When managing a business, coordinating with colleagues, or reaching out to clients, efficiency is key. Looking for ways to save precious time and boost your productivity? Microsoft Outlook email templates can help you there.
Whether you’re a seasoned professional or just beginning to harness the capabilities of Outlook, learning how to create email templates in Outlook can elevate your email game. Buckle up for a ride!
Firstly, what is Outlook? Outlook is a personal information manager and email application developed by Microsoft. It helps manage emails, calendars, contacts, tasks, and notes. Outlook is available as part of the Microsoft Office suite and as a standalone application for Windows, macOS, iOS, and Android devices. It is one of the most prominent email tools globally, especially popular among corporate users. If you send many emails via Outlook while maintaining consistency in elements like email signature and tone of voice, templates could be a quick and easy solution for you.
In Outlook, email templates are pre-designed email messages that can be saved and reused for future emails. These templates can include text, formatting, images, attachments, and other elements commonly used in emails. Users can create and save email templates to streamline the process of composing similar messages, such as responses to frequently asked questions, meeting invitations, or marketing communications.
Here is an example of an email opened via the Outlook web app:
Email message templates optimize your workload by eliminating the need to start from scratch for every task. Using quick email templates in Outlook offers several advantages:
Even though the email template feature is very helpful, you should be wary of its drawbacks. Here are some potential disadvantages of quick message templates to consider:
Creating, using, and editing Outlook templates is quick, easy, and intuitive, especially when using the Outlook website. If you want to reap the benefits of this feature, follow these steps:
Please note that for some users, templates can be found under More Options in the lower right (three dots). Here’s what it looks like:
Creating an email template using the Outlook desktop application is less straightforward than doing so online. Don’t worry — the following guide will teach you how to do it.
Now that you’ve created a template or two, it’s time to learn how to use them in your emails.
Follow the steps listed above to find your template library. Click on the template you’d like to use, and it will appear in the body of your email.
Feel free to customize the message as needed, and when composing a new email, make sure to include the subject line and recipients. Finally, press Send when you’re done.
Again, using your templates is harder on the desktop app than it is on Outlook.com — here’s how:
Now you know how to create templates using Microsoft Outlook. The next step is learning how to edit them.
To edit a template on the web version of Outlook, hover over the top right-hand corner of the template and click on the pencil and paper icon.
Press Edit Template and edit your template in the dialogue box.
If you decide that you no longer need a particular template and would like to delete it, the bin icon is located to the left.
The process of editing a template via the Outlook desktop is very similar to that of creating and applying. Follow these steps:
Here are a few ideas for templates you may use in Outlook for professional and business needs. These will allow you to send emails quickly in different situations. The square brackets within these templates indicate variables that allow you to personalize the message.
Don’t forget to add a subject line and a signature!
Now you know everything there is to know about making and sending emails featuring templates. Here are a few tips and tricks to make template creation easier:
Templates for Outlook are a quick and easy way to increase efficiency and maintain consistent email communication in personal and business contexts. You can create, use, edit, and delete Outlook templates in the desktop application and its web version. If you don’t know where to start, use our Outlook email template examples.
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