Require quick way of attaching same file to certain emails

Posted on 2012-09-06
Last Modified: 2012-09-28
I am running Outlook 2010 and whenever I send an order need to also attach the terms & condistions file.  This is the same Word document.  Is there a quick way for me to do this as opposed to having to manually select it every time?  Ideally a button to attach it or launch a new message with the file already attached.
Question by:canuckconsulting
    LVL 47

    Expert Comment

    Sure is

    Open a blank email

    Once open attach the Document

    Enter as much reppetitive info as you can
    Even Email address that may be used over and over again

    Now go to File, Save As
    Save it as an outlook Template
    Save it do desktop, or desired location

    Ideally somwhere thats quick to access

    Then when you want to use it
    Simply Double Click on it to open

    Add the cutom details or any required info and addresses
    then send

    You can use the template over and over again

    If anything changes, simply modify the template and re-save

    Author Comment

    This works great!  One of our users has a problem though as the email he creates originates from another program.  So this other program pops up a new email not giving the user the chance to select the template.  Is there away on this new email to add a button which will add the attachment?
    LVL 47

    Accepted Solution

    Was having a rethink, look around and a bit of testing
    Code and VBA not really my thing but....

    If you want a button you can use a bit of VBA Code

    Open Outlook
    Press Alt+F11

    This will open MS VB For Applications

    Right CLick on Project1

    Now Expand Modules
    Double CLick on Module 1

    Paste in

    Sub AddAttachment()
     Dim myItem As Outlook.MailItem
     Dim myAttachments As Outlook.Attachments
     Set myItem = Application.CreateItem(olMailItem)
     Set myAttachments = myItem.Attachments
     myAttachments.Add "C:\DocumentName.doc"
     myAttachments.Add "C:\DocumentName2.doc"
    End Sub

    C:\DocumentName is the name/location of the frequently attached Item
    C:\DocumentName2 is an additional line added for multiple attachemnts
    If not required Delete DocumentName2

    If more required copy the line and modify the location

    Now Select File>Save

    CLose and reopen OUtlook
    GO to
    File>Options>Trust Centre>Trust Centre Settings

    Macro Settings

    Set macros to always all
    or Notifications for all macros


    Now Open OUtlook
    Right CLick in the Ribbon
    Choose Customize Ribbon

    IN the Right Window Box, click on Developer Tab
    Apply Okay

    Now when you open Outlook
    Select the Devloper Tab, Select Macros, and the VBA Project

    This will create a new email and add the attachment(s)

    And now for the Downside.
    This code wont work if your wanting to add attachment to an email already created using
    Send To option from another application

    As it creates a new mail item with the attached files
    You may be able to modify the VBA above to get it to add to the current item...Perhaps a bit of googleing will help

    Also note that when sending attachments via other apps, this doesnt really use outlook per say but a simple mail service called MAPIMAIL

    Being so Modifications may be required in the code to include MAPIMAIL Servcie

    Also note the above is just a basic quick example of how you can acheive your goal using a button in outlook.

    That particular example, if used
    Can be used from the Main Ribbon in OUtlook to create a New Email with the attachments
    Once Created, add the Recipients and Body as required

    Creating a New Email
    Adding the body and recipients
    Then adding the attachments wont work as it will just create another new email with the attachments

    So agin, if wanting to add to currently created emails, may need to look for a bit of modification on the VBA

    Will see what I can find, but you or other may be able to find it faster, if possible

    Author Closing Comment


    Write Comment

    Please enter a first name

    Please enter a last name

    We will never share this with anyone.

    Featured Post

    Highfive Gives IT Their Time Back

    Highfive is so simple that setting up every meeting room takes just minutes and every employee will be able to start or join a call from any room with ease. Never be called into a meeting just to get it started again. This is how video conferencing should work!

    This article will guide you to convert a grid from a picture into Excel format using Microsoft OneNote and no other 3rd party application.
    Check out this infographic on what you need to make a good email signature that will work perfectly for your organization.
    This video shows where to find templates, what they are used for, and how to create and save a custom template using Microsoft Word.
    The viewer will learn how to simulate a series of sales calls dependent on a single skill level and learn how to simulate a series of sales calls dependent on two skill levels. Simulating Independent Sales Calls: Enter .75 into cell C2 – “skill leve…

    779 members asked questions and received personalized solutions in the past 7 days.

    Join the community of 500,000 technology professionals and ask your questions.

    Join & Ask a Question

    Need Help in Real-Time?

    Connect with top rated Experts

    16 Experts available now in Live!

    Get 1:1 Help Now