For instructions on creating a message template, see Create an email message template. These instructions assume you've already created a message template. To create an email message template, see Create an email message template.
The default templates folder is opened. If your template is saved in a different folder, click Browse , and then select the template. Make any additions or revisions to the recipients in the To , Cc , or Bcc boxes and any changes to the subject and message body. To update the template, follow the steps for saving a new template in Create an email message template. Important: Office is no longer supported. Upgrade to Microsoft to work anywhere from any device and continue to receive support.
Upgrade now. On the File menu, point to New , and then click Mail Message. The message goes out, but the template remains, ready for the next use. By default, all Outlook templates are saved to the below folder. This should not be changed, otherwise you won't be able to open your template from within Outlook. Drawbacks : bothersome to use - to open a template, you need to dig quite deep into the menus.
In-depth tutorial : How to create and use Outlook email templates. The Outlook. Compared to. However, the options here are not so extensive - a template can contain small images and basic formatting, but it's not possible to preset email fields or attach files. Like many other useful features, this one is hidden from immediate view. To make use of it, this is what you need to do:.
In the bottom right corner of the New Message window, click the ellipsis button … , and then click My Templates. The My Templates pane will show up with a few default samples ready to use. Quick Parts are reusable snippets of content that can be quickly added to an email message, appointment, contact, meeting request, and task. Aside from text, they can also include graphics, tables, and custom formatting.
Quick Parts is the modern replacement of AutoText in Outlook and earlier. In recent versions, both types are available. The only difference between them is that the items reside in different galleries. In all other respects, Quick Parts and AutoText are essentially the same. To put a quick part into an email, choose the needed one from the gallery. Or, you can type the quick part name in a message not necessarily the whole name, just a unique part of it and press F3. In Outlook and later versions, when you start typing the name, a suggestion will pop up, and you can simply press the Enter key to inject the whole text.
To back up your quick parts, copy this file to a save location. To export to another PC, paste it to the Templates folder on another computer. Quick Steps are sort of shortcuts that allow performing multiple actions with a single command.
One of such actions could be replying with template or creating a new email based on a template. Aside from the message text, you can prefill To, Cc, Bcc, and Subject, set a follow-up flag and importance. In the Edit window, type the text of your template in the corresponding box, configure any other options that you think appropriate, and give your template some descriptive name. Optionally, assign one of the predefined shortcut keys. Here's an example of Outlook reply template :.
Once set, your new quick step will immediately show up in the gallery. Just click on it or press the assigned key combination, and all the actions will be executed at once. T-Mobile iCloud Private Relay. Avira Antivirus Crypto Miner. Linux PinePhone Pro. Google Green Messages. Use Your iPhone as a Webcam. Hide Private Photos on iPhone. All Microsoft's PowerToys for Windows.
Take Screenshot by Tapping Back of iPhone. Windows 11 Default Browser. Browse All Windows Articles. Windows 10 Annual Updates. OneDrive Windows 7 and 8. Copy and Paste Between Android and Windows. Protect Windows 10 From Internet Explorer. Mozilla Fights Double Standard. Connect to a Hidden Wi-Fi Network. Change the Size of the Touch Keyboard. The inbuilt features discussed in the previous parts work fine but with an important caveat: before your invite goes off, you should carefully review all the information to be sure that every placeholder text is replaced.
To save you this trouble, you can insert fillable text fields or drop-down menus where appropriate, so you'll be asked for the values to fill in. Sounds like a good plan? Then, let's do it :. To accomplish this task, we'll be using Shared Email Templates. Despite its name, the tool is not limited to just emails, meeting and appointment templates are supported as well. If you don't have this handy add-in in your Outlook yet, you can download a free version from Microsoft App Source first, and then proceed with the below steps.
Supported applications : Outlook for Microsoft , Outlook - , Outlook for Mac - , Outlook on the web. For this example, we'll be using a recurring meeting invite , which is perfect for templates with fillable fields because your goals and talking points are unlikely to change much from meeting to meeting. Here's our sample invite for a weekly team meeting:. First, we are going to configure the drop-down list.
Our dropdown list settings look as follows:. In this case, we pick the Text field in the first box and type " What to brainstorm" for the window title. Since our meeting template is meant for a team, we will only be using the second macro.
After performing the above customizations, we've got the below template with 7 macros that automate the creation of a recurring meeting invite:. This is my favorite part : As all template functionality is integrated in the meeting window, there's no switching between tabs or navigating through menus.
All you need to do is click the Paste icon next to the template's name or double-click the template.
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