Repetitive Emails

Thread view:

Enable EMail Alerts

Start New Thread

Thread rating:

Darlene - 20 Jul 2007 20:40 GMT

I send the same basic email out dozens of time each day with just slight
changes to the message text and changes to the recipient. Is there an easy
way to make a template instead of copying and pasting.

Reply to this Message

Vanguard - 20 Jul 2007 21:26 GMT

> I send the same basic email out dozens of time each day with just
> slight
> changes to the message text and changes to the recipient. Is there an
> easy
> way to make a template instead of copying and pasting.

Haven't used it for bulk mailing (I don't spam or send newsletters) but
maybe Word's MailMerge does what you want. Be aware that sending lots
of nearly identical e-mails to the same domain can result in you getting
added to one, or more, DNS blocklists.

Reply to this Message

J Blessing - 20 Jul 2007 21:59 GMT

You can use mailmerge or e.g. our email scheduler
(http://www.lbetoolbox.com/scheduleemail.htm) which will allow you to send
multiple individual emails, html or plain text, with attachments, either as
a one-off or regularly at a specified time and interval

But, it sounds like you want to make changes to each email sent out. In
which case I would recommend www.shortkeys.com - their shortkeys utility
allows you to type a short phrase and have it replaced by a much larger
chunk of text.

Signature

John Blessing

http://www.LbeHelpdesk.com - Help Desk software priced to suit all
businesses
http://www.room-booking-software.com - Schedule rooms & equipment bookings
for your meeting/class over the web.
http://www.lbetoolbox.com - Remove Duplicates from MS Outlook, find/replace,
send newsletters

>> I send the same basic email out dozens of time each day with just slight
>> changes to the message text and changes to the recipient. Is there an
[quoted text clipped - 5 lines]
> nearly identical e-mails to the same domain can result in you getting
> added to one, or more, DNS blocklists.

Reply to this Message

Darlene - 20 Jul 2007 22:24 GMT

Thank you for the ideas. I am not really doing bulk mailing. Just
confirmations.

> You can use mailmerge or e.g. our email scheduler
> (http://www.lbetoolbox.com/scheduleemail.htm) which will allow you to send
[quoted text clipped - 15 lines]
> > nearly identical e-mails to the same domain can result in you getting
> > added to one, or more, DNS blocklists.

Reply to this Message

Jocelyn Fiorello [MVP - Outlook] - 21 Jul 2007 01:08 GMT

You can set up the e-mail message how you want it (recipients, body text,
subject line, importance, etc.) and then use File | Save As | Outlook
Template File (.oft) to save it to your hard drive. If you tell me which
version of Outlook you're using I can tell you how to open the template (it's
slightly harder in Outlook 2007, but still relatively easy).

Signature

Jocelyn Fiorello
MVP - Outlook

*** Messages sent to my e-mail address will NOT be answered -- please reply
only to the newsgroup to preserve the message thread. ***

> I send the same basic email out dozens of time each day with just slight
> changes to the message text and changes to the recipient. Is there an easy
> way to make a template instead of copying and pasting.

Reply to this Message

Darlene - 23 Jul 2007 12:56 GMT

that would be great! Of course it's 2007 :-)

> You can set up the e-mail message how you want it (recipients, body text,
> subject line, importance, etc.) and then use File | Save As | Outlook
[quoted text clipped - 5 lines]
> > changes to the message text and changes to the recipient. Is there an easy
> > way to make a template instead of copying and pasting.

Reply to this Message

Jocelyn Fiorello [MVP - Outlook] - 24 Jul 2007 01:50 GMT

Well, that's OK too...I use 2007 myself :-)

With Outlook 2007 it is actually better to publish the .OFT file as a custom
form to your forms library than to save it to your hard drive, because new
security settings in Outlook 2007 (and the latest service pack for Outlook
2003) don't allow you to open an .OFT file directly from your hard drive
anymore -- either way you have to go through the forms library.

Open a new e-mail message and set it up the way you want it -- enter
recipients, set importance, set the sending account, etc. Then, if the
Developer tab is not showing on the Ribbon, click the Office button (top
right corner of the message window) and click Editor Options at the bottom.
In Editor Options, on the Popular section, check the box for "Show Developer
tab in the Ribbon". Click OK to exit Editor Options.

Now click the Developer tab in the Ribbon. Click the Publish button in the
Form section, then click Publish Form As.... In the Publish Form As box,
expand the Look In dropdown box and choose Personal Forms Library. Give your
form a Display Name and/or a Form Name (I usually just use Display Name) and
click Publish. Now your pre-filled form will always be available through
this library. You can either add the Choose Form button to one of your
toolbars to easily get to the form, or you can click Tools | Forms | Choose
Form to do the same thing.

It sounds very complicated but it's really not, and if you do several forms
this way you'll get the hang of it very quickly. I use a lot of pre-filled
forms this way. Good luck and let me know if you have any problems.

Signature

Jocelyn Fiorello
MVP - Outlook

*** Messages sent to my e-mail address will NOT be answered -- please reply
only to the newsgroup to preserve the message thread. ***

> that would be great! Of course it's 2007 :-)
>
[quoted text clipped - 7 lines]
> > > changes to the message text and changes to the recipient. Is there an easy
> > > way to make a template instead of copying and pasting.

Reply to this Message

Darlene - 24 Jul 2007 16:00 GMT

Awesome! Exactly what I needed. Thank you!!

> Well, that's OK too...I use 2007 myself :-)
>
[quoted text clipped - 35 lines]
> > > > changes to the message text and changes to the recipient. Is there an easy
> > > > way to make a template instead of copying and pasting.

Reply to this Message