![]() How do you create custom Email Templates in Outlook 2016? We will show you how in this tutorial! It's easier then you might have thought. Creating Templates in Outlook 2010. I would reply via the template and just copy/paste their e.mail address. ![]() Do you find yourself typing the same text over and over again in certain types of Outlook e-mail messages? You may change some of the content based on the situation or the recipient, but for the most part the text is basically the same. For example, you may regularly send technical notifications to network users that provide new information along with a series of precautionary steps that almost never change. The typical way to handle this type of boilerplate text is with a copy and paste operation. But why go though all those steps when there's an easier way? Just like its Office mates, Outlook provides support for templates. ![]() This allows you to design templates that you can use to create boilerplate e-mail messages. Another feature in Outlook will then allow you to create a toolbar button that instantly brings up a new message window that includes your boilerplate text. You can then focus on typing in the new information and simply incorporate the boilerplate text as you create a customized message. I'll show you how you go about creating an e-mail message template in Outlook. I'll then show you how to create a toolbar, along with a button that instantly brings up a new message window that includes your boilerplate text. Using the Outlook e-mail editor If you’re like many Outlook users, chances are that you’ve configured Outlook to use Word as your e-mail editor. Doing so provides you with all sorts of additional features when creating e-mail messages. However, when it comes to creating Outlook e-mail templates, Word is clueless. As such, before you can create Outlook e-mail templates, you first have to revert back to the Outlook e-mail editor. Once you’ve created your e-mail templates, you can switch back to using Word as your e-mail editor and it will work just fine with the existing templates. Just in case you don’t remember the steps required to change the Outlook e-mail editor, let’s take a quick refresher course. To begin, pull down the Tools menu and select the Options command. When you see the Options dialog box, select the Mail Format tab. Now, in the Message Format panel simply clear the Use Microsoft Word To Edit E-mail Messages check box, as shown in Figure A. Then, click OK. Finally, close and reopen Outlook, just to make sure that the change is complete. Figure A In order to initially create e-mail templates, you must be using the default Outlook e-mail editor. If you want to switch back to using Word to edit e-mails, you’ll simply reverse this operation once you create your e-mail templates. Creating your templates Creating Outlook templates is a pretty straightforward operation, once you understand the technique. To begin, open a new message window as you normally would. For example, you can click the New Mail Message button on the toolbar. Once the message window opens, you can type, or copy and paste, the boilerplate text into the body of the message. If the message template will contain the same words in the subject line, you can fill in the Subject field as well. You can also fill in the To, Cc and Bcc fields with addresses, if you will always be sending the message to some of the same people (the Cc and Bcc fields are the most likely candidates for this). Now, pull down the File menu and select the Save As command. When you see the Save As dialog box, click the Save As Type drop-down arrow and select Outlook Template (*.oft) from the list of options, as shown in Figure B. Figure B You’ll select Outlook Template (*.oft) from the Save As Type drop-down list. Then, give the template a filename and take note of the folder in which the template is being saved.
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March 2018
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