Sending the same e-mail to everyone in an Outlook folder

I was asked whilst training Outlook today whether it is possible to send the same e-mail into everyone in the same folder. She does recruitment and wants to be able to send a rejection letter to all applicants which she has saved into one folder.

First create a template which has the text of the rejection letter.

To create a template, start composing a message in the usual way, with the text you want to be included in the template. Remove your signature from the message body or it will appear twice when you use the template.

Then if using Outlook 2007:

  • From the Office button, click Save As.
  • In the File name text box, type a name for the template.
  • From the Save as type dropdown, select Outlook template (*.oft).
  • Make sure the Save list displays the drive and path containing the Outlook templates.
  • Click Save.

To create a template in Outlook 2010:

  • Compose the message you want to use as a template.
  • From the File tab, click Save As.
  • In the File name text box, type a name for the template.
  • From the Save as type dropdown, select Outlook template (*.oft).
  • Make sure the Save list displays the drive and path containing the Outlook templates.
  • Click Save.

You now need to set up a rule that makes use of this template.

  • Go to File – Manage Rules and Alerts.
  • Set a new rule. Select Apply on messages I receive. Click Next.
  • Leave this next section as it is, then click Next. It will say it will apply to everyone – just say Yes for now.
  • Click Reply using a specific template.

  • Click in the bottom where it says a specific template. The Select a Reply Template will be displayed.
  • From the Look in dropdown select User Templates in File System.

  • Select the required template, then click Open.
  • Click Next.
  • Click Next again.

  • Get rid of the tick by Turn on this rule and click Finish.
  • Click OK. You are returned to the Rules and Alerts dialog box.

  • Click Run Rules Now.

  • Put a tick by the required rule. Click Browse.
  • Select the folder you want to run the rule on.
  • Click Run Now. The e-mail will be sent to everyone in the folder.

Find more information about our Microsoft Outlook training Sydney, Australia.

Find more information about our Microsoft Outlook training London, England or our Microsoft Outlook training Dorset, Wiltshire, Hampshire

About jdonbavand

I am a trainer of Microsoft Office, Microsoft Project and Crystal Reports. I have called my blog "If Only I'd Known That...." because I hear it so many times in training sessions. In fact, if only I had a £100 (or 150 Aussie dollars)for every time someone says "If only I'd known that." ....
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