Tuesday Tip: Fast Way to Clone an Email in Outlook

By Richard Stokes

Have you ever wanted to send the same email to a handful of people, yet still personalize a few things, like their name and some specific parts of a sentence? When I wanted to do this, I would send the first email, dig it up from my sent items folder, highlight and copy the text, paste into the body of a new email and modify as necessary. This was tedious and time consuming because there’s a lot of back and forth and you have to retype the email title as well.

Turns out there’s a much easier way to do this:

The first thing you need to do is turn on a forwarding feature in Outlook:

In Outlook click on the File tab (top left) and then click on Options.

In the new window that pops up click ‘Mail’ and scroll down to ‘Replies and forwards’ and check the box that reads ‘Open replies and forwards in a new window”

Click ‘OK’ at the bottom of the window and you will land back in your Outlook Inbox.

Now start creating the email that you want to duplicate. Type everything out including the email title and the actual message and leave the recipient field blank. When finished simply close the email as if you were going to discard it and a box will pop up and Outlook will ask if you want to save your changes.

Click ‘Yes’ and this email will be saved to your ‘Drafts’ folder under your Inbox.

Now, to duplicate this message, simply go into the drafts folder, click the email message you have created (don’t open it) and select the forward option from the menu above (this section would have been greyed out had we not checked the box in the first step).

The email (title and message) will be copied and opened in a new email window that you can then modify as needed and send to the desired recipient. The original email will always remain in your draft folder so you can go back and re-use it as many times as you want.

If you’re working with large lists then I encourage you to look at doing a mail merge instead. Otherwise, this is a great time saver.

 

Richard Stokes Headshot

Richard Stokes: As the Director of Sales for Network 1, Richard identifies “future” clients that can benefit from the support of an experienced, outsourced IT team. He helps clients and prospects find technology solutions they need to achieve better productivity and efficiency so they can focus on making money and growing their businesses.

Network 1 designs, builds and supports the IT you need to run your business more securely, productively and successfully. Whether you want to outsource all of your IT needs to a reliable, responsive, service-oriented company, or need to supplement the work of your internal IT staff, we will carefully evaluate where you are now, discuss where you want to go and implement and support a plan to get you there with as little interruption as possible.

4 Comments

  1. Ken Peal on January 18, 2022 at 2:35 pm

    Just read your 3-year-old note about cloning an email in Outlook – thanks. I have been a (happy) Thunderbird user until a couple of months ago but now forced to use Outlook by our IT people.
    https://network1consulting.com/tuesday-tip-fast-way-to-clone-an-email-in-outlook/
    Too bad Outlook is so complex and cryptic that we need help from people like you but glad you are here. Surely cloning and email message should be a basic capability that they support – why is it so difficult!!!

    • Debbie Dekkers on October 27, 2022 at 10:19 am

      I’m also reading this 3 years later and there’s a much easier way now. Open your reply or a new email in a separate window, put your cursor in any of the address or subject fields and click Ctrl+F. New windows with clones of the original email will be created.

  2. Skye on July 12, 2022 at 12:37 am

    Thank you for this! Saves a lot of time composing emails everyday! Thank you so much!

  3. Deb Schmitz on September 15, 2022 at 6:44 pm

    This tip is AWESOME! It’s going to save me so much time. Thank you for the step by step instructions. They were spot on and easy to follow for someone who is technology challenged.

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