How To Save Email Templates In Outlook?

Are you using Outlook to send emails and are looking for a way to save time? If so, then you have come to the right place. In this article, we will show you how to save email templates in Outlook so that you can quickly send emails without having to write them every time. We will explain the step-by-step process in detail and provide helpful tips to maximize your efficiency. So, let’s get started!

How to Create and Save Email Templates in Outlook

Creating and saving email templates in Outlook can help save time and make it easier to respond to common inquiries. Email templates can be created from scratch or from existing messages. This guide will explain the steps for creating and saving an email template in Outlook.

Create an Email Template from Scratch

To create an email template from scratch, open a new message window in Outlook. In the new message window, click the “File” tab and select “Save As.” Select “Outlook Template” from the “Save as type” drop-down menu. Give the template a name and click “Save.” The template will be saved in the “My Templates” folder.

In the new message window, begin writing the email template. Include any applicable formatting or images as needed. When finished, click the “File” tab and select “Close.” The template will now be available from the “My Templates” folder.

Create an Email Template from an Existing Message

To create an email template from an existing message, open the message in Outlook. Click the “File” tab and select “Save As.” Select “Outlook Template” from the “Save as type” drop-down menu. Give the template a name and click “Save.” The template will be saved in the “My Templates” folder.

If needed, the email template can be edited. To do this, open the template from the “My Templates” folder. Make any desired changes and click the “File” tab and select “Save.” The updated template will be saved in the “My Templates” folder.

Use an Email Template

To use an email template, open a new message window in Outlook. Click the “File” tab and select “Open.” Select “Choose from My Templates” from the “Open” drop-down menu. Select the desired template from the list, click “Open”, and the template will open in a new message window.

The template can then be edited as needed. When finished, click the “File” tab and select “Send.” Enter the recipient information and click “Send.” The email will be sent using the template.

Manage Email Templates

To manage email templates, open the “My Templates” folder. Here, existing templates can be edited, deleted, or shared. To edit a template, double-click it to open it in a new message window. Make any desired changes and click the “File” tab and select “Save.” To delete a template, select it and click the “Delete” button. To share a template, select it, click the “Share” button, and follow the on-screen instructions.

Tips for Creating and Using Email Templates

Create Clear Subject Lines

When creating an email template, it is important to create a clear subject line that accurately reflects the content of the email. This will make it easier for the recipient to quickly identify the contents of the email and respond accordingly.

Include Placeholders

Adding placeholders to an email template can help make it easier to customize the email for each recipient. Placeholders can include the recipient’s name, the date, or other relevant information that may change depending on who the email is being sent to.

Create Multiple Templates

Creating multiple templates can help save time when responding to common inquiries. Having a template for each type of inquiry will make it easier to quickly and accurately respond to each one.

Test the Template

Before sending an email template, it is important to test it to ensure it is working correctly. Sending a test email to yourself can help ensure the placeholders are working properly and all of the formatting is correct.

Frequently Asked Questions

Question 1: What Is an Outlook Email Template?

An Outlook email template is a pre-made email message that can be used as a model for creating new emails. It includes preset formatting, text, and layout, making it easier and faster to compose messages. Email templates can be used to send out similar messages to multiple people, such as newsletters, promotional emails, or holiday greetings.

Question 2: What Are the Benefits of Using Outlook Email Templates?

Using Outlook email templates saves time, as the template can be used as a model for quickly creating new emails. It also ensures consistency, as all emails using the same template will have the same format, text, and layout. Finally, Outlook email templates can be personalized with recipient-specific information, such as names or addresses, making it easier to send out personalized messages.

Question 3: How Do I Create an Outlook Email Template?

Creating an Outlook email template is easy. First, create a new message and format it as desired. Then, enter the text for the template and save it as a file with a .oft extension. Finally, go to the File tab and select Save As, then choose Outlook Template to save the template for future use.

Question 4: How Do I Access Saved Email Templates in Outlook?

Saved Outlook email templates are stored in the Outlook Template folder. To access the folder, go to the Home tab and select New Email. In the new message window, select the drop-down menu next to the New button and choose Choose Form. Then, in the Choose Form window, select User Templates in File System and choose the template you want to use.

Question 5: How Do I Insert Information Into an Outlook Email Template?

Once you have selected the Outlook email template you want to use, you can insert recipient-specific information into the template. To do this, use the Insert Merge Field command. This command will insert a placeholder into the template that will be replaced with the appropriate information when the message is sent.

Question 6: How Do I Send an Outlook Email Template?

Once you have created and customized an Outlook email template, you can send it out by selecting the Send button in the message window. If you want to save the message as a draft, select the Save button. You can also save the message as an Outlook Template by selecting the File tab and choosing Save As. Select Outlook Template to save the template for future use.

How to Save an Email Template in Outlook | Email Templates Outlook Office 365

The ability to save email templates in Outlook can save you time and effort when sending out emails. It can be a great help in streamlining your workflow, allowing you to focus on other tasks. With the steps outlined in this article, you can easily save and use email templates in Outlook with no hassle. Now that you know how to save email templates in Outlook, go ahead and start creating templates today!