Outlook - Creating an e-mail template Tutorial

In this video, you will learn about creating an e-mail template using Microsoft 365. The video covers how to compose and save a message as a template, as well as how to complete the template before sending it.
It also demonstrates how to use templates to send messages and make changes if necessary.
This tutorial will help you streamline your e-mail communication and save time by reusing templates.

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3474 views

Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to create and use email templates in Outlook, enhancing efficiency in communication.

Chapitres :

Introduction to Email Templates
Email templates in Outlook allow users to save time by reusing pre-composed messages. This feature is particularly useful for frequently sent messages, ensuring consistency and efficiency in communication.
Creating an Email Template
To create an email template, follow these steps: 1. **Open Outlook**: Start by launching the Outlook application. 2. **Compose a New Email**: Navigate to the Home tab and click on 'New Email'. 3. **Write Your Message**: Compose your message using the formatting tools as you normally would. 4. **Save as Template**: Once your message is complete, go to the File tab and select 'Save As'. In the dialogue box that appears, choose 'Outlook Template' from the file type dropdown menu. Name your template and select the desired location to save it.
Using Email Templates
To use your saved email templates, follow these steps: 1. **Create a New Item**: Click on 'New Items' in the Home tab. 2. **Select More Items**: From the dropdown, choose 'More Items'. 3. **Choose from Templates**: Click on 'Choose from'. 4. **Locate Your Template**: In the dialogue box, select 'User Templates in File System' from the 'Look In' menu. Navigate to the location where you saved your template. 5. **Open the Template**: Select your template and click 'Open'. 6. **Make Necessary Changes**: Edit the message as needed, add recipients, and send your email.
Conclusion
Utilizing email templates in Outlook streamlines the process of sending repetitive messages, saving time and ensuring consistency. By following the steps outlined above, users can easily create and manage their templates, enhancing their overall productivity.

FAQ :

What is an Outlook template?

An Outlook template is a pre-designed email format that you can save and reuse for sending messages, allowing for consistency and efficiency in communication.

How do I create a template in Outlook?

To create a template in Outlook, compose a new email, format it as desired, then go to the File tab, select 'Save As', choose 'Outlook Template' as the file type, and save it with a chosen name.

How can I use a saved template to send an email?

To use a saved template, click on 'New Items', select 'More Items', then 'Choose from', navigate to 'User Templates in File System', select your template, and click 'Open' to edit and send.

Can I edit a template after opening it?

Yes, you can make changes to the template after opening it, such as adding recipients or modifying the message content before sending.

What are the benefits of using email templates?

Using email templates saves time, ensures consistency in communication, and allows for quick responses to common inquiries or messages.

Quelques cas d'usages :

Customer Support Responses

Customer support teams can use email templates to respond quickly to frequently asked questions, ensuring consistent messaging and reducing response time.

Marketing Campaigns

Marketing professionals can create templates for promotional emails, allowing them to maintain brand consistency and streamline the process of sending out marketing communications.

Internal Communication

HR departments can utilize templates for onboarding emails, ensuring that all new hires receive the same information and resources in a timely manner.

Event Invitations

Event planners can design templates for invitations, making it easier to send out multiple invites while maintaining a professional appearance.

Follow-Up Emails

Sales teams can create follow-up email templates to ensure timely communication with leads, improving the chances of conversion and maintaining engagement.

Glossaire :

Template

A pre-designed format or structure that can be reused to create messages or documents quickly and consistently.

Outlook Template

A specific type of template used in Microsoft Outlook that allows users to save email formats for repeated use.

File tab

A section in Microsoft applications where users can access file-related options such as saving, opening, and printing documents.

New Email

An option in email applications that allows users to compose and send a new email message.

Formatting tools

Features in word processing and email applications that allow users to change the appearance of text, such as font size, color, and style.

Dialogue box

A small window that prompts the user to provide information or make a decision in software applications.

Recipients

Individuals or groups to whom an email message is addressed and sent.

00:00:04

to send messages containing the same information.

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Simply compose and save a message as a template

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to reuse it as often as needed.

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You can also complete the template before sending it.

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In the Home tab, click on New Email.

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Compose your message as you would

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normally do using the formatting tools.

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When you are finished, on the File tab,

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click Save As.

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In the dialogue that opens, select Outlook Template

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in the file type box, then give a name

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to your template, choosing the location

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where you want to save it.

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Now if you want to use templates to send messages,

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click on New items, More items,

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then select Choose from.

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In the dialogue box that opens,

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select User Templates and File System

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from the Look In menu and navigate

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to the location where you saved your template,

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if you saved it elsewhere than in the default folder.

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Select it, and click Open.

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Finally, make changes, if necessary.

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Add recipients, and then when you're done,

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you can send your message.

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