How To Create A Specific Template In Outlook

Are y'all sending a lot of standard replies in Outlook? Or do you desire to standardize the replies sent by your employees? Then Outlook E-mail Templates are a great way to exist more efficient in Outlook.

E-mail templates allow yous to create short standard content blocks that you can utilize to reply to your customers. This mode you lot simply need to personalize the email content a fleck, saving you a lot of time.

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

Outlook Email Template Options

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

Part	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. It'due south designed to create short messages that you can easily add to an email message. The contents tin can exist formatted text, images, and even tables, which is in near cases enough.

There is one limit though, you can only save upward to 32kb of template information. Then that ways that if y'all create too many or too large templates, you lot will get an mistake that you can't salvage the template.

Quick Parts

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

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

Outlook Signatures

Although not intended to be used equally templates, signatures tin be used to create e-mail templates in Outlook. The simply downside is that this will overwrite your default Outlook signature, so you will need to incorporate the signature in the template itself.

Signatures are also stored locally, then you can share these also with your co-workers.

Creating Outlook Email Templates with My Templates

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

Installing the add together-in My Templates

The first stride is to brand 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 Company Managed)
Make sure it's enabled

outlook email templates — Enable My Templates in Outlook

Create Email Template in Outlook

To create a new electronic mail template we first need to open up a new bulletin. If you click on the View Templates button under the Message Tab y'all will see a small list of default templates and the choice to create a new template.

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

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

The new template form doesn't come with any formatting options, so information technology's easier to write the template in Outlook (or Word) and just re-create / paste it into the new template form.

Make certain you check the line breaks after pasting the content because sometimes it will add together an extra linebreak to your content.

Create Outlook Email Template — Create Outlook E-mail Template

Keep in mind that you can't add together a pre-filled discipline to the My Template. Click relieve when done.

Using My Templates in Outlook

To apply a template, simply open the message that y'all want to reply to and click on View Templates. Y'all can at present select 1 of your templates after which it will be inserted into the body of the bulletin.

Editting and deleting Templates

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

Sharing Outlook Templates

It's non possible to share the templates with your co-workers. The problem is that the email templates are stored in your Office 365 business relationship. This is great because this means that you can also use them in Outlook Online, but the downside is that yous can't share them with your co-workers.

Using Outlook Email Templates in Outlook Online

Templates are synced through your Microsoft business relationship. This means that you only demand to create your templates ones, and can use them in both versions of Outlook.

To create or use electronic mail templates in Outlook Online, open the templates add together-in:

Create a new message
Click More Apps
Select My Templates

outlook 365 templates — Templates in Outlook Online

Yous volition now run into the same template screen every bit in the Outlook Desktop app. Just like in Outlook you tin can select a template or create a new one:

Using Quick Parts to create Outlook Email Templates

Another option to create templates is to employ quick parts in Outlook. This option is only bachelor in the Outlook desktop app, and non in Outlook Online. The advantage of quick parts is that you tin can create short content blocks and combine them as needed. You can also create a consummate email template of grade.

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

Open a new message
Write the content for your Outlook Electronic mail Template
Select the content
Open up the insert tab
Expand Quick Parts and click Salve Selection to Quick Function Gallery

outlook quick parts — Create Quick Role content block

You will now run into a small dialog giving you a couple of options when it comes to saving the content for our Quick Parts content cake.

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

Using Quick Parts in Outlook

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

You will now see a list of your templates organized past category. Simply click on a content block to insert it into the email.

Using AutoText in Outlook

AutoText in Outlook is basically an autocomplete function with custom templates. You create them the same as a quick office, only instead of Quick Parts > Salvage Pick to.. y'all do Quick Parts > AutoText > Save Selection to AutoText Gallery

The advantage of the AutoText function is that you tin start typing the get-go office of the template afterward which AutoText will suggest the function that you want to insert.

Every bit you can see in the example below, the first part of the template starts with the give-and-take Crawly. When I start typing Awes.. outlook will advise the AutoText template and I only need to printing Enter to insert the content of the template.

Insert autotext in outlook — AutoText Outlook

You lot tin still select the templates every bit with Quick Parts, only you will demand to select one boosted step, AutoText nether the quick parts carte.

Quick access to Quick Parts

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

Open up a new message
Open the Insert tab
Right-Click on Quick Parts and choose Add together to Quick Access Toolbar

If you lot are using the AutoText function, then yous can do the same for the AutoText choice. This manner you can hands select your templates from the message screen.

Sharing Outlook Quick Parts Templates

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

The quick parts that y'all take created in Outlook are stored locally in the NormalEmail.dotm file. We tin simply copy this file to some other calculator to take access to the templates likewise.

First, create the quick parts templates that you lot demand and then close Outlook. The templates are only saved to the local dotm file afterward you have closed Outlook.

Open up the explorer and navigate to:

%appdata%\Micrososft\Templates

Here you volition find the NormalEmail.dotm file. Simply copy this file to the same location on another computer and start Outlook.

normalemail.dotm location — Share Outlook Quick Part content

Using Outlook Signatures as Email Templates

Another selection is to use Outlook Signatures to create email templates. Signatures don't have a content limit and yous can use all kinds of formatting and images. The downside of using signatures is that this will override the default company signature and always adds a blank dominion higher up the signature.

This means that you will need to create templates including the company mail signature with the personal contact information of the user. So personally I don't notice this a really user-friendly way 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.

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

The advantage of signatures is that you can share each individual signature with your co-workers considering signatures are just like Quick Parts stored locally.

Open up the explorer
Navigate to:

%appdata%\Microsoft\Signatures

Re-create the files and folders with the signature proper name that nosotros created earlier to the other estimator:

Go on in mind though that you may need to update the personal contact information of the employee in the signature.

Wrapping Up

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

If you 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. But yous are limited in the number of templates that you tin can create.

If you have any questions, just drib a comment below.