Creating Fast Email Replies Pt II

We’re going to do an easy one since I was down and out over the past weekend. Part I covers using mail merge. 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’

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.

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:

*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 Settingsuser_nameApplication DataMicrosoftTemplates [remember user_name 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.

*Shortcut on the Toolbar
1. Right-click in the blank area around the buttons > Customize > select Commands 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 Settingsuser_nameApplication DataMicrosoftTemplates [remember user_name is your name or whatever name you assigned] > select it > click OK.
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

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
It 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.