If you find yourself copying the same paragraphs into your e-mail responses — for example, the same words to send out responses to confirm a customer’s appointment — you don’t have to compose each e-mail reply individually or copy and paste text from a previous e-mail. Here’s how to create an AutoText button in Word that will insert the text you need into your e-mail message automatically — all you need do is customize it and send. Follow these steps:
- Open the last e-mail you sent confirming a customer appointment.
- Select and copy the text that you would like to use in subsequent e-mails.
- Open a blank document in Word.
- Paste the text you copied to the Word document.
- Select the text you copied.
- Go to Insert | AutoText, then click New.
- Click in the Please Name Your Autotext Entry text box and enter Appointment Confirmation. Click OK.
- Go to Tools | Customize.
- Click the Toolbars tab and then click the New button.
- In the Toolbar Name text box, type Client E-mails and then click OK.
- In the Customize dialog box, click the Commands tab.
- Scroll through the Categories list, then click New Menu.
- Scroll through the Commands list and click and drag New Menu onto the Client E-mails toolbar.
- Right-click New Menu in the Client E-mails toolbar.
- Click in the Name area and type E-mail AutoText.
- In the Customize dialog box, in the Categories list, click AutoText.
- Click in the Commands list and click and drag the Appointment Confirmation entry onto the E-mail AutoText menu.
- Close the dialog box.
To include the text in your message, rather than send it as an attachment, change Word Options as follows:
- Go to Tools | Options.
- On the General tab, clear the Mail As Attachment check box.
Now, to create your confirmation e-mail, follow these steps:
- Open a new Word document.
- Click the Appointment Confirmation menu in the Client E-mails toolbar.
- Make any other changes to the document.
- Go to File | Send To: Mail Recipient.
- A new e-mail window will open with the text of your document in the message. Fill out the rest of the e-mail, then click Send.
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