Volunteer Today is looking for one or more authors to write about technical issues, computer or otherwise, in the volunteer management world. If you are interested in contributing or know someone who is, please contact our managing editor Nancy Macduff at: editor@volunteertoday.com. We look forward to hearing from you!

This month's articles are provided by Michael Stills.

~ September 2006 ~ Topics

What Topics Do You Want?
Got Email Templates?

Ok, so your recruiting plan has been a success. Congratulations! But now there is another problem. You are spending a lot of time emailing these potential volunteers the same response over and over and over. And each time you have to go find and attach the application, the cover letter, the open positions list, etc.

If this is you, then you need an Email Template.

Once you set this up, all you have to do is open the template and email the prospective recruit or whomever you need to send the same response to over and over again. Another nice thing is that once you call up the template, you can customize it as needed for a special reply.

You can search your Email program’s help menu for specific instructions on how it handles Email Templates. Try searching by using the keywords Email Template.

Here’s how to create an Email Template in Microsoft Outlook.

1. Click on the Tools menu, > Options > Mail Format tab.
2. Uncheck Microsoft Office Word 2003 to edit e-mail messages
3. Click Apply > OK.
4. Click or Open New Mail Message.

1. Enter a subject in the Subject Line.
2. Compose your Message. For example:
   

Dear (ENTER NAME HERE):

Thank you for your interest in the Super Volunteer position with Miracle Workers, Inc. Attached is … (all the repetitive information that you have been typing over and over)

Note: Provide spaces and comments in BOLD and ALL CAPS where you want to remind yourself to place personalized text prior to sending the message.

1. Click on the File menu . Save As.
2. Enter a name for your template (Super Volunteer Response) in the File name: box.
3. If you need to attach the same files, do so now as you normally would in an email message
4. In the Save as type: box, click on Outlook Template, > Save.
5. Close the Email Template you just created.
   

1. Click on the Tools menu, > Options > Mail Format tab.
2. Check Microsoft Office Word 2003 to edit e-mail messages
3. Click Apply > OK.
   

1. From the Inbox. Click on the Tools menu, > Forms > Choose Forms
2. Open the Look In drop down box and choose User Templates in File System.
3. Choose your Email Template (Super Volunteer Response) > Open.
4. Enter the recipients email, edit as needed, and Send.
   

Enjoy and let us know how this works out for you.

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