How To Store Email Templates In Outlook

Outlook Tutorial – Electronic mail Templates

Nosotros can easily create and use document templates In Word. Similarly, can we quickly create and apply e-mail templates in Outlook? Aye, this tutorial volition guide you to create, edit, and apply electronic mail templates easily in Outlook.

Table of Content

1. Create an email message template
2. Create a new email from template
three. Edit an e-mail template
4. (Auto) respond with template
5. Reply or forrard with template (of apparently text)

one. New e-mail template
2. New email from template
3. Edit electronic mail template
4. (Auto) reply with template
5. Reply or forward with template

Note: Methods introduced on this page apply to Microsoft Outlook 2019 desktop program in Windows 10. And the instructions may vary significantly or slightly depending on the version of Microsoft Outlook and the Windows environments.

i. Create an electronic mail message template

You lot can easily create a new email message template in Outlook every bit follows:

1. In the post view, click Home > New Email to create a new email.

Tips: Alternatively, you lot can besides press Ctrl + N keys to create a new email.

2. Now a new composing message window is opening. Add recipients, type in subject field, add email tags, attach attachments, and etch the bulletin body equally you need.

3. Click File > Salvage As.

4. In the Save Equally dialog, name the new template in the File proper name box, select Outlook Template (*.oft) from the Save as type drop-downwards list, and click the Save push.

Tips: The new email message template is saved to the outlook template binder by default. If you need to save the template to another folder, you need to open the binder in the Salve As dialog before clicking the Save button.

This is default Outlook template folder path: %AppData%\Microsoft\Templates

5. Now the new e-mail message template is created. Delight close the new composing message window without saving.

2. Create a new e-mail from template

two.1 Create a new email from template by Choose Class characteristic

To create a new email from an existing template in Outlook, you lot tin can practice as follows:

1. In the mail view, click Home > New Items > Choose Form.

two. In the Choose Form dialog:
(ane) Select User Templates in File System from Await In drop-down list;
(2) Click to select the specified template you volition create an e-mail from (Tips: If your electronic mail template does not list in the dialog, you tin can click the Browse button to notice and select it in some other folder.);
(3) Click the Open up button.

Then a new e-mail is created based on the specified template. Go ahead to compose and send information technology as you lot need.

2.ii Create a new email from template past opening the template file directly

We can open the e-mail template to create a new email from it straight.

ane. Open the binder containing the email template.
Tips: If the email template is stored in the default template binder, y'all tin open the binder past this folder path: %AppData%\Microsoft\Templates

two. Double click the email template to open it.

And so a new email is created based on the specified template. You can compose and send the new electronic mail as yous need.

3. Edit an email template

Every bit nosotros know, the e-mail template cannot be opened and edited directly. However, we tin can solve this job in a roundabout way: create a new email from the template, then save the email equally a same name template to overwrite the original one.

1. In Outlook, click Dwelling house > New Items > Cull Form.

ii. In the Choose Class dialog:
(1) Select User Templates in File System from Look In drop-downwards list;
(2) Click to select the specified template you will create an email from ( Tips : If you lot cannot find out the specified template, click the Browse button to find and select information technology from another folder);
(3) Click the Open button.

3. At present a new electronic mail is created from the specified template. Make changes in the new email as yous need.

4. In the composing bulletin window, click File > Save Every bit.

5. In the Save As dialog:
(1) Select Outlook Template (*.oft) from the Save every bit blazon drop-down listing;
(ii) Open the folder containing the original electronic mail template;
(3) In the File name box, brand sure the file name is definitely same as the file name of the original email template;
(4) Click the Relieve button.

vi. Now the Confirm Save As dialog pops out. Please click the Yes push button to overwrite the original template.

So far, we accept edited the email template in a roundabout way. And you can shut the new email without saving.

four. (Car) respond with template

Nosotros can easily create a new electronic mail from an email template by the Choose Form characteristic, but how to reply an email with a template in Outlook? We can create a rule to solve this problem.

1. Set the email template that y'all will reply with. (Click to view how to create an e-mail template.)

2. In the mail service view, click Home > Rules > Manage Rules & Alerts.

three. In the Rules and Alerts dialog, click the New Rule butto to create a new rule.

iv. In the Rules Wizard, click to highlight the Apply rule on messages I receive option, and click the Side by side button.

5. In the second Rules Sorcerer dialog, specify the weather past which emails volition exist replied, and click the Next button.
In my example, I tick the sent only to me option.

vi. In the third Rules Magician dialog, tick the reply using a specific template option in the Step ane section, and and so click the linked text "a specified template" in the Step ii section.

7. Now in the Select a Respond Template dialog, choose User Templates in File System from the Look In drop-downward list, click to select the specified template, and click the Open up button.

Tips: If you cannot discover out the specified template in the dialog, click the Browse button to select information technology from other folders.

viii. Now it returns to the tertiary Rules Wizard, and click Adjacent button to get alee.

9. In the 4th Rules Sorcerer, specify the exceptions if necessary, and click the Adjacent button.

10. In the final Rules Wizard, name the rule in the Step 1 box, tick the options as you need in the Step 2 section, and click the End button.

Tips: To reply emails in the Inbox folder now, tick the Run this rule at present on message already in "Inbox" choice.

11. It returns to the Rules and Alerts dialog, click the OK push to shut it.

Tips:
(i) To automatically reply all incoming emails, yous need to keep the Outlook running all the fourth dimension.
(2) If you lot want to automatically reply emails in an Exchange account, you lot tin click File > Info > Automated Replies to enable the Automated Replies characteristic, and then specified the automatic answer settings and text as below screenshot shown:

5. Reply or forward with template (of obviously text)

If the answer or forward content are manifestly words only in the template, you can apply a quick footstep to achieve replying or forwarding with template.

1. In the post view click Home > Create New (in the Quick Steps grouping).

2.In the Edit Quick Step dialog, name the new quick step, specify the action as Reply or Answer All or Forward, click Show Options to expand the options section, type in the reply or forward content, and click the Finish button.

And so far, the new quick step has been created. You can utilize the quick footstep easily with clicks.

3. If you lot need to reply an email by this quick step, select the email, and click the new quick step in the Quick Steps group.

4. Then the replying or forwarding message window is opening with the preset content. Make changes every bit yous demand, and click the Transport button.

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