How to create preaddressed messages

Do you send a lot of messages to one person or group and want to make it easier to address a message to those addresses?

Is it possible to add a button to the toolbars that would launch a new message with John Doe's email address already filled in when you click on it?

Yes! This is possible. There are several methods available, depending on your version of Outlook.

All versions: Use a macro assigned to a toolbar button that creates a new message and inserts the address. Create a macro for each address or group and assign it to a command button. Sample macro below.

All versions: Use a Template or published form that includes the addresses. Open a new message form, enter the addresses and any other information you want to always include (but do not include your signature), then either save it as a template or publish it as a custom form. Open the template or custom form when you want to send a message to that person. See How to Open Outlook Templates and Files using Toolbar Buttons

Outlook 2007, 2003 and 2002: Create hyperlinked buttons using the mailto command.

Use a macro

This macro opens a default form and inserts the desired address or addresses into the To field. Use objMsg.CC or objMsg.BCC to add addresses to those fields.

You can use either the address, or if you have a contact for the person, use their display name. It use a Contact Group (distribution list), use the group name and Outlook will resolve it.

Customize the toolbar to create a button for the macro. If you use the macro more than once, be sure to change the Sub name.

Sub NewMessagetoSomeone()
Dim objMsg As MailItem
Set objMsg = Application.CreateItem(olMailItem)

objMsg.To = "address;address;address;"

objMsg.Display
Set objMsg= Nothing
End Sub

Address a message to a contact

Use this macro to open a message form with the address of a selected contact filled in.

Public Sub SendtoContact()

If TypeName(ActiveExplorer.Selection.Item(1)) = "ContactItem" Then
 Set oContact = ActiveExplorer.Selection.Item(1)

Dim objMsg As MailItem

' Blank message
' Set objMsg = Application.CreateItem(olMailItem)

' Use a template
Set objMsg = Application.CreateItemFromTemplate("C:\path\to\template.oft")

  objMsg.To = oContact.Email1Address

  'displays the message form so you can enter more text
  objMsg.Display
  
  'use this to send to outbox
  'objMsg.Send

  Set objMsg = Nothing

Else
MsgBox "Sorry, you need to select a contact"
End If

End Sub

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