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Outlook Email Templates. A step-by-step guide on creating and using them

Are you like me? Do you spend a lot of time using Outlook, typing out the same email over and over again? Sending the same content to loads of different people?

Is this something you do on a daily basis? Do you send a weekly report to your boss? Are you tasked with emailing updates to customers? Which end up being the same email, with just two sentences changed!

I know a lot of people. Myself included, that end up copy and pasting a previous email into a new message. I’ve discussed doing this in previous blogs and articles. This is when mistakes happen.

You end up forgetting to change the subject line, or a product update. Worse still leaving in a persons name or company information and then emailing a different contact. I’m guilty of this more than most.

Luckily the folks over at Microsoft have thought of a solution to this. Which comes as standard with Outlook. They have built in an email template feature, allowing you to create predefined email content. So you can use these templates whenever you need. Helping speed up sending those mundane, repeatable emails that you have to send from time to time.

I will run through how to create an email template in the Outlook desktop app for Windows and for Mac (OSX). Then show you how to get the new Outlook email template to work. Click the link below to navigate to the section that will be most useful for you.

1. How to create an email template using Outlook for Windows

2. How to create an email template using Outlook for Mac

3. Using your new Outlook email template in Outlook for Windows

4. Using your new Outlook email template in Outlook for Mac

5. Quickly access your new Outlook email template in Windows

6. Use Outflash and email templates to send multiple emails on Windows and Mac

How to create an email template using Outlook for Windows

Open your Windows Outlook desktop app.

Within the ‘Home’ ribbon, click on the ‘New Email’ button.

Create a new in Outlook for Windows

Begin composing your email as you normally would. You do not need to add in any email addresses in the ‘To’ or ‘Cc’ section of the email. I recommend just entering the subject line and email body.

Composing an email to save as a draft in Outlook for Windows

To save the email your have written as a template. Click on the ‘File’ menu item at the top of the compose screen.

Open the file menu in Outlook for Windows

In the file menu that appears, click the ‘Save As’ option.

Saving an email as a template in Outlook for Windows

In the ‘Save As’ popup that appears. Give your email template a name and click ‘Save’

NOTE: Make sure you have changed the ‘Save as type’ to ‘Outlook Template (*.oft)’, otherwise you won’t be able to reuse the email.

Steps to save an email template in Outlook for Windows

Done! The email has now been saved as a template on your computer.

How to create an email template using Outlook for Mac

Open your Mac Outlook desktop app.

Within the ‘Home’ ribbon, click on the ‘New Email’ button.

Create a new email message in Outlook for Mac

Begin composing your email as you normally would. You do not need to add in any email addresses in the ‘To’ or ‘Cc’ section of the email. I recommend just entering the subject line and email body.

Compose an email to be used as a template in Outlook for Mac

To save the email your have written as a template. Click on the ‘File’ menu item in the Outlook menu at the top of the screen.

Outlook File menu on a Mac

In the file menu that appears, click the ‘Save as Template…’ option.

Using the Save as Template in Outlook for Mac

In the ‘Save As’ popup that appears. Give your email template a name and click ‘Save’

NOTE: Make sure you enter the file extension as ‘.emltpl’, otherwise you won’t be able to reuse the email.

Saving menu when storing a email template in Outlook for Mac

Done! The email has now been saved as a template on your computer.

Using your new Outlook email template in Outlook for Windows

Now that you have created your email template and saved it to your computer. I will show you how to use the template to quickly send emails, over and over.

Open your Windows Outlook desktop app.

Within the ‘Home’ ribbon selected click on the ‘New Items’ drop down. Open the ‘More ‘Items’ -> ‘Choose Form…’ menu item

Open the Choose Form menu item to open an email template in Outlook for Windows

In the ‘Choose Form’ pop up, you want to select ‘User Template in File System’ option in the ‘Look In:’ drop down menu.

Select User Templates in the choose form popup in Outlook for Windows

This should then show a list of email templates that you have saved to your computer.

NOTE: If you saved the email template in a different location from the suggested file path. You will need to click the browse button to select the correct location.

Select the template you would like to use and click ‘Open’

Opening a save email template in Outlook for Windows

This should open the ‘New Email’ screen with the subject and email body populated.

Composing an email to save as a draft in Outlook for Windows

You can then enter the email address or contacts you would like to send the email to as normal. Once you are happy with the email, just click ‘Send’

Using your new Outlook email template in Outlook for Mac

Now that you have created your email template and saved it to your computer. I will show you how you can use the template to quickly send emails, over and over.

Open your Mac Outlook desktop app.

To open the email your have saved as a template. Click on the ‘File’ menu item in the Outlook menu at the top of the screen.

In the file menu that appears, click New -> Email from Template

Opening an existing email template in Outlook for Mac

A pop screen should appear. Showing a list of email templates that you have saved to your computer.

NOTE: If you saved the email template in a different location from the suggested file path. You will need to browse to the correct location where you have saved a template.

Selecting an existing email template in Outlook for Mac

Select the template you would like to use and click ‘Open’

This should open the ‘New Email’ screen with the subject and email body populated.

Compose an email to be used as a template in Outlook for Mac

You can then enter the email address or contacts you would like to send the email to as normal. Once you are happy with the email, just click ‘Send’

Quickly access your new Outlook email template in Windows

To quickly access your email templates. You can pick the item to your Outlook task bar.

Right click your Outlook icon in the Task bar. You should see your new email template in ‘Recent’ section. Click the ‘Pin’ icon to add the email template to the list of accessible items.

Pin an email template to the task bar in Windows

Once pinned, all you need to do is to right click the Outlook icon. A list will appear with the template listed under the ‘Pinned’ section. Click the item and it will open the ‘New Email’ screen with the subject line and email body populated.

Use Outflash and email templates to send multiple emails on Windows and Mac

One of the major benefits of using Outflash along side the Outlook email template feature. Is how quickly you can send multiple emails to people from a single email template.

Another benefit of Outflash is you only have to install it once. It is then available for you to use online using Outlook.com. In the Windows desktop app and the Mac desktop app. No need to install it in 3 different version of Outlook. Also, Outflash works in the same way across all 3 platforms. There aren’t different buttons or options for you to find.

As you can see the the screenshots below. To send an email to multiple contacts using an Outlook email template and Outflash. It is a case of opening the email template you want to use. Adding the email addresses or contacts into the ‘To’ field. Then just click the ‘Outflash’ button and let our systems do the leg work of sending numerous emails for you. Magic!

Outflash and email templates in Outlook for Windows
Outflash and email templates in Outlook for Mac

I hope you found this user guide helpful. If you have any questions please let me know. I’m more than happy to help.

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