Procedure

1. Complete the following fields on the Preferences -> Basics tab:

Table 1. Preferences – Basics fields and actions

Field	Action
Icon color scheme	Specify a color scheme to apply to the icons on the Bookmark bar.
Empty trash folder	Choose one: Prompt me during database close -- Asks the user whether to clear the mail in the trash folder each time they close their mail database. Always during database close -- Automatically clear the mail in the trash folder each time the user closes their mail database. Manually -- Cancel automatic clearing of the trash folder.
Scan for unread	Enable this option to scan for unread documents when the user opens the database.
Save state on exit	Enable this option to save the state of the window tabs when exiting Notes® so that the Notes user will see the same open windows the next time Notes starts.
Enable AutoSave	Enable this option to automatically save documents the user is working on to a local AutoSave database to recover work after a power outage or system crash.
AutoSave every N minutes	Specify how often to run AutoSave to save open documents.
Lock ID after N minutes of inactivity	Use this setting to lock User IDs after a specified time period of inactivity. When Notes locks a User ID, the screen automatically clears. Specify the amount of inactive time before the user's Notes ID is locked.
Enable scheduled local agents	Enable this option if you want local agents to run when Notes is started.

Table 2. Preferences - Miscellaneous fields and actions

Field	Action
Mark documents read when opened in a preview pane	Enable this option to mark a document Read after it opens in a preview pane.
Make Internet URLs into Hotspots	Enable this option to change URLs into clickable hotspots.
Textured Workspace	Enable this option if you want the user's workspace to appear three-dimensional.
Right double-click closes window	Enables support closing the current Notes window by performing a double right-click with the mouse. The setting applies only to Microsoft™ Windows™.
Enable Java applets	Enable this option if you want to allow Java™ applets to run in Notes.
Enable JavaScript	Enable this option to allow Notes to provide support for running JavaScript™ through the Web Navigator on Windows.
Enable Java access from JavaScript	Enable this option to run LiveConnect from a Web browser, if the applet is configured to include the CORBA back-end classes. The option corresponds to the NOTES.INI setting EnableLiveConnect(=1).
Enable Plugins in Notes Browser	Enable this option to allow plugins to run in the Notes Browser.
Enable ActiveX in Notes Browser	Enable this option to allow ActiveX controls in the Notes Browser. This setting allows the Notes browser to recognize HTML Object tag references for downloading and installing ActiveX controls.
Accept cookies	Enable this option to allow users to accept Internet cookies.
Disable View updates as a background task	Enable this option to disable Notes updating views as a background task. By default, Notes updates views in the background so that users can continue working while Notes performs intensive update tasks.
Process Print requests as a background task	By default, Notes prints in the foreground and at least momentarily interrupts other work. You can set printing to occur in the background so that users can continue working while Notes performs intensive printing tasks.
Retain View column sorting	Enable this option to enable Notes to allow users to save the way columns sort in databases that allow them to change the sorting (by clicking an arrow in a column heading). This is helpful for users who prefer to sort mail so that the most recent messages display first, or who want the option to sort contacts by Business.
Enable MS Office 97 SendTo to Notes	Causes all mail Send To commands in Microsoft Office applications to start Notes mail and send the file as an attachment in a mail memo. Appears if you have Microsoft Office 97, or certain other Microsoft applications such as Visual Basic, installed. Not necessary for later releases of Microsoft Office.
Make Notes the default Web browser	Enable this option to make Notes the user's default Web browser. When the users clicks a Web link in another program, the Web page displays in Notes.
Use Web palette	Enable this option to allow users to use the Web palette. The color palette is the range of colors available to use within a program. The Web palette is 256 colors that most computers can display.
Show extended accelerators	Enable this option to allow users to use keyboard accelerators (Windows ALT+keys) to access on-screen elements such as the window tabs and action bars. By default, extended accelerators are turned on.
Enable MIME save warning	Enable this option if you want Notes to notify users when data they want to send over the Internet cannot be converted to MIME format.
Enable Unicode display	Enable this option is you want users to create or read documents that contain special characters that aren't found on your default keyboard. To see these characters in a document, users may need additional Unicode-based fonts installed on their Windows operating system.
Launch the CORBA (DIIOP) server on Preview in web browser	This preference is intended for Domino® Designers who preview their designs through the Notes client. When a designer previews any element of a Notes database in a Web browser, Notes launches a limited version of the Domino server to serve the Web page resulting from the element. If the element (for example, a Notes form) contains a Java applet created with the Java Notes classes, use this setting to allow Notes to launch a limited version of a CORBA (DIIOP) server to support the applet's classes.
Display Window Menu	Enable this option if you want the Window menu to appear between the Actions and Help menus. Use this menu to switch to any open window, or choose Windows to manage open windows.
Standard dialog boxes	Enable this option to show standard operating system dialog boxes. By default, Notes dialog boxes appear with a custom appearance.
Strict Date/Time Input	When disabled, Notes "guesses" the date or time you entered once you press TAB or click out of the field. For example, if someone enters 24/06/2009 in a date field and presses TAB, Notes guesses that they mean Sat 06/24/2009 and changes it as such.
Use inline autocomplete in the address bar	Enable this option if you want URL type-ahead in the Address toolbar.
Use Tab to navigate Read-Only Documents	Enable this option if you want to use TAB to move from object to object (for example, linked text, hotspots, document links and so on) in a read-only document. However, with this option enabled, users can no longer use TAB, while reading a document, to navigate to the next document in the view.
Use Accessibility Keyboard navigation	Enable this option if you want accessibility keyboard navigation to disable the up and down arrows and enables users to use TAB to move from field to field in a document that is in edit mode.
Use System Colors	Causes users' tables to default to their operating system colors.
Enable Icon Popup Help in View	Enable this option to display popup help for icons.
Expand Names field contents when printing	Enable this option to allow users to specify, when printing memos or Calendar entries, whether to print the contents of the entire To: or cc: fields, or to limit it to three lines. It is disabled by default.
Use Notes (not Web) query syntax in the view search bar	Enable this option to use Notes syntax instead of Web syntax in the view search bar.
Treat shortcuts as files when selecting in file dialogs	Enable this option to control whether a shortcut chosen as the destination location when saving attachments is treated as a regular file, where the shortcut is overwritten by the file being saved, or as a shortcut file where the file being saved overwrites the file the shortcut points to. By default, a file being saved to a shortcut location overwrites the file that the shortcut points to.
Disable type-ahead for all name fields and use the Notes Basic type-ahead	When users add a recipient's name in mail, the type-ahead feature that helps them complete the name will be the one used in Notes 7 and earlier.
Do not prompt when marking all documents read or unread	Enable this option to not prompt users before marking all documents read or unread.
Do not prompt when closing all currently open windows tabs	Enable this option to not prompt users before closing open windows tabs.
Do not prompt when exiting Notes, Domino Designer/Administrator	Enable this option if you do not want Notes to prompt users before exiting any of the Notes and Domino clients. By default, Notes prompts users before exiting the clients. Users can disable the message the first time they are prompted or by setting a Notes preference.
Do not prompt when closing a document with edited attachments	Enable this option to prevent Notes from prompting users before closing a document after the user has edited an attachment to that document. Prompting users helps to ensure that changes to the attachment are saved in the Notes document. By default, users see the prompt message.
Compress images pasted into documents	Automatically compresses images pasted into documents. Bitmap (.bmp) images that are imported into a Notes document are compressed; bitmap images that are pasted into a Notes document are converted to a .gif or .jpg format.
Drag and Drop save as eml file	An .eml file is an email message saved by Microsoft Outlook. With this preference, users can drag and drop a Notes mail message to the operating system desktop to save the message as an .eml file.
Preserve setting for printing calendar to document

Table 3. Preferences - Window Management fields and actions

Field	Action
Window management	Choose one: New Window -- Each document opens in a new Notes window. New Tab -- (Default) Each document opens a new window tab in the user's active Notes window. Grouped Tabs -- Groups documents, such as mail messages, in a single tab. For example, if a users opens mail, a window tab opens. Subsequent messages open in the Mail window tab. A number count displays in the window tab to show how many documents are open.
Display sidebar	Allows the Notes sidebar to display. To prevent the entire sidebar from displaying, set this field to No. If this field is set to No, it overrides the settings in the Hide Panel fields on this tab.
On restart, reopen tabs	On Notes restart, reopens the tabs that were open when the Notes client was last shut down.
Use large icons	Displays large icons on the user's desktop.
Hide "Feeds" Panel	Prevents the Feeds panel from displaying in the Notes sidebar.
Hide "Day-At-A-Glance" Panel	Prevents the Day-At-A-Glance panel from displaying in the Notes sidebar.
Hide "Activities" Panel	Prevents the Activities, or Connections, panel from displaying in the Notes sidebar.
Hide "Sametime Primary Contacts" Panel	Prevents the Sametime® Primary Contacts panel from displaying in the Notes sidebar.
Hide "Sametime Contacts" Panel	Prevents the Sametime Contacts panel from displaying in the Notes sidebar.
Hide "My Widgets" Panel	Prevents the My Widgets panel from displaying in the Notes sidebar. If the field Show the My Widgets panel in the sidebar is set to No on the Widgets tab, the Widgets feature is disabled and the Hide My Widgets Panel field does not apply.

Table 4. Preferences - Regional Settings fields and actions

Field	Action
Unicode standard sorting	Enable this option to use the default sorting that applies to Unicode character sets. For information about Unicode character sets, see the IBM® Notes 9.0.1 Social Edition Help.
Calendar view starts on	Specify the day of the week on which the calendar starts.
Date picker starts on	Specify the day of the week to display as the start date in the date picker. For example, if you choose Monday, Monday is the first day of the week that displays in the date picker calendar.
Popup calendar starts on	Specify the day of the week to display as the start date of the week in the popup calendar. The popup calendar displays when you click on a date icon in a calendar entry.
Popup calendar direction	Specify the direction in which dates in the popup calendar are displayed. The option you choose should match the flow to which users are accustomed in their language.

Table 5. Preferences - Internet fields and actions

Field	Action
Internet Mail format	Specify the Internet mail format to be used for sending messages via the Internet. Choose one: HTML only - Email recipients with Internet-style addresses receive HTML formatted text and graphics. Notes Rich Text would need to be converted to MIME when sent over SMTP and this conversion causes a loss of fidelity if the user's default mail form is set to Rich Text Format. Recipients will receive HTML email if they can read it. If their email program does not support MIME, then they will receive a plain text message. Plain Text only - Mail recipients with Internet-style addresses receive plain text. HTML and Plain Text - When users send email to mail recipients who use email programs that support MIME, those mail recipients receive HTML formatted mail. Mail recipients who have email programs that don't support MIME, will receive plain text. Prompt when sending - Notes prompts users to specify a format each time they send an Internet mail message.
Multilingual Internet mail	Specify the multilingual Internet mail format: Use Unicode (UTF-8) - Unicode is the preferred method of sending messages in multiple languages. Use Best Match - Use this option if you think the mail recipients' mail programs can not read Unicode character sets. Use Unicode and prompt - This option causes Notes to prompt users when they send a mail message. The prompt allows users to change how they send the message -- from Unicode to Best Match. Use Match and prompt - This option causes Notes to prompt users when they send a mail message. The prompt allows users to change how they send the message -- from Best Match to Unicode.
Internet News format	These options for news messages control what readers see when they open messages on the newsgroup that were posted by your Notes client users. HTML Only - Recipients with Internet-style addresses see HTML formatted text and graphics. Plain Text only - Recipients with Internet-style addresses see plain text. HTML and Plain Text - Newsgroup readers who use programs that support MIME will see HTML formatted text. If a reader uses a program that does not support MIME, they will see plain text. Prompt when sending - Prompts the user to specify the format each time they post to a newsgroup.
Prefix each line with	Specify a character to use as a line prefix.
Wrap lines at	Specify the number of characters that comprise the default line length.
Notes should check on startup to see that it is my default email program	Enable this option to check whether the users has set Notes as their default email program.
Require my permission to show remote images	Enforcing this setting in the policy makes users' email from the Internet more secure. Users see only icons for images until clicking a Download link.

Table 6. Preferences - Mail fields and actions

Field	Action
Save sent mail	Enable this option to save a copy of all sent mail messages in the user's Sent folder.
Sign sent mail	Enable this option if you want all mail messages digitally signed before they are sent. A digital signature is created with the user's private key and verified with the user's public key.
Encrypt sent mail	Enable this option if you want all user mail messages encrypted before they are sent.
Encrypt saved mail	Enable this option if you want user all mail encrypted before it is saved in a user's Sent mail folder.
Check for new mail	Enable this option to automatically check for new user mail messages.
Mail checking interval	Set the interval (in minutes) at which Notes checks for new messages.
When new mail arrives, show popup	Enable this option to display a dialog box when a user has new mail messages.
Play a Sound	Enable this option to play a sound when a user receives a new mail message.
Automatically Refresh Inbox	Enable this option to refresh user iNotes®.
Show an icon in System Tray	Enable this option to display the Notes New Mail icon. This icon appears in the status area of the user's Microsoft Windows task bar while Notes is running and just after new mail is received.
Automatically sort date columns (takes effect after reopening mail tab)	Select Yes to automatically sort mail by date, and then select how to sort: Most recent on top Most recent on bottom

Table 7. Preferences - Instant Messaging fields and actions under Instant Messaging settings for users of Notes 8 Basic, Notes 7 and earlier

Field	Action
Show instant messaging status for names	Enable this option to display online status icons for names to indicate whether they are signed in instant messaging.
Log onto Instant Messaging using Single Sign-On (SSO)	Enable this option to allow Single-Sign On for users logging in to instant messaging. Single Sign-On allows users to log on to more than one application with only one password, allows the Notes client to use the instant messaging server's multi-server authentication feature (assuming the instant messaging server is also configured for single sign-on).
Use canonical name for instant messaging status lookup	Use this setting to enable the display of online awareness for names when the Instant Messaging server is configured to lookup Notes canonical hierarchical names (for example CN=John Smith/OU=Sales/O=Renovations) instead of Note abbreviated hierarchical names (for example John Smith/Sales/Renovations).
Chat Transcripts	Choose one: Do not save transcripts automatically -- Chat transcripts are not saved when the user ends the chat. The user can save the chat manually using the menu functions. Prompt to save transcripts -- When a user closes a chat, the user is prompted as to whether they want to save the chat before closing. Always save transcripts -- All user chat transcripts are saved.




Table 8. Preferences - Instant Messaging fields and actions under Instant Messaging settings for users of Notes Standard Client

Field	Action
Instant messaging server	Enter the name of the server used to connect to Instant Messaging.
Log onto Instant Messaging using Single Sign-On (SSO)	Enable this option to allow Single-Sign On for users logging in to instant messaging. Single Sign-On allows users to log on to more than one application with only one password, allows the Notes client to use the instant messaging server's multi-server authentication feature (assuming the instant messaging server is also configured for single sign-on).

Table 9. Preferences - Replication fields and actions

Field	Action
Amount of document that Notes should replicate:	Choose one of these settings according to whether you want to control the amount of disk space used by replicated documents: Receive full documents -- Receive entire documents during replication. Receive partial documents -- Receive only partial documents during replication. You also have the option of limiting the size of partial documents and partial document attachments. Receive summary only -- Replicates document summaries only.
Limit document size of partial documents	Enable this option to limit the size of partial documents when partial documents are being replicated.
Partial document size limitation:	Specify the maximum size of a partial document that can be replicated.
Limit attachment size of partial documents:	Enable this option to limit the size of attachments that are included with partial documents being replicated.
Partial document attachment size limitation:	Specify the maximum size of attachments that can be included with a partial document being replicated.
Create a full-text index for faster searching:	Enable this option to create a full-text index when a document is replicated.
Encrypt replicas:	Specify whether replicas should be locally encrypted or not encrypted.
Encrypt using	If you choose to locally encrypt replicas, this field appears. Choose one of these encryption strengths to apply to replicas: Strong Encryption - provides the strongest protection. Choose this option when security requirements are paramount and the resulting database access performance is acceptable. Medium Encryption - provides a balance among security, strength, and fast database access. This level is probably the best choice for most users. Simple Encryption - provides protection against casual snooping.
When to create replicas:	Specify whether to create replicas immediately or to wait until the next scheduled replication.
Enable replication for all locations	Enables replication in all locations for all users of the policy.
Normal priority replication:	Enable this option to set a normal priority replication schedule. You can specify schedule details in the remaining fields that apply to normal replication.
Replicate daily between:	Specify the times to call the server for normal daily replication. You can specify an exact time, such as 10:00 AM, or a time period, such as 5:30 PM - 7:00 AM.
Repeat every:	Appears only when Normal priority replication is enabled. Specify the number of minutes between calls to the server for normal replication. For example, to call the server every 15 minutes, specify 15. To call the server only one time, specify 0 (zero).
Days of week:	Select one of more days of the week on which to apply this normal replication schedule.
High priority replication:	Enable this option to set a high priority replication schedule. You can specify schedule details in the remaining fields that apply to high priority replication.
Replicate daily between:	Specify the times to call the server for high priority daily replication. You can specify an exact time, such as 10:00 AM, or you can specify a time period, such as 5:30 PM - 7:00 AM.
Repeat every:	Appears only when High priority replication is enabled. Specify the number of minutes between calls to the server for high priority replication. For example, to call the server every 15 minutes, specify 15. To call the server only one time, specify 0 (zero).
Days of week:	Select one of more days of the week on which to apply this high priority replication schedule.
Replicate when the user starts the client:	Enable the Yes check box if you want to replication to occur each time the user starts the client. If you enable this setting, select one of these: Prompt before replicating - Prompt the user before initiating the replication process. Don't prompt - Begin replicating without prompting the user.
Replicate when Notes ends:	Enable the check box Prompt to replicate when Notes shuts down if you want replication to occur each time the user exits the Notes client. If you want replication to occur only if either or both of the following conditions apply, also enable If outbox is not empty and If anything is waiting to be sent.

10. On the Preferences -> Fonts and Colors tab:

• Under Unread mail indication, specify whether users of the policy will see familiar Notes bold red text, or the bold black text more common to other mail systems.
• Under Notes user interface font specify a large size to override data text in views (such as the Inbox text and text in messages) for users of the policy.

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