A while ago I looked at a great time-saving solution to sending repetitive messages using Outlook 2010. There’s an extra step or two that’s required in Outlook 2013, so we’ll look at that now.
This is for those times you find yourself writing the same emails over and over. Especially when you’re repetitively sending out information about something.
“I have several emails that I create, amend, insert relevant attachment and send, multiple times a day – now I can send each of them with just two buttons! This will save me so, so much time.”
– UC Staff Member
Try this instead: create some pre-set emails, complete with attachments already in place, then save them as Drafts.
When you need to use one, just forward it as needed. The key to this is to forward the draft email, not send the actual draft itself. The idea is that, because you have forwarded the draft, the original draft stays in the Drafts folder ready for you to use again next time (and again and again)….
BUT Outlook 2013 behaves a bit differently at this point!
Outlook 2013 is too clever and removes the draft from the Drafts folder once you have forwarded it. So we need to work around that.
1. Create the draft email in Outlook:
a. Create the email letter and attach any attachments required. Do not include any recipients.
b. Save it (eg, Ctrl S or click the Save icon on the Quick Access Toolbar at the top left of the Message window)
c. Do not send the email!
d. Close the email. (If you are prompted again to save, click Yes.)
2. Open and forward the Draft Email to use it:
(this is where the extra steps are for Outlook 2013)
(There is a slightly quicker way to do this in Outlook 2013 but it involves changing Outlook’s Options and losing some other features, so I am
focusing on the simpler method here. However, if you use this feature a lot, it may be worth it for you. If so, let me know in the comments below.)
a. Locate the email letter in your Drafts folder
b. Double-click the message to open it
c. Forward it. To do this press CTRL+F while the cursor is inside one of the header fields (not in the message body).
Alternatively, add the Forward button to the Quick Access Toolbar (at the top left of the message window) and use the
Forward button in future. (You can add the Forward button to the Quick Access Toolbar by selecting it in the drop-down list on the right side of the Quick Access Toolbar.)
d. Complete the forwarded email with any minor details (and a recipient)
e. Send the email
f. Close the original (so that it remains in the Drafts folder). (If you are prompted again to save, click Yes.)
3. Repeat Step 2 every time you need to send the same message.
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