Manage Learn to apply best practices and optimize your operations.

Mail file size control

This tip is pretty simple but has saved me quite a bit of space on mail files.


This tip is pretty simple but has saved me quite a bit of space on mail files.

In the Notes 6 mail template, I went into the Shared Actions and changed the labels on the "Reply" and "Reply without Attachments" actions. So my "Reply" button uses the code from the original "Reply without Attachment" and I have a "Reply with Attachment" action which is just the original "Reply" action. My users hardly noticed and they don't send those attachments back with their replies anymore.

No coding required!


The OpenNTFMailTemplate and OpenNTFMailExperience projects are OpenSource templates available for free from and they offer this "Reply without attachment" action and additional useful enhancements.


So does this mean that when a user receives an e-mail with an attachment, and they edit the attachment, that after they do save and close, and then reply or reply to all with history on the original e-mail, that the changed attachment won't be sent?
— Jermaine


It's not appropiate if your users use the Edit option to change the attachments and send them back in a reply. However, it's a interesting tip.
— Valmore


I had heard about this from a member of the Lotus Users Group I belong to. It has helped a great deal in preventing attachments from getting sent to numerous accounts numerous time. Great tip.
— Luanne


This is a great tip and I have implemented the same in our company. Hardly anybody has noticed and space is better controlled. Regarding the issue about editing the attachment; well, the option to reply/forward 'with' attachment is still there, so if it was sent without, then the user just has to send it again, remembering to select the 'with' option. As an advancement of this I am looking at showing a dialogue box when replying or forwarding to prompt the user to add attachment or not.
—John W.


This is a simple, yet very effective tip.

My implementation uses the following labels:

  • Reply
  • Reply with History
  • Reply with History and Attachments
  • Reply with Internet-Style History
  • Forward
  • Forward with Attachments

—David H.

Do you have comments on this tip? Let us know.

This tip was submitted to the tip exchange by member Margie Walsh. Please let others know how useful it is via the rating scale below. Do you have a useful Notes/Domino tip or code to share? Submit it to our monthly tip contest and you could win a prize and a spot in our Hall of Fame.

Dig Deeper on Lotus Notes Domino Mailbox Management

Start the conversation

Send me notifications when other members comment.

Please create a username to comment.




  • iSeries tutorials's tutorials provide in-depth information on the iSeries. Our iSeries tutorials address areas you need to know about...

  • V6R1 upgrade planning checklist

    When upgrading to V6R1, make sure your software will be supported, your programs will function and the correct PTFs have been ...

  • Connecting multiple iSeries systems through DDM

    Working with databases over multiple iSeries systems can be simple when remotely connecting logical partitions with distributed ...