Starting with Domino 7 the policy document has six fields to policy setting document. The sixth settings document called mail settings was introduced in the Domino 7 release and allows you to control many of the mail and calendar settings of your users centrally.
The sweet thing is that only the server, and hence the Domino Directory, needs to be on release 7 for you to exploit this functionality.
The below text is excerpted from “Creating a mail policy settings document” in the Domino 7 Administration help file:
"The effective mail policy for a user is stored in that user's mail database in the calendar profile. The administration process writes the mail policy to the calendar profile. The administration process checks for mail policy updates every 12 hours, and when necessary updates the user mail files according to the changes in the mail policy settings document."
As stated it is the administration process that applies the settings so it doesn’t matter that you have a mixed environment of Notes client versions. I have succesfully used this approach in a combined 6.x, 6.5.x, 7.x customer environment.
It can be a real timesaver if you need to deploy common calendar alarm settings, letterheads etc. across your organization. The settings will even be applied even though the user doesn’t log on.