Please see the initial sketch below. Can you please tell me if this is possible in Salesforce, or if there is a better way of doing this? Would I have to use Outlook? or can this be done directly within salesforce?
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This can be done directly in Salesforce using macros: https://trailhead.salesforce.com/en/content/learn/modules/service-cloud-agent-productivity/create-a-macro-and-quick-text. Requires lightning, which from the image above you appear to be using, and some additional configuration.