How to Create and Use Email Template in Outlook

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This tip is about the how to Create and Use Email Template in Outlook. So read this free guide, How to Create and Use Email Template in Outlook step by step. If you have query related to same article you may contact us.

How to Create and Use Email Template in Outlook – Guide

Microsoft Outlook is email software that allows users to send and receive emails on their devices. Microsoft Outlook is available as part of the Microsoft Office suite. It is also available separately. You can use email templates to send messages that contain information that does not change from message to message. You can compose a message and save it as a template and reuse it as needed. New information can be added before the template is sent as an email message. When so much of your online communication consists of repetitive emails, it’s only natural for you to strive to streamline this part of your work. Replying with a template can be a great alternative to creating emails from scratch in a tedious, keystroke way.

Email templates in Outlook are like document templates in Word or spreadsheet templates in Excel. If you often send the same or very similar messages to different people, you can save one of these messages as a template by clicking File > Save As > Outlook Template (*.oft). And then, instead of composing an email from scratch, you start with a template, customize as needed, and hit send. The message disappears, but the model remains ready for the next use. By default, all Outlook templates are saved in the following folder. This must not be changed, otherwise you will not be able to open your template in Outlook.

How to create an email template in Outlook

Open Outlook and log in to your account if necessary.

Click on “New Message” in the upper left corner of the screen.

Click on the three dots in the bottom menu of the new email.

Select “Templates”.

Click on “+ Template”.

Add your title and create the body copy of your template.

Click “Save”.

Compose an email using a template in Outlook

To compose a new message (see below for replies) using a message template in Outlook:

Select the Home tab and select New Items > More Items > Choose Form. In Outlook 2007, select Tools > Forms > Choose Form.

In the Choose Form dialog box, select the Look in drop-down arrow and select User Templates in File System.

Select the template you want to use.

Select Open.

Create a simple email template for quick replies in Outlook

Per up a template for replies in Outlook:

Select the Home tab.

In the Quick Steps group, select Create New.

In the Name text box, enter a descriptive name for the response template.

Select the Choose an action drop-down arrow.

In the Reply section, select Reply.

Select Show Options.

In the Text text box, type the message for your reply. Include a signature.

Select the Importance drop-down arrow and select Normal to have your reply sent with normal importance, regardless of the level of the original message.

Optionally, select Automatically send after 1 minute delay. The message automatically goes to the Outbox and stays in the Outbox for 1 minute. During this time, you can either delete it or make an edit.

To add more actions, select Add Action. For example, add an action to move an email message in Outlook to your archive folder, or add an action to categorize it with a color to identify messages that received a standard reply.

To add a keyboard shortcut for the action, select the Shortcut key drop-down arrow and select a shortcut.

Final note

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