Creating Fast Email Replies

Word merge

Anyone who has used Word’s merge features for letters and envelopes can do this using the same method by choose "E-mail messages" as the document type instead of the others. It works seamlessly with Outlook. Although, the help file indicates email merge works with any MAPI-compatible email program.

Information on merging Word docs with other email apps such as Eudora, Mozilla, and Pegasus is non-existent. If you know something, please comment.

Here are the steps for mail merge with Word, Excel, and Outlook done in Office XP (2002):

Create a basic letter template with the standard elements found in every letter. Such as the introduction, closing, and maybe a paragraph. We'll call this Template.doc.

Also, most surveys have first and last name in the same column rather than as two separate columns. If this is the case as it is in this example, you can Split first and last namessplit it up with this trick. Insert five blank columns after the Name column. Select the Name column > Data > Text to Columns > Delimited > Next > Untick ‘Tab' and Tick ‘Space' > Next > Finish > OK (to replace columns).

We enter five blank columns because some people put names like John J. R. Doe, Jr., which takes up five columns. Better safe. After it's done, you can delete the extra columns. Give the columns the correct Add heading namesheading names (FirstName, LastName).

Open new Word document (yes, you could use an existing document, but I'd rather mess up a fresh one than an existing one).

Tools > Letters and Mailings > Mail Merge WizardStart mail merge wizard

In Select document type, check "E-mail messages"Select doc typeSelect starting doc

Click "Next: Starting document."

In Select starting document, check "Start from existing document."

Select the generic letter template aka Template.doc. If this is not in the list, select "(More files…)" to find the document.

Click "Next: Select receipients."

Browse for dataData listIn Select receipients, check "Use an existing list." In Use an existing list, select "Browse." Browse for the Excel file with the data > click on the file > Open. Click OK > OK (you can select data like blank lines to omit from the mail merge). Note: Make sure Excel has only one tab in use (worksheet) otherwise it gets messy.

Adding fields to the letterClick "Next: Write your letter." Add the fields into the letter. In this case, we'll use "FirstName." Add it from the Mail Merge toolbar - it's the icon to the left of "Insert Word Field." To get the toolbar, click Tools > Letters and Mailings > Show mail merge toolbarMail Merge Toolbar.

Click "Next: Preview your letter." Follow the steps based on your needs. Here is where you can personalize each letter. OR, you can do what I do. I have Outlook set so that it won't automatically send anything. In this case, all the emails go in the OUTBOX. I move them into DRAFTS where I personalize each one and hit send so they go back into the OUTBOX ready to go.

Click "Next: Complete the merge." (With preview) Here you can test to make sure messages show up correctly by clicking "Editing individual letters."

Click "Next: Complete the merge." (Without preview and send the email). Warning – when you start this process, it sends the emails right away. It does NOT wait till you click Send. Click on "Merge to E-mail" icon (second from the right in the Mail Merge toolbar).

Merge to email boxIt'll ask for the subject line (see notes below) and you enter the info. From the "Mail format" drop-down, select "Plain text" or "HTML." [Note: If nothing happens… No error message… The emails don't go out… then try selecting "Plain text." Also, Outlook should be your default email app.

When using "Plain Text," you may get popups saying "A program is trying to automatically send e-mail on your behalf…" for every email sent.] You can prevent Outlook from sending the emails by going to Tools > Options > Mail Setup > Untick "Send immediately when connected." If you can do this, then you can customize each email by going into the Outbox and editing the emails. If you can't do this, go to the next paragraph.

If you cancel in the middle of the process, it will still send the emails you've done anyway even the canceled one. Cancel has no meaning in the process.

It isn't a pretty process, but there are other options we'll cover. I haven't used this process since discovering a couple of others. Gotta get my rest, so it'll be another day.


Email Client Templates

This one is creating a simple template with no merging. The text is the same and all you have to do is add information and send it. We'll do it for Mozilla / Thunderbird, Outlook, and Outlook Express. Mozilla and Thunderbird are exactly the same.

This method is good for small jobs of repetitive emails and responses / requests especially for newsletters like eNJ and Shavlik. I do a monthly interview column and constantly send interview requests, so I use a Mozilla template for this and it works great.

Outlook ‘Regular'

create the template

Start by creating the email complete with the Subject, greeting, body, closing, and the sig. Skip the To. If you want to cc or bcc someone on every email, enter the email address in this step.

Save as a template

   1. Click File > Save as… > give it a name and ensure "Outlook Template(*.oft)" is selected as the type > Save.
   2. Close the email window > click No when it asks if you want to save a draft.
   3. To open the template, click New > Choose Form… > select User Templates in File System from drop-down > select the template > click Open.
   4. Edit away and click Send.

A lot of steps to open a template, isn't it? You can also double-click on the template file like it's done for Outlook Express (see next one). Better yet, make a shortcut right in Outlook. A few ways to do this:

Shortcut on Outlook bar *Outlook Bar

   1. Drag and drop the file into the Outlook Bar OR
   2. File > New > Outlook Bar shortcut OR
   3. Right-click the Outlook Bar > select Outlook Bar shortcut > change Look in to File System > the template is stored in C:\Documents and Settings\username\Application Data\Microsoft\Templates [remember username is your name or whatever name you assigned].
   4. Click on the shortcut when you want to use it.

*Folder

   1. Drag and drop the file into an Outlook folder.
   2. Click on it to use it.

Get to Customize *Shortcut on the Toolbar

   1. Right-click in the blank area around the buttons > Customize > select Toolbars tab > Tools category > Customize command.
   2. Click and drag Customize to the toolbar until you find a place to put it and there is no x indicating it is not allowed. Drop it.
   3. Right-click Customize button (Keep the Customize window open) and rename the button by clicking next to Name and replacing "Customize" with your own.
   4. Right-click your new button > Assign Hyperlink > Open > find your way to the template's location: the template is stored in C:\Documents and Settings\username\Application Data\Microsoft\Templates [remember username is your name or whatever name you assigned] > select it > click OK.Getting to the file
   5. Close the Customize window.
   6. Click on the new button whenever you want to use the template.

It's work, but this is my favorite step for Outlook. I don't like having the Outlook Toolbar open because it wastes space.

Mozilla / Thunderbird

Create template in Mozilla Start by creating the email complete with the Subject, greeting, body, closing, and the sig. Skip the To.

   1. Click File > Save as… > Template.
   2. Close the email window.
   3. Click on the Templates folder > double-click on the template you want.
   4. Edit the email and send.

The template is still in the template folder. To send another, double-click on it again, edit it, and send.

Outlook Express

Create template in ExpressIt doesn't have a straight out template feature, so you have to get creative. Start by … you know the first step by now, but if you skipped the others: Start by creating the email complete with the Subject, greeting, body, closing, and the sig. Skip the To.

   1.  Click File > Save as… > give it a name and ensure "Mail(*.eml)" is selected as the type > Save.
   2.  Close the email window.
   3.  Load the template by double-clicking the template file wherever you saved it (it will be named something like "file_name.eml").
   4.  Edit the email and click Send.

Not elegant, but it's a way for Express users to use templates.

OK, I got carried away and decided to give you more than just an easy one. Happy carpal tunnel-free emailing.