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Sending ugly email from Notes - two settings can change all that

Mat Newman  July 19 2011 07:49:28
Some email going back and forth with a contact during the last few days prompted this post.  I knew they used Notes, and just could NOT help myself to educate them on some settings that would fix their 'ugly' email.  It's not the first time I have come across this scenario.  Users complain that its Notes' fault for a lot of things, and often respond with the misguided 'I use Lotus Notes and it doesn't ...'

Yes, Notes DOES do pretty email, you just need to make sure your settings are correct.
  1. Ensure that your preferences have send 'HTML and Plain Text', and
  2. Your current Notes location (essentially the Notes account settings) is configured to use MIME for the Internet message format.

The two screen shots below demonstrate how to make these changes:

First - from the Menu - choose: File -> Preferences, then

Image:Sending ugly email from Notes - two settings can change all that

So if you're sending 'Ugly' Notes email to internet recipients, change a couple of settings and enjoy!

(Note: for the Admins out there - if your Domino server is set to send 'Plain Text' only - SHAME on you!  It's 2011 dude - or dude-ette - not 1989!)
Comments

1David Schaffer  07/19/2011 10:10:40  
Sending ugly email from Notes - two settings can change all that

So what happens if Format for messages sent to the Internet is set to Notes Rich Text?

2Bill Malchisky Jr.  07/19/2011 10:41:11  
Sending ugly email from Notes - two settings can change all that

Agree on the settings. They do make a difference.

For the admins reading this, consistency is important, so avoid a help desk call by also enabling these settings in the "Offline" location document as well.

That way your sales reps and executives drafting mail on planes will have the nice looking mail sent when they replicate later. Otherwise, you'll have to deal with a "In the office it looks nice, but my note in the reply back looks hideous," call.

Note: they may phrase it a bit more colorful than I.

Mat's point is simple and effective...plus if you use multiple location documents, apply the settings to all of them. Good situation all-around. Cheers.

3Stephan H. Wissel  07/19/2011 11:59:00  
Sending ugly email from Notes - two settings can change all that

Notes 2 to admins:

- use a policy to roll this setting out to all users

4Keith Brooks  07/19/2011 12:20:40  
Sending ugly email from Notes - two settings can change all that

Stephan beat me to it. Policies do much to help basic help desk calls and work arounds as we find them should be implemented as well.

No excuses.

5Bill Malchisky Jr.  07/19/2011 15:18:21  
Sending ugly email from Notes - two settings can change all that

Agree with @3 and @4. I took Mat's option as if the Admin didn't push down that setting, this is how the user could do it, presuming the preferences weren't locked-down entirely.

6Mat Newman

07/19/2011 23:55:09  Sending ugly email from Notes - two settings can change all that

@1 David, The message will not be sent in MIME to the server, and will not "pass through" to the recipient from Domino in both formats. The Domino server does not need to be configured for any addition conversion (thus reducing load on the Domino Server's Router task!),

@2,3,4,5 Bill, Stephan and Keith; Thanks for reinforcing some really important points - The user (if they are able, and in my experience they are) can affect many changes within the Notes client to improve their interaction with others, especially outside the Firewall. Of course there are many variables that can also affect this (both within the Domino Domain, and then from Domino to the world) and Admins who enforce settings that make users think it's an issue with Notes (which it IS NOT) only contribute to the miss-perception of Notes in the wider world.

As I mentioned in my foot-note. It's now 2011. USERS expect that email which includes formatting should be viewed as such by every recipient. Admins who prevent this, either through policy, lack of education or design, are helping to contribute to the "I hate Lotus Notes" fraternity. BP106 (or should that be Notes101), it's OUR fault if the users don't Love Lotus Notes!

Mat Newman IBM Champion

7Alex  11/09/2012 18:46:38  
Sending ugly email from Notes - two settings can change all that

Hey dude, I want to send and receive plainext only messages, want my MUA to wrap strings at 78 col as I type it, and want to see all this jazz in monospace, i.e. Courier. How can I do that with Notes? Oh, forgot about attachments - I hate to see attachment icon in the middle of the paragraph, can I keep them separate from text, like in NORMAL MUA?

8Mat Newman

02/09/2013 8:41:26  Sending ugly email from Notes - two settings can change all that

@7, Alex: That's the beauty of Lotus Notes mate, if you want to send mail as plain text, courier, wrapping at 78 cols, you can do that too, just change the preferences as shown in the first screen-shot to match your requirements.

Mat Newman IBM Champion

9Gaetano  05/24/2013 1:04:34  
Sending ugly email from Notes - two settings can change all that

I am looking how to receive/forward mail in Notes, which I received in rich text, in plain text only.

The rich format is a pain for my eyes and a lost of time.

Setting Internet mail to plain text only does not work for me.

Can anyone help me ? Thanks anyone willing to help.

If we really were in 2011 Lotus Notes would not exist anymore the way it is.

It is not even GPL released.

10Kashif Gulzar  08/13/2013 14:34:50  
Sending ugly email from Notes - two settings can change all that

Great !

This was a great help.

Thanks a million Newman.

11Alexey  09/06/2013 21:38:31  
Sending ugly email from Notes - two settings can change all that

Thanks for this Mat, i had no idea that all nice colours that i put to my emails were never received by my counter parties until recent. Your post helped to resolve and i think it something coming back from 90s that MIME format is not enabled by default for offline and home profiles

12Dario  01/27/2015 22:56:46  
...and what about OsX Mail.app?

Hello everyone!

I have a strange issue on my email and maybe you can help me...

In my office environment I use mail.app on Mac OsX connected to a local IP to send and get emails via IMAP. Of course by a local Lotus Notes server.

The problem is that SOME emails other coworkers send to me from their Notes clients look like plain text if I open them on mail.app (but they look ok if I use Notes client).

Not all emails but forwards above all (for example: forwards of Wetransfer messages loose their links, etc.)

I did check those settings you pointed at, but why no success.

What else could it be?

MANY THANKS,

Dario.

13Stuart  03/19/2015 10:32:24  
Sending ugly email from Notes - two settings can change all that

Why can't Lotus Notes (or is it IBM Notes) have an attachment field for attachments? It is very annoying finding my attachments half way into my email and double-handling the process to have them all at the top or all at the bottom. Is there a config setting to enable an attachment field? (give me Outlook any day!).

14Shane Curcuru  05/02/2015 6:17:09  
Sending ugly email from Notes - two settings can change all that

Notes rich text format offers a lot of features, including programmability (computed text, buttons). Remember that some of those advanced bits are lost in MIME conversions.

Also, there are three different places to check the settings if your messages are being uglified:

- Your client settings, as noted above.

- The Domino mail router conversion settings, if messages are using SMTP routing at *any* hop of the path. Some server admins may force mail going between domains to lower fidelity (which is usually silly these days, as you point out above)

- The recipient's settings, if they're also a Domino mail user. Check the Directory/names.nsf entry for your recipients; there is a "Format preference for incoming mail:" setting as well.

15Mujahid  06/16/2015 20:09:50  
Rich text support in iphone

Dear,

I am trying to send email through iphone and we use lotus inotes . But the Arabic text is being sent as junk.

Looks like safari has issue or any configuration tobe done on lotus notes

16George Minor  02/12/2016 23:54:20  
Signature Problems in Notes

I created a signature in my Notes Preferences, but my customers are complaining that my company logo comes over as an attachment. Is there any way to correct this?

17Jason  05/30/2017 10:01:55  
Sending ugly email from Notes - two settings can change all that

Thanks for the article.

18Rob Kirklande  07/19/2019 1:05:45  
Sending ugly email from Notes - two settings can change all that

Hi Mat. I stumbled across this post just now and I thought it would be cool to add a comment to it eight years (!!) after you wrote it.

#DominoForever

RK

19Giash Uddin  08/14/2019 11:19:25  
Sending ugly email from Notes - two settings can change all that

Thanks a lot. very helpful

20Katrin  10/30/2020 5:06:08  
Sending ugly email from Notes - two settings can change all that

hi Mat, thanks a lot for the post, it already helped me a lot! We are using a helpdesk app on Lotus Notes 9, and a lot of the emails which are coming in from customers comprise inline screenshots from their Outlook clients (error messages, tiny things), which are not displayed inline when they are received in the Notes client on our end. They are separate attachments, and it makes it very difficult to follow the flow of the messages.

As the settings you mention above relate to SENDING email from Notes I can only assume that the settings for RECEIVING email are set at the level of the Domino server, and not the the Notes client. What does the server admin have to change in the server settings to allow for a "seemless" display of the inline screenshots? thank you in advance! Katrin

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22Sussira Fernando  06/02/2021 19:48:29  
Sending ugly email from Notes - two settings can change all that

Hi….is it possible to change my email body to HTML on the fly for specific email without changing notes setting in client. E.g.: ...like lotus rule, when I send mail with specific character in mail subject or body or something…that email should appear in client machine with nice HTML format.

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THE Notes (formerly IBM/Lotus Notes) Guy. Productivity Guru. Evangelist. IBM Champion for IBM Collaboration Solutions, 2011/2012/2013. Former IBMer. HCLite. Views are my own.

#GetProductive #GetHCLNotes

Mat Newman




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