How to Batch Reply Multiple Emails with Same Content in Your Outlook

Many users ask for a solution that allows them to batch reply multiple selected emails with same content in Outlook. Though Outlook doesn’t provide such a feature, you still can achieve it via a piece of VBA code.

I have heard a great number of users complaining that Outlook has no a function supporting them to send a same reply to multiple emails in one go. When they select multiple emails, both “Reply” and “Reply All” actions will turn greyed out – get disabled. Looking at this issue, thereinafter, we will share a method to realize this feature.

Batch Reply Multiple Emails with Same Content

1. In the first place, start your Outlook program.
2. Then, you need to create a template reply which you wish to use for replying to multiple emails.

• First off, create a new email.
• Then, compose this email based on what you want to reply.
• Next, click “File” and choose “Save As” option.
• Later, in the new “Save As” dialog box, input a name and select “Outlook Template” in “Save as type” box.
• Lastly, hit “OK” button.

3. Next, you can close the email without saving changes.
4. Subsequently, you should press “Alt + F11” key buttons.
5. After that, the Outlook VBA editor window will display.
6. Now, you should locate and open the “ThisOutlookSession” project and copy the following VBA code into it.

Sub Application_ItemContextMenuDisplay(ByVal CommandBar As Office.CommandBar, ByVal Selection As Selection)
    Dim objCommandBarButton As Office.CommandBarButton
 
    If (Selection.count > 1) And (Selection.Item(1).Class = olMail) Then
       Set objCommandBarButton = CommandBar.Controls.Add(msoControlButton)
 
       'Add a "Same Reply" option to the context menu
       With objCommandBarButton
           .Style = msoButtonIconAndCaption
           .Caption = "Same Reply"
           .FaceId = 355
           .OnAction = "Project1.ThisOutlookSession.SendSameReply"
       End With
    End If
End Sub

Sub SendSameReply()
    Dim strTemplate As String
    Dim objTemplateReply As Outlook.MailItem
    Dim strHTMLBody As String
    Dim objSelection As Outlook.Selection
    Dim i As Long
    Dim objReply As Outlook.MailItem
 
    'Input the name of the previously saved template
    strTemplate = InputBox("Enter the name of template message:", , "Template Reply")
    Set objTemplateReply = Application.CreateItemFromTemplate("C:\Users\Test\Documents\UserTemplates\" & strTemplate & ".oft")
    strHTMLBody = objTemplateReply.HTMLBody
 
    Set objSelection = Application.ActiveExplorer.Selection
 
    For i = objSelection.count To 1 Step -1
        Set objReply = objSelection(i).Reply
        With objReply
             .HTMLBody = strHTMLBody & objReply.HTMLBody
             .Send
        End With
    Next
End Sub

7. Finally, you can close the current window and try this macro.

• Firstly, select multiple emails in the mail list.
• Then, right click on them.
• Next, choose and hit “Same Reply” option in the context menu.
• Then, you will be required to specify the template used for reply.
• After inputting the name and hitting “OK”, the same reply will be sent out to these selected emails.

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Author Introduction:

Shirley Zhang is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including sql corruption and outlook repair software products. For more information visit www.datanumen.com