How To Set Up Email Template In Outlook
This article showcases ten amazing features that you may not know virtually, but which may save you an enormous amount of fourth dimension when dealing with routine emails.
If a major office of your online communication is repetitive emails, it would exist just natural that you strive to optimize that part of your work. Replying with template can exist a great culling to composing emails from scratch in a tiresome keystroke-by-keystroke way.
Outlook templates
E-mail templates in Outlook are similar document templates in Word or worksheet templates in Excel. If you often ship the same or very similar messages to different people, yous can save 1 of such messages equally a template by clicking File > Save as > Outlook Template (*.oft). And then, instead of composing an electronic mail from scratch, yous get-go with a template, customize it if needed, and hitting Ship. The message goes out, but the template remains, ready for the next use.
By default, all Outlook templates are saved to the beneath folder. This should not be inverse, otherwise you won't be able to open your template from within Outlook.
C:\Users\UserName\AppData\Roaming\Microsoft\Templates
Advantages:
- Easy to create and save.
- The accost fields (To, Cc and Bcc), Bailiwick line, and fifty-fifty the sending account can be predefined.
- Your message templates can incorporate attachments, graphics, and formatting such as fonts, groundwork colors, etc.
Drawbacks: bothersome to use - to open up a template, you need to dig quite deep into the menus.
Supported versions: Outlook 365 - 2010
In-depth tutorial: How to create and use Outlook email templates
E-mail templates in Outlook.com web app
The Outlook.com web app as well 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 so extensive - a template tin incorporate minor images and basic formatting, but it'due south not possible to preset email fields or adhere files.
Like many other useful features, this one is hidden from immediate view. To make use of it, this is what you demand to practise:
In the lesser correct corner of the New Message window, click the ellipsis push (…), and and so click My Templates.
The My Templates pane volition show up with a few default samples ready to utilise. To make your own one, click on the + Template button and enter the template's championship and trunk in the corresponding boxes. Or y'all tin can type and format text in the bulletin window, and then copy/paste - all the formatting volition be preserved.
To have the template inserted in an email, merely click its proper noun 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 exist speedily added to an email message, appointment, contact, meeting request, and task. Aside from text, they can also include graphics, tables, and custom formatting. While .oftentimes templates are meant to institute an unabridged message, quick parts are kind of smaller edifice blocks.
Quick Parts is the modern 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 substantially the same.
To create a new item, type your text in a bulletin, select it and click Insert tab > Quick Parts > Salvage Selections to Quick Part Gallery.
To put a quick role into an email, choose the needed one from the gallery.
Or, you tin type the quick office proper noun in a bulletin (not necessarily the whole proper name, just a unique part of it) and printing F3. In Outlook 2016 and later versions, when you start typing the name, a proposition will pop upward, and yous can but press the Enter central 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 upwards your quick parts, copy this file to a save location. To consign to another PC, paste it to the Templates folder on another reckoner.
Advantages: very elementary and straightforward
Drawbacks:
- There is no search option. If you have multiple pieces in the gallery, it might be a trouble to locate the one you demand.
- Information technology's not possible to edit a quick part's content - you can only supervene upon it with a new ane.
- It's not possible to add together 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 actions with a single command. I of such actions could exist replying with template or creating a new e-mail based on a template. Aside from the message text, y'all can prefill To, Cc, Bcc, and Subject, set a follow-upwardly flag and importance.
To make a quick pace template, click Create New within the Quick Steps box on the Home tab, then choose one of the following actions: New Message, Respond, Reply All or Forward. In the Edit window, blazon the text of your template in the corresponding box, configure any other options that yous think advisable, 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 stride will immediately show upward in the gallery. Merely click on it or press the assigned key combination, and all the actions will be executed at once.
Advantages:
- Different templates for new emails, replies and frontward can exist created.
- Not only the bulletin text but nearly all email fields tin can be preset.
- Multiple actions tin exist executed with the same quick step, eastward.thou. replying to a message with template and moving the original bulletin to another binder.
- Can be quickly executed with a keyboard shortcut.
Drawbacks: email template tin only exist 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. Ordinarily, these are unfinished messages that are saved automatically by Outlook or manually past yourself. But who says a finalized draft cannot be used every bit an email template?
The beauty of this method is that yous can create a re-usable draft electronic mail template exactly as you unremarkably would - type the text in the message body, fill out the electronic mail fields, attach files, insert images, utilize the desired formatting, etc. When your message is ready, do not send it. Instead, click the Salve push or press Ctrl + Due south to save the message to the Drafts folder. If y'all have too many items in your Drafts folder, you could keep your templates in a carve up subfolder(s) or assign categories to them.
The next time when you lot want to send a particular message to someone, go to your Drafts folder and open that message. The cardinal thing is that you lot don't transport out your draft, simply forward it! When forwarding a draft, Outlook makes a copy of it keeping the original message for future apply. Moreover, no header information is added higher up the draft's text, like it is usually done when forwarding an incoming email. The Subject field line won't be prefixed with "FW:" either.
Yous may be wondering how to forward a draft in Outlook? Much easier than you lot may call back :)
- Open your draft message via a double click.
- Place the cursor within whatever email field, not in the trunk, and press Ctrl + F. Alternatively, you tin add together the Forwards button to the Quick Access Toolbar and click on information technology.
Advantages: very user-friendly to create, edit and organize.
Drawbacks: to continue your template, remember to frontwards a draft, not to send it.
Supported versions: Outlook 365 - 2000
More info: Using Outlook drafts every bit email 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 zip that would forestall you from having more than than ane signature and including data other than standard contact details.
Yous can create a signature equally an entire email template and insert it in a message with literally a couple of clicks (Bulletin tab > Signature).
A word of caution! Apart from the message text, exist certain to include your standard details in every signature y'all are creating. When yous cull a dissimilar signature for a particular bulletin, the default ane is automatically removed.
Advantages: very quick and convenient to utilise
Drawbacks: y'all can merely 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 feature was not originally designed to exist used as text templates, information technology does permit you instantly insert certain text via an assigned keyword or code. You can think of it as a simplified version of AutoText or Quick Parts.
Here'due south how it works: you assign a keyword to some text, which tin can exist as long as you lot similar (reasonably of course) and formatted any fashion y'all choose. In a message, yous 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… button > Proofing > AutoCorrect Options… push.
To configure a new entry, do the following:
- In the Supersede field, type the keyword, which is a kind of shortcut that will trigger the replacement. But don't employ any real word for information technology - yous don't want the keyword to be replaced with a longer text when you actually want that discussion itself. It's a adept idea to prefix your keyword with some special symbol. For example, y'all could use #warn, !warn or [warn] for Important warning!
- In the With field, blazon your template text.
- When done, click Add together.
Tip. If you want formatted text like in the screenshot below, then beginning type the replacement text in a message, select it, and then open up 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, blazon #warn in the bulletin body, press Enter, and voilà:
Advantages: one-time setup
Drawbacks: the number of text templates is limited to the number of shortcuts you tin recollect.
Supported versions: Outlook 365 - 2010
Outlook Stationery
The Stationery feature in Microsoft Outlook is used to create personalized HTML-formatted emails with your ain backgrounds, fonts, colors, etc. Instead of or in addition to various blueprint elements, you can also include text, and information technology volition exist automatically inserted in a bulletin when you choose a jotter file.
You get-go with creating a new message, designing its layout, and typing the template text. It makes no sense to define Field of study or whatsoever other email fields considering when a jotter is used, this information will appear at the height of the bulletin body.
When set up, salve your message (File > Salve every bit) as an HTML file to the Stationery folder here:
C:\Users\UserName\AppData\Roaming\Microsoft\Jotter\
Once saved, you can select your stationery in the following way: Home tab > New Items > Due east-post Bulletin Using > More Stationery. The recently used jotter files volition announced direct in the Eastward-mail Message Using menu:
You tin also choose a certain jotter as the default theme for all new letters you are creating.
Here'due south an example of what your Outlook jotter message template may look like:
Advantages: a wealth of formatting options due to HTML support
Drawbacks: the number of clicks to salvage and access stationery files is a heck of a lot more than really needed
Supported versions: Outlook 365 - 2007
Custom Forms in Outlook
I volition say it upfront - this technique is meant for professionals. Designing a custom form is a lot trickier than whatever other method discussed in this tutorial and may require VBA programming skills. To start with, enable the Developer tab in your Outlook. And so, click Blueprint a Class, option one of the standard forms equally a base for your custom course, add together fields, controls, and possibly code, prepare attributes and publish your form. Sounds perplexing and obscure? Indeed, information technology will take time 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 it or not, this solution is a joy to use for novices and gurus akin. Beginners will appreciate the simplicity - getting started with Shared Email Templates is intuitive enough to jump into information technology right away. Outlook experts can leverage many advanced features such equally creating personalized responses with the help of macros, configuring predefined, fillable and dropdown fields, pulling data from datasets, and a lot more.
Contrasting from the inbuilt features, Shared Email Templates brings all the functionality direct into the message window! You can now create, edit and utilise your templates at a moment's notice, without switching back and along between dissimilar tabs and digging into the menus.
To create a new template, simply select the desired content (text, images, links, etc.) in a message and click New Template.
To insert a template into a message, click the Paste icon or double-click the template name.
Advantages:
- Quick and comfortable to create.
- Insert in a message with a click.
- Use personally or share with your team.
- Add fillable text fields and drop-down lists.
- Fill in email fields, insert images, and attach files automatically.
- Apply bones formatting within the in-identify editor to create sophisticated designs using HTML.
- Link to your Drafts folder and use whatever of your Outlook drafts as email templates.
- Use shortcuts for quick replies.
- Access your templates from any device whether it'southward Windows, Mac, or Outlook Online.
Drawbacks: you are welcome to exam and allow u.s.a. know :)
Supported versions: Outlook for Microsoft 365, Outlook 2019 - 2016, Outlook for Mac 2019 - 2016, Outlook on the spider web
How to get: Cull your subscription plan or download a gratuitous version from Microsoft AppSource.
That's how to create an email template in Outlook. Hopefully, our tutorial volition assist yous choose your favorite technique. I give thanks you for reading and hope to meet y'all on our blog side by side week!
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Source: https://www.ablebits.com/office-addins-blog/2021/06/23/outlook-email-template/
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