How To Create And Use An Email Template in Outlook?

David Hughes
David Hughes
how to create and use email template in outlook featured

Ever found yourself typing the same email over and over?

Well, if you’re using Outlook, there’s a nifty trick that can save you tons of time! Imagine crafting a perfect email once and then using it again whenever you need it, without the hassle of rewriting it.

That’s exactly what email templates in Outlook can do for you!

So, if you’re curious about how to streamline your email tasks, stay tuned as we dive into the simple steps of creating and using an email template in Outlook.

Let’s make your email life a breeze!

What Are Outlook Email Templates and Why To Use Them?

Have you ever felt like you’re just typing the same email over and over again? That’s where Outlook email templates come in handy! 🚀 These are like your secret weapon for efficiency.

Whether you’re a newbie to Outlook or you’re getting to grips with its web application, learning to create email templates is definitely worth your time.

Outlook email templates are pre-designed email drafts. You can create, save, and reuse them in any version of Outlook—except on the mobile app.

Picture this: you’ve got a perfect email for reaching out to potential clients or perhaps a common reply you send often. Instead of typing it out each time, you just fire off your saved template. 💌

But why use them? Well, it’s all about making your day more efficient. These templates allow you to personalize your emailing experience while saving precious minutes or even hours over a week. You can respond quicker, manage your inbox efficiently, and have more time for the things that really matter in life. 🕒

How To Create Templates In Outlook

Before diving into Outlook rules or automations, you first need to master creating an email template.

But, navigating Outlook’s setup to add templates can be tricky, since it operates differently depending on whether you’re on the web app or desktop client.

#1 Creating a Template in Outlook.com (Web):

  • Go to https://outlook.live.com/ and log in.
  • Click on New Message in the upper left of the page.
  • In the message box, click More Options (three dots) in the lower right.
  • Scroll down and select My Templates.💡 Note: If My Templates isn’t already enabled, you’ll be prompted to turn it on before you can create a template.
  • Click +Template.
  • A dialog box will appear where you can name and type out your template.
  • After setting up your template, hit Save.💡 Note: This method is only for the web application and does not work on Outlook mobile.

#2 Creating a Template in the Outlook Desktop Client:

  • Open Outlook and go to the Home menu, then click New E-mail.
  • Compose your message in the dialog box that opens.
  • Once done, go to File, then Save As.
  • In the Save As menu, select Outlook Template as the type.
  • Name your template in the File Name box.
  • Click Save.

This streamlined approach will help you save time and manage your communications more efficiently! 🌟

How To Use Outlook Templates

Once you’ve created your email templates in Outlook, it’s time to put them to good use!

The steps to access these templates differ slightly depending on whether you are using the web app or the desktop client.

#1 Using Templates in Outlook.com (Web App):

  • Visit https://outlook.live.com/ and log into your account.
  • Click New Message at the top left.
  • In the message box, click More Options (the three dots at the bottom right).
  • Select My Templates from the dropdown.
  • You’ll see all your created templates. Click on the template you want to use.
  • Adjust it as needed, then add recipients and a subject line.⚠️ Reminder: Don’t forget to add the necessary email addresses in the ‘To’ box and include a subject!
  • When ready, hit Send.

#2 Using a Template in the Outlook Desktop Client:

Accessing templates in the desktop client involves a few more steps:

  • Open your Outlook email client.
  • Click on New ItemsMore ItemsChoose Form.
  • In the Choose Form dialog box, under Look In, select User Templates in File System (this opens your default template folder).💡 Note: If your templates are saved in a different folder, click Browse to locate and select the folder.
  • Find and open the template you need.
  • Make any necessary changes, enter the appropriate email addresses, and when you’re ready, press Send.

Using these templates efficiently can help you manage your emails quicker and more effectively!

How To Edit Templates In Outlook

Editing your email templates in Outlook is straightforward, allowing you to update them whenever necessary, unlike some other email services like Gmail.

#1 Editing Templates in Outlook.com (Web App):

  • Open Outlook.com and click New Message.
  • Choose More Options → My Templates.
  • Hover over the template you want to edit. You’ll see options to Delete (trash can icon) or Edit (pencil and paper icon). Click Edit.
  • Make your changes to the template’s title or content. Once done, press Save.💡 Note: If you wish to delete a template, simply choose Delete instead of Edit in step 3.

#2 Editing Templates Through the Outlook Desktop Client:

  • Open your Outlook desktop client.
  • Click New Items → More Items → Choose Form.
  • In the Choose Form dialog box, under Look In, select User Templates in File System (this accesses your default template folder).💡 Note: If your templates are stored in a different location, click Browse to find and select the folder.
  • Select the template you want to modify, then click Open.
  • Make the desired changes to your email, but do not press Send.
  • Go to File → Save As, and choose Outlook Template.
  • Save it as you would a new template. When prompted to overwrite the existing template, click Yes.

These steps ensure your templates are always up to date, helping you maintain efficiency and consistency in your communications! ✉️

Conclusion

Mastering Outlook templates can significantly streamline your email management, saving you time and boosting your productivity.

Whether you’re using the web app or the desktop client, creating, using, and editing email templates in Outlook is straightforward once you know the steps.

From setting up your first template to customizing them for various needs, these tools are designed to enhance your emailing efficiency.

Remember, taking a few moments to learn these simple procedures not only simplifies your daily communications but also allows you to focus more on what truly matters—both in your work and life.

So, dive in, set up some templates, and watch how they can transform your email experience! 🚀✉️

FAQ

What are Outlook email templates?

Outlook email templates are pre-created drafts that you can save and use within the Outlook platform to send repetitive messages more efficiently. They are available in all versions of Outlook, except the mobile app.

How do I create an email template in Outlook.com?

To create a template in Outlook.com, log into your account, start a new message, click on the three dots for more options, and select “My Templates.” From there, you can add a new template by clicking “+Template,” entering the desired content, and saving it.

Can I use email templates in the Outlook mobile app?

No, the email templates feature is not available in the Outlook mobile app. Templates can only be created and used within the web application or the desktop client.

How do I access and use an existing template in the Outlook desktop client?

To use a template in the desktop client, open Outlook, go to New Items → More Items → Choose Form, and select “User Templates in File System.” Choose the template you want, open it, make any necessary modifications, and then send your email.

Is it possible to edit and delete existing templates in Outlook?

Yes, you can edit and delete templates in both the web and desktop versions of Outlook. For the web version, access “My Templates” from a new message and choose to edit or delete. In the desktop client, open the template, make changes, and save it as a new template or overwrite the existing one.

What should I do if I saved my templates in a different folder?

If you saved your templates in a different folder, you can easily access them by navigating to the “Choose Form” dialog box in the Outlook desktop client, clicking “Browse,” and locating the folder where your templates are stored.

Share This Article
Follow:
Meet David, the tech blog's brilliant author and copywriting expert. With a profound passion for technology, David's captivating articles on tech, Android, Windows, internet, social media, gadgets, and reviews are the epitome of excellence. His expertise in crafting compelling content combined with his love for all things tech make him a formidable force in the industry.
Leave a comment

Leave a Reply

Your email address will not be published. Required fields are marked *