How Do You Make Email Templates In Outlook

Are you sending a lot of standard replies in Outlook? Or do you want to standardize the replies sent by your employees? Then Outlook Electronic mail Templates are a slap-up style to be more than efficient in Outlook.

Email templates allow you to create brusk standard content blocks that you can employ to reply to your customers. This way you only need to personalize the electronic mail content a bit, saving you a lot of time.

To create Outlook Electronic mail Templates we can either use the My Templates function in Outlook, Quick Parts content blocks, or fifty-fifty signatures. In this article, I will explain the unlike options, including a tip on how to share the templates with your co-workers.

Outlook E-mail Template Options

In that location are basically three useful options when it comes to creating e-mail templates in Outlook. We can employ the My Templates add-in, which is available in the Outlook desktop app and Outlook Online, content blocks, only available in Outlook desktop, or the Outlook signatures function.

Function	My Templates	Quick Parts	Signatures
Formatted Text	✓	✓	✓
Images / Tables	✓	✓	✓
Outlook Desktop app	✓	✓	✓
Outlook Online	✓		✓
Sharing		✓	✓

My Templates

The My Templates add-in is the intended fashion to go for creating templates in Outlook. Information technology'due south designed to create short letters that you tin hands add together to an e-mail bulletin. The contents can be formatted text, images, and fifty-fifty tables, which is in well-nigh cases enough.

In that location is ane limit though, you can simply relieve upwards to 32kb of template data. And then that ways that if yous create as well many or likewise large templates, you will get an mistake that you tin can't save the template.

Quick Parts

The quick parts function in Outlook allows you lot to create content blocks that tin can be added to your bulletin. With this role, you can create complete email templates with formatted text, images, tables, etc.

Quick Parts tin can't be used in Outlook Online, simply are stored locally on your computer. You lot can copy this file to other computers to share your templates.

Outlook Signatures

Although non intended to exist used as templates, signatures can be used to create email templates in Outlook. The only downside is that this will overwrite your default Outlook signature, and so yous will demand to contain the signature in the template itself.

Signatures are also stored locally, so you tin share these every bit well with your co-workers.

Creating Outlook Electronic mail Templates with My Templates

The My Templates add together-in in the Outlook App allows you to create short mail templates that you lot easily tin can insert into your messages. Templates created with My Templates can incorporate formatted messages and images.

Installing the add-in My Templates

The first step is to make sure that the add-in My Templates in Outlook is enabled:

Open Outlook and click on Get Add-ins in to Toolbar
Seach for My Templates under My Add together-ins (or Visitor Managed)
Brand sure information technology'southward enabled

outlook email templates — Enable My Templates in Outlook

Create Electronic mail Template in Outlook

To create a new email template we first demand to open a new message. If you click on the View Templates button nether the Message Tab you will meet a modest listing of default templates and the option to create a new template.

Click on + Template to create a new Outlook email template.

This will open up the new template form where you tin give your template a name and add the content of the template.

The new template form doesn't come with whatsoever formatting options, so information technology'south easier to write the template in Outlook (or Word) and simply copy / paste it into the new template form.

Make certain y'all check the line breaks after pasting the content because sometimes information technology will add an extra linebreak to your content.

Proceed in mind that you can't add a pre-filled subject to the My Template. Click save when done.

Using My Templates in Outlook

To use a template, but open the bulletin that y'all desire to reply to and click on View Templates. You tin now select one of your templates later on which information technology will be inserted into the torso of the message.

Editting and deleting Templates

To edit or delete a template, merely hover over a template and click either the edit or delete icon.

Sharing Outlook Templates

It's not possible to share the templates with your co-workers. The problem is that the email templates are stored in your Role 365 account. This is great because this ways that y'all can also apply them in Outlook Online, merely the downside is that you can't share them with your co-workers.

Using Outlook Email Templates in Outlook Online

Templates are synced through your Microsoft account. This means that yous only need to create your templates ones, and can use them in both versions of Outlook.

To create or utilise email templates in Outlook Online, open up the templates add-in:

Create a new message
Click More Apps
Select My Templates

outlook 365 templates — Templates in Outlook Online

Yous will now run into the same template screen equally in the Outlook Desktop app. Just like in Outlook you can select a template or create a new i:

Using Quick Parts to create Outlook Email Templates

Another option to create templates is to utilize quick parts in Outlook. This choice is only available in the Outlook desktop app, and not in Outlook Online. The advantage of quick parts is that you can create short content blocks and combine them equally needed. You tin also create a complete e-mail template of course.

To create an outlook email template with Quick Parts we start need to write the content:

Open a new message
Write the content for your Outlook Email Template
Select the content
Open the insert tab
Expand Quick Parts and click Salvage Choice to Quick Function Gallery

outlook quick parts — Create Quick Part content block

You will now meet a small dialog giving you lot a couple of options when it comes to saving the content for our Quick Parts content block.

Proper noun – the name of the content block
Gallery – Quick Parts
Category – Create custom categories as needed
Description – Curt description of the content
Save in – NormalEmail.dotn
Options – Insert content merely

Using Quick Parts in Outlook

To utilize the quick parts in Outlook simply open a new electronic mail (or reply to an electronic mail) and click on the Insert tab.

You will at present encounter a listing of your templates organized by category. Simply click on a content block to insert information technology into the email.

Using AutoText in Outlook

AutoText in Outlook is basically an autocomplete function with custom templates. You create them the aforementioned as a quick part, simply instead of Quick Parts > Save Selection to.. you exercise Quick Parts > AutoText > Salvage Selection to AutoText Gallery

The advantage of the AutoText function is that yous can start typing the first part of the template after which AutoText volition propose the part that you desire to insert.

As you can run into in the example below, the first office of the template starts with the give-and-take Awesome. When I start typing Awes.. outlook volition suggest the AutoText template and I merely demand to printing Enter to insert the content of the template.

Insert autotext in outlook — AutoText Outlook

You can still select the templates as with Quick Parts, merely you will need to select one additional pace, AutoText nether the quick parts menu.

Quick access to Quick Parts

If you are planning to use Quick Parts or AutoText a lot, and so it might be a expert idea to add Quick Parts to the quick admission toolbar.

Open a new bulletin
Open the Insert tab
Right-Click on Quick Parts and cull Add to Quick Admission Toolbar

If you are using the AutoText office, then yous can do the same for the AutoText choice. This way y'all can hands select your templates from the message screen.

Sharing Outlook Quick Parts Templates

Creating templates is neat, but even meliorate is when you tin share them with your co-workers. With quick parts when can actually do this.

The quick parts that you take created in Outlook are stored locally in the NormalEmail.dotm file. We can just copy this file to another computer to have access to the templates likewise.

First, create the quick parts templates that you need and so close Outlook. The templates are only saved to the local dotm file later yous accept closed Outlook.

Open the explorer and navigate to:

%appdata%\Micrososft\Templates

Here you lot will notice the NormalEmail.dotm file. Simply copy this file to the aforementioned location on another computer and start Outlook.

normalemail.dotm location — Share Outlook Quick Part content

Using Outlook Signatures equally E-mail Templates

Another option is to utilize Outlook Signatures to create email templates. Signatures don't have a content limit and you tin use all kinds of formatting and images. The downside of using signatures is that this will override the default visitor signature and always adds a blank rule higher up the signature.

This means that you volition need to create templates including the visitor mail signature with the personal contact information of the user. So personally I don't discover this a really convenient mode to create templates, but it's possible.

To create a signature in Outlook open a new message:

On the message tab, click signature > signatures
Click New
Give the signature a name
Add the content of template and save the signature.

You can now select your "template" under Message > Signature.

The advantage of signatures is that y'all can share each individual signature with your co-workers because signatures are just similar Quick Parts stored locally.

Open the explorer
Navigate to:

%appdata%\Microsoft\Signatures

Copy the files and folders with the signature name that we created before to the other figurer:

Keep in mind though that you lot may need to update the personal contact data of the employee in the signature.

Wrapping Up

The AutoText or Quick Parts part is in my opinion the best way to create Outlook Email Templates. It supports all content options, you can hands access and organize them, and information technology'south fifty-fifty possible to share the templates with your co-workers.

If y'all are switching a lot between the Outlook Desktop app and Outlook Online, then the My Templates add-in may be a better option, because this manner the templates are synced between the two. Just you are limited in the number of templates that you can create.

If y'all take any questions, just drop a comment beneath.