How To Make Template Email In Outlook

Are you sending a lot of standard replies in Outlook? Or practice you want to standardize the replies sent by your employees? Then Outlook E-mail Templates are a not bad way to be more than efficient in Outlook.

Email templates permit you to create short standard content blocks that you can use to respond to your customers. This style you only need to personalize the email content a bit, saving you a lot of time.

To create Outlook Electronic mail Templates we can either apply the My Templates office in Outlook, Quick Parts content blocks, or even signatures. In this article, I will explicate the unlike options, including a tip on how to share the templates with your co-workers.

Outlook Electronic mail Template Options

There are basically three useful options when information technology comes to creating email templates in Outlook. Nosotros can apply the My Templates add-in, which is available in the Outlook desktop app and Outlook Online, content blocks, just bachelor in Outlook desktop, or the Outlook signatures function.

Role	My Templates	Quick Parts	Signatures
Formatted Text	✓	✓	✓
Images / Tables	✓	✓	✓
Outlook Desktop app	✓	✓	✓
Outlook Online	✓		✓
Sharing		✓	✓

My Templates

The My Templates add-in is the intended way to go for creating templates in Outlook. Information technology's designed to create short messages that y'all can hands add to an email bulletin. The contents can be formatted text, images, and even tables, which is in most cases enough.

There is 1 limit though, you tin only save upwards to 32kb of template information. And then that means that if y'all create likewise many or too big templates, you will get an mistake that yous tin can't relieve the template.

Quick Parts

The quick parts function in Outlook allows you to create content blocks that tin can be added to your message. With this function, yous tin create consummate email templates with formatted text, images, tables, etc.

Quick Parts tin't be used in Outlook Online, but are stored locally on your calculator. Y'all can re-create this file to other computers to share your templates.

Outlook Signatures

Although not intended to be used every bit templates, signatures can be used to create e-mail templates in Outlook. The only downside is that this will overwrite your default Outlook signature, so you volition need to comprise the signature in the template itself.

Signatures are as well stored locally, so you can share these as well with your co-workers.

Creating Outlook Email Templates with My Templates

The My Templates add together-in in the Outlook App allows you lot to create brusk post templates that you easily can insert into your messages. Templates created with My Templates tin contain formatted messages and images.

Installing the add-in My Templates

The first step is to make sure that the add-in My Templates in Outlook is enabled:

Open Outlook and click on Get Add-ins in to Toolbar
Seach for My Templates under My Add-ins (or Visitor Managed)
Make sure information technology's enabled

outlook email templates — Enable My Templates in Outlook

Create Email Template in Outlook

To create a new e-mail template nosotros showtime need to open a new message. If you click on the View Templates button under the Message Tab you will see a small list of default templates and the selection to create a new template.

Click on + Template to create a new Outlook e-mail template.

This will open the new template class where you tin give your template a name and add the content of the template.

The new template grade doesn't come with whatever formatting options, then it's easier to write the template in Outlook (or Word) and just copy / paste information technology into the new template form.

Make sure you check the line breaks later pasting the content because sometimes it will add together an actress linebreak to your content.

Create Outlook Email Template — Create Outlook E-mail Template

Keep in mind that you tin can't add a pre-filled subject to the My Template. Click save when washed.

Using My Templates in Outlook

To use a template, but open the bulletin that you desire to reply to and click on View Templates. You can at present select i of your templates later which it will be inserted into the body of the message.

Editting and deleting Templates

To edit or delete a template, simply hover over a template and click either the edit or delete icon.

Sharing Outlook Templates

It'south non possible to share the templates with your co-workers. The problem is that the email templates are stored in your Function 365 account. This is great because this ways that yous can likewise apply them in Outlook Online, simply the downside is that you can't share them with your co-workers.

Using Outlook Email Templates in Outlook Online

Templates are synced through your Microsoft account. This means that you only demand to create your templates ones, and can use them in both versions of Outlook.

To create or use electronic mail templates in Outlook Online, open up the templates add-in:

Create a new message
Click More Apps
Select My Templates

outlook 365 templates — Templates in Outlook Online

You will now encounter the same template screen as in the Outlook Desktop app. Only similar in Outlook yous can select a template or create a new one:

Using Quick Parts to create Outlook Email Templates

Another option to create templates is to use quick parts in Outlook. This option is only available in the Outlook desktop app, and not in Outlook Online. The advantage of quick parts is that you can create short content blocks and combine them every bit needed. You tin can also create a complete email template of course.

To create an outlook e-mail template with Quick Parts nosotros first need to write the content:

Open a new message
Write the content for your Outlook Email Template
Select the content
Open the insert tab
Expand Quick Parts and click Salvage Pick to Quick Part Gallery

outlook quick parts — Create Quick Part content block

Y'all will now see a small dialog giving you a couple of options when it comes to saving the content for our Quick Parts content cake.

Name – the proper name of the content block
Gallery – Quick Parts
Category – Create custom categories as needed
Description – Short description of the content
Save in – NormalEmail.dotn
Options – Insert content only

Using Quick Parts in Outlook

To utilise the quick parts in Outlook but open a new email (or respond to an email) and click on the Insert tab.

You will now come across a list of your templates organized past category. Merely click on a content block to insert information technology into the email.

Using AutoText in Outlook

AutoText in Outlook is basically an autocomplete function with custom templates. You create them the aforementioned every bit a quick part, but instead of Quick Parts > Salvage Selection to.. y'all do Quick Parts > AutoText > Relieve Choice to AutoText Gallery

The advantage of the AutoText function is that you can start typing the first part of the template afterward which AutoText will propose the role that yous want to insert.

As yous tin can see in the instance below, the first part of the template starts with the discussion Crawly. When I showtime typing Awes.. outlook will suggest the AutoText template and I only need to press Enter to insert the content of the template.

Insert autotext in outlook — AutoText Outlook

You tin can nevertheless select the templates equally with Quick Parts, merely y'all will need to select one additional stride, AutoText under the quick parts carte.

Quick admission to Quick Parts

If you are planning to utilise Quick Parts or AutoText a lot, then it might be a good idea to add together Quick Parts to the quick access toolbar.

Open up a new bulletin
Open the Insert tab
Right-Click on Quick Parts and choose Add to Quick Access Toolbar

If you are using the AutoText office, then you tin can do the same for the AutoText option. This fashion you lot can easily select your templates from the message screen.

Sharing Outlook Quick Parts Templates

Creating templates is slap-up, but even improve is when you lot can share them with your co-workers. With quick parts when tin can actually do this.

The quick parts that y'all have created in Outlook are stored locally in the NormalEmail.dotm file. We can simply copy this file to another reckoner to have access to the templates besides.

First, create the quick parts templates that you need and then close Outlook. The templates are merely saved to the local dotm file after you lot accept closed Outlook.

Open up the explorer and navigate to:

%appdata%\Micrososft\Templates

Here you lot will discover the NormalEmail.dotm file. Simply copy this file to the same location on another computer and first Outlook.

normalemail.dotm location — Share Outlook Quick Office content

Using Outlook Signatures as Email Templates

Another choice is to use Outlook Signatures to create email templates. Signatures don't have a content limit and you can use all kinds of formatting and images. The downside of using signatures is that this will override the default visitor signature and always adds a blank rule higher up the signature.

This means that yous will need to create templates including the visitor post signature with the personal contact data of the user. So personally I don't find this a really convenient style to create templates, just information technology'southward possible.

To create a signature in Outlook open up a new message:

On the message tab, click signature > signatures
Click New
Requite the signature a name
Add the content of template and relieve the signature.

You tin at present select your "template" nether Message > Signature.

The reward of signatures is that you can share each individual signature with your co-workers because signatures are just like Quick Parts stored locally.

Open the explorer
Navigate to:

%appdata%\Microsoft\Signatures

Copy the files and folders with the signature name that we created earlier to the other computer:

Go along in heed though that you may need to update the personal contact information of the employee in the signature.

Wrapping Upwardly

The AutoText or Quick Parts role is in my opinion the all-time way to create Outlook Email Templates. It supports all content options, y'all can easily access and organize them, and it'due south even possible to share the templates with your co-workers.

If you are switching a lot between the Outlook Desktop app and Outlook Online, then the My Templates add together-in may exist a ameliorate selection, considering this fashion the templates are synced between the two. But you are express in the number of templates that you tin can create.

If you accept whatever questions, but drop a comment below.