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Q: Outlook, creating master email ( Answered 5 out of 5 stars,   0 Comments )
Subject: Outlook, creating master email
Category: Computers > Software
Asked by: genki2-ga
List Price: $2.00
Posted: 17 Dec 2002 08:34 PST
Expires: 16 Jan 2003 08:34 PST
Question ID: 126010
I use MS Outlook 2000 Corporate.
I'd like to create a master email or form letter to send individually.
 I receive email inquiries daily (from students abroad wishing to
study here)and like to send slightly personalized replies in a timely
manner (as they come in if I can).  By slightly personalized I mean
that I usually add their name to the body of the email before sending
and sometimes answer a question if he/she has posed one.
To accomplish this I have been pasting the body and subject into 50
new drafts each Monday morning to get me through the week.  When an
inquiry comes in (from a service, not the person so replying is not an
option), I copy the email address, open one of my drafts, paste in the
address and add the person's name to the body and send.  Attachments
are not an option for me because all the recipients live in countries
other than the USA and many don't have compatible software or the
know-how to open them.  I've tried- the recipients always have
complaints.  I'm also not interested in sending many at the same time
using cc or bcc options- I don't mind sending replies as they come in.
 Ideally, I'm looking for a way to create a "master draft" (oxymoron
alert) so that I could pull up that master, copy in the email address,
add a name and send and then still have that master waiting for me to
use again. Can that be done in outlook?  Or maybe there's a way to
just duplicate a draft (subject and body) 300 times or something like
that- that would save me time. Maybe I'm not even considering the best
option though so I leave it up to you- what are
my options?  But please, I'm not interested in attachments nor am I
interested in bulk mailings...

Request for Question Clarification by tar_heel_v-ga on 17 Dec 2002 08:38 PST
Hi, genki2..

Do these emails come to a dedicated address such as or or are they
intermingled with your regular email?  Is the information coming in
from a web form so that the subject line is the same on every email
that pertains to the info requests?


Clarification of Question by genki2-ga on 17 Dec 2002 09:28 PST
The inquiries come to my personal work email address ex:, so I guess they are intermingled with my
regular work email but I do have them delivered to a special inbox
I've created in outlook.
Yes, they come from a web form so every email is from the same email
address and has the same subject line. That's how I filter them into
their own inbox-using the organize feature.
Subject: Re: Outlook, creating master email
Answered By: theta-ga on 17 Dec 2002 09:54 PST
Rated:5 out of 5 stars
Hi genki2-ga,
     The term you are looking for, is a 'template'. You can easily
create template emails in Outlook. Then, while replying to a message,
you can create your reply using the template, and customize the reply
for a particular recipient, without affecting the template.
      You can find step by step instructions on creating and using
templates on Outlook 2000 here :
     - Outlook FAQ's : Can email templates be created and used in
Outlook 2000?
       ( )

      Since you will be replying to multiple mails everyday, you can
make it easier for yourself by creating a toolbar button, which when
clicked, will open the template email, which you can then customize
and send quickly. The following article :
             - ZDNet Looking out for customers with Outlook
               By Gregg Keizer
    provides step by step instructions to do this. To create the
toolbar button, follow these steps :
       - Choose View > Toolbars > Customize 
       - Drag any button from the Commands tab of the Customize dialog
and drop it on the toolbar
       - Right-click the new button, select Name, and enter a new name
for the button
       - Choose Assign Hyperlink > Open and in the ensuing dialog,
select the appropriate template file (which has the .oft extension)
       - Click OK, then Close

   Alternatively, you may want to try out some commercial products for
Outlook 2000 which allow you to easily use templates and offer many
more features and customizations. Check these out :

       - ReplyMate for Outlook 2000
         Cost: $59 (Single user). Free Trial available.

       - Email Templates
         Cost: $59.95 (Single User). Free trial available.

Hope this helps.
If you need any clarifications,just ask! I will be glad to help.


Google Search Terms Used :
       outlook 2000 email template free add in
       outlook 2000 create use email template free add in
       outlook create use email template
genki2-ga rated this answer:5 out of 5 stars and gave an additional tip of: $1.00
Bingo!  Just what I was looking for!  I created the template, added
the button to my tooolbar and now I can easily and quickly give
personal replies to my inquiries:)  Thank you theta-ga!

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