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How To Create Email Templates On Outlook (2024)

Ever feel like you’re stuck in an email deja vu, answering the same messages over and over in Outlook? Well, guess what? I’ve got a nifty tip just for you! Imagine saving those repetitive replies as templates so you can whip them out whenever you need. It’s like having your own magic button to summon pre-written responses and save you precious time.

Let me walk you through it! There are two fantastic methods to tackle emails with your trusty saved templates. The first one involves a cool free templates add-in, and the second one taps into the magic of the Quick Parts feature. Let’s make your Outlook experience a breeze

Email Templates with My Templates Add-in

  • Let’s dive into my templates now! The cool thing about these templates is that they’re stored in your mailbox, making them accessible even when you’re on a different computer or browsing online.
  • By default, the “My Templates” add-in should be active in Outlook as long as you have an Exchange account; unfortunately, it’s not available for POP or IMAP accounts. To check if you have the add-in, just click on Get Add-ins at the top.
email templates on outlook
  • Navigate to the section of add-ins provided by Microsoft, and you’ll find it on outlook.
  • If it’s not activated, no worries—you can easily switch it on.
  • Now, let’s get into the nitty-gritty of using these templates to craft your email replies. When you’re in the reply zone, keep an eye out for a few templates in the message tab on the ribbon all the way to the right. Click that, and behold—the templates pane opens up.
  • You’ll find some nifty sample responses waiting for you. Hover over them, and boom! You can delete or edit them by clicking the plus button.
  • But the real fun starts when you want to create your very own template. Click that plus, give it a name, and you’re on your way! Easy, right?
  • Feel free to sprinkle your replies with extra words and phrases. Sadly, the template doesn’t offer much room for jazzing things up with fancy fonts, colors, or links. It’s a bit of a bummer, but hey, we’ll make the best of what we’ve got!
  • You can draft your text in a more dynamic application like Microsoft Word, where you have all the formatting options at your disposal. Once you’ve jazzed up your content with the right fonts, colors, and links, simply copy and paste it into the template here. It’s like giving your words a makeover before bringing them to the party!
  • Here’s a handy tip for you! To add some flair to your responses, consider using external applications like Microsoft Word to spice up your formatting. Once you’ve jazzed up your text, simply copy and paste it into the template here. It’s like giving your words a makeover before the grand entrance.
  • The My Templates add-in has a total size limit of 32 kilobytes for all templates combined. If you encounter an error message about the template being too large, just trim down the content until it fits within the limit. Easy peasy.
  • When you’re ready to roll, click “Save” to add your formatted response to the available templates. The next time you need to reply, hit “View Templates,” choose the one you want, and voila.
  • Two clicks, and you’re good to go. And guess what? You’re not confined to replies—you can use these templates when composing new messages too.

Email Templates with Quick Parts

Here’s another nifty option for you: Quick Parts! These are like your content superheroes, ready to store reusable bits of text, images, tables, and even formatting. However, there’s a catch—they hang out exclusively on your local computer and don’t sync automatically.

  • To whip up a template using Quick Parts, type or grab the text you want, highlight the standard response portion, then hop over to the Insert tab on the right in the Text group. There you’ll find Quick Parts. Click it, and voila! You can save your selection as a “building block” to the Quick Parts gallery. Super easy, right?
  • Get ready to personalize your Quick Parts experience! Give your snippet a name by selecting a category from the dropdown—feel free to organize them into different groups if that’s your jam. If you’re like me and prefer to keep it general, just click OK.
  • Now, when you’re itching to use this gem of a text, replying to a message is a breeze. Click “Insert Quick Parts,” choose your template, and voila, your words are summoned!
  • But wait, there’s a speedy shortcut. Right-click on Quick Parts in the ribbon, choose “Add to Quick Access Toolbar,” and boom! Now, you can select and use your templates even faster.
  • Just type the name of your Quick Part (in my case, “test”), hit F3, and voila—it appears like magic!
  • And here’s the magic trick: no need to type the whole name, just make it unique. In my world, typing “test” and then F3 is all it takes.
  • The beauty of Quick Parts? It’s not just limited to text. Imagine we’re out of stock for a particular item, and we want to suggest an alternative to our customers—Quick Parts to the rescue!
  • Look at you go, responding to customer requests like a pro! You’ve not only included text but also added a picture and specs of the alternative product, all ready to go with just a few clicks. Efficiency level: off the charts!
  • And here’s a handy tip: if you ever need to tidy up your responses, just right-click on any received one. You’ll get the magical option to organize and delete.
  • Once you’re in the editing zone, behold all the building blocks at your disposal. You can tweak their properties, delete the ones you don’t need, or throw in some fresh ones for good measure. Quick Parts are your local buddies, hanging out on your computer, making your life easier one click at a time!

Export Quick Parts to a Different PC

Let’s seal the deal with a cool tip: exporting your Quick Parts! These gems are stored in a file named NormalEmail.dotm. So, if you ever want to share your organized snippets of brilliance with another computer or just keep them safe, grab that file and make it your Quick Parts.

Time to embark on a little treasure hunt! Here’s how to find your Quick Parts haven, aka the NormalEmail.dotm file:

  • Open up File Explorer or Windows Explorer.
  • In the address bar, type “%APPDATA%\Microsoft\Templates” and hit enter.
  • Behold! There lies the coveted NormalEmail.dotm file, where all your Quick Parts magic is stored.
  • Time to play the hero and safeguard your Quick Parts and styling magic! When Outlook takes a little nap, copy that NormalEmail.dotm file to your backup location or sneak it into another computer’s or user’s templates folder. Just make sure Outlook is catching some Zs during this operation. Safety first, right?

And there you have it—your ticket to time-saving email prowess in Outlook using templates! No more composing the same emails or tackling repetitive requests like a broken record.

For an extra dose of wisdom, swing by the Microsoft website. They’ve got the scoop on all things Outlook templates.

Now, my turn to play the curious cat! What tidbit from today’s report got your attention the most? Or perhaps there’s a burning question about the magical world of Outlook templates that’s keeping you up at night. Share your thoughts in the comments below—I’m all ears!

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