold to provide users with advance notice when their mail files approach the designated mail file quota, so they can reduce the size of their mail files before message flow is interrupted. Set a quota if you intend to establish a policy of interrupting users' mail usage if their mail files exceed a specified size.


You must set a quota before you can set a warning threshold.

You can configure the router to respond in several ways when a mail file exceeds its quota, each representing a higher level of enforcement. The least restrictive response is to have the router issue automatic notifications to users when their mail files exceed the quota. If users fail to respond to notifications, you can hold pending messages in MAIL.BOX or return messages to the senders as undeliverable until the users reduce the size of their mail files.

Along with the methods the router uses to enforce quotas, the Notes client displays a warning to any user who has exceeded the designated warning threshold or quota whenever the user attempts to send mail.

Setting the Quota or Warning Threshold on a Mail Database

You can set quota limits and warning thresholds in one of two ways:

  • During registration—Quotas specified during registration apply only to new users, not to existing users. You can also set mail quotas before registration by listing the quota information in the Registration Policy document and applying this document during registration.

  • Per database—Using the Domino Administrator, you can manually specify the warning threshold and quota of one or more mail files. This method works for any database, including the mail database. Quotas and warning thresholds are set using the Quotas tool in the File Tab of the Administrator client.

Understanding Mail Encryption

Encryption protects data from unauthorized access. Using Notes and Domino, you can encrypt the following:

  • Mail messages sent to other users—Encryption can be applied to outgoing messages, in which case an unauthorized user cannot read the message while it is in transit. You can also encrypt saved and incoming messages.

  • Network ports—Information can be encryption when being sent between a Notes workstation and a Domino server, or between two Domino servers, thereby preventing unauthorized users from reading the data while it is in transit.

  • SSL transactions—You can use SSL to encrypt information sent between an Internet client, such as a Notes client, and an Internet server, to prevent unauthorized users from reading the data while it is in transit.

  • Fields, documents, and databases—Application developers can encrypt fields within a document, an entire document, and local databases, allowing only the specified users to read the information.

The Role of Public and Private Keys in Mail Encryption

Domino uses public and private keys so that data encrypted by one of the keys can be decrypted only by the other. The public and private keys are mathematically related and uniquely identify the user. Both keys are stored in the ID file. The certificate containing the public key is also stored in the user's Person document in the Domino Directory, where it is available to other users.

Domino uses two types of public and private keys: Notes and Internet. You use the Notes public key to encrypt fields, documents, databases, and messages sent to other Notes users; the Notes private key is used for decryption. Similarly, you use the Internet public key for S/MIME encryption and the Internet private key for S/MIME decryption. For both Notes and Internet key pairs, electronic signatures are created with private keys and verified with public keys.

To properly understand mail encryption, it is best to use a scenario. Let's say that John wants to send an encrypted mail message to Carol. John and Carol both work for Acme Corporation and are listed in the Domino Directory. John creates the mail message and chooses to encrypt it in the Delivery Options for the message. When he pushes the Send button, his Notes workstation encrypts the message by applying three keys:

  1. John's public key from his user ID

  2. John's private key from his user ID

  3. Carol's public key from her Person document in the Domino Directory

While the message is in transit, the body of the message is encrypted. When Carol receives the message, her workstation decrypts it using the private key located on her ID file.


Only the Body field in a mail message is encrypted. The only key that can decrypt the message is the recipient's private key, which is mathematically related to the public key and is only stored on the ID file. The To, cc, bcc, and Subject fields are not encrypted and can be read by anyone who can access the message in the mail database.

In general, mail sent to users in an external domain cannot be encrypted. However, if the recipient of the mail uses Lotus Notes and the sender has access to the recipient's public key, the sender can encrypt the mail message. The recipient's public key can be stored in the Domino Directory, in an LDAP directory to which the sender has access, or in the sender's Personal Address Book. If a user attempts to send an encrypted message to someone and the user can't access the recipient's public key, encryption will fail at the time of sending, prompting the user with an error message that asks whether to continue sending the message in unencrypted format.

InformIT Promotional Mailings & Special Offers

I would like to receive exclusive offers and hear about products from InformIT and its family of brands. I can unsubscribe at any time.


Pearson Education, Inc., 221 River Street, Hoboken, New Jersey 07030, (Pearson) presents this site to provide information about products and services that can be purchased through this site.

This privacy notice provides an overview of our commitment to privacy and describes how we collect, protect, use and share personal information collected through this site. Please note that other Pearson websites and online products and services have their own separate privacy policies.

Collection and Use of Information

To conduct business and deliver products and services, Pearson collects and uses personal information in several ways in connection with this site, including:

Questions and Inquiries

For inquiries and questions, we collect the inquiry or question, together with name, contact details (email address, phone number and mailing address) and any other additional information voluntarily submitted to us through a Contact Us form or an email. We use this information to address the inquiry and respond to the question.

Online Store

For orders and purchases placed through our online store on this site, we collect order details, name, institution name and address (if applicable), email address, phone number, shipping and billing addresses, credit/debit card information, shipping options and any instructions. We use this information to complete transactions, fulfill orders, communicate with individuals placing orders or visiting the online store, and for related purposes.


Pearson may offer opportunities to provide feedback or participate in surveys, including surveys evaluating Pearson products, services or sites. Participation is voluntary. Pearson collects information requested in the survey questions and uses the information to evaluate, support, maintain and improve products, services or sites, develop new products and services, conduct educational research and for other purposes specified in the survey.

Contests and Drawings

Occasionally, we may sponsor a contest or drawing. Participation is optional. Pearson collects name, contact information and other information specified on the entry form for the contest or drawing to conduct the contest or drawing. Pearson may collect additional personal information from the winners of a contest or drawing in order to award the prize and for tax reporting purposes, as required by law.


If you have elected to receive email newsletters or promotional mailings and special offers but want to unsubscribe, simply email information@informit.com.

Service Announcements

On rare occasions it is necessary to send out a strictly service related announcement. For instance, if our service is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account information. However, these communications are not promotional in nature.

Customer Service

We communicate with users on a regular basis to provide requested services and in regard to issues relating to their account we reply via email or phone in accordance with the users' wishes when a user submits their information through our Contact Us form.

Other Collection and Use of Information

Application and System Logs

Pearson automatically collects log data to help ensure the delivery, availability and security of this site. Log data may include technical information about how a user or visitor connected to this site, such as browser type, type of computer/device, operating system, internet service provider and IP address. We use this information for support purposes and to monitor the health of the site, identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents and appropriately scale computing resources.

Web Analytics

Pearson may use third party web trend analytical services, including Google Analytics, to collect visitor information, such as IP addresses, browser types, referring pages, pages visited and time spent on a particular site. While these analytical services collect and report information on an anonymous basis, they may use cookies to gather web trend information. The information gathered may enable Pearson (but not the third party web trend services) to link information with application and system log data. Pearson uses this information for system administration and to identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents, appropriately scale computing resources and otherwise support and deliver this site and its services.

Cookies and Related Technologies

This site uses cookies and similar technologies to personalize content, measure traffic patterns, control security, track use and access of information on this site, and provide interest-based messages and advertising. Users can manage and block the use of cookies through their browser. Disabling or blocking certain cookies may limit the functionality of this site.

Do Not Track

This site currently does not respond to Do Not Track signals.


Pearson uses appropriate physical, administrative and technical security measures to protect personal information from unauthorized access, use and disclosure.


This site is not directed to children under the age of 13.


Pearson may send or direct marketing communications to users, provided that

  • Pearson will not use personal information collected or processed as a K-12 school service provider for the purpose of directed or targeted advertising.
  • Such marketing is consistent with applicable law and Pearson's legal obligations.
  • Pearson will not knowingly direct or send marketing communications to an individual who has expressed a preference not to receive marketing.
  • Where required by applicable law, express or implied consent to marketing exists and has not been withdrawn.

Pearson may provide personal information to a third party service provider on a restricted basis to provide marketing solely on behalf of Pearson or an affiliate or customer for whom Pearson is a service provider. Marketing preferences may be changed at any time.

Correcting/Updating Personal Information

If a user's personally identifiable information changes (such as your postal address or email address), we provide a way to correct or update that user's personal data provided to us. This can be done on the Account page. If a user no longer desires our service and desires to delete his or her account, please contact us at customer-service@informit.com and we will process the deletion of a user's account.


Users can always make an informed choice as to whether they should proceed with certain services offered by InformIT. If you choose to remove yourself from our mailing list(s) simply visit the following page and uncheck any communication you no longer want to receive: www.informit.com/u.aspx.

Sale of Personal Information

Pearson does not rent or sell personal information in exchange for any payment of money.

While Pearson does not sell personal information, as defined in Nevada law, Nevada residents may email a request for no sale of their personal information to NevadaDesignatedRequest@pearson.com.

Supplemental Privacy Statement for California Residents

California residents should read our Supplemental privacy statement for California residents in conjunction with this Privacy Notice. The Supplemental privacy statement for California residents explains Pearson's commitment to comply with California law and applies to personal information of California residents collected in connection with this site and the Services.

Sharing and Disclosure

Pearson may disclose personal information, as follows:

  • As required by law.
  • With the consent of the individual (or their parent, if the individual is a minor)
  • In response to a subpoena, court order or legal process, to the extent permitted or required by law
  • To protect the security and safety of individuals, data, assets and systems, consistent with applicable law
  • In connection the sale, joint venture or other transfer of some or all of its company or assets, subject to the provisions of this Privacy Notice
  • To investigate or address actual or suspected fraud or other illegal activities
  • To exercise its legal rights, including enforcement of the Terms of Use for this site or another contract
  • To affiliated Pearson companies and other companies and organizations who perform work for Pearson and are obligated to protect the privacy of personal information consistent with this Privacy Notice
  • To a school, organization, company or government agency, where Pearson collects or processes the personal information in a school setting or on behalf of such organization, company or government agency.


This web site contains links to other sites. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects Personal Information. This privacy statement applies solely to information collected by this web site.

Requests and Contact

Please contact us about this Privacy Notice or if you have any requests or questions relating to the privacy of your personal information.

Changes to this Privacy Notice

We may revise this Privacy Notice through an updated posting. We will identify the effective date of the revision in the posting. Often, updates are made to provide greater clarity or to comply with changes in regulatory requirements. If the updates involve material changes to the collection, protection, use or disclosure of Personal Information, Pearson will provide notice of the change through a conspicuous notice on this site or other appropriate way. Continued use of the site after the effective date of a posted revision evidences acceptance. Please contact us if you have questions or concerns about the Privacy Notice or any objection to any revisions.

Last Update: November 17, 2020