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Create Standard Email Formats in Outlook

Posted on 2003-11-12
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Last Modified: 2010-04-08
Our office is home to two distinct companies, each with their own email, typeface and logo. All our employees work for both and correspond, by email or snail, for both companies. For our email correspondence, I want to make it as easy as possible for my users to sent the correct type email (format-wise).

What is the best / simplest (not necessarily the same) method for automating different email formats? Ideally, I want my users to be able to click either of two buttons labelled 'Email from Companyname 1' or 'Email from Companyname 2' and get:

- an empty email using the correct stationery
- the correct signature already inserted
- the correct email account already selected for sending

How do I automate - in one go - stationery, signature and account selection?
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Question by:FlorisMK
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Expert Comment

by:jessnjeff
ID: 9731444
To me, the simplest way would be to create the two email forms, publish them and add the Choose Form button to your users toolbar.
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Author Comment

by:FlorisMK
ID: 9731984
Ah, sounds like a plan! Unfortunately, your advice is addressed to someone with no experience at all with email forms. How do I make such and where/how do I configure the stationery/signature/account bits?
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by:FlorisMK
ID: 9731988
PS: We run on Exchange 2000 Server
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jessnjeff earned 125 total points
ID: 9732007
Create a new blank email with stationery and add all your customizations.  When complete, select Tools, Forms, Publish Form as.....  You will have to have rights (given by Exchange admin) to publish forms.
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Expert Comment

by:kburrows
ID: 9794676
The only problem with that is all images, etc. are embedded in the form, so the sender and receiver can easily start bloating their folders with unneeded image files that are part of the form.

I had the same problem, so I ended up writing a program that will let you create custom stationary (headers and footers) using simple HTML and distribute them among many users.  You publish the image files to your Website and the sender and receiver see the image from the Web.  You can also add links, etc.  The user can then just change the form to the other company's stationary.  Let me know if you would have an interest in something like this.
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Author Comment

by:FlorisMK
ID: 9800024
Jessnjeff, that was extremely helpful in its simplicity. I'm sure I can start from there and create my own complete form.

Kburrows: thanks for the tip on linking the images to the Web - I already base my stationery on custom html, so taking the logo from our site is a small step.
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Author Comment

by:FlorisMK
ID: 9800036
Oh, there's one more thing - if you guys don't know, the points go to jessnjeff anyway, but is there a way to link a toolbar button to a *specific* form? I can get the Choose Form button, obviously, but I'd much prefer my users to have separate buttons for our two (future) forms. If it's a VBA solution, I'm completely comfortable with VBA.
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