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Outlook Templates

Posted on 2008-06-11
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Last Modified: 2010-04-08
I asked a question earlier about embedding some key words in an email stationary and was told it could not be done becaue "rules settings" in outlook would not recognize the words in the stationary. So, I was wondering if the stationary could be put into a template with a text box for replies and the template itself could contain key words that can be used by outlook to automatically forward copies of the email to a list of recipients.
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Question by:BrentArmstrong
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David Lee earned 125 total points
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Hi again, BrentArmstrong.

Outlook rules can only look at the subject line and message body.  A template is a pre-filled message form.  An example would be a stock message sent to all customers announcing an event.  Stationery is message formatting.  It controls a message's appearance.  Part of that appearance could be words in the body.  You could certainly create a message template that includes a keyword in the body.  You could also create a message that uses stationery that places a keyword in the body.   But, as I said in the previous question, you cannot prevent the recipient from editing the message body.  That means a user could change or delete the keyword you want the rule to be triggered by.  Outlook rules have no means of examining the underlying HTML of a message, so you cannot use metadata as a triggering mechanism.  Neither can you create a custom form and put the keyword in it's own read-only field, because that field would not be the message body.  Rules are very limited.  If you want to try going a different route and use scripting, then I'm sure I can devise a means of doing this that the recipient cannot alter.  There are some restrictions to using scripts though.  If you'll let me know what version of Outlook you're using, then I'll explain those restrictions.
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