Streamline Repetitive Messages by Creating Custom Email Templates in Outlook
Are there any emails you send on a regular basis? These might include responding to the same types of questions, delivering purchase requests, or sending out notifications for a weekly meeting. There are several ways to manage commonly sent email messages such as copying and pasting text from a Word document or referencing a previous email you sent. You might even try to recall messages from memory (eek!). But there is a more efficient way that keeps your messages consistent.
Reduce the effort you put into repetitive emails by creating an email template. Outlook 2013 makes creating an email template easy, and using it is even easier! Your templates can include text formatting, images, signatures, and attachments.
To create an email template:
- Click New E-mail in the New group on the Home tab.
- In the message body, enter your content.
- Once you’re satisfied with your message, click the File tab in the message window and choose Save As.
- In the Save As dialog window, type a name for your template in the File name box. The name will default to the subject line you created.
- Select Outlook Template in the Save as type dropdown menu.
- Click Save.
Tip: In your template, highlight any text you need to update for each new message such as the greeting, date of meeting, or location. This will keep you from overlooking any important details that need adjusting.
To use an email template you’ve created:
- Navigate to the Developer tab on the ribbon and click the Choose Form button in the Custom Forms group.
- In the Choose Form dialog window, use the dropdown list to select “User Templates in file System.” You will see a list of all the email templates you currently have.
- Choose the desired template and click Open.
It’s that simple! A new message window will open using the subject line and body from your template. Not only will this save you time, but it will ensure you’re delivering a consistent message to each recipient.
Note: Are you scratching your head wondering why you don’t see a Developer tab on your ribbon? Check out our blog post, How to Add and Remove Tabs from the Office 2013 Ribbon.
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A version of this “how to” on sharing your calendar originally appeared in Microassist’s Training News, our monthly newsletter on productivity tips and trends and upcoming classes.
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