How to Create and Use Email Templates in MS Outlook?

It is very essential to manage your daily schedule effectively if you love to have a productive life. Email templates in MS Outlook are an incalculable worth for those who need to send similar emails frequently. To respond to some common queries, maintaining consistent communication with the clients or sending out newsletter email templates can save your valuable time and ensure the consistency of your work.

In this tutorial, we will guide you through the process of how to create and use email templates in MS Outlook. This will allow you to streamline your email workflow and increase your productivity level.

How do I create an email template in Outlook?

Creating a new email template in Outlook is super easy. You just need to follow some quick steps to complete this job.

• First, open Microsoft Outlook and click on New Email from the Home tab. You will get it on the top left side of your MS Outlook window. It will create a new message window.
• Now compose the body of your email. You can include any content that you want to be a part of the template. For example, you can add a standard greeting, signature, or the main body text.
• After you have completed composing the template email, go to the “File” menu from the top left corner of the window.

• Now select Save As and choose the location for the template where you want it to be saved.
• After that, in the Save as Type drop-down menu, you have to select the option Outlook Template.

• Finally, give a name for your template and click Save.

That’s it. Your template is now saved and ready for use.

How do I use an email template in Outlook?

If you have already created an email template following the steps above, now the question is how you can use that template to create an effective email in a short time.

• Go to the Home tab of your Outlook window.
• After that, you have to click on New Items>More Items>Choose form.

• A dialogue box will appear before you with the title Choose form. Now from there in the Look In dropdown menu, you have to select User Templates in File System.

• A list of your saved templates will appear. Choose the template you want to use and click “Open.” If you do not see the list of saved templates, click on Browse and then select the folder where you saved the template email in the previous step.

• Once you select Open, the selected template email will open in a new email window. Now you can edit and modify any information as needed from that email. For example, you can change the recipient’s name or add any additional content based on your specific demands.
• Once you have made the necessary changes in the template email, just click on Send to deliver the email instantly.

In this way, you can easily use the created template. I hope you did not face any difficulties in this case.

How do I create a template with dynamic fields in Outlook?

You can also create dynamic fields in the template email by using MS Outlook. If you do not know, what is a dynamic field? It is a way to use placeholders in your email that will be later replaced by specific information. It allows you to personalize the email by including data that is unique to each of the recipients, such as their names, order numbers, or product details.

• To create a dynamic field in the email template, first open a new email and start composing the template as usual.
• Now to include dynamic fields, you have to insert placeholders in the template where necessary.
• In this image, I have shown you how you can use placeholders for a dynamic email.

• After you create the dynamic email, save the template following the instructions in the “Creating an Email Template” section.
• Now when using this template, just replace the placeholders with specific details before sending.

How can I organize and manage the templates effectively?

If you feel like you are not being able to organize the templates and face problems finding the right template at the right moment, you can follow this advice. Store the templates in a dedicated folder so that you can easily access the templates when necessary. You can create a folder in your file system specifically for using Outlook templates. Besides, you can use a consistent naming convention for the templates, like client introduction or follow-up email templates, to identify them more quickly. Make sure that you review the email templates often and update the information within so that they remain relevant and up-to-date always.

How to use the Quick Parts for frequently used text in Outlook?

You can use this feature of Outlook to store the frequently used texts. Later on, you can use those texts to automatically fill in the placeholders or edit your template email while sending it to someone else.

• To do that, first, highlight the text you want to save as a quick part in an email.
• After that, go to the Insert tab and then click on Quick Parts from the Text group.

• Now select “Save Selection to Quick Part Gallery.” You can name your quick part and add a category to it as well to identify them easily. If you want, you can add a description.
• Now click on OK if you have fixed the other details for your selected text to store and use later on.
• To use the quick part, just place your cursor where you want to insert the text in your email. For this, go to the Quick Parts under the Insert tab and then select the desired entry in your email.

If you follow these steps and guidelines carefully, you can efficiently create and manage email templates when necessary in MS Outlook. It will surely help you to reduce repetitive tasks and maintain consistency in your communications to enhance your overall productivity.

I hope you did not face any problems while following the steps on How to Create and Use Email Templates in MS Outlook. Nevertheless, if you have any related questions, you can put them in the comment part below. We will try to answer your queries as soon as possible. To explore more about some new and exceptional features of Outlook, you’re welcome to visit our other tutorials. Thanks for staying with us.