How To Create Email Templates With Outlook With Email Address

Are you lot sending a lot of standard replies in Outlook? Or do you want to standardize the replies sent past your employees? Then Outlook Email Templates are a great way to be more efficient in Outlook.

Email templates allow you to create brusque standard content blocks that y'all can use to respond to your customers. This way you only need to personalize the email content a fleck, saving you a lot of time.

To create Outlook Email Templates nosotros tin either use the My Templates function in Outlook, Quick Parts content blocks, or fifty-fifty signatures. In this article, I volition explicate the different options, including a tip on how to share the templates with your co-workers.

Outlook Electronic mail Template Options

There are basically iii useful options when information technology comes to creating electronic mail templates in Outlook. We can apply the My Templates add-in, which is available in the Outlook desktop app and Outlook Online, content blocks, but available in Outlook desktop, or the Outlook signatures office.

Role	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 way to go for creating templates in Outlook. It'southward designed to create curt letters that you can easily add to an e-mail bulletin. The contents tin exist formatted text, images, and even tables, which is in most cases enough.

There is one limit though, you tin can only relieve upward to 32kb of template data. So that means that if you create besides many or too large templates, you will become an error that you tin can't save the template.

Quick Parts

The quick parts function in Outlook allows y'all to create content blocks that can be added to your message. With this office, you tin can create complete electronic mail templates with formatted text, images, tables, etc.

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

Outlook Signatures

Although not intended to be used as templates, signatures tin be used to create email templates in Outlook. The simply downside is that this will overwrite your default Outlook signature, so you will demand to incorporate the signature in the template itself.

Signatures are as well stored locally, so you can share these as well with your co-workers.

Creating Outlook Email Templates with My Templates

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

Installing the add together-in My Templates

The beginning step is to brand sure that the add-in My Templates in Outlook is enabled:

Open up Outlook and click on Become Add-ins in to Toolbar
Seach for My Templates under My Add-ins (or Visitor Managed)
Brand sure it's enabled

outlook email templates — Enable My Templates in Outlook

Create Email Template in Outlook

To create a new email template we offset need to open a new bulletin. If you click on the View Templates button under the Message Tab you will see a small 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 the new template form where you can give your template a proper name and add together the content of the template.

The new template form doesn't come up with any formatting options, so it'southward easier to write the template in Outlook (or Word) and simply copy / paste it into the new template grade.

Make certain you bank check the line breaks afterward pasting the content considering sometimes information technology will add an actress linebreak to your content.

Go on in listen that y'all tin can't add together a pre-filled subject to the My Template. Click save when done.

Using My Templates in Outlook

To use a template, simply open the message that you want to reply to and click on View Templates. You can now select 1 of your templates after which it will be inserted into the body of the message.

Editting and deleting Templates

To edit or delete a template, simply 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 electronic mail templates are stored in your Office 365 account. This is great because this means that you lot can too use them in Outlook Online, only the downside is that you lot can't share them with your co-workers.

Using Outlook Email Templates in Outlook Online

Templates are synced through your Microsoft business relationship. This ways that yous merely need to create your templates ones, and tin use them in both versions of Outlook.

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

Create a new message
Click More Apps
Select My Templates

outlook 365 templates — Templates in Outlook Online

You lot will now meet the aforementioned template screen equally in the Outlook Desktop app. Only like in Outlook you 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 just available in the Outlook desktop app, and non in Outlook Online. The advantage of quick parts is that y'all can create brusque content blocks and combine them as needed. Yous tin also create a complete email template of form.

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

Open up a new bulletin
Write the content for your Outlook Email Template
Select the content
Open the insert tab
Aggrandize Quick Parts and click Relieve Choice to Quick Part Gallery

outlook quick parts — Create Quick Role content block

You will at present see a minor dialog giving you lot a couple of options when it comes to saving the content for our Quick Parts content block.

Name – the proper noun of the content cake
Gallery – Quick Parts
Category – Create custom categories as needed
Description – Short clarification of the content
Salvage in – NormalEmail.dotn
Options – Insert content only

Using Quick Parts in Outlook

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

You will at present see a list of your templates organized past category. But click on a content cake to insert information technology into the email.

Using AutoText in Outlook

AutoText in Outlook is basically an autocomplete role with custom templates. You create them the aforementioned as a quick part, only instead of Quick Parts > Relieve Selection to.. you do Quick Parts > AutoText > Salvage Selection to AutoText Gallery

The reward of the AutoText function is that y'all tin beginning typing the first part of the template after which AutoText volition suggest the function that you want to insert.

As yous tin can encounter in the instance beneath, the beginning office of the template starts with the word Awesome. When I beginning typing Awes.. outlook will suggest the AutoText template and I simply need to printing Enter to insert the content of the template.

Insert autotext in outlook — AutoText Outlook

You lot can still select the templates every bit with Quick Parts, merely you will demand to select i boosted step, AutoText under the quick parts bill of fare.

Quick admission to Quick Parts

If yous are planning to employ Quick Parts or AutoText a lot, and then it might be a good thought to add together Quick Parts to the quick access toolbar.

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

If you are using the AutoText function, and so you can do the same for the AutoText pick. This way you can hands select your templates from the message screen.

Sharing Outlook Quick Parts Templates

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

The quick parts that you lot have created in Outlook are stored locally in the NormalEmail.dotm file. We can simply copy this file to another estimator to have access to the templates every bit well.

Beginning, create the quick parts templates that you lot need and so close Outlook. The templates are only saved to the local dotm file after you have closed Outlook.

Open the explorer and navigate to:

%appdata%\Micrososft\Templates

Hither y'all will find the NormalEmail.dotm file. Only copy this file to the same location on another computer and first Outlook.

normalemail.dotm location — Share Outlook Quick Office content

Using Outlook Signatures as Email Templates

Another option is to use Outlook Signatures to create email templates. Signatures don't have a content limit and you lot tin utilise all kinds of formatting and images. The downside of using signatures is that this will override the default company signature and ever adds a blank dominion above the signature.

This means that you will demand to create templates including the company mail signature with the personal contact information of the user. So personally I don't observe this a actually convenient way to create templates, but it's possible.

To create a signature in Outlook open a new message:

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

Y'all tin now select your "template" under Message > Signature.

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

Open up the explorer
Navigate to:

%appdata%\Microsoft\Signatures

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

Keep in mind though that y'all may need to update the personal contact information 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 easily admission and organize them, and information technology's even possible to share the templates with your co-workers.

If you are switching a lot betwixt the Outlook Desktop app and Outlook Online, then the My Templates add-in may be a better option, because this way the templates are synced between the ii. But you are limited in the number of templates that yous can create.

If you take any questions, just drop a comment below.