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Microsoft: Office FAQ

Outlook FAQs

Send a response to multiple emails by misscrf
Posted: 2 Sep 04

To send one email in response to multiple emails:
For use with Outlook.  Has been tested with Outlook 2002 SP3.
This is good if you do not have the addresses in your address book.

1)    Create a new email
2)    Do not enter any addresses in the address field.  You may set up the letter now, or leave the message blank until the time that you will want to send it out
3)    Save the email as an Outlook Template (*.oft)  Tip, leave this template in your default template directory and Outlook will find it
4)    Now you will close the message, and create a rule for which emails should receive the reply
5)    Go to Tools, Rules Wizard
6)    Click next
7)    Uncheck ôFrom people or distribution listö and check ôFlagged for actionö
8)    In the window below, click on action and choose ôreplyö for the flag
9)    Click next
10)    Uncheck ômove it to the specified folderö and check ôreply using a specific template"
11)    In the window below, click on a specific template, choose to look in the ôUser Templates in File System", and locate your template
12)    Click open, and you will see this template listed in the rule definition in the wizard window
13)    Click next
14)    If you would like to select any exceptions to this rule, you may do so at this step
15)    Click next
16)    Title your rule, uncheck to turn the rule on ( you will run it manually), review your rule description
17)    Click finish
18)    Ensure that the rule does not have a check by it, in the Rules Wizard.  This will make the rule run automatically, and this procedure allows us to run it manually at our will
19)    Now you can simply flag your emails as you receive them, until you are ready to send them all an email
20)    At that time, choose to open your template
21)    Edit the template with your subject and body message, and resave the template.  Make sure you do not change the name or directory of the template
22)    Now go to the Tools, Rules Wizard
23)    Click Run Now
24)    Check the reply rule you have created
25)    Click run now.  Your message has been sent to all messages with a reply flag!

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