Then, instead of creating the email from scratch, start with a template and customize it to fit your email recipient. You'll save time and become more efficient at your email tasks.
Instructions in this article apply to Outlook , , , , ; and Outlook for Microsoft To save a message as a template in Outlook:. Create a new email message. Enter a Subject if you want to use one for your message template. Enter text, images, and other elements you want to appear in the email message template. Remove any signatures if you previously created an email signature in Outlook that's added automatically when you create a new message. In Outlook , select the Save as type dropdown arrow, then select Outlook Template.
Select Save. Close the original email. To write a new message see below for replies using a message template in Outlook:. Select the template you want to use. Select Open. To set 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 reply template. Select the Choose an Action dropdown arrow. In the Respond section, select Reply. Shortcut to Open Email Message to Yourself Creating a shortcut to open an email pre-addressed to your email address will allow you to quickly take notes or create a reminder to yourself. This post is only available to members. Change folders to show "Total Number of Items" Minimize interruptions by limiting email notifications Turn on Spell Check Empty Deleted items folder upon exiting optional This post is only available to members.
To use an example, say that your department the Service Desk has a Start of Day report that is sent out every day to the same people. You want this to look exactly the same in terms of formatting every day. Your team will send it each day and use the template as the basis for the email.
Creating a template in Outlook or Outlook Now, we have the email saved in a folder. This folder can either be in your own Outlook, or stored in a folder on a shared mailbox. Our completed template, stored in an Outlook folder in a shared mailbox ready for use in either Outlook or Outlook I can then prepare the Start of Day report based on the template and then click Send. The template email will remain in the Template folder ready for use tomorrow and subsequent days! The tricky part when using templates is modifying them when they are in Outlook itself.
If you saved the template to Windows, you can simply go in, edit it, save it and you are done. If your template is stored in Outlook, you must follow the steps above and add any edits to your template that you would like at step 4, otherwise you will end up either losing all your changes, or worse you will be unable to save it back to Outlook as a template.
Simply follow the steps carefully and you will be just fine! After installing Kutools for Outlook , the Auto Text utility will help you quickly save your email content as auto text entry quick parts , and use it as template in the future.
Create a new message with clicking New E-mail button under Home tab. In the new message window, you can see the Auto Text pane locates on the right side of the Outlook window.
Type the email content you want to save as template for future use. Select the content and then click the button. In the Auto Text dialog box, type a name for this auto text in the Name box, create a new category as you need, and then click the Add button. Now the auto text entry is created and listed in the Kutools pane under the AutoText tab.
Click this entry, it will be inserted to the email body immediately. If you want to have a free trial day of this utility, please click to download it , and then go to apply the operation according above steps.
Free to try with no limitation in 60 days. Download the free trial now! Note: The other languages of the website are Google-translated. Back to English. Log in.
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