Prevent the option of Reply All using Outlook Form | Part 3#5 5/5 (2)

The current article is a continuation of the article series, that deal with the subject of preventing to the option of – Reply All option, in Exchange based environment.
In this article, we learn about a fascinating and useful Outlook \ Exchange feature named – organizational forms.

The “trick” that we will use is implemented by creating a custom Outlook Form, and then, disable the option of Reply All from the specific Form.

In a scenario in which we want to prevent the Reply All option, the E-mail originator will use this custom Outlook Form and send the required E-mail to the destination recipients.

When the recipients get the E-mail message, the E-mail will look like any other standard E-mail apart from the difference – the Reply All button is deemed (not available).

Prevent to option of – Reply All using Outlook Forms

Phase 1#4 – adding the developer ribbon to Outlook interface

The creation of the Outlook Form is implemented via the developer ribbon.
By default, the developer ribbon doesn’t appear as a default ribbon.
We will need to add the developer ribbon to Outlook interface by using the following steps:

  • Login to Outlook and select the File menu
  • Select the Options menu

Add the developer ribbon to Outlook -01

  • Select – Customize Ribbon
  • In the section – customize the Ribbon selects the toolbar – Developer

Add the developer ribbon to Outlook -02

Phase 2#4 – Creating a custom Outlook Form

In this step, we will create the custom Outlook Form.

  • In the new Developer ribbon that appears, Click on the Design a Form icon

Creating a custom template without reply to All option -01

In the window that appears, we can see a variety of “new Form template” that we can choose from. In our scenario, we will create a new Outlook Form that based on a standard E-mail message template.

  • Select the Message option
  • Select – Open

Creating a custom template without reply to All option -02

In the following screenshot, we can see that the Outlook Form interface enables us to create a very sophisticated Form that includes custom’s fields, additional “Tabs” and so on.

In our particular scenario, we will not use any of these options.

Creating a custom template without reply to All option -03

In our scenario, we want to remove the Reply All option in the custom Form that we are creating.

  • Select the Actions tab (number 1).
  • Select the Row – Reply to All (number 2).
  • In the Action name: field, we can see that by default, to option of Reply to All is Enabled

Creating a custom template without reply to All option -04

In our scenario, we want to remove the option of “Reply All“.

  • Uncheck the option box – Enabled

Creating a custom template without reply to All option -05

  • Select the Properties tab
  • Enable the option box – Send form definition with item
  • Click OK

Creating a custom template without reply to All option -06

After we have finished creating the custom Outlook form, the next step is saving the Form.
Generally speaking, the custom Outlook Form can be saved “locally” on a particular recipient’s mailbox or saved in a “public share” which is available for other organization recipients.

In the current scenario, we will save the custom Outlook Form on the recipient mailbox that creates the Form.

Note – In case that you want to learn how to save the custom Outlook Form in a “public Exchange share” you can read the article – How to create & publish Organizational Forms in Office 365

When we relate to Outlook Form, instead of using the term – “Saving” the common term that we use is – “publishing” (instead of saying – save the Outlook Form, we say – publish the Outlook Form).

  • Click on the Publish icon
  • Select the menu –Publish Form

Creating a custom template without reply to All option -07

  • In our example, we will save the Outlook Form in the local store
    named – Personal Forms library
  • Write the name of the Outlook Form
  • Click Publish

Creating a custom template without reply to All option -08

  • Click Yes to save the Outlook Form

Creating a custom template without reply to All option -09

Phase 3#4 – Sending new E-mail based on the custom Form

In this phase, we create a new E-mail message that is based on the Outlook Form that was created in the previous step.

  • Click on the icon – New items
  • Select – More Items
  • Select – Choose Form…

Creating a custom template without reply to All option -10

  • From the Look in option box, select – Personal Forms Library

Creating a custom template without reply to All option -11

Select the Outlook custom Form that you want to open

In our example, we select a Form named – Template without reply to all option

Creating a custom template without reply to All option -12

Add the required recipient name to whom you want to send the E-mail message.

In our example, we will send the E-mail to a recipient named – Brad.

Creating a custom template without reply to All option -13

Phase 4#4 – verifying that the destination recipient cannot use the Reply All option

In this step, we would like to verify if the custom Outlook Form that we have created is functioning properly. Meaning, verify that the Reply All option is not available

  • We will log into Brad Mailbox.
  • Brad receives the E-mail message.

Creating a custom template without reply to All option -14

When Brad double-click on the E-mail message (the E-mail message that was created based on a custom template), we can see that the Reply All icon is “Dimmed” meaning, the option of Reply All cannot be used.

Creating a custom template without reply to All option -15

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Prevent the option of Reply All using Outlook Form | Part 3#5
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The current article is a continuation of the article series, that deal with the subject of preventing to the option of – Reply All option, in Exchange based environment. In this article, we learn about a very interesting and useful Outlook \ Exchange feature named – organizational forms.The “trick” that we will use is implemented by creating a custom Outlook Form, and then, disable the option of Reply All from the specific Form.
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