How To Create And Use Email Templates In Microsoft Outlook

Creating and using email templates in Microsoft Outlook can significantly streamline your communication process, saving you time and effort. Here’s a step-by-step guide on how to create and use email templates in the latest version of Outlook.

Creating Email Templates in New Outlook

For New Outlook (Web App and Outlook.com)

1. Open a New Email Message:

   • Navigate to Outlook.com and log in to your account.
   • Click on New Message in the upper left corner of the page.

2. Compose Your Template:

   • When the message box opens, format your message as you would like it to appear in the template.

3. Save as Template:

• Click on the three dots in the lower right corner of the email message window.
• Scroll down and click on My Templates. If you haven’t enabled My Templates before, you will be prompted to do so.
• Click +Template.
• In the new dialog box, title and type your template.
• When you finish setting up your template, press Save.

For Outlook Desktop Client

1. Open a New Email Message:

   • Navigate to the Home menu and select New E-mail.

2. Compose Your Template:

   • Format your message in the message dialog box.

3. Save as Template:

• Go to File > Save As.
• In the Save As dialog box, select Outlook Template as the type.
• In the File Name box, create a name for your email template.
• Click Save. By default, templates are saved in the c:\users\username\appdata\roaming\microsoft\templates folder.

Using Email Templates in New Outlook

For New Outlook (Web App and Outlook.com)

1. Access Your Templates:

   • Open a new email message.
   • Click on the three dots in the lower right corner of the email message window.
   • Scroll down and click on My Templates.

2. Insert Your Template:

   • Select the template you want to use from the list.
   • Make any necessary changes to the recipients, subject, and message body.
   • Prepare the message to send.

3. Send Your Email:

• Add the necessary email addresses in the To box and a subject line.
• Click Send.

For Outlook Desktop Client

1. Access Your Templates:

   • Open your Outlook email client.
   • Click New Items > More Items > Choose Form.

2. Select Your Template:

   • In the Choose Form dialog box, in Look In, click User Templates in File System. This will open the default templates folder. If your template is saved in a different folder, click Browse and select the folder.

3. Open and Edit Your Template:

• Select the template you are looking for and click Open.
• Make any changes and ensure you enter the appropriate mail addresses.

4. Send Your Email:
   • Press Send.

Additional Tips for Using Email Templates

• Customization: While the new Outlook templates are simpler and lack some advanced features, you can still add small images and basic formatting. However, they do not support presetting email fields or attaching files.

• Admin Activation: If you can’t find My Templates in your Outlook, ensure that the add-in has been added under Admin-managed. If not, reach out to your organization admin to activate it.

• Shared Templates: For more advanced features, consider using third-party add-ins like Shared Email Templates, which allow you to create personalized responses, configure predefined fields, and pull information from datasets.

By following these steps, you can efficiently create and use email templates in Microsoft Outlook, enhancing your productivity and consistency in communication.