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Using canned responses in MS Outlook

bullseye17
bullseye17 asked
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Last Modified: 2008-02-26
I currently run a help desk that utilizes Eudora as an email client and we're "upgrading" to an Exchange environment as part of a corporate initiative.

We rely heavily on the canned responses feature of the Eudora app and I haven't found any way other then the use of signatures within Outlook in order to migrate the canned responses over.

Is there any other solution available?  It could be a plug-in for Outlook or a third party solution.  It just doesn't seem as though the signatures option is as robust as our current solution.

Thanks
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Top Expert 2010

Commented:
Hi bullseye17,

There are a couple of ways to have canned responses.  One, use stationery.  Create a different stationery for each canned response.  Two, use macros.  With macros attached to tool-bar buttons you could create a canned response with a single click.

Cheers!

Author

Commented:
Could you point me in the right direction for using macros for the responses?
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Top Expert 2010
Commented:
Sure.  It could be done with a single macro that takes a parameter indicating which canned response to send.  Something like the example below.  This code creates a reply to the currently open message.  It takes a single numeric parameter that tells it which response to use.  I made up three responses as examples, but in actuality you could have hundreds of responses outlined here.  Having built the response the code displays it on screen so the user can add additional details as needed and verify that the response is the one they inteded to use.  

If this would need to run on a number of computers, then there'd be an issue of keeping the various responses up to date and synchronized on all the help desk computers.  One way to get around that would be to put the response text in a database accessible to all help desk staff and modify the code to read the response from it.  That way all the help desk staff would always have the same responses available to them, and changing or adding a response would be very simple.

Sub SendCannedResponse(intResponse As Integer)
    Dim olkResponse As Outlook.MailItem, _
        strResponse As String
    If Application.ActiveInspector.CurrentItem.Class = olMail Then
        Set olkResponse = Application.ActiveInspector.CurrentItem
        Select Case intResponse
            Case 1
                strResponse = "Your account was unlocked."
            Case 2
                strResponse = "A help desk technician will call you shortly."
            Case 3
                strResponse = "Your request has been submitted to the devlopment group for processing."
        End Select
        olkResponse.HTMLBody = strResponse & "<br><br>" & olkResponse.HTMLBody
        olkResponse.Display
    End If
    Set olkResponse = Nothing
End Sub

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Commented:
Thanks for the help.  This was perfect!
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Top Expert 2010

Commented:
You're welcome.
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