How To Setup An Email Template In Outlook
This article showcases 10 amazing features that y'all may not know virtually, just which may save you an enormous amount of time when dealing with routine emails.
If a major part of your online communication is repetitive emails, it would be only natural that y'all strive to optimize that function of your work. Replying with template can be a great alternative to composing emails from scratch in a tedious keystroke-by-keystroke manner.
Outlook templates
E-mail templates in Outlook are similar document templates in Word or worksheet templates in Excel. If yous ofttimes send the same or very like messages to different people, you tin can save one of such messages as a template by clicking File > Save equally > Outlook Template (*.oftentimes). And so, instead of composing an email from scratch, you start with a template, customize it if needed, and hit Send. The message goes out, but the template remains, set up for the next employ.
By default, all Outlook templates are saved to the below folder. This should not be changed, otherwise you won't exist able to open your template from within Outlook.
C:\Users\UserName\AppData\Roaming\Microsoft\Templates
Advantages:
- Easy to create and save.
- The address fields (To, Cc and Bcc), Subject line, and fifty-fifty the sending business relationship can be predefined.
- Your message templates can contain attachments, graphics, and formatting such as fonts, groundwork colors, etc.
Drawbacks: bothersome to use - to open a template, yous need to dig quite deep into the menus.
Supported versions: Outlook 365 - 2010
In-depth tutorial: How to create and apply Outlook electronic mail templates
Email templates in Outlook.com web app
The Outlook.com spider web app too has email templates. Compared to .oft files in the desktop version, these do non crave a ton of menu clicks to open. All the same, the options here are not and so extensive - a template can incorporate pocket-size images and bones formatting, simply information technology's not possible to preset e-mail fields or attach files.
Like many other useful features, this ane is hidden from immediate view. To make utilize of it, this is what you need to do:
In the bottom correct corner of the New Message window, click the ellipsis button (…), and then click My Templates.
The My Templates pane volition show up with a few default samples prepare to employ. To make your own 1, click on the + Template button and enter the template's championship and body in the corresponding boxes. Or y'all can type and format text in the message window, and then copy/paste - all the formatting will be preserved.
To have the template inserted in an email, just click its name on the pane.
Advantages: simple and intuitive
Drawbacks: limited options
Supported versions: Outlook.com web app
Quick Parts and AutoText
Quick Parts are reusable snippets of content that can be chop-chop added to an electronic mail message, date, contact, meeting request, and task. Aside from text, they can also include graphics, tables, and custom formatting. While .ofttimes templates are meant to plant an entire bulletin, quick parts are kind of smaller building blocks.
Quick Parts is the mod replacement of AutoText in Outlook 2003 and earlier. In recent versions, both types are available. The only departure between them is that the items reside in different galleries. In all other respects, Quick Parts and AutoText are essentially the same.
To create a new item, type your text in a message, select it and click Insert tab > Quick Parts > Save Selections to Quick Role Gallery.
To put a quick office into an e-mail, choose the needed 1 from the gallery.
Or, you can blazon the quick role name in a message (not necessarily the whole proper name, just a unique office of it) and press F3. In Outlook 2016 and afterward versions, when yous start typing the proper name, a proposition will pop upwardly, and you tin merely printing the Enter key to inject the whole text.
Quick Parts are located in the in the NormalEmail.dotm file, which is stored here:
C:\Users\%username%\AppData\Roaming\Microsoft\Templates\
To back up your quick parts, copy this file to a save location. To consign to another PC, paste it to the Templates folder on another computer.
Advantages: very uncomplicated and straightforward
Drawbacks:
- There is no search choice. If yous accept multiple pieces in the gallery, information technology might be a trouble to locate the ane you lot need.
- It'southward not possible to edit a quick part's content - you can merely replace it with a new ane.
- It's not possible to add attachments.
Supported versions: Outlook 365 - 2007
Comprehensive tutorial: Outlook Quick Parts and AutoText
Quick Steps email templates
Quick Steps are sort of shortcuts that allow performing multiple deportment with a single control. One of such actions could be replying with template or creating a new email based on a template. Aside from the message text, you can prefill To, Cc, Bcc, and Subject, set a follow-up flag and importance.
To brand a quick step template, click Create New inside the Quick Steps box on the Domicile tab, and and then cull one of the following deportment: New Bulletin, Reply, Answer All or Frontwards. In the Edit window, blazon the text of your template in the corresponding box, configure any other options that you recollect appropriate, and give your template some descriptive name. Optionally, assign one of the predefined shortcut keys.
Here's an example of Outlook reply template:
Once set, your new quick step volition immediately show upward in the gallery. Just click on it or press the assigned central combination, and all the deportment volition exist executed at once.
Advantages:
- Unlike templates for new emails, replies and forwards tin be created.
- Not only the message text only almost all email fields tin can be preset.
- Multiple actions can be executed with the aforementioned quick step, due east.k. replying to a message with template and moving the original message to another folder.
- Can be quickly executed with a keyboard shortcut.
Drawbacks: email template tin can simply be plain text.
Supported versions: Outlook 365 - 2010
End-to-end tutorial: Outlook Quick Steps
Outlook drafts as templates
Drafts in Outlook are nothing else but unsent emails. Usually, these are unfinished letters that are saved automatically by Outlook or manually by yourself. But who says a finalized draft cannot be used as an email template?
The beauty of this method is that you can create a re-usable draft email template exactly as you normally would - type the text in the message torso, fill up out the electronic mail fields, attach files, insert images, apply the desired formatting, etc. When your message is prepare, practise not send it. Instead, click the Save button or press Ctrl + S to relieve the message to the Drafts folder. If yous have too many items in your Drafts binder, you could go along your templates in a separate subfolder(s) or assign categories to them.
The next time when you want to send a item message to someone, go to your Drafts folder and open up that message. The central matter is that you don't transport out your typhoon, but frontward information technology! When forwarding a draft, Outlook makes a copy of it keeping the original bulletin for future use. Moreover, no header data is added in a higher place the typhoon's text, similar it is normally done when forwarding an incoming e-mail. The Subject line won't be prefixed with "FW:" either.
You may be wondering how to frontwards a draft in Outlook? Much easier than you may call back :)
- Open your draft message via a double click.
- Place the cursor inside any email field, not in the trunk, and press Ctrl + F. Alternatively, you tin can add together the Forward button to the Quick Access Toolbar and click on information technology.
Advantages: very convenient to create, edit and organize.
Drawbacks: to proceed your template, recollect to forward a typhoon, not to send it.
Supported versions: Outlook 365 - 2000
More info: Using Outlook drafts as e-mail templates
Outlook signature templates
Signature is a traditional chemical element of written communication, and most Outlook users have a default signature added to their emails automatically. But there is nothing that would foreclose y'all from having more than than one signature and including data other than standard contact details.
You can create a signature as an entire email template and insert it in a message with literally a couple of clicks (Message tab > Signature).
A word of caution! Apart from the message text, exist sure to include your standard details in every signature you are creating. When you choose a different signature for a particular message, the default one is automatically removed.
Advantages: very quick and convenient to apply
Drawbacks: y'all tin can but add information to the message body but cannot predefine electronic mail fields.
Supported versions: Outlook 365 - 2000
In-depth tutorial: How to create and use Outlook signatures
AutoCorrect
Though the AutoCorrect characteristic was non originally designed to exist used every bit text templates, information technology does let you lot instantly insert sure text via an assigned keyword or code. You can call up of it as a simplified version of AutoText or Quick Parts.
Here's how it works: yous assign a keyword to some text, which tin be as long every bit you lot like (reasonably of class) and formatted whatever way you choose. In a message, you lot type the keyword, hit the Enter key or space bar, and the keyword is instantly replaced with your text.
To open the AutoCorrect dialog window, head off to the File tab > Options > Mail > Spelling and AutoCorrect… push > Proofing > AutoCorrect Options… button.
To configure a new entry, practise the post-obit:
- In the Replace field, type the keyword, which is a kind of shortcut that will trigger the replacement. Just don't use any real word for it - you don't want the keyword to be replaced with a longer text when you actually want that discussion itself. It's a good idea to prefix your keyword with some special symbol. For example, you could use #warn, !warn or [warn] for Important warning!
- In the With field, type your template text.
- When washed, click Add.
Tip. If y'all want formatted text like in the screenshot beneath, then first type the replacement text in a message, select it, and and then open the AutoCorrect dialog. Your template text will automatically be added to the With box. To preserve the formatting, make sure the Formatted text radio button is selected, and click Add.
And now, type #warn in the message torso, press Enter, and voilà:
Advantages: one-fourth dimension setup
Drawbacks: the number of text templates is express to the number of shortcuts yous can retrieve.
Supported versions: Outlook 365 - 2010
Outlook Jotter
The Stationery feature in Microsoft Outlook is used to create personalized HTML-formatted emails with your own backgrounds, fonts, colors, etc. Instead of or in addition to various design elements, y'all can too include text, and information technology will exist automatically inserted in a message when you cull a stationery file.
You start with creating a new bulletin, designing its layout, and typing the template text. It makes no sense to define Subject or any other e-mail fields because when a stationery is used, this information volition appear at the top of the message body.
When ready, save your message (File > Save equally) every bit an HTML file to the Stationery folder hither:
C:\Users\UserName\AppData\Roaming\Microsoft\Stationery\
Once saved, you can select your stationery in the following way: Home tab > New Items > E-mail Bulletin Using > More Stationery. The recently used stationery files will appear direct in the East-mail Message Using menu:
You can too cull a certain stationery as the default theme for all new messages you lot are creating.
Here'southward an example of what your Outlook stationery message template may look like:
Advantages: a wealth of formatting options due to HTML back up
Drawbacks: the number of clicks to save and access stationery files is a heck of a lot more than really needed
Supported versions: Outlook 365 - 2007
Custom Forms in Outlook
I will say it upfront - this technique is meant for professionals. Designing a custom form is a lot trickier than any other method discussed in this tutorial and may crave VBA programming skills. To start with, enable the Developer tab in your Outlook. Then, click Design a Form, pick i of the standard forms equally a base of operations for your custom form, add fields, controls, and perhaps code, set up attributes and publish your course. Sounds perplexing and obscure? Indeed, it will take fourth dimension to figure out that thing.
Advantages: a very powerful feature with plenty of options
Drawbacks: a steep learning curve
Supported versions: Outlook 365 - 2007
Believe information technology or not, this solution is a joy to employ for novices and gurus akin. Beginners will capeesh the simplicity - getting started with Shared Email Templates is intuitive enough to jump into it right away. Outlook experts tin can leverage many advanced features such every bit creating personalized responses with the help of macros, configuring predefined, fillable and dropdown fields, pulling information from datasets, and a lot more.
Contrasting from the inbuilt features, Shared Electronic mail Templates brings all the functionality direct into the message window! You tin can at present create, edit and use your templates at a moment'due south discover, without switching dorsum and forth betwixt different tabs and digging into the menus.
To create a new template, merely select the desired content (text, images, links, etc.) in a message and click New Template.
To insert a template into a bulletin, click the Paste icon or double-click the template name.
Advantages:
- Quick and comfortable to create.
- Insert in a message with a click.
- Apply personally or share with your team.
- Add together fillable text fields and driblet-down lists.
- Fill in email fields, insert images, and attach files automatically.
- Use basic formatting within the in-place editor to create sophisticated designs using HTML.
- Link to your Drafts folder and use any of your Outlook drafts every bit email templates.
- Utilize shortcuts for quick replies.
- Access your templates from whatsoever device whether it's Windows, Mac, or Outlook Online.
Drawbacks: y'all are welcome to test and allow us know :)
Supported versions: Outlook for Microsoft 365, Outlook 2019 - 2016, Outlook for Mac 2019 - 2016, Outlook on the spider web
How to go: Choose your subscription plan or download a free version from Microsoft AppSource.
That'due south how to create an electronic mail template in Outlook. Hopefully, our tutorial volition help yous choose your favorite technique. I thanks for reading and hope to see you lot on our web log next week!
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Source: https://www.ablebits.com/office-addins-blog/2021/06/23/outlook-email-template/
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