ReplyMate features

ReplyMate is a knowledge management system that allows you to store texts & attachments that you frequently use in your emails. When you need to use a stored text, you simply press a hot key or click on an Outlook button, select the text in ReplyMate and choose 'Paste to Outlook'. The text is automatically pasted into your email.

Using ReplyMate not only saves you retyping frequently used texts, it also allows you to maintain a knowledge base of information, such as answers to frequently asked questions. This knowledge base can be shared with other users, thus gaining more control over the quality of your company's email messages.

How does it work?

Using ReplyMate involves two steps:

1 Store your frequently used texts & attachments in ReplyMate.
You can either enter texts directly into ReplyMate, or copy them from other applications such as emails, word processor documents or HTML files: by selecting a text and hitting the ‘copy’ hot key (standard Ctrl + F9), the text is automatically saved in ReplyMate.

2 Paste the texts into your emails.
You can paste texts into your email message by hitting the ‘paste’ hot key (standard Ctrl + F10), selecting your text and clicking on the 'Paste to Outlook' button. You can also click on one of the ReplyMate buttons in the Outlook toolbar, after which ReplyMate will not only paste the selected text into your mail message, but also create a reply, new or forward mail message.

ReplyMate features:

Text storage system
Hot keys
Outlook integration
Direct Send
Attachments
Salutations
Hot Paste
Rich text and HTML
Spelling checker
Personal and shared folders
Find and replace
Importing and exporting texts
Notes
System requirements
Try it out for free!

Text storage system The ReplyMate storage system is made up out of four windows: the folder list, text list, text and notes pane. By pressing the 'Paste to Outlook' button, the selected text is pasted into your email message. The texts can be sorted by clicking on one of the column headers, in a similar way to Outlook. Back to feature list

Text storage system

Hot keys
ReplyMate can be activated by customizable hot keys. By hitting the 'copy' hot key (standard Ctrl + F9) you can store a selected text or reply for later use. If you wish to paste a text, simply hit the 'paste' hot key (standard Ctrl + F10), select the text in ReplyMate and click 'Paste to Outlook'. For frequently used texts you can use the Hot paste list which is activated by pressing the ‘Hot Paste’ hot key (standard Ctrl + F11).

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Outlook integration
ReplyMate adds a couple of buttons to the Outlook toolbar that not only paste text into an e-mail, but also create the appropriate reply, forward or new message at the same time:

Reply By clicking this button, ReplyMate will open up and allow you to select your response text. After selecting the text, the reply message will be created using the text you selected. The response e-mail will include the recipient’s name and email address. By default 'Dear' is configured as a salutation, which means that the reply message will start with Dear <recipient name>. Reply to All If you press [Ctrl] at the same time as clicking on the ReplyMate Reply button, your reply email will also include any e-mail addresses that were in the cc field.

ReplyMate 'Reply' in Outlook

New This button will open ReplyMate and allow you to select a text. ReplyMate will then create a new message with the text you selected. If an Outlook contact is selected while you click on this button, the new message will also include the contact's e-mail address and name, and optionally a salutation.

'New' in Outlook contacts

Hot Paste
When you click on this button you can select your text from a drop down list of frequently used texts which saves you browsing to the right text. When you select the text, the text will then be inserted in the cursor.

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Direct Send If you press the [Shift] key while you click on one of the ReplyMate Outlook buttons, the message will get sent straight after you select your text, without you having to click 'Send' first. To activate this option, you must tick the Direct Send option in ReplyMate Tools > Options. Back to feature list

Direct Send option

Attachments
ReplyMate also stores attachments. When you paste a text with an attachment, the file will automatically be attached to the email.

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Salutations
You can configure salutations for the Outlook messages that ReplyMate creates. For instance, if you enter 'Dear' in the salutation option for the Reply function, your reply message will include 'Dear' followed by the recipient's name at the top of the message. You can configure different salutations for each ReplyMate function: Reply, Reply to All, Forward, and New.

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Hot Paste ReplyMate can store your frequently used texts in a 'Hot Paste' list. This saves you browsing to the appropriate directory each time you want to select the text. Simply hit the Hot Paste hot key or click on the Hot Paste button in Outlook and select your text from the drop-down list. Each user can configure which texts should appear in his/her Hot Paste list. Back to feature list

Hot paste list

Rich text and HTML
ReplyMate supports plain text, rich text and HTML message formats, enabling you to make use of all layout options available. It is also possible to insert images and hyperlinks into HTML texts.

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Spelling checker
Use the spell checker to avoid spelling mistakes and typing errors in your emails. ReplyMate also provides the option to use a custom dictionary.

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Personal and shared folders
ReplyMate includes the possibility to use personal and shared folders (Requires registration key).

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Find and replace This facility enables you to update words or attachments in one or all texts. For instance if a price list changes, you might need to update several texts with the price list attached. With this function you can update all price lists in one go. Back to feature list

Replace attachment

Importing and exporting texts
The import function is useful if you wish to save the contents of existing files in ReplyMate. ReplyMate can import .rtf, .txt, and .html files and store these as texts. You can also export ReplyMate texts to .rtf, .txt and .html files.

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Notes
ReplyMate includes a Notes pane where you can enter any comments about the usage of texts. For instance, you could specify that certain texts are only for internal use, or that they only apply in certain circumstances, etc.

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System requirements

Microsoft Windows 95, 98, NT, 2000 or ME

Microsoft Outlook 2000

Microsoft Word 2000

Microsoft Office Tools (installed with Microsoft Office 2000)

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Try it out for free!
You can download a free version of ReplyMate and try it out for yourself. The free version allows you to save 10 texts. If you wish to use more texts, you can order ReplyMate and enter the registration key in the software. It will then automatically unlock to an unlimited number of texts.

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