Outlook Online - Creating and using email templates Tutorial

In this video, you will learn about creating and using email templates in Microsoft 365. The video covers how to save time by avoiding rewriting the same content repeatedly.
You can access the templates by clicking on New Mail, then the Apps button, and selecting My Templates.
Pre-built templates are available on the right side of the window.
To create a new template, click on the template button and give it a title and content.
You can add as many templates as you want.
Modifying or deleting templates is easy by hovering over them.
This tutorial will help you streamline your email communication and save time.

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Available in Microsoft365

Objectifs :

Learn how to efficiently use email templates in Outlook Online to save time and streamline communication.

Chapitres :

Introduction to Outlook Online Email Templates
In today's fast-paced work environment, efficiency is key. If you often find yourself sending the same email repeatedly, Outlook Online offers a solution through its email templates feature. This allows you to save time by avoiding the need to rewrite the same content over and over again.
Creating a New Email Template
To start using email templates in Outlook Online, follow these steps: 1. Click on 'New Mail' to open a new email window. 2. Click inside the text area of the message body. 3. Locate and click on the 'Apps' button. 4. In the pane that opens, select 'My Templates'. On the right side of the window, you will find pre-built templates that you can use. Simply click on a template to automatically add it to the body of your message.
Adding and Saving Templates
You can create and save as many different templates as you want. To create a new template: 1. Click on the 'Template' button. 2. Outlook will prompt you to give your template a title and write its content. 3. Once you have written and titled your template, click on 'Save'. This allows you to easily access and reuse your templates in future emails.
Modifying and Deleting Templates
If you later want to modify your template, simply hover your mouse over the template in the 'My Templates' section and click on the edit option. This allows you to make any necessary changes to your template. To delete a template, hover your mouse over it and click on the bin icon. This will remove the template from your list.
Conclusion
Utilizing email templates in Outlook Online can significantly enhance your productivity by streamlining repetitive communication tasks. By following the steps outlined above, you can create, modify, and manage your email templates effectively, ensuring that you save time and maintain consistency in your messaging.

FAQ :

What are email templates in Outlook?

Email templates in Outlook are pre-designed emails that you can create and save for future use. They help you save time by allowing you to send similar messages without rewriting the content each time.

How do I create a new email template in Outlook?

To create a new email template in Outlook, click on 'New Mail', then click on the 'Apps' button, and select 'My Templates'. Click on the 'Template' button, provide a title and content for your template, and then click 'Save'.

Can I edit or delete my email templates?

Yes, you can edit or delete your email templates. To edit, hover over the template and click the edit option. To delete, hover over the template and click on the bin icon.

Where can I find my saved email templates?

You can find your saved email templates by clicking on the 'Apps' button in a new email and selecting 'My Templates' from the pane that opens on the right side of the window.

Are there any limitations to using email templates in Outlook?

While there are no strict limitations, users should be aware that templates may need to be updated periodically to reflect changes in information or branding. Additionally, templates are specific to the Outlook account they are created in.

Quelques cas d'usages :

Customer Support Responses

Customer support teams can use email templates to respond to frequently asked questions or common issues. This improves response time and ensures consistency in communication.

Marketing Campaigns

Marketing professionals can create templates for promotional emails, newsletters, or event invitations. This allows for quick customization and distribution to large audiences.

Internal Communication

Teams can develop templates for internal announcements, meeting requests, or project updates. This streamlines communication and keeps everyone informed efficiently.

Job Application Follow-ups

Job seekers can create templates for follow-up emails after interviews or networking events. This helps maintain professional relationships and demonstrates initiative.

Sales Outreach

Sales teams can utilize email templates for outreach to potential clients. This ensures that key information is consistently communicated and saves time in the sales process.

Glossaire :

Outlook

A personal information manager from Microsoft, primarily used as an email application, but also includes calendar, task manager, contact manager, note-taking, journal, and web browsing.

Email Template

A pre-formatted email that can be reused to save time when sending similar messages. Templates can include text, images, and formatting.

Apps Button

A feature in Outlook that allows users to access various applications and tools integrated within the email platform.

My Templates

A section in Outlook where users can create, save, and manage their email templates for easy access and reuse.

Hover

To place the cursor over an item on a computer screen without clicking, often used to reveal additional options or information.

Bin

An icon or button used to delete items, such as templates, in software applications.

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Do you often find yourself sending

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the same e-mail repeatedly with

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Outlook online e-mail templates?

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You can save time by avoiding the need to

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rewrite the same content over and over again.

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Start by clicking on New Mail.

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Click inside the text area of the message

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body and then click on the Apps button.

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Click on My Templates in the pane that opens.

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On the right side of the window

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you can find pre built templates.

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When you click on a template

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it is automatically added to

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the body of your message.

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You can add as many different

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templates as you want.

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To create a new template

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click on the template button.

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Outlook will prompt you to give your

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template a title and write its content

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once you have written and titled.

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Your tablet.

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Click on save.

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If you later want to modify your template,

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simply hover your mouse over

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the template and click here.

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You can then edit your template.

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Now if you want to delete it,

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hover your mouse over it

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and click on the bin.

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