Outlook email template: 10 quick ways to create and use

This article explores ten powerful Outlook email template methods to streamline your email workflow. If repetitive emails consume significant time, these techniques offer efficient alternatives to manual composition.

- Outlook .oft Templates

• New Outlook/Web App Templates
• Quick Parts/AutoText
• Quick Steps
• Draft Templates
• Signature Templates
• AutoCorrect
• Stationery
• Custom Forms
• Shared Email Templates

1. Outlook .oft Templates:

Similar to Word document or Excel worksheet templates, Outlook's .oft templates let you save frequently used emails. Save a message as an .oft file (File > Save As > Outlook Template (.oft)), then customize and send. Templates are saved by default to: C:\\Users\\UserName\\AppData\\Roaming\\Microsoft\\Templates (Do not change this location).

Pros: Easy creation, pre-defined fields (To, Cc, Bcc, Subject), supports attachments and formatting. Cons: Inconvenient access via menus. Compatibility: Outlook 365 - 2010 (desktop only).

2. New Outlook/Web App Templates:

The modern Outlook (Windows, web app, Outlook.com) offers simpler template management. While lacking the advanced features of .oft templates (limited image and formatting support, no pre-set fields or attachments), access is more streamlined.

Access: In a new email, go to the Message tab > Apps > My Templates. Creation: Click " Template," enter a title and message, or copy/paste formatted text. Insertion: Click the template name to insert it.

Pros: Intuitive and easy to use. Cons: Limited options. Compatibility: New Outlook for Windows, Outlook web app, Outlook.com

3. Quick Parts/AutoText:

Quick Parts (AutoText in older versions) are reusable content snippets (text, graphics, tables, formatting). They act as smaller building blocks compared to full email templates.

Creation: Select text, go to Insert > Quick Parts > Save Selections to Quick Part Gallery. Insertion: Select from the gallery or type the name and press F3 (suggestions appear in Outlook 2016 ).

Pros: Simple and straightforward. Cons: No search, no editing, no attachments. Compatibility: Outlook 365 - 2007

4. Quick Steps:

Quick Steps create shortcuts for multiple actions, including replying or creating emails from templates. You can pre-fill fields (To, Cc, Bcc, Subject), set flags, and assign keyboard shortcuts.

Pros: Templates for new emails, replies, forwards; pre-set fields; multiple actions; keyboard shortcuts. Cons: Plain text only. Compatibility: Outlook 365 - 2010

5. Draft Templates:

Unsent emails (drafts) can serve as templates. Create a complete message, save it as a draft, then forward (not send) the draft to create a copy for reuse.

Pros: Convenient creation, editing, and organization. Cons: Remember to forward, not send, drafts. Compatibility: Outlook 365 - 2000

6. Signature Templates:

While primarily for contact details, signatures can include additional template text. Insert via Message tab > Signature.

Pros: Quick and easy to use. Cons: Body text only, no pre-defined fields. Compatibility: Outlook 365 - 2000

7. AutoCorrect:

AutoCorrect can insert text using keywords. Assign a keyword to your template text in File > Options > Mail > Spelling and AutoCorrect… > AutoCorrect Options….

Pros: One-time setup. Cons: Limited templates based on memorable shortcuts. Compatibility: Outlook 365 - 2010

8. Stationery:

Stationery creates personalized HTML emails with custom backgrounds, fonts, and colors. Save messages as HTML files to C:\\Users\\UserName\\AppData\\Roaming\\Microsoft\\Stationery\\.

Pros: Extensive formatting options (HTML). Cons: Many steps to save and access. Compatibility: Outlook 365 - 2007

9. Custom Forms:

Advanced technique requiring VBA programming skills. Enable the Developer tab, design a form, add fields and controls, and publish.

Pros: Powerful, many options. Cons: Steep learning curve. Compatibility: Outlook 365 - 2007

10. Shared Email Templates (Add-in):

This add-in provides intuitive template creation, editing, and insertion directly within the message window. It offers advanced features like fillable fields, dropdowns, macros, and data integration.

Pros: Quick creation, easy insertion, sharing, advanced features. Cons: Requires add-in installation. Compatibility: Outlook for Microsoft 365, Outlook 2021 - 2016 (Windows and Mac), new Outlook for Windows, Outlook on the web.

Choose the method best suited to your needs and skill level. This guide helps you select the optimal Outlook email template solution for increased efficiency.

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