Exercise 2.10: Enabling email deletion to limit size of mail files and improve email usabilityAdded by IBM on September 26, 2013 | Version 1
|In this exercise, you will learn how to limit the size of mail files for your SmartCloud Notes® users.
As the company administrator, you can set a size limit on incoming mail messages. Incoming messages that exceed the size limit are rejected. You can have messages deleted that have been in mail files longer than a specified number of days. You can exclude certain users from having their mail deleted. If you have enabled mail file deletion for older mail, you can specify that mail filed in user-created folders is retained. You can specify that all mail in user-created folders be exempted, or you can list specific folder names. Each IBM SmartCloud
) user is provided a 25GB mail account. As an administrator, you can help users stay within their quota by managing the size of a mail account. You can:
- Set a maximum message size
- Set automatic deletion of old mail
By adding specific users to the Exclude List, you can exempt their mail accounts from the automatic deletion of old email.
After completing this exercise, you should be able to:
Parent topic: Lesson 2: Administering IBM SmartCloud Notes
Previous topic: Exercise 2.9: Setting and verifying the message size allowed for users files
Next topic: Exercise 2.11: Adding users to the Exclude List
- Delete content from the mail file that is older than a specified number of days
- Prevent messages filed in user-created folders from being deleted.
Complete the following steps to delete content from the mail file that is older than a specified number of days.
- Log into the service as a user who has both the Administrator and User roles, and navigate to the SmartCloud Notes Administration panel. For detailed steps, see the procedure document Accessing the SmartCloud Notes Administration pages.
- Click Lotus Notes in the left navigation pane.
- Click Account Settings in the SmartCloud Notes Administration panel.
- From the left navigation pane, click Email Management.
- In the Delete older email section, check Enable mail deletion.
- Enter the number of days after which email will be deleted.
- Click Keep email that is filed in folders. If selected, all email filed in folders is not deleted. If you have enabled mail file deletion for older mail, you can specify that mail filed in user-created folders is retained. You can specify that all mail in user-created folders be exempted, or you can list specific folder names
Enter a name for the folder where deleted mail will temporarily be held.
- The first selection above preserves mail that is filed in any folder that the user created. The following folders do not count: Inbox, Sent, or All Documents (technically, Sent and All Documents are views). This option encourages users to keep their Inbox tidy.
- If neither selection is used, all emails (both sent and received) will be deleted after the specified number of days has elapsed. Certain documents which may be in the mail file which are not considered emails, will not be deleted (for example, person documents or the user's profile document.)
- To keep mail only if it is in specific folders or subfolders, do not select the second option. Instead, enter folder names, with one name per line. To learn more about preserving mail in specific folders, see Configuring Mail Settings.
Once the number of days specified in step 9 has elapsed, users will see the new folder in the left pane of their mail file. This is used to hold mail flagged for deletion.
|Automatic mail message deletion does not appear to be working.||The automatic message deletion process involves moving the older messages to a specified temporary folder in the mail file, creating the folder if does not exist, and then deleting the messages from the folder. Each mail file is processed once every 7 days, but not all mail files are processed simultaneously. After the company administrator configures message deletion, it can take up to 7 days for messages to be deleted from a specific mail file.|
Details: Deletion involves a one week grace period. A particular user's mail file might not be processed until 7 days after the settings are configured; and in addition, once the mail file is processed, any messages noted as needing deletion are not deleted immediately, but are added to the "to be deleted" folder whose name you specified (see step 8 above). Once the next processing of the user's mail file occurs (7 days later), any messages still in the "to be deleted" folder from the previous week are deleted. If soft deletions are enabled in the user's mail file (usually the case) the email will still not be deleted immediately, but will sit in the Trash folder until the soft delete interval expires (typically 48 hours). This is done to make sure the user has plenty of chances to retrieve and file any mail they really did not want deleted. So, altogether it may be about 16 days before a particular message that ages out is gone for good.
Other things to check:
- Make sure the mail deletion feature is actually enabled.
- Make sure the user is not listed in the Exclude list. For more information refer to Exercise 2.12: Removing users from Exclude List.
- Elect to receive reports from the processing (that is, add your email address to the field "Send email report of the number of emails deleted to the following addresses". You can see this field in the screen shot of the Email Management panel in Step 5 above), and check whether they indicate any problems.
Refer to the following resources for more information: