When you want to open a template, you need to go through the Choose Form dialog, which is a few more steps than most users want to take. In older versions of Outlook you could create Hyperlink buttons but Outlook 2010 doesn’t support hyperlink buttons and tighter security in Outlook 2007 means you need to respond to a warning dialog before the template (or hyperlinked file) opens.
We have solutions for both problems: a macro for Outlook 2010 (also works with Outlook 2007) and a registry key to disable the warning in Outlook 2007.
See Disable the Unsafe Hyperlink Warning when Opening Attachments for the instructions to disable the warning dialog and the Open or Save dialog. Use this registry value with Outlook 2010 if you add files to Outlook’s Shortcut navigation pane.
Open templates using a toolbar button
To create a button on the toolbar that will open a template in Outlook 2010, you need to use a macro as it does not support hyperlink buttons found in older versions of Outlook. Additionally, opening a template hyperlinked to a toolbar button in Outlook 2007 brings up a security dialog.
Additionally, if the template contains custom fields, the customizations will be disabled and the template will be blank. These templates need to be opened using the Choose Form dialog.
Create a macro that replicates opening a template from the Choose Form dialog using the Application.CreateItemFromTemplate method:
Sub MakeItem() Set newItem = Application.CreateItemFromTemplate("c:\path\template.oft") newItem.Display Set newItem = Nothing End Sub
Press Alt+F11 to open Outlook’s VB Editor then copy and paste this macro into ThisOutlookSession. Add it to the ribbon or QAT. See How to use the VBA Editor for complete instructions to use the VB Editor. See Customize the QAT if you need help customizing the QAT.
If you want to use a macro to open different templates, assign the template path to a variable and pass the variable to the macro, like this:
Dim template As String Sub OpenTemplate1() template = "C:\Users\Diane\Templates\template1.oft" MakeItem End Sub Sub OpenTemplate2() template = "C:\Users\Diane\Templates\email.oft" MakeItem End Sub Sub MakeItem() Set newItem = Application.CreateItemFromTemplate(template) newItem.Display Set newItem = Nothing End Sub
Open a Template and Add an Attachment
If you want to add an attachment to the message at the same time you open the template, you’ll use newItem.Attachments.Add “C:\myfile.doc”. Add it to your code after the line that opens the template (DUH!) and before the message is displayed (newItem.Display).
The macro will look something like this:
Sub AddAttachment () Dim newItem as Outlook.MailItem Set newItem = Application.CreateItem("C:\path\template.oft") newItem.Attachments.Add "C:\myfile.doc" newItem.Display End Sub
Open a published form
If you want to open a published form, use this code to call the form. You need to be viewing the folder you want the item to be saved in.
Public Sub OpenPublishedForm() Dim Items As Outlook.Items Dim Item As Object Set Items = Application.ActiveExplorer.CurrentFolder.Items Set Item = Items.Add("ipm.note.name") Item.Display End Sub
Create a Hyperlink button
This works in Outlook 2007 and older versions as well as all Office applications that have the Assign Hyperlink option on customized buttons. You can hyperlink to any file, although programs (*.exe) may be restricted for security reasons.
You can use any button in the Customize dialog (select a category on the left to see additional buttons). If you want to create a menu button, there is a blank one in the New Menu category.
- Right click on the toolbar area.
- Choose Customize
- From the Commands tab, drag a button (any button) to the Menu bar or a Toolbar
- Right click on the button to expand the customize menu
Add a button to the ribbon or toolbar tutorials
This tutorial shows you how to add a button to one of Outlook 2013′s ribbon tabs. Note: In Outlook 2010 you cannot add buttons to the ribbon in Outlook 2010 but you can add buttons to the QAT. The method is the same, starting with File, Options, Quick Access Toolbar.
In Outlook 2007′s main interface and in Outlook 2003 and older, you’ll add a button to the toolbar as shown in the following video.
[wpvideo Envs3ce2 w=500]
Disable the hyperlink warning
When you open templates or files using a hyperlink button or from Outlook’s Shortcut navigation pane, you’ll receive an unsafe hyperlink warning. You can disable the warning by editing the registry.
You may also receive the file open or save dialog when using a hyperlink button or shortcut. To disable this dialog when the “Always ask” field is grayed out, run Outlook as administrator. The “always ask” checkbox should be clickable. If not, you’ll need to edit the registry for each file type. See Disable “Always ask before opening” dialog for more information.
Add a registry value to disable the warning dialog.
Open the registry editor and browse to the following registry subkey for
Note: If the Security key does not exist in your registry, you’ll need to create it too.
Right click on Security key and choose New, DWORD. Type (or paste)
DisableHyperlinkWarning as the Value name then double click on it. Enter 1 as the Value data to disable the warning. Delete the key or use a value of 0 to enable the warning.
Group policy keys for administrators
Administrators will add the DisableHyperlinkWarning DWORD to the Policy key instead:
Do It For Me
If you don’t want to edit the registry yourself, you can download and run the following registry key for your version of Outlook.
To add a toolbar button to launch an Outlook form (OutlookCode.com)
Outlook 2010: Open custom form via your own ribbon (vboffice.net) VBA sample to open custom form
Opening a Saved Outlook Template (.oft file) in Office
2003 and 2007 Whitepaper by Helen Feddema
How to enable or to disable hyperlink warning messages in 2007 Office programs and in Office 2010 programs (MSKB)
How to disable hyperlink warning messages in Office 2003 (MSKB)