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Boiler Text in Emails

Posted on 2014-01-28
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Last Modified: 2014-02-03
Hello Experts,

I reply to many emails throughout the day to customers, and I often find myself typing the same thing over and over again...

Is it possible to have some boiler text (I think that's what it is called), inserted into the email - when I either press a specific shortcut key, or maybe click on a specific button?

I use a program called, "Text Expander" on the Mac for my home computer, and I know there are other solutions for the PC.  But sadly, I am not allowed to install software on a work computer - so I need to figure out a round-about way of trying to accomplish the same thing.

Any ideas?

Thank you in advance for your help!
~ Geekamo
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Question by:Geekamo
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by:Frosty555
ID: 39816847
You could probably do this with a Macro.

First, enable the Developer Tab
http://office.microsoft.com/en-ca/outlook-help/show-the-developer-tab-HA101819080.aspx

Then, go to compose a new message, go to the the Developer Tab, and go to "Macros". In the window that opens up, Type in a name for the macro (e.g. "MyNewMacro") and hit "Create".

Creating a new macro
This will open up the Visual Basic Editor. You will see a new subroutine automatically created.

Visual Basic Editor
Inbetween the "Sub" and "End Sub" lines is where you put the code for the Macro. In this case, insert the code below which will automate type some text into the current email message.


Application.ActiveInspector.WordEditor.Windows(1).Selection.TypeText Text:="Hello!"

Close the Visual Basic Editor.

Now, when you are composing a message, go to the Developer Tab, click on "Macros", it will now list all of the Macros you have created, and you can just go ahead and select "Project1.MyNewMacro", and it will spit out "Hello!" into your email message.

Running the Macro to type the text
You can repeat this for the various different boiler text you want to to be able to quickly type.
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by:Frosty555
ID: 39816858
If you want to get really fancy, you can even create a new ribbon and embed the Macro directly into it.

Right click on a blank area of the Ribbon and select "Customize Ribbon". The dialog that pops up lets you customize the contents of the ribbon, and even add your own Tab, Groups, and Shortcuts into the ribbon in order to give you quick access to your favorite macros.

You want to select "Macros" from the dropdown on the left side, and then insert the macro into whatever part of the Ribbon you like - you can insert it into an existing tab/group, or create a new one.

Customizing the Ribbon
After you have finished customizing the ribbon, you can use it in the New Message window

Using the new Tab
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Frosty555 earned 500 total points
ID: 39816864
Regarding the actual code for your Macro - it can get as complicated as you like. Reading up on how Visual Basic syntax works will help you out, but here's a few more complicated examples to get you started:

Enclose your text inside of doublequotes. If you need to actually use a doublequote, put two of them side by side.

Application.ActiveInspector.WordEditor.Windows(1).Selection.TypeText Text:="This is a ""bunch"" of text that will appear in the email"

Open in new window

This is a "bunch" of text that will appear in the email

Use the ampersand character to concatenate multiple strings of text together:

Application.ActiveInspector.WordEditor.Windows(1).Selection.TypeText Text:="This is a bunch of text" & "And here is some more"

Open in new window

This is a bunch of textAnd here is some more

Use the special expression vbCrLf to specify a line break. This does not go in doublequotes and must be an expression on it's own, which you may concatenate to the rest of the string using the ampersand character.

Application.ActiveInspector.WordEditor.Windows(1).Selection.TypeText Text:="This is a bunch of text" & vbCrLf & vbCrlf & "And this is on a new line"

Open in new window

This is a bunch of text

And this is on a new line
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Author Closing Comment

by:Geekamo
ID: 39831681
This has been working perfectly!  Thank you so much.  I love this!
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