How to Create Email Templates in Microsoft Outlook

One of the best ways to save time on repetitive tasks is prototyping. Templates help provide structure or form to any content. For example, in Microsoft Outlook, users can create email templates instead of creating emails from scratch each time.

Create email templates in Microsoft Outlook feature images

These email templates are useful when outgoing emails have the same content or similar structure. To create email templates on Microsoft Outlook, users can use the Quick Parts feature or the My Templates add-in. Here’s how it works:

Create email templates with quick sections in Microsoft Outlook

Quick Parts is a collection in Microsoft Outlook that contains reusable content such as text and images. Users can conveniently select these items and insert them into emails, meeting requests, tasks, etc. Here’s how to use Quick Parts to create email templates:

Note: Microsoft introduced Quick Parts in Outlook 2007 to replace AutoText that was present in previous versions.

Step 1: Launch Microsoft Outlook on your computer.

Create email template in microsoft outlook step 1

Step 2: From the Ribbon, select New Email to create an email to save as a template.

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Step 3: Highlight the email content.

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Step 4: Click the Insert tab, and on the Text group, click the Quick Parts drop-down menu.

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Step 5: From the options listed, select Save Selection to Quick Parts Gallery to launch the dialog box.

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Step 6: In the dialog box, fill in the relevant details for the fields below:

  • Name: This is a unique identifier for each entry. Quick Parts lists names in alphabetical order. You will find this very useful when you have a lot of entries.
  • Collections: Outlook helps you save your Quick Parts content into specific collections. This is very useful when you have tons of templates stored.
  • Category: You should use General unless you need additional groups for your templates. Categories are like subfolders and they belong to galleries.
  • Description: This is a comment that helps describe each entry or pattern. You never see this attribute so don’t bother about it.
  • Save to: To ensure that content is available for use in Outlook email, use NormalEmail.dotm. You can also isolate your entries by pattern.
  • Optional: This property helps define how you insert each entry.
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Step 7: Click OK to save the details of your new entry. You can always access this for various purposes, including creating emails.

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Step 8: To use the new template, go to the email section where you need the template to appear.

Step 9: Select Quick Parts and click on the template to use.

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Note: Any item saved in Quick Parts is only available locally on PC.

Create email templates with the My Templates add-in

My Templates is an add-in provided by Microsoft to support one-click text input. With this feature, users can store frequently used phrases and add them to emails when needed. This feature is pre-installed on Outlook; however, the user must have an email account with the Microsoft Exchange server.

Here’s how to use my Templates plug-in:

Note: The My Templates add-in is available on Microsoft Outlook 2019, 2016, and 2013 as well as Microsoft 365.

Step 1: Launch Microsoft Outlook.

Create email template in microsoft outlook step 1

Step 2: From the Ribbon, select New Email.

Create email template in microsoft outlook step 2

Step 3: On the Messages tab and in the My Templates group, click View Templates.

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Note: If the View Templates add-in is not preconfigured on the Outlook Ribbon, select File and manage add-ins to install it.

Step 4: On the new dialog, click Template.

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Step 5: In the blank text boxes, provide the subject and body of the email.

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Step 6: Click Save to make sure the template is available anytime you need it.

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Step 7: Click on the newly created template to move into the email body.

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Note: Templates created with the My Templates add-in are stored on your mailbox and can be accessed from anywhere.

Create email templates in Gmail

Whether using the Quick Parts feature or the My Templates add-in, you can easily create simple templates in Microsoft Outlook. You can also create Templates on other mail clients like Gmail using Gorgias.

Categories: How to
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