Create
an e-mail template
Every
month, you need your team to review operations reports before you send them out
to business managers. You probably attach the draft documents to an e-mail message,
and you've probably been creating these messages from scratch every month: typing
the recipient names, composing the message, and adding the current month's report
data. It's easy to make mistakes this way by omitting a recipient, creating an
inconsistent message, or forgetting to attach data. Microsoft
Office Outlook 2003 offers a better way. You can create distribution lists and
reusable e-mail messages to make repetitive communications quick and accurate. Setting
up a distribution list
A distribution list is a collection of contacts
(contact: Person, inside or outside of your organization, about whom you can save
several types of information, such as street and e-mail addresses, telephone and
fax numbers, and Web page URLs.). It provides an easy way to send messages
to a defined group of people without typing individual e-mail addresses. You can
easily add and delete names in a distribution list, send it to others, and print
it. Create
a distribution list using names in the Address Book
1、In Outlook, on the
File menu, point to New, and then click Distribution List.
2、On the Members
tab, in the Name box, type a name for the list.
Note The recipients don't
see the name you give the distribution list; they see the individual names in
the To field of the message.
3、Click
Select Members.
4、In the Select Members dialog box, click the drop-down arrow
next to Show names from the, and select the address book that contains the e-mail
addresses you want in your distribution list.
5、In the Type name or select
from list box, type a name you want to include. In the list below, select the
name, and then click Members. Do this for each person you want to add to the distribution
list, and then click OK.
6、If
you want to add a longer description of the distribution list, click the Notes
tab, and then type the description.
The distribution list is saved in your
Contacts folder by the name you give it. The
distribution list is saved in your Contacts folder by the name you give it.
Create
a distribution list by copying names from an e-mail message
1、In the e-mail
message you want to copy the names from, select the names in the To or Cc box
(To, Cc, and Bcc boxes: A message is sent to the recipients
in the To box. Recipients in the Cc (carbon copy) and Bcc (blind carbon copy)
boxes also get the message; however, the names of the recipients in the Bcc box
aren't visible to other recipients.).
2、On the Edit menu, click Copy.
3、On the File menu, point to New, and then click Distribution List.
4、In the Name box, type a name for the distribution list.
5、Click Select
Members.
6、Right-click Add to distribution list, and then click Paste on
the shortcut menu (shortcut menu: A menu that shows a list
of commands relevant to a particular item. To display a shortcut menu, right-click
an item or press SHIFT+F10.).
Add or delete a name in a distribution
list
1、In your Contacts folder, open the distribution list.
Distribution
lists are marked with  .
2、Do
one or more of the following:
To
add an address from an address book or a contacts folder, click Select Members.
To
add an address that is not in a contacts folder or an address book, click Add
New.
To
delete a name, click the name, and then click Remove. Setting
up an e-mail template
Use e-mail templates to send messages that include information that doesn't change
from month to month. You can compose and save a message as a template, and then
use that template every time you need it. Just add any new information before
sending the template as an e-mail message. Create
an e-mail template
1、On the Tools menu, click Options, and then click
the Mail Format tab.
2、Clear the Use Microsoft Office Word 2003 to edit e-mail
messages check box.
3、Click Apply, and then click OK.
4、On the File
menu, point to New, and then click Mail Message.Note You can also start a new
e-mail message by clicking the New Mail Message button  on
the Standard toolbar. 5、When
the new message opens, give it an appropriate subject and compose your content.
Leave space for variable information that will be added when you send the message.
6、On the File menu, click Save As.
7、In the Save as type list, click
Outlook Template, and then click Save.
8、To restore Word as the message editor,
click Options on the Tools menu, click the Mail Format tab, and then select the
Use Microsoft Office Word 2003 to edit e-mail messages check box.
9、Click
Apply, and then click OK.
Preparing the message
Now that you've
set up the distribution list and created the message template, you’re ready to
prepare your month-end message to your team. The template you created already
contains most of the information you need to send, so you only need to update
it with current data before adding the distribution list on the To line and sending
the message. Compose
your message
1、In the Inbox folder in Outlook, on the Tools menu, point
to Forms, and then click Choose Form.
2、In the Choose Form dialog box, click
the Look in drop-down arrow, and then click User Templates in File System.
3、Select your template, and then click Open.
Address your message
using a distribution list
1、In the open message, click To.
2、In the
Select Names dialog box, in the Show names from the drop-down list, click Contacts.
 3、Select
your distribution list, click To, and then click OK. |
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