How to Create an HTML Signature for Lotus Notes 7

Written by michael ryan
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How to Create an HTML Signature for Lotus Notes 7
An HTML signature in Lotus Notes lets you customise your e-mail (keyboard image by Fyerne from

Creating an HTML signature for e-mails in Lotus Notes 7 lets you customise the signature attached to all of your e-mails. HTML signatures are helpful because they let you use formatting like bold, underlined and italicised text. Additionally, HTML allows you to embed images stored on the web in your e-mails, which can be helpful if there is a particular image that your company wants included in all e-mail signatures. In addition to HTML e-mail signatures, Lotus Notes also supports plain-text signatures and standalone image files.

Skill level:

Things you need

  • Notepad (for Windows users)
  • TextEdit (for Mac OS X users)
  • Lotus Notes 7

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  1. 1

    Create an HTML signature. Open a text editing program like Notepad in Windows or TextEdit in Mac OS X. When creating your HTML signature, remember to open and close the HTML tags you use. Common tags include <b> and </b>, to format bold text, <i> and </i>, to format italic text and <u> and </u> to format underlined text. Use without a subsequent closing tag to insert a break between lines.

    Once you create the signature, open the File menu and select Save As. The file may saved anywhere on the hard drive.

  2. 2

    Launch Lotus Notes 7. Open the Lotus Notes program in Windows or Mac OS X.

  3. 3

    Open the Preferences menu. In the Lotus Notes program, select Actions. Next, click on Tools, followed by Preferences. When the Preferences window opens, select the Signature tab.

  4. 4

    Browse and find your HTML signature file. Choose HTML File as the source of your signature, and click on Browse. Using the window that pops up, navigate to the folder where you saved the HTML signature on your hard drive. Double-click on the HTML file to set it as your signature.

  5. 5

    Configure the signature to be included on all outgoing messages. After you navigate and find your saved HTML file, check the box that appends the signature to all outgoing e-mail messages. Once this box is checked, click OK.

Tips and warnings

  • If you regularly move between computers in the office, you must take your HTML file with you and put it on each computer manually; it is not a travelling file as some other Lotus Notes options are. Additionally, if you want to stop attaching the signature to all outgoing e-mails, simply deselect the option that was set in Step 5.
  • A simple text editor like Notepad or TextEdit is your best choice for creating the email signature. While you can use Microsoft Word to create an HTML file, Word also embeds unnecessary HTML code that can make the signature difficult to use with Lotus Notes 7.

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