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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

Mat Newman

THE Lotus Notes Guy. Productivity Guru. Social Evangelist. IBM Champion for IBM Collaboration Solutions, 2011/2012/2013. IBMer. Views are my own.

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