How To Create A New Email Template In Outlook

Are you sending a lot of standard replies in Outlook? Or practise you want to standardize the replies sent past your employees? And so Outlook E-mail Templates are a smashing mode to be more efficient in Outlook.

E-mail templates permit you lot to create brusque standard content blocks that you can use to reply to your customers. This way you only need to personalize the email content a chip, saving yous a lot of time.

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

Outlook Electronic mail Template Options

At that place are basically three useful options when it comes to creating e-mail templates in Outlook. We tin use the My Templates add-in, which is available in the Outlook desktop app and Outlook Online, content blocks, only bachelor in Outlook desktop, or the Outlook signatures role.

Office	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. Information technology'due south designed to create short messages that you tin can easily add together to an electronic mail message. The contents can be formatted text, images, and even tables, which is in most cases enough.

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

Quick Parts

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

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

Outlook Signatures

Although not intended to be used every bit templates, signatures tin be used to create email templates in Outlook. The merely 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, so you tin 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 you to create short mail service templates that you easily can insert into your letters. Templates created with My Templates tin contain formatted letters and images.

Installing the add together-in My Templates

The first footstep is to make certain that the add together-in My Templates in Outlook is enabled:

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

outlook email templates — Enable My Templates in Outlook

Create E-mail Template in Outlook

To create a new email template we first need to open a new bulletin. If yous click on the View Templates button under the Bulletin Tab yous will see a small listing of default templates and the choice to create a new template.

Click on + Template to create a new Outlook electronic mail template.

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

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

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

Keep in heed that you can't add 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 y'all desire to respond to and click on View Templates. You can now select one of your templates later on which it will be inserted into the body of the message.

Editting and deleting Templates

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

Sharing Outlook Templates

It'southward not possible to share the templates with your co-workers. The trouble is that the email templates are stored in your Office 365 account. This is peachy because this means that y'all can also use them in Outlook Online, but the downside is that you lot can't share them with your co-workers.

Using Outlook Electronic mail Templates in Outlook Online

Templates are synced through your Microsoft account. This means that you only need to create your templates ones, and tin can utilize them in both versions of Outlook.

To create or utilize e-mail 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 come across the same template screen as in the Outlook Desktop app. Only like in Outlook you can select a template or create a new 1:

Using Quick Parts to create Outlook Email Templates

Some other pick to create templates is to use quick parts in Outlook. This option is only bachelor in the Outlook desktop app, and not in Outlook Online. The advantage of quick parts is that you lot can create brusque content blocks and combine them as needed. You tin likewise create a complete electronic mail template of form.

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

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

outlook quick parts — Create Quick Office content block

You lot volition now see a small dialog giving y'all a couple of options when it comes to saving the content for our Quick Parts content block.

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 only

Using Quick Parts in Outlook

To use the quick parts in Outlook only open a new email (or answer to an email) and click on the Insert tab.

You will at present run into a list of your templates organized by category. Simply click on a content block to insert information technology into the email.

Using AutoText in Outlook

AutoText in Outlook is basically an autocomplete part with custom templates. You lot create them the same as a quick part, only instead of Quick Parts > Save Selection to.. you lot exercise Quick Parts > AutoText > Relieve Pick to AutoText Gallery

The advantage of the AutoText function is that you can kickoff typing the commencement part of the template after which AutoText will propose the part that y'all want to insert.

Every bit you lot can meet in the example below, the first part of the template starts with the word Awesome. When I start typing Awes.. outlook will suggest the AutoText template and I only need to press Enter to insert the content of the template.

Insert autotext in outlook — AutoText Outlook

You tin still select the templates as with Quick Parts, only y'all will need to select one additional step, AutoText nether the quick parts carte du jour.

Quick access to Quick Parts

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

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

If yous are using the AutoText function, and so you can practise the same for the AutoText option. This way you lot can easily select your templates from the message screen.

Sharing Outlook Quick Parts Templates

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

The quick parts that you have created in Outlook are stored locally in the NormalEmail.dotm file. We tin can simply copy this file to some other computer to have access to the templates as well.

Get-go, create the quick parts templates that you need and so close Outlook. The templates are simply saved to the local dotm file after you lot accept airtight Outlook.

Open the explorer and navigate to:

%appdata%\Micrososft\Templates

Hither you volition find the NormalEmail.dotm file. Merely re-create this file to the same location on another figurer and start Outlook.

normalemail.dotm location — Share Outlook Quick Role 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 can utilise all kinds of formatting and images. The downside of using signatures is that this volition override the default visitor signature and always adds a blank dominion above the signature.

This means that yous will need to create templates including the company mail service signature with the personal contact information of the user. So personally I don't discover this a really 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
Requite the signature a proper noun
Add the content of template and save the signature.

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

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

Open up the explorer
Navigate to:

%appdata%\Microsoft\Signatures

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

Keep in mind though that you lot may need to update the personal contact data of the employee in the signature.

Wrapping Up

The AutoText or Quick Parts function is in my opinion the all-time way to create Outlook Email Templates. It supports all content options, you tin 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 betwixt the Outlook Desktop app and Outlook Online, then the My Templates add-in may exist a amend option, because this way the templates are synced betwixt the two. But you are express in the number of templates that you tin create.

If you have whatever questions, simply drop a comment below.