How to add a signature to outgoing messages in Lotus Notes

How to add a signature to outgoing messages in Lotus Notes

Document number: 12048

A signature can be added to all or select outgoing mail messages in Lotus Notes. Signatures can be created as text or from files saved on the computer's hard drive that will be inserted at the end of the message.

Creating a signature as text

Creating a signature as a file

Adding a signature to all new messages

Adding a signature to an individual message

NOTE: If using Lotus Notes on multiple machines, and a signature is created from a file on the computer, be sure the file is on both machines in the same location. If it is not, the error message "File does not exist" will appear when trying to create a new message. For information on how to resolve the "File does not exist" error message, see Eureka! document 26058 — ERROR: File does not exist (creating e-mail message).

To create a signature as text:

Click the Tools button from the Inbox in the mail file.
Select Preferences... from the drop down list and click the Signature tab.
Click the radio button to the left of Text so that it is selected.
In the Signature: box:

Press the Enter key twice to allow space between the body of the e-mail message and the signature.
Type the information as it should appear.

Include http:// at the beginning of a web address to link to a website.
When all of the information has been added, click OK.

The text signature is now available for use in new messages.

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To create a signature as a file:

Click the Tools button from the Inbox in the mail file.
Select Preferences... from the drop down list and click the Signature tab.
Click the radio button to the left of File so that it is selected.
Click the Browse button.
Scroll to the location of the file to be used as the signature file and double click on it.

The entire path to the file will now appear in the File: window.

Click OK.

The signature file is now available for use in new messages.

Note: When adding a GIF to a signature file, the size of the signature file can become quite large. When a message is sent with a signature file that contains a GIF, the size of every sent message is much larger than it needs to be. These messages can take up significant space in both the sender and recipient's mail files if the message is saved. Because of the mail file quota of 150MB, users should think about how much larger a message is because of their signature file.

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To add a signature to all new messages:

Click the Tools button from the Inbox in the mail file.
Select Preferences... from the drop down list and click the Signature tab.
Click in the box to the left of " Automatically append a signature to the bottom of my outgoing mail messages" so that an "x" appears.
Verify that the information for your signature, whether text or a file, appears in the Signature: window or File: field.
Click OK.

The signature will automatically be added to the bottom of all new outgoing messages.

NOTE: When a signature is automatically added to an outgoing message, it is editable prior to sending. Therefore, if it is not needed, it can be removed or edited if changes are needed.

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To add a signature to an individual outgoing message:

Create a new outgoing message or reply.
Prior to sending the message, click the location where the signature should be added.
Click the Tools button and select Insert Signature... from the drop down list.
Under Select Option:, select the option which applies to the signature you want to add:
- Select from 'Mail Preference': If a signature was previously created as text or as a file and saved as a mail preference, that signature will be added to the message.
- Import from File: To create a different signature from a file, but it is not specified in the mail preference, browse to the file location and double click on it to select it. That file will be added as the signature to the message.
Click OK.

Send the outgoing message. The signature selected has been added to this outgoing message only.

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