Lotus Notes 6 Help - Adding signatures to mail

MAIL AND ADDRESS BOOK

Adding signatures to mail
Notes lets you create a personal or a digital signature for your mail. You can create personal signatures from a text, HTML, or image (graphic) file. The file can exist anywhere in your operating system, but you may want to store it in your Notes data folder for convenience. You can have Notes automatically add a signature to all messages that you send, or you can add a signature to individual messages when you send them.

Once added, a personal signature is part of the rich text of the message; you can select and delete it.

Make sure any HTML file you use is browser-ready, or that any image file (.JPG, .BMP or .GIF) has the dimensions you want. Use HTML instead of a (plain) text file if you want signature text in a particular format. Use a text file if your messages will travel to users of e-mail systems that can display only text.

Tip You can use an animated .GIF. For better mail performance, make sure that the file size of the image is not too large.

For greater security, you can add a digital signature to a message to assure recipients that you are the person who sent the message. You can have Notes digitally sign all messages that you send or you can sign individual messages when you send them.

Note If you become a roaming user, and you use a file for your signature, you still need a separate file on each computer you use; the file does not roam.

Click any of these topics:

To add a personal signature to a message
To add a personal signature to all messages
To add a digital signature to a message
To add a digital signature to every message you send

To add a personal signature to a message

You need to create a text, HTML (.HTM), or image file to use as your signature before you can complete the following steps.

1. Click in the rich-text area of a message where you want to add the signature.

2. From the menu, choose Actions - Tools - Insert Signature.

3. Do one of the following:

Select "Import from File (Text/HTML/Image)," select a file type ("Text Files," "HTML Files," "JPEG Images," "Bitmap Images," or "GIF Images"), and browse to the file you want to use. Click Open, and then click OK.
Leave "Select from ‘Mail Preference’" selected if you already have a signature specified in your preferences.

4. Click OK.

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To add a personal signature to all messages

You need to create a text, HTML, or image file to use as your signature before you can complete the following steps.

1. From the menu, choose Actions - Tools - Preferences.

2. Click the Signature tab.

3. Do one of the following:

To enter text directly, select Text, enter text in the text area, and click OK.
To use an existing file, select "HTML File," and then click Browse. Select a file type ("Text Files," "HTML Files," "JPEG Images," "Bitmap Images," or "GIF Images"), from the "Files of type" list. Browse to the file you want to use. Click Open.

4. Select "Automatically append a signature to the bottom of my outgoing mail messages."

5. Click OK.

Note You can change the signature at any time by repeating the procedure and entering new text or browsing to a different file. You can remove the signature by turning off the check box in step 4.

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To add a digital signature to a message

A digital signature helps ensure that you are who you say you are when sending mail. Other Notes users will automatically receive a signed copy of your message. Internet users receive a signed copy of your message in the form of an Internet certificate.

1. Create a message and choose Actions - Delivery Options.

2. On the Basic tab, select Sign.

3. (Optional) To sign all messages you send, select "Save these security options as the default."

4. Click OK.

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To add a digital signature to every message you send

1. Choose File - Preferences - User Preferences.

Macintosh OS X users

: Notes - Preferences - User Preferences.

2. Click Mail.

3. Under Sending, select "Sign mail that you send."

Note