Notes Letterheads

This is the answer I gave for a similar question in the past:
1) go into your email.
2) in the menu go to 'create'-'Design'-'Subforms...'
in there u have to know some design to be able to paste your graphics and text.
4) Go to file menu and save, choose a suitable name.
5) On the folder pane on the left, click on design.
choose forms.
6) on the right windows, u will see a list of names choose [Letterheadchoose] by double clicking it.
7) inside the form you will see a big field called 'LetterHeadChoices' (listbox)...double click it
8) u will see a dialog box with names inside...scroll to the last of the list and add the name you gave for your subform that u create above.
9) go to file menu and save.
10) Thats it

Its not simple I know, but Lotus doesnt offer a straight forward solution to this. u either do this to the template or check the form property 'save form with document'

Hi Thartin,

You can have a simpler method too . . .

....But this question is locked by the  expert of this zone !!!

;)
Arun

PS:  He will give that solution too as his next comment.  Ist'nt GusB ?

Hi Arun,

I dont know of a simpler method.  Beware this is R4.6 he is talking about.

I would gladly ask thartin to refuse my answer if you have a simpler working solution.

So there, the court is yours;)

-Gus

GusB !

I will definitely do it.

But this question is locked now.

Oops !

:)
Arun

Arun, you're up to bat!

I tried Gus' answer, but I don't have that option under Create (all I have is Memo, Reply, Reply with history, Task, Calendar entry, Special, Other, Agent, Folder, and View).  Maybe my system administrator has blocked it-- is there an .ini file I can edit to get it back?  Note that I tried this in "Island" mode since I'm not hooked up to the server.


Tony.

go to view-show-design

I don't have that option, either.

Hi

You can use Personal Stationery to achieve this.

~Hemanth

Hemanth:

You're gonna have to explain that a little bit better.

check if u have 'Desktop' license or 'Lotus Notes' license.  It will appear at the top of the main Notes window, as the window title. If its desktop, then u either have to ask the admin to upgrade it or ask someone with the proper license to go into the design for u.

-Gus

Hi

Goto Actions\Mail Tools\Create Stationery..., it will prompt u with two options in that select Personal Stationery.


The Document which is opened will have a header and footer area, where you can add ur customized images or messages.

After you have finished ur layout, save this document. It will prompt for the title of the stationery, Give a suitable name, this document will be saved in the Drafts folder. You can use this stationery to create messages.

Whenever you open this stationery you can compose a mail and send to the recepients. The stationery will still remain in the drafts folder, you can use this stationery as many times u want.


Good Luck
~Hemanth

If I understand you correctly, I have Lotus Notes-- it says "Workspace at Island - Lotus Notes"

Hemanth:  What I really want is a new letterhead, not a new stationery.  It doesn't appear to offer me the option of integrating my name and the date into the design.

Arun: is this the method you were alluding to?

r u sure u went into the view menu, then show-design?  Try going to another database, see if the design is there. I dont suppose someone hid the design of your mail db.

Oh..O !

I just missed that question.  Hemanthakumar has taken it.

Anyway,

When you dont have the design and still you want to have some customised letterhead kind of stuff you have to go to the personal stationery.  You can create your own style of letter heads.

Since there is only one RT field for header you can put an image and your name on that.  Regarding the Name and the date, you will have to depend on the computed text I beleive.

I am not sure with the computed text in a RT Field.  I may change when it reaches the recipient. And the date too.

May be you can write an @If statement to avoid this.

Best approach to my knowledge is to put a table and then align your image and text and date .

That is the best you can do at this situation.

Good Luck !

-Arun

Guys,
You completly missed the pic here.  Thartin is mentioning a letterhead.  The letterhead is there, no matter what kind of *stationary* you use.  And the letter head is not necessarily used to put some company logo.  Besides I find the stationary in R4 a tad to use, coz you have to specify that you want to use it, its not there by defualt.  As for the date and name it will still be there in the customised letterhead.
As far as I know, no other way to change the letterhead except through the design, and I actually did the same feast in R5, but it was very tricky, not as simple.

thartin,
Its not that hard really, but because I documented many points up there, it seemed lengthy.  The guy I answered was a complete novice, and I just pasted you the same solution.  The essence is this, create a subform & save it, then add this subform to the list of subforms which are included in the keyword field.  Merely a 2 steps process.

Anyway, its up to you really to use a stationary or a letterhead.

-Gus

Gus: yep, View > Show > then nothing.  Under show I have Horizontal Scroll Bar, Unread Only, Selected Only, Categories Only, Search Results Only, Folders, Zoom Preview, and No Custom Navigate Available.

Did u try checking anthoer db, other than your mail file, just to see if the design is there?  Coz I think the design might be hidden.

Gus,

I was able to turn the design function back on by editing the notes.ini file.  Going back to your original answer now, it works great!  I created my design in Photoshop then pasted it into the designer.

I have another question.  I can't figure out how to insert the function that automatically places the date into the letterhead.  If you can help me out with that I'll increase the points to 200 and accept your comment as an answer.


Tony.

There are a couple of fields that u must add, one for the name and the other for the date.  Instead of copying them to a new subform, I suggest u just copy any of the letterhead subform already created, and use it.  Just delete the desing and keep the fields.  If you dont want the name field, just delete it.  Also its better to use an already created one, coz u can adhere to the layout, and be sure that u wont exceed the margins.

-Gus

I tried cutting and pasting as you described, but the problem I'm having is that the fields can't be pasted *on top* of my graphic.  They must be beside or below it.

When I click onto the graphic in one of Note's standard letterheads, it doesn't appear to treat it like a picture, and therefore allows the name and date to placed anywhere over top of it.  How can I do that with my graphic?

Tony.

right click on your pic, and choose 'send to back', or right click the field and choose 'bring to front'.

-Gus

I don't have those options.  Right-clicking brings up the options

-Picture Properties
-Cut
-Copy
-Paste
-Paste Special

(Just to be sure I'm in the right place, I can email you a screen shot if it want.)

I also discovered another problem.  Now that I'm at work today and connected to the network, I tried out my letterhead.  When I compose my memo it looks okay, but when I email it to someone else the letterhead doesn't show up with the email. When I email it to myself it look correct.  Does this mean my letterhead has to exist on the server somewhere?  Or is there some way to embed it into my actual email?

I don't have those options.  Right-clicking brings up the options

-Picture Properties
-Cut
-Copy
-Paste
-Paste Special

(Just to be sure I'm in the right place, I can email you a screen shot if it want.)

I also discovered another problem.  Now that I'm at work today and connected to the network, I tried out my letterhead.  When I compose my memo it looks okay, but when I email it to someone else the letterhead doesn't show up with the email. When I email it to myself it look correct.  Does this mean my letterhead has to exist on the server somewhere?  Or is there some way to embed it into my actual email?

As I said in the original answer above, the changes will not be seen unless if you do this on the main mail template, and wait till the 'design' task is run on the server so that the changes can be propagated to all mail files, so other users will have your design in their mails.  Or go to the 'memo' form and in the properties of the form, check 'Store form in document', this is faster, but it will make your email a little bit bigger.

As for the options.  First make sure you choose the field by left-clicking on it once, then right click on it, you should get the options for sure.

-Gus

Still no luck with the options for the graphic.  I tried single left-click, then single right-click but got the same options.  Is there a difference between Notes treating my graphic as a "field" and as a plain old picture?

I made the changes to the memo form as you suggested and it worked.  But you were right about it affecting the size.  A one-sentence email took 103 KB!  It also writes "Tony's Letterhead" above the graphic, which kind of looks cheesy.  I know my sysadmin, so I'll talk to him about this.

Post your next comment as an answer so that it locks the question.  In the meantime I'll increase it to 500 points for all the help you've given me.


Tony.

I don't how to put the subform into the main template, and I probably don't have access to do it anyhow.  If I did this, it would be available to everyone, correct?

I can't seem to find the field to click.  Clicking around the image doesn't bring up anything, and when I click *on* the image, it gets surrounded by a black frame with only a square in the bottom left corner.  Right-clicking then brings up the picture menu.  Back when I first put the picture in the subform, all I did was use Paste to get it off the clipboard-- is that the right way to do it?

I'd post a screenprint on the web for you if I could use an FTP program from my work computer.  Maybe when I get home this weekend.

Did u use an earlier subform to do your subform, I mean do the fields exsit in the first place?  The small square in the left (or the right?) is used for resizing.  Click on it and drag to resize the graphics.  I think the fields are covered with the graphics (in case u used a subform like I told u above).  So if u make the graphics smaller, it should reveal the fields, then try right clicking them.  Another thing u can do also, is just copy the field itself from an established letterhead form, and paste it in your subform.

Yes you must make changes to the template so that everyone see it.  It depends on the company policy, or the admin's policy actually to who gets to edit the template.

I wasn't able to uncover a field beneath the graphic, but I was successful in copying the field from another standard form.  Then the date field was easily copied overtop.  In other words, success!

I'll talk to my sysadmin about where the subform gets stored.

Thanks for all of your help!


Tony.

Glad it worked.
But I hope u didnt use the same subform, coz maybe now you have 2 fields on the form, the one u pasted and the one that was there but u werent able to see (assumung that u already used an established subform when u created ur subform).  If you have time, repeat the whole process again, in a new clean subform, then paste the fields.
If you want any further help, dont hesitate to ask.

-Gus