How to Create Email Template in MS Outlook

To efficiently manage email communication in professional environments, creating email templates in Outlook is a game-changer. Templates allow users to respond quickly to frequently sent messages, saving valuable time and maintaining consistency in communication. Here’s a guide on how to use and create email templates in Outlook.

In Outlook, Create a Template

Step 1: Open Outlook and click on Home to create a new email.

Step 2: In the new email, write the subject and body text that you want to save as a template. This will be the default content for your template.

Step 3: After composing your email, click on File > Save As.

Step 4: Name your template, and under “Save as type,” choose Outlook Template (*.oft). By default, it will be saved in the Templates folder under the AppData directory, but you can select a custom location if preferred.

Use a Template in MS Outlook

To reuse the template you’ve created:

1. Open Outlook and go to New Items > More Items > Choose Form.
2. In the “Choose Form” window, select User Templates in File System.
3. Browse for your saved template, select it, and click Open.
4. Edit the recipients, subject, or message as needed, then send it like a regular email.

Setting Up Email Templates for Quick Responses

For even faster responses, you can set up templates using Quick Steps:

1. In the Home tab, click on Create New under the Quick Steps section.
2. Name the template action (e.g., “Quick Reply”).
3. Under “Actions,” choose Reply from the dropdown list.
4. Click on Show Options and enter your pre-written message in the textbox.
5. You can also set an importance level, modify the subject, and add a delay for sending.
6. Optionally, add a shortcut key to launch the template quickly.
7. Click Finish to save the Quick Step.

Rapid Reply Using Templates

Once your template is set up in Quick Steps:

• When responding to an email, simply click the Home tab and select your template from the Quick Step list.
• Alternatively, use the shortcut key assigned to that template.
• Modify the message if necessary and send it off instantly.

Conclusion

Email templates in Outlook boost productivity by automating repetitive tasks. However, when Outlook experiences issues like PST file corruption, it’s crucial to repair the file using the Inbox Repair Tool, in that case use can use professional SoftMagnat Outlook PST Recovery software. Professional tool tend to offer more robust and reliable solutions for recovering data from damaged PST files.

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FAQs

1. Can I modify an email template after it’s created?
Yes, you can modify the template content or recipient information each time you use it before sending.

2. Where are Outlook email templates saved?
Templates are saved in the AppData\Roaming\Microsoft\Templates folder by default, but you can choose any location when saving them.

3. Can I use email templates with Outlook’s Quick Steps feature?
Yes, Quick Steps allow you to automate repetitive actions, including sending replies using templates.

4. Can I recover a corrupted email template?
If the email associated with a template is corrupted, you may need to repair the PST file using tool like professional PST Repair software.

5. Is there a limit to the number of templates I can create in Outlook?
No, you can create and save as many templates as you need for different scenarios.