IBM Notes: Working with text-formatting is easy

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Handling text in Forward/Reply email-threads can be a challenge. Remote parties using different fonts, signatures and disclaimers can make your e-mails look like a rained Picasso. Fortunately, we have styles that come to help.

How to change your default e-mail text-style

First, create a new e-mail and type some text. Set the font, size and paragraph-spacing using the text-formatting tool-window, accessible by the menu Text > Text Properties (or simply Ctrl-k):

IBM
 Note: Open the text-formatting tool-window anytime by pressing Ctrl-k

When your text is formatted correctly, select it and go to menu: Text > Set Current Font as Mail Default.
After this, your new e-mails will use the text-style you just set.

Text formatting IBM Notes
Working with text styles

IBM Notes supports text-styles as much as word processing apps do. Users can change existing and add new text-styles. These text-styles are stored in your Notes client and can be used in all rich-text-fields in IBM Notes. For example in your e-mail, but also in the comments section on a contact-document or in rich-text fields in your business apps.
Applying a text-style to some selected text is done via menu: Text > Apply Style > style-name (or: Alt – t – y – …)

Text styles IBM Notes
Adding to, or updating existing text-styles is easy. Just format some text as you like it, select it and open the text-formatting tool-window via the menu: Text > Text Properties (or simply Ctrl-k). On the last tab in the formatting tool-window, press “Create Style…” or “Redefine Style…” to add or update an existing text-style. Name or select the style-name and click [Ok]

Note: The floating tool-window can be switched to other functions. Click in the top left bar to select the “Text” tool-window.

Create Style IBM Notes

Note: text-styles are applied to paragraphs. That is text-blocks you end by a hard Enter.

Assing your favourite text-style the quick way

You may want to access your favourite text-style even quicker. For this, we have the F11-key. The [Assign to keyboard] button allows you to assign one or more defined text-styles to the F11-key. When you assign only one text-style to the keyboard (F11), you can apply that text-style by just hitting F11 – handy right?
When you assign more text-styles to the keyboard (default), the F11 key will step through each style each time you press F11. Keep the text-formatting tool-window open on the last tab if you want to see the active style.

I will describe the preparation-steps to assign your favourite text-style to the F11 key exclusively

First, create a new e-mail and type some text. Set the font, size and paragraph spacing using the text-formatting tool-window, accessible by the menu Text > Text Properties (or simply Ctrl-k).

On the last tab in the text-formatting tool-window, press “Redefine Style…”, select *Basic and click [Ok].

Favourite text style IBM Notes

Next, click on the [Assign to Keyboard] button and make sure only the *Basic style has a checkmark in front of it. Click [Ok] to close the “Redefine Paragraph Style” window.

Assign to keyboard IBM Notes
After this, you are able to apply your favourite text-style to any selected rich-text and hitting F11.