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Outlook Email Template

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Email Template
Email Template

Working with message templates

It is possible to save time by using message templates when answering repeated questions or writing emails. Outlook provides many ways to use message templates to make your work more efficient.

This guide will help you get started by describing the different methods.

These are the Quick Steps

Quick Steps lets you create your own commands that perform one or more actions. One of these actions includes creating a new email, replying to a message, forwarding a message, and predefinition various fields like the To and Subject lines as well as the message body.

How do you create?
Click on the “Create New” link in the Quick Steps gallery under the Home tab to create a new Quick-Step. Choose one of these actions to create a new template message:

  • A new message
  • Forward
  • Reply
  • Reply to All
  • Reply with Meeting
  • Send a forward message as an attachment

You’ll see the default “To …” line. However, if you click on Show Options, you can choose to display one or more of these fields.

  • To
  • CC
  • BCC
  • Subject
  • Follow up Flag
  • Importance
  • Text message
  • Send automatically after 1-minute delay

How do I use my template?
After you have created your Quick-Step, it will appear in the Quick Steps gallery under the Home tab. To execute it, just click on it.

You can change the name, template, or icon by right-clicking on Quick-Step and choosing Edit.

It is stored where?
Your mailbox contains Quick Steps. Your Quick Steps are available on any computer that you have connected to Outlook.com or Exchange.

AutoText / Quick Parts

Quick Parts is the main feature to create and insert blocks of text. It replaces AutoText in Outlook 2003 or earlier.

How do you create?
You’ll find the Quick Parts command below when you start a new email message.

  • Simplified Ribbon (Microsoft 365).
    Insert-> ellipsis (…) right button-> Quick Parts
  • Classic Ribbon
    Insert-> Quick Parts

Simply type the standard text of an email into your email to create your own. Select your text, then press ALT+F3 to choose.

  • Insert tab-> Quick Parts->Save Selections to Quick Part Gallery…

Quick Parts support formatting like color, fonts, etc… as well as fields (Insert->Fields ). You can create templates that highlight the current date, or mention a date that is x days away (e.g. This will allow you to notify the recipient that the issue has been closed.

You will need to insert the Quick Part in a message before you can update it later. Next, make any necessary changes to Quick Part. Save it with the same name.

How do I use my templates?
Select the Insert tab, then click on the Quick Parts button to insert a Quick Part. You will be able to see a gallery of Quick Parts previews.

Unfortunately, the implementation of Quick Parts for Outlook isn’t as comprehensive as Words. It is impossible to assign keyboard shortcuts directly to Quick Parts. This is a time-consuming task. You can save at most one click by selecting the Insert tab first.

You can also insert Quick Parts by typing its name or the part that is unique to your Quick Parts and pressing F3. Outlook 2016 and newer will also show a pop-up suggesting the part, and you can then press ENTER to insert it.

img alt=”The Insert Quick Part Suggestion feature” src=”https://www.howto-outlook.com/pictures/autotext-suggestions.png” title=”The Insert Quick Part suggestion feature. “/>
The Insert Quick Part feature.

You will need to add the Building Blocks Organizer to your QAT. Or right-click any Quick Part in the list and select “Organize and Delete …”.”. This option is only available if the message format is set HTML. For more details see this post.

My Templates Office Web Add-in

The My Templates Office Web Add-in is available when you are using Outlook 2013, 2016, 2019, or Microsoft 365 with an Exchange 2013, 2016, 2019 or Exchange Online (Microsoft 365 for Business/Enterprise) or Outlook.com account.

You can create templates with text and images. You can create templates with My Templates in Outlook as well as Outlook on the Web (OWA).

How do you create?
Before you can create your first template, enable the Web Addin. Select the Get Add-Ins and Office Add-Ins command from the Ribbon’s Home tab. This dialog will allow you to enable and add the My Templates plugin.

You can use the My Templates pane to compose a message in the following manner:

  • Simplified Ribbon (Microsoft 365).
    Home-> ellipsis (…) right-> View Templates
  • Classic Ribbon
    Home-> View Templates

The My Templates pane will appear to the right of your message. Here you can create templates. These templates can also be used to copy images.

How do I use my templates?
Outlook’s My Templates pane is open. Click on any template to insert it quickly.

Outlook.com and Outlook.com both have the My Templates button located in the bottom right corner of Outlook.com below the Message Compose section. To actually see it, you might need to press the ellipsis (…) to get there.

Where is it stored?
Your templates are saved in your mailbox, so they are always available for you when you use Outlook on the Web or another computer.