If you send e-mail to the same people frequently, you can automate the
process of creating and addressing the message. With Microsoft OutlookŪ
2000, you can add a custom menu that lists the people to whom you send
e-mail most often. Then, with one click, you can create a new message
that's addressed to the person you want to send it to. And, if you
regularly send e-mail with the same subject line, such as a weekly report,
you can also create a message that has the subject line filled in.
There are two parts to creating a custom list of recipients. First,
create the menu. Then, add the e-mail addresses and subject lines to it.
Create a custom menu
- On the Tools
menu, click Customize, and then click the Commands tab.
- In the Categories
list, click New Menu.
- In the Commands
list, click New Menu and drag it to the toolbar. When the
pointer looks like an I-beam, release the mouse button.
- On the toolbar,
right-click the New Menu button, and in the Name box on
the shortcut menu, type a name for the new menu.
Add e-mail addresses and
- In the Customize
dialog box, in the Categories list, click File.
- In the Commands
list, click Mail Message and drag it to the custom menu that
you added to the toolbar. When you rest the pointer over the custom
menu, a gray box appears. Drop the Mail Message command onto
the gray box. If you are adding a subsequent command, no gray box will
appear. Drop the command onto the most recent command you added.
If you want to use a different icon, choose the command from the Commands
list that has the icon you want. For example, if you add a
distribution list, you can use the Distribution List command to
get the distribution list icon.
- On the new menu,
right-click the Mail Message command, and in the Name
box on the shortcut menu, type a name for the person, distribution
list, or alias you're assigning to the command.
- Then, on the same
shortcut menu, point to Assign Hyperlink, and then click Open.
If the shortcut menu is not open, right-click the Mail Message
command on the new menu.
- Under Link to,
click E-mail Address.
- In the E-mail
address box, enter the e-mail address of the person, distribution
list, or alias you want to assign to the command. If you want this
automatically addressed message to also have a standard subject line,
such as Status Report, type it in the Subject
Repeat these steps for each
person, group, or standard subject line you want to add to the button.