Outlook Quick Text | VBA Macro #17

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The average office worker sends roughly 40 emails a day! You could be above or below average but ultimately sending emails takes up a chunk of time. It makes you wonder how many times do you have to type the same thing in your emails? The Outlook Quick Text macro helps you quickly enter text that you use on a frequent basis. This macro displays an InputBox giving you a list of options to select from. Enter the leading number and watch the text populate at the current location of your cursor. This macro frees up capacity between your ears and helps you recall information when sending emails. Using VBA, you can pull in more into the text such as a specific date. Think about the preparation you do for meetings that occur every week. Wouldn’t it be nice if you could enter that date into emails as you work to gather information for the upcoming agenda? That is why the Outlook Quick Text macro can be so powerful. Instead of spending time looking for certain information you can quickly pull it into the email you are currently focused on.

See it in Action!

Watch this video to see this macro in action.

The Code

Here is the code for this macro. Make sure the following References are setup before running it: Visual Basic For Applications, Microsoft Outlook 16.0 Object Library, Microsoft Forms 2.0 Object Library, Microsoft Word 16.0 Object Library
Sub OutlookQuickText()
' Means variable is in use
Dim Action As String '
Dim Inspector As Outlook.Inspector '
Dim Options As String '
Dim QuickText As String '
Dim Selection As Word.Selection '
Dim WordDoc As Word.Document '

On Error GoTo LeverageLean

'Labels to the Quick Text options
Options = "1. Quick Text #1" & vbNewLine & _
          "2. Quick Text #2" & vbNewLine & _
          "3. Quick Text #3" & vbNewLine & _
          "4. Quick Text #4"

'Display the Quick Text options to select from:
Action = InputBox(Options, "Outlook Quick Text")

'Determine what the Quick Text is based on the Action entered
If Action = "" Then
Exit Sub
ElseIf Action = "1" Then
QuickText = "Quick Text #1"
ElseIf Action = "2" Then
QuickText = "Quick Text #2"
ElseIf Action = "3" Then
QuickText = "Quick Text #3"
ElseIf Action = "4" Then
QuickText = "Quick Text #4"
End If

'Populate the Quick Text where the cursor is located
Set Inspector = Application.ActiveInspector()
Set WordDoc = Inspector.WordEditor
Set Selection = WordDoc.Application.Selection
Selection.InsertBefore QuickText

Set Inspector = Nothing
Set WordDoc = Nothing
Set Selection = Nothing

Exit Sub

LeverageLean:
MsgBox ("Something went wrong.  Please don't hesitate to email me at brentschneider@leveragelean.com")

End Sub

Macro Monday

Here is the Macro Monday video this macro was featured in. Watch this video to learn how to get the most out of this macro and start using it today!

Customization

These lines of code can be customized to personalize this macro.
13. Options = “1. Quick Text #1” & vbNewLine & _ Update “Quick Text #1” with the label you want to display for selection #1. (Repeat for code lines 14, 15, 16)
25. QuickText = “Quick Text #1” Update “Quick Text #1” with the text you want to display from selection #1. (Repeat for code lines 27, 29, 31)
” & Format(Date – (Weekday(Date, vbWednesday) – 8), “mm/dd/yyyy”) & “ You can insert this code into text to pull in dates from next week. Format is controlling how the date displays “mm/dd/yyyy”. Weekday determines what day of the week will be returned with vbWednesday. Click here to learn more about the Weekday function.

First time using VBA?

The Developer Tab is an additional section of the ribbon when activated allows you access to Visual Basic in Applications like Access, Excel, Outlook, PowerPoint, Word.
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Once the Developer Tab is available you will have the capability to update your security to allow Macros to run in the current application.
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A sub of code is a collection of objects and variables. For the code to successfully run a library of references needs to be set.
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