How to Create Email Template in MS Outlook

Last updated on June 9th, 2022 at 05:06 am

Outlook professional accounts are used for extensive email communication. They send and receive a lot of emails. If you work in the service sector, you must respond quickly to all emails. It is important to respond promptly to emails in order for your business to maintain a positive image.

Outlook has a unique feature that allows you to create a template for your entire email. You can save a particular email template to be used again and again. You can save time and effort by creating templates to respond to similar email messages.

In Outlook, create a template

Start Outlook to create an email template. Follow the steps below.

Step 1: Click on Home to create a new email.

Step 2: Add a subject to the New email and then write the message in your message body. This message will be included in the default template. Click Next.

Step 3: Click Save as.

Step 4: The subject that you have written will be displayed as the File name. You have the option to modify it. Next, click Save as Type.

NOTE : The default place for the template is the Template folder in the AppData category. This can be found on the C drive. However, the template can be saved at any location.

Use a template in MS Outlook

Once you have created the email template, it can be used innumerable time in the new email body. These are the steps:

1. Start Outlook and click on New Items. Next, click More Items and choose Form.
2. After you have opened the Choose Form wizard select the Use Templates In File System option.
3. You will see the default folder and the newly created template in OFT format. You can also browse the location where you saved the template and search for it using the Browse button.
4. Click Open after selecting the template. The Email body will be opened with all data.
5. You can modify the recipients, to, cc, bcc, subject, and message body.
6. You can change the content of your message if you have written the names of clients and their companies.

For quick responses, set the Email template

The sender of an email can rest assured that they will receive a prompt reply.

1. The Quick Steps feature is located in the Outlook Home tab. Click Create New.
2. Give the template a meaningful name.
3. Choose the action you want to use for your new template from the dropdown.
4. Click Reply to complete the action in the response category.
5. Click on Show Options and then enter the default message in the textbox.
6. You can use the Importance dropdown to indicate the importance of the action to be taken. Select the Normal. Enter the default subject name in the Subject field.
7. Click the checkbox “Automatically send after one minute delay”. The message will be sent to Outbox immediately after one minute.
8. To run a task related to the message, you can also select an Add Action option. You can also move the message into an archive folder, or add a color to it to make it stand out.
9. You can use the Shortcut key section to add a shortcut key for the template message.
10. Click Save and then click Finish.

Rapid Reply

These steps will allow you to quickly reply to the template in Outlook.

1. Click the Home tab in your read pane to reply to an email.
2. Select the reply template quickstep from the quickstep section. If you have a shortcut key, enter it.
3. Click Send to change the message body

Conclusion

Email templates increase efficiency in business communication. When corruption strikes, the email becomes corrupted and unreachable. To repair corrupt PST files, you can either use the Inbox Recovery Tool or hire a professional Outlook PST Repair software. Professional software works faster than any -free PST repair method and can recover all information in the files’ actual sizes and properties.