Outlook has no native feature to automatically use a specific message template to reply to the emails from a specific sender. Thus, if you would like to do this, you can refer to the method introduced in this article, which is resorting to Outlook VBA.
Outlook permits you to create and design custom message templates. However, when you need to apply a template, the only is to select and open it from “Choose Form” dialog box. Apparently, it is considerably inconvenient. Also, by this means, you can open use a template to create a new email, but can’t apply a template to a reply. Therefore, if you would like to always and auto use a specific mail template to reply to a specific person, you need to seek other approaches. Here we will tell you how to achieve it with Outlook VBA.
Auto Use a Specific Message Templates When Replying to a Specific Person
- In the first place, launch your Outlook program.
- Then you can press “Alt + F11” key shortcuts to get access to the VBA editor.
- Next, in the new window, you need double click the “ThisOutlookSession” on the left side to open this VBA project.
- Subsequently, you can copy and paste the following VBA codes into it.
Public WithEvents objInspectors As Outlook.Inspectors Public WithEvents objExplorer As Outlook.Explorer Public WithEvents objMail As Outlook.MailItem Private Sub Initialize_Handlers() Set objInspectors = Application.Inspectors Set objExplorer = Outlook.Application.ActiveExplorer End Sub Private Sub objInspectors_NewInspector(ByVal Inspector As Inspector) If TypeOf Inspector.CurrentItem Is MailItem Then Set objMail = Inspector.CurrentItem End If End Sub Private Sub objExplorer_SelectionChange() On Error Resume Next Set objMail = objExplorer.Selection.Item(1) End Sub Private Sub objMail_Reply(ByVal Response As Object, Cancel As Boolean) Dim strSenderEmailAddress As String Dim objTempReply As Outlook.MailItem Dim objNewMail As Outlook.MailItem 'Change the email address as per your case strSenderEmailAddress = "firstname.lastname@example.org" If objMail.SenderEmailAddress = strSenderEmailAddress Then Set objTempReply = objMail.Reply 'Create an email using a specific template 'Change the path to the specific template as per your case Set objNewMail = Outlook.Application.CreateItemFromTemplate("C:\Users\Test\Documents\UserTemplates\Test Mail.oft") 'Copy the subject, recipients and body from the reply to the new email With objNewMail .To = objTempReply.To .Subject = objTempReply.Subject .HTMLBody = objNewMail.HTMLBody & objTempReply.HTMLBody .Display End With 'Close the replies objTempReply.Close (olDiscard) Cancel = True End If End Sub
- After that, you can assign your digital certificate to the new VBA project.
- Later you ought to restart Outlook to activate this macro.
- Finally you can have a try.
- First, open one email from the specific person.
- Then click the “Reply” button in the ribbon.
- At once, a new email window will display, which is using the specific mail template and is totally same as a standard reply email, like the following screenshot.
Defend Your Outlook Data from Corruption
Since Outlook is vulnerable, safeguarding your Outlook data is a blazing arduous task. Even so, you still should make some necessary precautions, such as making a regular backup for your Outlook data and keeping a preeminent Outlook repair tool like DataNumen Outlook Repair, etc.
Shirley Zhang is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including mdf corruption and outlook repair software products. For more information visit www.datanumen.com