To save time when sending messages to patients or anyone else, use an Outlook "Quick Step" to send a pre-formatted message with a few clicks rather than creating a message from scratch.
- Create Message: Open Microsoft Outlook, click "New Email" button, and create the message you would like to make into a template. In the example below, I added "<Patient First Name>" as a placeholder which be changed manually each time before sending the template to a patient or other recipient.
- Copy Text to Clipboard: Copy all but your email signature to your computer clipboard (highlight text and select "Control" + "C").
- Create New Quick Step: Open Microsoft Outlook, click "Home" button, and click "Create New" to create new Quick Step.
- Choose Options:
- Name Quick Step and use name relating to message content.
- From "Actions" menu, select "New Message".
- Click "Show Options" link.
- Enter desired message "Subject".
- Set "Importance" to "High" or other level as required.
- Paste text from clipboard (press "Control" + "V") into text box.
- Select "Shortcut Key" if you would like to initiate template by pressing the key combination indicated.
- Click "Save".
- Initiate Quick Step: To create a new message from the Quick Step template you created, simply click on the associated Quick Step button in Outlook or initiate the hotkey sequence you previously selected.
- Send Message: Clicking on the Quick Step button you created will open a new message with the text you added. If you have Outlook configured to automatically insert your signature, it will follow below your template. If you included a placeholder for the name of your recipient, don't forget to change it to the recipient's name before sending.
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