How to mass reply to multiple or all emails at once in Outlook?

You can set a rule for mass reply to all emails at once in a specific folder.

Part 1: Create a new email message and save it as Outlook Template

1. Firstly, you need to create a new folder and move all the emails which you want to mass reply with same content into.

2. Create a new email with the content you want to reply. (Note: You need to type in the email subject but keep the "To" field blank). See screenshot:

3. After composing the new email, please click "File" > "Save As".

4. In the "Save As" dialog box, please type in your file name in the "File name" field. By default, the file name will be named with the email subject. And then select "Outlook Template" from the "Save as type" drop down menu. Finally click "Save" button.

Note: If you choose the "Outlook Template" from the "Save as type" drop down menu, the file will be saved in the "Template" folder automatically. Please don’t change the destination folder.

5. When it returns to the "Message" window, please click the "Close" button to close it.

6. When an Outlook prompt box popping up, click "No" button. See screenshot:

Part 2: Create new rule for the template

Now you need to create a new rule for this template.

7. Get into the "Rules and Alerts" dialog box.
A. In Outlook 2007, click "Tools" > "Rules and Alerts".
B. In Outlook 2010 and 2013, please click "Rules" > "Manage Rules & Alerts" under "Home" tab. See screenshot:

8. In the "Rules and Alerts" dialog box, please click "New Rule" button under "E-mail Rules" tab.

9. When the "Rules Wizard" dialog box popping up, go to the "Start from a blank rule" section and select "Apply rule on message I receive". And then click "Next" button.

10. In the next "Rules Wizard" dialog box, click "Next" to skip to the next step. When a prompt box pops up, please click "Yes" button.

11. In next dialog box, check the "reply using a specific template" box in Step 1. And then click on the text of "a specific template" in Step 2. See screenshot:

12. In the "Select a Reply Template" dialog box, you need to: (1) Select "User Templates in File System" in the "Look In" drop down list; (2) Select the template you have saved before; (3) Click "Open" button. See screenshot:

13. When it returns to the previous dialog box, please click "Next" button.

14. Keep clicking "Next" button until the last "Rules Wizard" dialog box showing. In this dialog, type a name for this new rule in Step 1, uncheck the "Turn on this rule" box in Step 2, and then click "Finish" button. See screenshot:

Note: You can rename the rule by removing the old name and typing a new one in the "Specify a name for this rule" textbox.

15. Click "OK" button in the following prompt dialog box.

16. When it returns to the "Rules and Alerts" dialog box, please click "OK" button to finish the whole settings.

Part 3: Run the rule for the specific folder

17. Restart the Outlook application.

18. Go into the "Rules and Alerts" dialog box again. Select the rule you have created before, and then click "Run Rules Now" button under "E-mail Rules" tab. See screenshot:

19. In the "Run Rules Now" dialog box, you need to (See right screenshot):
(1) Check the rule box which you want to run later under "select rules to run";
(2) Click "Browse" button to select the folder which you want to mass reply to all the emails inside.
(3) Select "All Messages" from the "Apply rules to" drop down list.
(4) Click "Run Now" button.

Note: If you have subfolders in the selected folder, please check the "Include subfolders" box.

20. Close the dialog boxes.

Now all emails inside the specific folder are replied with the same content at once.

You can see there are multiple steps you should do in the above method. But with "Kutools for Outlook"’s "Bulk Reply" utility, you can easily mass reply to multiple emails at once.

1. Go to the email folder with the emails you want to mass reply to and select them, and click "Kutools" > "Bulk Processing" > "Reply to Selected Emails with Template > Create & Manage ReplyTemplate". See screenshot:

2. In the popping up Create & manage reply template dialog box, please (1) click the "Add" button to add a new reply template, (2) keep the new template selected, and type the template content in the below editing box, and then (3) click the "Reply" button. See screenshot:

Now all selected emails are replied with the new reply template.

Notes:
(1) If you want to reply to all received emails in a specific folder, please open the folder and then press "Ctrl" + "A" keys on the keyboard to select all emails at once.
(2) If you have added reply templates, after selecting emails, you can reply all of them by directly clicking the existing template in the "Reply multiple messages" drop down list.