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Outlook Online - Enhance an edition and create a template in a newsletter Tutorial

Create and customize a newsletter edition in Outlook by starting from a template or a blank edition, then add and modify components such as text, image, and bulleted lists across sections. Remove or restore sections, rearrange them, and insert a clickable table of contents. Use the ribbon to insert 3 thumbnail image components, associate user profiles, and format content. Save the edited design as a reusable template, define recipients, then proceed to send or save the draft for future editions.

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Outlook provides several layout and content options.

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Let's see how to use them effectively

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to save time and maintain a consistent design from one edition to another.

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You can start from an existing template.

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Once the name has been defined,

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you can choose to create your edition draft or define your own template.

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This template can also be created later,

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as we'll see in this tutorial.

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Once the selected template has loaded,

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in this case I've chosen the basic template.

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I can remove any components or sections that I don't need.

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Deleting a section also removes all the components it contains.

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Deleted sections can be restored using the small link displayed above.

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Here I'm keeping only the top part of the edition and customizing both the text

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and its formatting

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using the toolbar that appears automatically when I select the content.

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Next,

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to make the edition more engaging and dynamic,

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I'll use components which are available from the ribbon.

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Components are pre-built layout elements that help

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structure the content of an edition.

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Currently the available components are relatively basic

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and offer limited customization.

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You cannot create your own components or add additional types.

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I'll select the text and image component

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with an alternating image and text layout

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in the component.

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I'll paste a link to our new employee announcement.

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I'll enter the title and add an image

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either by searching the available image library using a keyword

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or by uploading my own photo of Sophie Martin from my PC.

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I can then adjust the thumbnail size,

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select the part of the image I want to display,

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and if necessary,

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zoom in on the image.

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I'll then confirm my changes

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below it.

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I'll insert a second similar component,

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but with the image on the right this time for our new customer

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Greenway Solutions.

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I can also add some text and organize it as a bulleted list,

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for example,

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to highlight key information about the new customer.

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In this newsletter I'd like to cover another topic in a dedicated section.

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That's where sections come in.

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They allow you to organize an edition by topic and add components to each section.

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For example,

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I'll insert an image component with 3 thumbnails for a product launch.

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This is purely decorative.

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There's no clickable link or hover effect.

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This component could be used to reinforce

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the visual identity of the product launch.

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Note that you can also paste an image that you copied previously.

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I'll then add a people component

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which allows me to associate a user profile and photo

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from the relevant Microsoft 365 account.

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It works somewhat like a signature

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without any additional specific functionality.

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I'll add one final section dedicated to three

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frequently asked questions about our products and services.

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I'll copy and paste some text and format it as needed

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if necessary.

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I can also insert an image from the ribbon.

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The image will be inserted as it is,

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just as it would be in a standard email.

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Sections can be rearranged at any time.

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Here,

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for example,

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I want to move my question section above the previous section.

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I can use the arrows to move the section and all its content upward.

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Another useful feature of sections is the ability to add a

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clickable table of contents at the top of an edition,

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allowing readers to jump directly to a specific section.

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Using the section link icon

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which opens a window where I can define the

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text displayed for the link to the section,

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I'll add 3 entries pointing to 3 different sections.

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Once my edition is complete,

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I can move on to the next step.

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In my case,

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given the time I've invested in creating the structure,

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I'd like to save it as a template so I can reuse it when creating a future edition.

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I can use the dedicated option in the ribbon to save it as a template.

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I'll then give my template a name.

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The template will be associated with my newsletter and

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available for reuse when I create another edition.

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Note that because I chose to save it as a template,

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I have not finalized this edition.

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The edition remains a draft.

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I'll open the draft.

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I'll select next.

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I'll define the recipients.

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All that's left is to send the edition.

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One useful point to note is that recipients can subscribe to the newsletter

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so they can receive future editions.

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If I also add a recipient individually who is already subscribed to the newsletter,

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they will receive only one email

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to create a new edition using my template,

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I'll select create edition.

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My template is available in the template list

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ready to be used or modified.

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Note that custom templates are associated with

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the newsletter they were created for.

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They are therefore available when creating an edition from that newsletter.

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Microsoft also provides access to

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templates from the broader newsletters experience

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where you can work with templates associated with different newsletters.

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When I select the template,

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I can then choose the newsletter to which the new edition should be associated

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if that option is available in the creation flow.

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The new draft will then use the structure defined in the selected template.

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Finally,

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to complete the picture,

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you can insert a table into the body of

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your edition using the insert tab on the ribbon.

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The options are basic,

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but they are more than sufficient for

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presenting structured information clearly and effectively.

Mandarine AI: WHAT YOU SHOULD KNOW

RELATED COURSES This tutorial is part of the following courses

Video Training – Outlook: Create and manage a newsletter

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