Creating a template in Outlook can be a real time-saver for anyone who frequently sends similar emails. It allows you to pre-compose and save an email with all its contents, including subject, body text, and attachments, so you don’t have to start from scratch every time. In this article, I will walk you through the process of creating a template in Outlook, and I’ll also share some personal tips and tricks to add a personal touch to your templates.
Step 1: Composing the Email Template
To start creating a template, open Outlook and click on the “New Email” button to open a new email window. Here, you can compose the email template just like you would compose a regular email. You can add your desired subject line, write the body text, and format it with different fonts, colors, and styles.
Pro Tip: Don’t forget to think about the email’s tone and purpose. Adding a personal touch to your template can make it more engaging and thoughtful. Consider using friendly language, inserting relevant personal anecdotes, or including a warm closing statement.
Step 2: Adding Personalization with Quick Parts
If you want to add dynamic elements or personalization to your email template, Outlook provides a handy feature called “Quick Parts.” Quick Parts allow you to insert frequently used text, such as your name, job title, or contact information, into your template.
To use Quick Parts, simply select the text you want to save as a reusable element, click on the “Insert” tab in the Outlook ribbon, and then click on the “Quick Parts” button. From the dropdown menu, choose “Save Selection to Quick Part Gallery” and provide a name for your Quick Part. Now, whenever you want to include that text in your template, click on “Quick Parts” and select the saved element.
Tip: Personalize your templates further by including the recipient’s name or any other relevant information using Quick Parts. It shows that you’ve put in extra effort and makes the email feel more customized.
Step 3: Saving the Email Template
Once you’ve composed your email template and added personal touches, you’re ready to save it as a template in Outlook. To do this, click on the “File” tab in the Outlook ribbon and choose “Save As” from the dropdown menu.
In the “Save As” dialog box, select “Outlook Template (*.oft)” from the “Save as type” dropdown menu. Choose a location on your computer where you want to save the template, and give it a descriptive name that you can easily recognize later.
Pro Tip: Create a dedicated folder to store all your Outlook templates. This way, you can keep them organized and readily accessible whenever you need them.
Step 4: Using the Email Template
Now that you have your email template saved, you can use it whenever you want to compose a new email based on that template. To do this, click on the “New Items” button in the Outlook ribbon and choose “More Items” from the dropdown menu. Then, select “Choose Form” from the submenu.
In the “Choose Form” dialog box, change the “Look In” dropdown menu to “User Templates in File System.” You will see a list of your saved templates. Select the template you want to use, click on “Open,” and a new email window will open with the selected template pre-loaded.
Tip: Before sending the email, double-check that all the template-specific information, such as the subject line and recipient’s name, are correctly filled in. This step ensures that each email you send using the template is customized and error-free.
Conclusion
Creating a template in Outlook is a simple yet powerful way to save time and add a personal touch to your emails. By following the steps outlined in this article, you can compose a well-crafted template, personalize it with Quick Parts, and save it for future use. With your Outlook templates ready, you’ll be able to send emails efficiently and consistently, while still infusing your personal style and warmth.