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Remove an Address from Reply All

Slipstick Systems

› Developer › Remove an Address from Reply All

Last reviewed on October 5, 2017     38 Comments

reply-allWhen a mailbox receives messages for more than one address, such as messages forwarded from another account, Outlook may include the address in the recipients list when you hit Reply All.

I have an issue with reply all in outlook 2013. Since I use gmail, I effectively have 2 email addresses, with the same account (@gmail.com, @googlemail.com) If I reply all to an email sent to @googlemail.com, I get cc'd on the reply as outlook doesn't recognize the address as the same as the account its set up with.

This isn't a new problem: Outlook has always had problems identifying which address is yours when it doesn't match the address on your account in Account Settings.

Reply to All Includes My Address

To remove the address, use a macro that runs when you trigger the Reply All command.

Do something when Reply is clicked

Paste the following macro in ThisOutlookSession. To test it without restarting Outlook, click in the Startup macro and press F5 or the Run button.

This macro will be triggered by the Reply All button in the Reading Pane but the reply opens in a new window.

Option Explicit
Private WithEvents oExpl As Explorer
Private WithEvents oItem As MailItem
Private bDiscardEvents As Boolean
'//slipstick.me/44b0w
  
Private Sub Application_Startup()
   Set oExpl = Application.ActiveExplorer
   bDiscardEvents = False
End Sub
  
Private Sub oExpl_SelectionChange()
   On Error Resume Next
   Set oItem = oExpl.Selection.Item(1)
End Sub
  
' Reply
Private Sub oItem_ReplyAll(ByVal Response As Object, Cancel As Boolean)
        
   Cancel = True
   bDiscardEvents = True
   
   Dim oReply As MailItem
   Set oReply = oItem.ReplyAll
    
    Dim recips  As Outlook.Recipients
    Dim i As Long

Set recips = oReply.Recipients

  For i = recips.Count To 1 Step -1
  If LCase(recips.Item(i).Address) = "alias@slipstick.com" Then
     recips.Remove i
     End If
    Next
      
 oReply.Display
        
   bDiscardEvents = False
Set oItem = Nothing
End Sub

How to use the macro

First: You will need macro security set to low during testing.

To check your macro security in Outlook 2010 or 2013, go to File, Options, Trust Center and open Trust Center Settings, and change the Macro Settings. In Outlook 2007 and older, it’s at Tools, Macro Security.

After you test the macro and see that it works, you can either leave macro security set to low or sign the macro.

Open the VBA Editor by pressing Alt+F11 on your keyboard.

To use the macro code in ThisOutlookSession:

  1. Expand Project1 and double click on ThisOutlookSession.
  2. Copy then paste the macro into ThisOutlookSession. (Click within the code, Select All using Ctrl+A, Ctrl+C to copy, Ctrl+V to paste.)

More information as well as screenshots are at How to use the VBA Editor

More Information

See E-Mail: Remove recipients before sending code sample by Outlook Developer MVP Michael Bauer. Michael's code checks for more than one address.

Remove an Address from Reply All was last modified: October 5th, 2017 by Diane Poremsky
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Related Posts:

  • Macro to Reply, ReplyAll, or Forward and File
  • VBA Sample: Do Something When Reply is Clicked
  • Using a Gmail Master Account: Reply Using the Correct Account
  • Reply using the address a message was sent to

About Diane Poremsky

A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

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Bastian (@guest_218615)
August 11, 2021 2:16 am
#218615

Hi Diane,

your Code works fine in Outlook 365 as well! How can I add the CC-Field to remove the same address? Thx

BR from Germany

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Alice Bolt (@guest_217599)
February 19, 2021 12:52 pm
#217599

I acquired one, so clearly I imagine that it’s a genuinely decent HP envy 5055 setup. Despite the fact that I do suggest utilizing a neighborhood printer in the event that you simply need to print out several pages of cards.

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Auros Harman (@guest_208035)
August 4, 2017 5:33 pm
#208035

I'm on Outlook 365 / Windows 7.

I'm looking at a message in the main window's reading pane, and it seems like sometimes when I hit the main ribbon Reply-All, or type ctrl-shift-R, it pops up a new window with my address removed. Other times it opens a reply on the main window, replacing the reading pane, and fails to remove my address. Actually I think it may be alternating -- first attempt to reply-all works; if I toss that message and then try it again, it fails. Then the next time it works. Etc.

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Diane Poremsky(@diane-poremsky)
Author
Reply to  Auros Harman
December 31, 2017 11:08 pm
#209816

This usually happens when the address the message was sent to isn't the address set up in the account. This should only happen if mail is forwarded from a different account to this one or you have multiple addresses set up to receive mail in the mailbox.

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J V (@guest_205336)
March 17, 2017 6:29 pm
#205336

Hi, I've tried all the above steps but when I click reply to all, the address I don't want is still shown in the To:, as if the macro fails to execute.

Please advise.

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Diane Poremsky(@diane-poremsky)
Author
Reply to  J V
March 17, 2017 9:16 pm
#205338

Did you restart outlook? The macro runs when outlook restarts. If you want to see if its running, add msgbox "Running" as the first line.

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veronica irvin (@guest_204609)
February 14, 2017 1:44 pm
#204609

`i am trying to fuse both the codes as directed by you, but the 3rd and 4th line shows an error. also plz correct if there is something wrong. 'Remove an Address from Reply All Option Explicit Private WithEvents oExpl As Explorer Private WithEvents oItem As MailItem Private bDiscardEvents As Boolean '//slipstick.me/44b0w Private Sub Application_Startup() Set oExpl = Application.ActiveExplorer bDiscardEvents = False End Sub Private Sub oExpl_SelectionChange() On Error Resume Next Set oItem = oExpl.Selection.Item(1) End Sub ' Reply Private Sub oItem_ReplyAll(ByVal Response As Object, Cancel As Boolean) Cancel = True bDiscardEvents = True Dim oReply As MailItem Set oReply = oItem.ReplyAll Dim recips As Outlook.Recipients Dim i As Long Set recips = oReply.Recipients For i = recips.Count To 1 Step -1 If LCase(recips.Item(i).Address) = "veronica.irvin@xxxxxx.com" Then recips.Remove i End If Next oReply.Display bDiscardEvents = False Set oItem = Nothing End Sub 'Working with All Items in a Folder or Selected Items Option Explicit Public Sub DoSomethingFolder() Dim Ns As Outlook.NameSpace Dim objOL As Outlook.Application Dim objItems As Outlook.Items Dim objFolder As Outlook.MAPIFolder Dim obj As Object Set Ns = Application.GetNamespace("MAPI") Set objOL = Outlook.Application Set objFolder = Ns.GetDefaultFolder(olFolderCalendar) Set objFolder = Ns.GetDefaultFolder(olFolderCalendar).Folders("Subfolder") Set objItems = objFolder.Items For Each obj… Read more »

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Diane Poremsky(@diane-poremsky)
Author
Reply to  veronica irvin
March 3, 2017 9:45 pm
#204998

After you set it to use the correct folder, you'd put this in the loop - Dim oReply As MailItem
Set oReply = oItem.ReplyAll

Dim recips As Outlook.Recipients
Dim i As Long

Set recips = oReply.Recipients

For i = recips.Count To 1 Step -1
If LCase(recips.Item(i).Address) = "veronica.irvin@xxxxxx.com" Then
recips.Remove i
End If
Next

oReply.Display

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veronica irvin (@guest_205077)
Reply to  Diane Poremsky
March 6, 2017 10:28 am
#205077

these two lines are showing as error. please provide me a solution to this

Private WithEvents oExpl As Explorer
Private WithEvents oItem As MailItem

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Diane Poremsky(@diane-poremsky)
Author
Reply to  veronica irvin
March 9, 2017 1:58 am
#205138

Did you put that macro in the ThisOutlookSession module? if not, you will get errors on those lines.

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Diane Poremsky(@diane-poremsky)
Author
Reply to  veronica irvin
March 15, 2017 11:42 pm
#205267

With the changes i made, including using HTMLBody (and fixing the & signs that wordpress messes up), This screenshot shows the changes - i removed a line of text above "today's Tip" but left a period and added the text at the top.

html-code.png
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veronica irvin (@guest_204565)
February 13, 2017 5:30 pm
#204565

can this be modified to all the mail items in current sub folder? like reply and send email with attachment with 30 seconds interval, till the last email and end

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Diane Poremsky(@diane-poremsky)
Author
Reply to  veronica irvin
February 14, 2017 1:22 am
#204583

Yes. If you are running it manually, the macros at https://www.slipstick.com/developer/code-samples/working-items-folder-selected-items/ show howe to do it. You'll need to loop to add the delay - one way to do this:

delayTime = now + .5/1440
do until now > delaytime
'do the send
delayTime = now + .5/1440
loop

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veronica irvin (@guest_204993)
Reply to  Diane Poremsky
March 3, 2017 11:52 am
#204993

i tried to just join the codes and run but it didnt work. here is how i did it. 'Remove an Address from Reply All Option Explicit Private WithEvents oExpl As Explorer Private WithEvents oItem As MailItem Private bDiscardEvents As Boolean '//slipstick.me/44b0w Private Sub Application_Startup() Set oExpl = Application.ActiveExplorer bDiscardEvents = False End Sub Private Sub oExpl_SelectionChange() On Error Resume Next Set oItem = oExpl.Selection.Item(1) End Sub ' Reply Private Sub oItem_ReplyAll(ByVal Response As Object, Cancel As Boolean) Cancel = True bDiscardEvents = True Dim oReply As MailItem Set oReply = oItem.ReplyAll Dim recips As Outlook.Recipients Dim i As Long Set recips = oReply.Recipients For i = recips.Count To 1 Step -1 If LCase(recips.Item(i).Address) = "veronica.irvin@xxxxxx.com" Then recips.Remove i End If Next oReply.Display bDiscardEvents = False Set oItem = Nothing End Sub 'Working with All Items in a Folder or Selected Items Option Explicit Public Sub DoSomethingFolder() Dim Ns As Outlook.NameSpace Dim objOL As Outlook.Application Dim objItems As Outlook.Items Dim objFolder As Outlook.MAPIFolder Dim obj As Object Set Ns = Application.GetNamespace("MAPI") Set objOL = Outlook.Application Set objFolder = Ns.GetDefaultFolder(olFolderCalendar) Set objFolder = Ns.GetDefaultFolder(olFolderCalendar).Folders("Subfolder") Set objItems = objFolder.Items For Each obj In objItems For i = 1 to objitems.count step -1… Read more »

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Diane Poremsky(@diane-poremsky)
Author
Reply to  veronica irvin
March 3, 2017 9:07 pm
#204997

The 'do something' code is running on a subfolder of the calendar... is that where you wanted to run it? The exampl just shows how to use it - you'll need to set it to use the correct folder.

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veronica irvin (@guest_205123)
Reply to  Diane Poremsky
March 8, 2017 1:02 pm
#205123

i tried to work it out on my own but couldnt, no i didnt want this to run on calendar, would you mind taking a minute for me to fuse both the codes. i wanted to remove my email address while i hit reply all and add a delay of 5 secs before sending, to all mail items in current folder.

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Diane Poremsky(@diane-poremsky)
Author
Reply to  veronica irvin
March 9, 2017 1:57 am
#205137

This works here to reply to all messages in a folder and remove a specific address from the messages
Public Sub DoSomethingFolder()
Dim objOL As Outlook.Application
Dim objItems As Outlook.Items
Dim objFolder As Outlook.MAPIFolder
Dim obj As Object

Set objOL = Outlook.Application
Set objFolder = objOL.ActiveExplorer.CurrentFolder
Set objItems = objFolder.Items

For Each obj In objItems

delaytime = Now + 0.5 / 1440
Do Until Now > delaytime
DoEvents
Loop
Dim oReply As MailItem
Set oReply = obj.ReplyAll

Dim recips As Outlook.Recipients
Dim i As Long

Set recips = oReply.Recipients

For i = recips.Count To 1 Step -1
If LCase(recips.Item(i).Address) = "veronica.irvin@xxxxxx.com" Then
recips.Remove i
End If
Next

oReply.Display

Next

Set obj = Nothing
Set objItems = Nothing
Set objFolder = Nothing
Set objOL = Nothing
End Sub

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veronica irvin (@guest_205140)
Reply to  Diane Poremsky
March 9, 2017 10:22 am
#205140

Hi Diane, Thank you so much for replying my post, i am clueless as to why it did not work, i am using outlook 2010, macro security is set to low and restarted many times. when i hit run the outlook freezes. not sure what is wrong, no error notifications too.
i have created a new folder and moved 5 mail items which require reply all and send with 5secs or 30 secs delay after every email.
can you please rework on the code

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Diane Poremsky(@diane-poremsky)
Author
Reply to  veronica irvin
March 9, 2017 1:30 pm
#205152

do you get error messages? I don't see error handling, so it wouldn't be skipping out without throwing errors. You can add msgbox "Running" before each line that begins with For. If the message box doesn't come up, then the macro is not running. Stepping through it (F8 or on the Debug menu and toolbar) can help you see where it is skipping too.

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veronica irvin (@guest_205197)
Reply to  Diane Poremsky
March 13, 2017 12:32 pm
#205197

Hi Diane, i did add "Running" before each line that begins with For, it seems there is a compile error with sub or function not defined. and points to 'Public Sub DoSomethingFolder()'

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Diane Poremsky(@diane-poremsky)
Author
Reply to  veronica irvin
March 14, 2017 9:30 am
#205225

there is nothing in it that calls a sub or function - unless you have option explicit - then you'll get a 'variable not defined' error for Delaytime - adding Dim Delaytime with the other dim's will take care of that. The macro i posted in this comment works here - i really have no idea why it isn't working for you or why you're getting that error.

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veronica irvin (@guest_205229)
Reply to  Diane Poremsky
March 14, 2017 12:55 pm
#205229

Hi Diane,
My outlook addin was not allowing to run this code, Got it removed. now it works like charm.
thank you so much.

Not sure if this can be added to this existing code, basically i route the incoming website requests to appropriate department, i normally hit reply all and write
"Hi,
Your request is received and passed on to -- dept, will be addressed asap
Regards"

in this process i have to remove my own email address as recipient and email address comes in the body and hit send.
can it be added to the existing one and run automatically?

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Diane Poremsky(@diane-poremsky)
Author
Reply to  veronica irvin
March 14, 2017 3:19 pm
#205237

it can be added - the macro, as written with the application start up macro is automatic - if you use a rule it is automatic too. You just need to change .display to .send once you are sure it is working correctly.

There are a couple of different ways to add the text -
simplest is
strText = "Hi," & vbCrLf & vbCrLf & _
"Your request is received and passed on, will be addressed asap. " & _
vbCrLf & vbCrLf & "Regards" & vbCrLf & vbCrLf
oReply.body = strText & oreply.body
oreply.display ' or oreply.send

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veronica irvin (@guest_205238)
Reply to  Diane Poremsky
March 14, 2017 3:33 pm
#205238

sorry i couldn't mention in my previous post that i need to remove email address in body too, when i hit reply all, please help me with that too. thank you.

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Diane Poremsky(@diane-poremsky)
Author
Reply to  veronica irvin
March 14, 2017 4:04 pm
#205240

is it always the same address? There are different ways to do this, depending on where the address is.

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veronica irvin (@guest_205245)
Reply to  Diane Poremsky
March 14, 2017 4:44 pm
#205245

it is always the same address the line appears like this [mailto:veonica.irvin@solution-xxxx.com] and the whole text has to be deleted

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Diane Poremsky(@diane-poremsky)
Author
Reply to  veronica irvin
March 14, 2017 4:58 pm
#205246

Replace function should work then -
item.body = Replace(item.body, "[mailto:veonica.irvin@solution-xxxx.com]", "")

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veronica irvin (@guest_205248)
Reply to  Diane Poremsky
March 14, 2017 8:25 pm
#205248

Hi Diane, i joined those two lines and unable to get the result -i.e. remove the address in body and add the message. just pasting the way i did it. not sure what is wrong. hopefully this will help

Public Sub DoSomethingFolder()
Dim objOL As Outlook.Application
Dim objItems As Outlook.Items
Dim objFolder As Outlook.MAPIFolder
Dim obj As Object

Set objOL = Outlook.Application
Set objFolder = objOL.ActiveExplorer.CurrentFolder
Set objItems = objFolder.Items

For Each obj In objItems

delaytime = Now + 0.5 / 1440
Do Until Now > delaytime
DoEvents
Loop
Dim oReply As MailItem
Set oReply = obj.ReplyAll

Dim recips As Outlook.Recipients
Dim i As Long

Set recips = oReply.Recipients

For i = recips.Count To 1 Step -1
If LCase(recips.Item(i).Address) = "veronica.irvin@solutions-xxxx.com" Then
recips.Remove i

Item.Body = Replace(Item.Body, "[mailto:veronica.irvin@solutions-xxxx.com] ", "")

strText = "Hi," & vbCrLf & vbCrLf & _
"Your request is received and passed on, will be addressed asap. " & _
vbCrLf & vbCrLf & "Regards" & vbCrLf & vbCrLf

oReply.Body = strText & oReply.Body

End If
Next

oReply.Display

Next

Set obj = Nothing
Set objItems = Nothing
Set objFolder = Nothing
Set objOL = Nothing
End Sub

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Diane Poremsky(@diane-poremsky)
Author
Reply to  veronica irvin
March 16, 2017 12:20 am
#205272

These are in the wrong order - with the body code inside the if statement that removes the address, it's only applied if the address is removed. (and the message object needs to match the object name you are using in your code):
For i = recips.Count To 1 Step -1
If LCase(recips.Item(i).Address) = "veronica.irvin@solutions-xxxx.com" Then
recips.Remove i
End If
Next
oReply.Body = Replace(oReply.Body, "[mailto:veronica.irvin@solutions-xxxx.com] ", "")

strText = "Hi," & vbCrLf & vbCrLf & _
"Your request is received and passed on, will be addressed asap. " & _
vbCrLf & vbCrLf & "Regards" & vbCrLf & vbCrLf

oReply.Body = strText & oReply.Body

oReply.Display

Next

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Reply
veronica irvin (@guest_205293)
Reply to  Diane Poremsky
March 16, 2017 12:06 pm
#205293

Thank you so much, its been of great help to me. it is working good.
one last question i have is, can i add another email address (megan.frost@solutions-xxxx.com) as well to this line of code

'oReply.Body = Replace(oReply.Body, "[mailto:veronica.irvin@solutions-xxxx.com] ", "")'

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Diane Poremsky(@diane-poremsky)
Author
Reply to  veronica irvin
March 16, 2017 12:44 pm
#205295

You can - just repeat the line
oReply.Body = Replace(oReply.Body, "[mailto:veronica.irvin@solutions-xxxx.com] ", "")
oReply.Body = Replace(oReply.Body, "[megan.frost@solutions-xxxx.com] ", "")'

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veronica irvin (@guest_205256)
Reply to  Diane Poremsky
March 15, 2017 2:51 pm
#205256

Hi Diane, i did join the lines in between , but it didnt work, can you please look into this and reply with a correct one. > i have to remove my email address in the body of email i.e. item.body = Replace(item.body, "[mailto:veronica.irvin@solution-xxxx.com]", "") >and add a reply i.e strText = "Hi," & vbCrLf & vbCrLf & _ "Your request is received and passed on, will be addressed asap. " & _ vbCrLf & vbCrLf & "Regards" & vbCrLf & vbCrLf oReply.body = strText & oreply.body below is the code Public Sub DoSomethingFolder() Dim objOL As Outlook.Application Dim objItems As Outlook.Items Dim objFolder As Outlook.MAPIFolder Dim obj As Object Set objOL = Outlook.Application Set objFolder = objOL.ActiveExplorer.CurrentFolder Set objItems = objFolder.Items For Each obj In objItems delaytime = Now + 0.5 / 10 Do Until Now > delaytime DoEvents Loop Dim oReply As MailItem Set oReply = obj.ReplyAll Dim recips As Outlook.Recipients Dim i As Long Set recips = oReply.Recipients For i = recips.Count To 1 Step -1 If LCase(recips.Item(i).Address) = "veronica.irvin@solutions-xxxx.com" Then recips.Remove i Item.Body = Replace(Item.Body, "[mailto:veronica.irvin@solutions-xxxx.com] ", "") strText = "Hi," & vbCrLf & vbCrLf & _ "Your request is received and passed on, will be… Read more »

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Reply
Diane Poremsky(@diane-poremsky)
Author
Reply to  veronica irvin
March 15, 2017 11:38 pm
#205266

What happens when you tried it?

Do you want the body changed only if the address is removed? if not, you need the body code after the End If, not before. You may need to use oReply.HTMLBody in each instance if you need to maintain HTML formatting. Also, you need to use the correct object - Item.Body needs to be changed to oreply.body (or oReply.HTMLBody).

BTW, the delaytime is 12 minutes... did you want it that long? The first number in the fraction is the number of minutes to delay and the other is the number of minutes in a day (1440).

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quattro (@guest_197135)
March 11, 2016 6:58 pm
#197135

this is not working in my pasrt

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Diane Poremsky(@diane-poremsky)
Author
Reply to  quattro
March 11, 2016 9:43 pm
#197138

Any error messages? Is macro security set to low? Did you restart Outlook?

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quattro (@guest_197316)
Reply to  Diane Poremsky
March 21, 2016 10:53 am
#197316

no error meesage. yep macro security is set to low and yes i did restart

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George Aggelopoulos (@guest_184441)
July 3, 2014 7:33 am
#184441

I would like to combine the above script with the one that changes the email account for sending an email. I would like to happen both at the same time with one script since I have already changed the appropriate button to run the script below:
-(Public Sub New_Reply()
-Dim oAccount As Outlook.Account
-Dim oMail As Outlook.MailItem
-For Each oAccount In Application.Session.Accounts
-If oAccount = "the_email_account_name" Then
- Set oMail = Application.ActiveExplorer.Selection(1).Reply
- oMail.SendUsingAccount = oAccount
- oMail.Display
-End If
-Next
-End Sub)

Thanks in advance

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Diane Poremsky(@diane-poremsky)
Author
Reply to  George Aggelopoulos
March 11, 2016 9:42 pm
#197137

I keep coming back to this and can't get it to work - putting them together is easy, but getting outlook to actually change the From account is difficult on replies.

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Merge Two Data Files

Sync & Share Outlook Data

  • Share Calendar & Contacts
  • Synchronize two computers
  • Sync Calendar and Contacts Using Outlook.com
  • Sync Outlook & Android Devices
  • Sync Google Calendar with Outlook
  • Access Folders in Other Users Mailboxes

Contact Tools

Data Entry and Updating

Duplicate Checkers

Phone Number Updates

Contact Management Tools

Diane Poremsky [Outlook MVP]

Make a donation

Calendar Tools

Schedule Management

Calendar Printing Tools

Calendar Reminder Tools

Calendar Dates & Data

Time and Billing Tools

Meeting Productivity Tools

Duplicate Remover Tools

Mail Tools

Sending and Retrieval Tools

Mass Mail Tools

Compose Tools

Duplicate Remover Tools

Mail Tools for Outlook

Online Services

Productivity

Productivity Tools

Automatic Message Processing Tools

Special Function Automatic Processing Tools

Housekeeping and Message Management

Task Tools

Project and Business Management Tools

Choosing the Folder to Save a Sent Message In

Run Rules on messages after reading

Help & Suggestions

Submit Outlook Feature Requests

Slipstick Support Services

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