Configuring mail settings 

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You can manage the size of mail files by setting limits on the size of incoming messages. Messages that exceed the size limit are rejected. Additionally, you can specify how long mail remains in the mail file by enabling automatic mail deletion for older mail.

Before you begin

To route mail addressed to external Internet domains through an SMTP server, do not use this topic. Instead, complete the task Controlling mail routing to the Internet.

About this task

In a hybrid environment, if you use administrative policies, these settings here override the Mail policy setting Delete documents in user's Trash folder after how many hours.

Procedure

1. Log on to https://www.ibmcloud.com/social using the email address and password of a service company administrator.
2. If your account also has the User role, click Administration -> Manage Organization. Otherwise, skip this step.
3. In the navigation pane, click Lotus Notes.
4. Click Account Settings and then click Email Management.
5. Under Limit Message Size, specify the size limit for incoming messages. Incoming messages that exceed the size limit are rejected.
6. Under Configure Mail Retention in the Trash Folder, complete these fields to manage mail in the Trash folder:
   
Table 1. Trash Folder Mail Retention Settings

Option	Description
Retain deleted messages for how many days?	By default, when a service user deletes a message, the message is moved to the Trash folder where it remains for 14 days, and then is permanently deleted. Enter a number from 14 - 90 to change the value, or leave the field blank to accept the default. If you decrease an interval that was previously set, then all messages that meet the new criteria are deleted. For example, if you decrease the interval from 20 days to 16 days, then mail in the Trash folder older than 16 days is deleted. Tip: During the specified interval, users can restore messages to their original folder.
Allow users to empty the Trash folder	Select this option so that service users can permanently delete messages from the Trash folder by clicking Empty Trash or by selecting a message and deleting it. This option is enabled by default. If you disable this option, mail remains in the Trash folder for the duration specified above, and then it is deleted automatically. Important: Documents that are deleted from the Trash folder cannot be recovered.



7. Under Delete Older Email, specify how you want to manage older email:
   
Table 2. Mail Deletion Settings

Option	Description
Enable email deletion	Select this option to delete older email from the mail file weekly. Default is not selected. Optionally, mail targeted for deletion can be moved to a temporarily to a folder you specify in the Folder name field.
Delete email after how many days?	Specify the number of days email remains before it is deleted. By default, no mail is deleted.
Keep email that is filed in folders.	Select this option to prevent mail that is stored in user-created folders from being deleted.
Folder name	Specify a folder to temporarily store messages that are targeted for deletion. Mail remains in this folder for a week, and then is deleted during the weekly deletion process. Mail deleted from this folder is moved to the Trash folder.
Send email report of the number of emails deleted to the following addresses	List the addresses of users you want to receive email deletion reports.
Do not delete the email of the following users	List the names of users you want to exempt from mail deletion.

Parent topic: Completing the configuration