Outlook 2007: Create and Use Canned Messages for Repetitive E-mailing

Printer Friendly
Text Size: A A A A

If you find yourself sending the same messages out periodically (such as directions to your house, monthly reminders to employees, etc.), then you could save a great deal of time by using (and re-using) pre-made messages.

1. Open Outlook.
2. Go to the Navigation Pane.
3. Right-click on Drafts and select New Folder.
4. Label the new folder something like Canned Responses or Pre-made Messages.

5. If you are going to create messages for both home and work, you might consider creating subdirectories for your new folder.
6. Create a New Message as you normally would.
7. Use a proper (but descriptive) subject for the message.
8. Save the new message (don’t address it or send it!).
9. After you have created your pre-made messages, drag them from Drafts into your Canned Responses folder (or subfolder).

The next time you need to send a standard message out, go to the Canned Responses folder, right-click, drag and drop the e-mail into Drafts and select Copy from the context menu. Select the copied e-mail, address it and send it out.

This Tech Tip is brought to you by the Business and Technology Section ... IT solutions for today's CPAs. For more information and to view an archive of previous Tech Tips, please visit us here.