Imagine this scenario: You have several HTML files you use as Stationery but you think it's too many clicks to open the More Stationery dialog.
You have two options: Add the More Stationery command to the ribbon or Quick Access Toolbar (QAT) or use macros to embed the HTML file in a new message. Ok, so you actually have another option: open a message using the stationery and save it as an Outlook template then use a macro to open the template or pin it to the Outlook icon on your taskbar.
You can save a couple of steps with the More Stationery command on the QAT or ribbon. Look for More Stationery... under Commands Not in the Ribbon.
Macros can insert an HTML file into a new message, replicating the More Stationery dialog or the Insert > Insert as text command. This is useful not only for stationery users, but also for anyone sending newsletters or advertising created in an HTML editor. Without the macro, it's inserted into a message using the Insert > Insert as Text command. The macro can be used to insert plain text files containing "boilerplate" responses.
There are two macros on this page. The first one inserts a specific file, the second macro inserts the newest HTML file in a folder.
A version of this macro that works with replies, forwards, or messages you've already begun to compose is at Apply Outlook Stationery to Replies and Forwards.
Any images in the HTML file need to include the full filepath to the image. Images are not inserted if the images are referenced by name only - background="image.png".
Insert Specific HTML Files
While you can add the More Stationery... button to the QAT or ribbon to make selecting stationery easier, you can use a macro to insert a specific HTML file as stationery. In this example, I'm using the macro with three different stationery files.
By changing the string path to your signature files, you can use this to insert a signature file.
strFile = enviro & "\AppData\Roaming\Microsoft\Signatures\"
After adding the macro to the VB Editor, create buttons on the ribbon for stationery1, stationery2, and stationery3. Click the button to open a new message using that stationery.
Reminder: Any images in the HTML file need to include the full file path to the image. Using background="image.png" will not work.
Dim strFile As String Sub stationery1() strFile = "C:\Users\Diane\AppData\Roaming\microsoft\stationery\Black.htm" UseStationery End Sub Sub stationery2() ' images in stationery need to include full path strFile = "C:\Users\Diane\AppData\Roaming\microsoft\stationery\my-favorite.htm" UseStationery End Sub Sub stationery3() 'not hard coded to specific user Dim enviro As String enviro = CStr(Environ("USERPROFILE")) strFile = enviro & "\AppData\Roaming\microsoft\stationery\Outlook.htm" UseStationery End Sub Private Sub UseStationery() ' You need to set a reference to the scripting object Dim objMail As Outlook.MailItem Dim fso As Scripting.FileSystemObject Dim tsTextIn As Scripting.TextStream Dim strTextIn As String Set fso = New Scripting.FileSystemObject 'read html Set tsTextIn = fso.OpenTextFile(strFile) strTextIn = tsTextIn.ReadAll 'Create e-mail item Set objMail = Application.CreateItem(olMailItem) With objMail .BodyFormat = olFormatHTML ' use .body when inserting .txt file .HTMLBody = strTextIn .Display End With End Sub
Insert the Newest HTML File
This macro finds the newest HTML file (using the last modified date) in a folder and inserts it into a new message. This is useful to anyone who composes a newsletter or advertising in an HTML editor and sends it through Outlook.
Sub UseNewestHTMLFile() ' You need to set a reference to the scripting object Dim objMail As Outlook.MailItem Dim fso As Scripting.FileSystemObject Dim tsTextIn As Scripting.TextStream Dim strTextIn As String Dim strFile As String Dim strInsert As String Dim fsoFile As Scripting.File Dim fsoFldr As Scripting.Folder Dim dtNew As Date, sNew As String Set fso = New Scripting.FileSystemObject strFile = "C:\Users\Diane\OneDrive\2015\" Set fsoFldr = fso.GetFolder(strFile) For Each fsoFile In fsoFldr.Files If fsoFile.DateLastModified > dtNew And Right(fsoFile.Name, 4) = ".htm" Then sNew = fsoFile.Path dtNew = fsoFile.DateLastModified Debug.Print dtNew End If Next fsoFile 'read html Set tsTextIn = fso.OpenTextFile(sNew) strTextIn = tsTextIn.ReadAll 'My html files lead with ï"¿ - this removes it strInsert = Right(strTextIn, Len(strTextIn) - InStr(1, strTextIn, "<") + 1) 'Create e-mail item Set objMail = Application.CreateItem(olMailItem) With objMail .BodyFormat = olFormatHTML .HTMLBody = strInsert .Display End With End Sub
Insert Text Files
This version of the macro inserts the contents of a text file at the insertion point when composing a message. The text is inserted as plain text and will pick up the formatting of current paragraph.
Dim strFile As String Sub stationery1() strFile = "C:\Users\drcp\Documents\Insert Text\file1.txt" UseStationery End Sub Sub stationery2() ' images in stationery need to include full path strFile = "C:\Users\drcp\Documents\Insert Text\file2.txt" UseStationery End Sub Sub stationery3() 'not hard coded to specific user Dim enviro As String enviro = CStr(Environ("USERPROFILE")) strFile = enviro & "\Documents\Insert Text\file3.txt" UseStationery End Sub Private Sub UseStationery() ' You need to set a reference to the scripting object Dim objMail As Outlook.MailItem Dim fso As Scripting.FileSystemObject Dim tsTextIn As Scripting.TextStream Dim strTextIn As String Dim olInspector As Outlook.Inspector Dim olDocument As Word.Document Dim olSelection As Word.Selection Set fso = New Scripting.FileSystemObject 'read html Set tsTextIn = fso.OpenTextFile(strFile) strTextIn = tsTextIn.ReadAll 'Insert into compose message Set objMail = Application.ActiveInspector.CurrentItem Set olInspector = Application.ActiveInspector() Set olDocument = olInspector.WordEditor Set olSelection = olDocument.Application.Selection olSelection.InsertBefore strTextIn olSelection.Collapse Direction:=wdCollapseEnd Set objMail = Nothing Set olSelection = Nothing Set olDocument = Nothing Set olInspector = Nothing Set fso = Nothing End Sub
How to use these macros
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 put the code in a module:
- Right click on Project1 and choose Insert > Module
- Copy and paste the macro into the new module.
More information as well as screenshots are at How to use the VBA Editor