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Take your email down to a click or two

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in Centerpiece,Microsoft Email Outlook,Office Technology

Quick PartsIf you find yourself memorizing several repetitive steps just to do what you do every day in Outlook, try these tips to solve your email problems with just a click or two.

Quick Parts

Many of us use the same phrases or objects in our email messages. Beginning with Outlook 2007, you’ve had a feature called Quick Parts. Quick Parts functions as a permanent clipboard.

For example, if you often use your logo and the 501(c)(3) nomenclature, rather than tripping over your fingers, copy or type the text you need into a new email, such as ZZZ Foundation is a 501(c)(3) nonprofit organization, then place your logo. Select all. Then, on the Insert tab, Text group, look for the Quick Parts button and click Save Selection to Quick Parts Gallery. Name it, and click OK. Then right-click on the Quick Parts button and add it to your Quick Access Toolbar. Now, you’re always two clicks away from adding this to any message!

Quick Steps

Are there email messages that you forward to someone else with a message, folder them and mark them for follow-up? With a Quick Step you can do that in one click. There are several out-of-the-box Quick Steps, but this would be a custom one.

With the email message selected, you’ll find the Quick Steps group on the Home tab, in the middle of the ribbon. Click the Create New button. If you don’t see it, click the More button (looks like a down arrow with a horizontal line above it). Name it, and add all the actions that apply. Click the Show Options button under the Forward action to add your text.

Template Macro

Quick Steps are great, but they don’t let you automatically attach a document. You can set it to automatically send after a one-minute delay and catch it before it goes out, but there is a better way. It’s cumbersome to set up, but worth the trouble if you’re always sending out a particular message with an attachment.

First, compose the message with the appropriate attachment. Then click on File, Save As, and change the Save As type to Outlook Template (.oft). Before saving it, click at the very top to copy the path (e.g. C:\Users\name_000\AppData\Roaming\Microsoft\Templates) and paste it to a Notepad file. Also, capture the name of your template. Paste it following the path in Notepad preceded by a \ character and ending with .oft. Save your template. Next, you’ll need the If the Developer tab. If it isn’t showing, click on File, Options, Customize Ribbon. Check the box on the right next to Developer to add it, and OK.

On the Developer tab, click the Macros button and select Macro. Name your macro and click the Create button. Paste the sample text, replacing the template name and location with yours. Now add your Macro to the Quick Access Toolbar, and you’re a click away from a new message using your template.

You may need to change your Trust Center settings to enable running Macros. Choose Notification for All Macros. Add the Macro to your Quick Access toolbar for one-click convenience.

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