How To Add an Email Signature in Lotus Notes 8.5
One of the top 5 “How to … on Lotus Notes” searches on Google is “How to add an email signature in Lotus Notes”. However, if you click “search”, the majority of the results are out-dated and not of much use. So here is a step-by-step tutorial to add that individual signature you’ve always wanted for your personal emails in Lotus Notes 8.5:
First of all, Lotus Notes 8.5 now allows you to set up email signatures that are not just “Text-only”, but provides you with the flexibility to add graphics or any other Rich Text features to really spice things up – so let’s get to it.
1) Access your Preferences. This can be done via “File” or via “More” (pictured):
2) Select the “Signature” tab within Preferences:
3) Create your email signature using the Rich Text field manually or you may import it from other programs such as Microsoft Word. You can also insert graphics or attachments, but beware of this option as it will increase the size of your emails dramatically! Tip – Use tables with borders set to 0 to create that perfectly aligned multi-column signature:
4) And that’s it! Now you can select “Automatically append a signature to the bottom of my outgoing emails” and whenever you create a new message your email signature will appear in the new message field. Or, you may decide you don’t want your signature automatically added, then whenever you do want it appended simply select “More” and “Insert Signature…” Easy!
We hope you enjoyed this step-by-step tutorial of creating an email signature in Lotus Notes 8.5. This is a great method for individuals out there wanting to spruce up their email signature with contact details, along with website and social media links. However, you obviously wouldn’t want every single employee across your company having to create their signature locally – and being able to tamper with it at any given moment. If you’re looking to set up email signatures for your company, check out our product “Crossware Mail Signature” at our website here for a company-wide solution.
We will be writing a “How to create a corporate signature using Crossware Mail Signature” in the near future. Keep an eye out! UPDATE: Read about creating a corporate signature on Lotus Notes here.
Remember – Don’t create an email signature that’s an entire paragraph in length! Stick to a few of the key signature rules we mentioned back in our article “Email Signatures – What Makes Them Ugly? What Makes Them Beautiful?“
Much appreciated for the information and share!
Our pleasure, Laura.
how can i link the company logo in my email signature to the company website? kindly advise…
Hi Samuel,
Depending on how you’re creating your signature, you should simply need to add a hyperlink to your logo graphic before pasting it into the signature field in Notes.
E.g. Paste your logo into word, append a hyperlink onto the logo leading to your company website, then copy and paste your logo into the email signature rich text field in Lotus Notes.
Hope this helps!
I don’t know if you can help me. I have a weird problem and cannot find a solution till now. Using this procedure I cannot change my signature, whatever I add, the old signature is still appearing. Anyone had encounter this problem already?
Hi Steve,
What version of Lotus Notes are you running? After you change your signature and press “OK”, if you go back into your signature preferences does your new or old signature appear in the rich text field?
Try unchecking “Automatically append a signature…” and clicking “OK”, and then create your new signature and click “OK” again. Then see if you can append your signature manually.
Let us know how you get on.
I use 8.5 and have this same issue. When I look at the signature in preferences it looks correct, but when I start a new message an old version still appears. Unchecking and retrying has no effect, even if Lotus Notes is restarted in between steps.
I found it… I didn’t realize that Lotus Notes stores a separate signature for each type (plain text vs. rich text or html.)
Scroll down and BAM, there it was.
Great to hear, Sean! Sounds like the same fix will solve Steve’s problem too… Where exactly did you scroll down to find it?