Outlook - Create an Email Template Tutorial

Discover how to enhance your productivity in Outlook by creating and applying email templates. Learn to streamline your workflow, save custom templates, and effortlessly insert them into your email drafts. With this powerful feature, you can ensure all your formatting, including images, remains intact for future use. Get ready to boost your efficiency with this small yet impactful tool!

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Available in Microsoft365

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you can create a true email template

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so you can quickly reuse a consistent message structure.

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For example,

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you can reuse an enhanced signature,

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standard wording,

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or a ready-made reply outline without relying on an add-in.

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From your inbox,

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stay on the home tab and open the drop down next to new mail.

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In that menu select mail to open a new compose window.

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Next,

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write the content you wanna keep exactly as is

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by filling in the subject line

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and the message body the same way you would for an email that is ready to send

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while keeping in mind that you will not send it at this stage.

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When your message is ready,

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open the options menu by selecting the 3 dot

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menu in the command bar of the compose window.

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In the panel that appears,

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select email templates,

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then choose save email as template.

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A dialog box opens and prompts you to name your new email template.

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Enter a clear descriptive name,

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then select save.

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You will then switch to template editing mode,

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which is confirmed by the indicator at the top of the window,

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and your changes are saved automatically as you go

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with a saving status shown in the message area.

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When you want to start from an existing template,

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return to the main Outlook window,

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open the new mail drop down again

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and select mail template.

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The templates window opens and displays your template library.

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Select the template you want,

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then open it by clicking it to generate a new message based on that layout.

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You can then update the recipients,

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adjust the subject if needed,

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fill in any variable details,

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and send your email as usual.

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To find,

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organize,

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or clean up your templates,

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open settings by selecting the gear icon,

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then go to mail and open templates.

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You will see the list of saved items along

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with quick actions to download or delete a template.

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If you need to bring in an older template from Classic Outlook,

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select add template,

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choose the file using browse,

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enter a name,

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and confirm the import to add it to your library

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so you can use it like any other template.

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By saving templates directly in the new Outlook,

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you standardize your communications and save time

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every time you write a new message.

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