Delegate standardised email message creation to Microsoft Outlook

by Richard Maybury on March 27, 2012

You can DELEGATE the creation of standard, often used text within emails to Outlook itself by using the Auto-correct functionality. I use the following method for short, often used email texts in my business. There is no limit to how many you can create – except, of course, the 80/20 rule is ruthless and a handfull of carefully selected autotexts will probably do more for you than a full library. If you are still using Outlook 2003 click here for the process

Situation: You have to send a number of similar emails as part of your Approval / Control / Management or Customer Contact duties. You currently create individual emails in response to individual requests etc. Also, you might want to include a standard text at the top or bottom of your mails.

Solution: Create standard texts which can be used at the touch of a button. Here’s how:

Engage the ‘Autocorrect’ functionality in Microsoft Outlook 2007 and 2010.

To activate the Autotext functionality in your version of outlook do this:

In Outlook 2007:

From top tool bar in Outlook click Tools > ‘Options > Click on ‘mail Format’ tab > Click ‘Editor Options’ button on bottom right of form > Click ‘Proofing’ in left side navigation panel > Click ‘Autocorrect options’ button at the top of the form > Make sure the following 2 options are activated by checkmark: ‘Show AutoCorrect Options button’ and ‘Replace text as you type’ >

Before you exit the last dialogue box you can create any replacement text you wish right now.

I use a number of what I call my ‘QW codes’. I use QW1, QW2 etc simply because I do not know any English words that start with ‘QW’ so AutoCorrect will not get it wrong!

I simply created a number of texts that I was repeating in emails and assigned a QW number to them.

Et Voila, I am able to create standard repetative texts with just a ‘QW’ code and a a tap of the enter button. Once the text is generated in your email or document you can edit it with specific changes if you wish.

Click OK 3 times to exit. If you need to think about the standard texts you wish to create you can enter them onto a Word doc and then follow the navigation above and create your QW code AutoCorrects over a quick cuip of coffee when the heat of the daily battle has died down a little.

In Outlook 2010:

From top tool bar in Outlook click ‘File’ > in left side navigation panel click ‘Options’ > in left side navigation panel click ‘Mail’ > Click ‘Editor Options’ button on top right of form> Make sure you are in ’Proofing’ in left side navigation panel > Click ‘Autocorrect options’ button at the top of the form > Make sure the following 2 options are activated by checkmark: ‘Show AutoCorrect Options button’ and ‘Replace text as you type’ > Click OK 3 times to exit.

Before you exit the last dialogue box you can create any replacement text you wish right now.

I use a number of what I call my ‘QW codes’. I use QW1, QW2 etc simply because I do not know any English words that start with ‘QW’ so AutoCorrect will not get it wrong!

I simply created a number of texts that I was repeating in emails and assigned a QW number to them.

Et Voila, I am able to create standard repetative texts with just a ‘QW’ code and a a tap of the enter button. Once the text is generated in your email or document you can edit it with specific changes if you wish

Click OK 3 times to exit. If you need to think about the standard texts you wish to create you can enter them onto a Word doc and then follow the navigation above and create your QW code AutoCorrects over a quick cuip of coffee when the heat of the daily battle has died down a little.

I hope this helps, let me know if it does!
Of course, you can always contact us directly to tailor a support programme to your needs.

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