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Delegate standardised email message creation to Microsoft Outlook

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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