Outlook tricks needed

Hello again friends of NBR!

I just started using Outlook 2003 SP2 and would like some tips on something. I regularly reply to emails with the same information, and it gets tiring having to type the same thing over and over.

I would like to know if there is anyway I can type my replies and then use hotkeys/key combos or "keywords" that will pull up that template or reply....

Please advise, this would greatly increase my work efficiency!

TIA!!

 

bump no one around?

 

Maybe signatures?

-From the main Microsoft Outlook window, on the Tools menu, click Options, and then click the Mail Format tab.
-In the Compose in this message format list, click the message format that you want to use the signature with.
-Under Signature, click Signatures, and then click New.
-In the Enter a name for your new signature box, enter a name.
-Under Choose how to create your signature, select the option you want.
-Click Next.
-In the Signature text box, type the text you want to include in the signature.

Then whenever you want to paste in the same type of text all you need to do is go Insert--->Signature.

BTW I'm pretty sure there is some type of template or tool that will better suit your needs, but this may help in the interim of finding something better.

 

btw... could please give more info on what kind of information you always write over n over again... cause if its something like signature... then Drewn answered it already... but if its is something like email format or something...
then i'll try to give the work around...

till then... i'll wait for more info...

 

I use a program called "Canned Responses". Not sure if it's on the net or not, got it from a co-worker. We use it for emails and our ticketing system because we have to use the same reply's a lot as well.

If you can't find it, PM me and I'll send you a copy of it.

The way it works is you have a program running in the systray. You right click on it and it shows a menu of canned responses. Click on the one you need and whatever is stored for that item is copied to the clipboard so you can easily paste into whatever application you need.

Edit: I guess it's called Canman

 

I know this is slightly off topic but have you tried Mozilla Thunderbird?

It has a Mozilla SunBird plugin which features a calender and everything.

Very competitive with Outlook if you ask me.

http://www.mozilla.com/en-US/thunderbird/

Its free.

 

signatures wont work cause i use a default signatures and i have many many commonly used, but different replies. thanks

i work with a small company and lots of customers email in with the same questions or very similiar questions, thats why i like to be able to have a template style or use keywords to insert a full paragraph worth of info, than modify to customers specifically

this might be what im looking for, or atleast some sort of alternative. it seems kinda akward to have to keep going back to the system tray, but i'll give it a try and let you know. hopefully its not too inconvenient

not sure what the calender featuer has anything to do with this?

 

Going to system tray isn't too bad. I am totally against putting stuff in the sytem tray, but after using it for a couple years... well you get used to it. It works better for multiple apps. If just using for outlook I have seen tools built into outlook, but you have to pay for them.

 

btw... can i know.. u using outlook 2003 or outlook 2007? or outlook express?

 

Tell me if any of these articles help:

How to create a template:
(From Microsoft)
http://office.microsoft.com/en-us/help/HA010917681033.aspx
(From Another site)
http://www.lockergnome.com/nexus/windows/2004/11/10/create-an-outlook-2003-template/

How to Use templates:
http://www.lockergnome.com/nexus/windows/2004/11/11/using-an-outlook-2003-template/

 

I use outlook 2003

 

so i think what you can do instead using the template is to make some keyword for any sentence you typically use... this i think better cause you can use their name, n just add up the sentence after word by writing the keyword...

so just because i'm using german system... i will try my best to translate it to english... this work around is refering to outlook 2002.. which i suppose have the same setup with the 2003... cause at home i'm using outlook 2007 which lil bit different from the layout... so i use my office outlook as reference...

so what we can do is... first open your outlook go to
Click on the tool bar.. Extras >> Option >> Spelling

then click Auto Correction...then you will come to a box where you can add auto correction for any words you write...

here use any keyword you would like... but make sure its unique... for example... wbr = with best regards...

then when you type wbr... then space bar... the full sentence will be shown... it should do the trick for your info... you can plan your keywords to suite you best...

else you can use the template like what dell 6400 fan already sent....

 

great ideas! i have searched google more and there do seems to be "canned repsonses" type of plugins, but i've yet to try any of them.

i'll read through the prior thread and give these tricks a try! thank you very much!

 

this article definitely helps. this seems like a good way to go about it, though lacking my wish of just having to take a keyword/special text, but i'll give it a try, thanks!

does anyone also know if there is a short cut key to get to the templates files w/o going through all these menus?

 

maybe you can set some macro for that... it should do the trick...

 

Easiest way is to create a "personal form" in Outlook. It can be saved with recipients and message text, or just message text, or whatever. It's basically an Outlook template. Here's how:

1. Create the message you want to save as the template.
2. On the toolbar at the top of the message, click Tools | Forms | Publish Form As. Do not choose the one that just says "Publish Form".
3. You'll get a pop up dialog. In the "Display Name" field, type whatever name you want to title it and click "Publish".
4. You'll get another box that starts off "If you intend to send this form to other users . . . ". Click Yes.
5. Close the message (click No when it asks to save) or send it if you like.

To call up the form, press Alt+N, O, P. Shortcuts for New, Open, Personal Forms.

You'll see a list of your personal forms. Just double-click on the one you want to use. It will open a new message with all your info, make any changes you like, add attachments, remove attachments, whatever and hit send.

Sounds like a lot of steps, but it's actually very quick and works really well. I use it a lot.

Hope this helps.

 

sounds like a lot of methods i can try! tuesday is the next day i'll be into work, so i will try them one at a time.

also, i've tried using macros but i want to be able to type a word not just a alt+letter combo

 

i'm pretty sure you can set it using a word too... but then you need to program it... basically... let say... your product name is JunK03 n there are some description about it... so in your macro... you need to say that once Junk03 is writen.. then by default all the description will be shown...

this is a lil bit more complicated way... i don't know how good your scripting skill is... but else... i think all the others solutions given if you combine them... will be good enough to solve your problem...

good luck with your work...

 

thanks!

my scripting skills are based at...zero ;D so thats why i've been looking for a program add on OR if outlook already has this feature but technically it doesnt, but with a few work arounds it looks like people have found similiar methods which im more than willing to try.

maybe i'll mention it to one of the engineers at work...