Creating a simple HTML signature file

July 12 2006 05:02:07 PM Comments Disabled
Lotus Notes allows you to use two different types of signature files for your outgoing emails.  The first is plain text, the second is HTML.  For those that don't know what a HTML file is, think of it as a way to create a signature that uses different font sizes, colours, and can also include images.

Last week when I wrote about Lotus images for email signature files , it prompted several people to ask me "How can a non-developer create a HTML signature file?"   So today I thought I would cover the basics.   Here are the steps:

1. Create a new document in a text editor such as Windows Notepad.
2. Highlight and copy the text below, and paste it into the new document.


<HTML>
<BODY>
<font color="#0000FF" size="+2" face="Brush Script">YOUR NAME</font><br>
<font size=2>
TEXT YOU WANT ON LINE 2.  EX: YOUR TITLE<br>
TEXT YOU WANT ON LINE 3.  EX: YOUR DIVISION, COMPANY<br>
Internet: <a href="mailto:YOUR EMAIL ADDRESS">YOUR EMAIL ADDRESS<br></a>
TEXT YOU WANT ON LINE 5.  EX: YOUR PHONE NUMBERS<br>
</font>
<img src="file://C:\Documents and Settings\Administrator\My Documents\lotussig.gif">
</BODY>
</HTML>


You should now have something like this:
Image:Creating a simple HTML signature file

3. Change all the uppercase text to reflect your own personal data.   If you want to remove a line, delete the entire line of text, for example "TEXT YOU WANT ON LINE 5.  EX: YOUR PHONE NUMBERS
"

4. Optional.  If you want to use one of the graphic images I posted here, make sure to unzip the file to your My Documents folder.  The code above uses lotussig.gif.   If you want to use one of the other images, change the text lotussig.gif to the name of the image you want.

5. Save the document to your My Documents folder, and give it the file extension html.   For example emailsignature.html

Image:Creating a simple HTML signature file

So at this point you should now have emailsignature.html and lotussig.gif in your My Documents folder.

6. Open your Lotus Notes mail file, and choose Tools - Preferences.  Switch to the Mail - Signature tab, and click on "HTML or Image File".  Click the Browse button, and select the file you saved in step #5.

Image:Creating a simple HTML signature file  
In order to find the file, you may have to change the file type box from text to HTML.   Image:Creating a simple HTML signature file

Click OK

7.  Compose a new message.  You should see your new signature file at the bottom that looks something like this:

Image:Creating a simple HTML signature file

Note: If you don't want your name in blue and in script, you can use this code instead:

<HTML>
<BODY>
YOUR NAME<br>
TEXT YOU WANT ON LINE 2.  EX: YOUR TITLE<br>
TEXT YOU WANT ON LINE 3.  EX: YOUR DIVISION, COMPANY<br>
Internet: <a href="mailto:YOUR EMAIL ADDRESS">YOUR EMAIL ADDRESS<br></a>
TEXT YOU WANT ON LINE 5.  EX: YOUR PHONE NUMBERS<br>
<img src="file://C:\Documents and Settings\Administrator\My Documents\lotussig.gif">
</BODY>
</HTML>


NOTE 2: HTML coders, yes I know using font tags is frowned upon, style sheets should be used, but I wanted to keep this simple!