Save Time and Stay Consistent with Outlook Email Templates

If you’re anything like me and value efficiency and consistency in your emails, Outlook has the perfect solution for you.

Whether you’re sending personal messages, managing a small business, or representing a large organization, Outlook's Templates feature can be a game-changer. Templates help you save time and effort by allowing you to create and reuse standardized email formats. This not only ensures your communications are consistent but also maintains a professional standard in every message you send.

With Templates, you can focus on what truly matters, while Outlook takes care of the rest.

What Are Email Templates?

Email templates are pre-written emails that you can save and reuse. They help you maintain consistency and save time by allowing you to quickly send standardised messages without having to start from scratch each time.

Tips for effective template creation

• Keep It Simple: Focus on the essential content to avoid overwhelming recipients.

• Use Placeholders: Include placeholders for information that will change with each use, such as names or dates.

• Test Before Sending: Always review and test your template to ensure it looks good and functions correctly.

How to create an email template in Outlook

1. Compose a New Email: Start by composing the email you want to use as a template.

2. Save as Template: Once your email is ready, click on File > Save As. In the "Save as type" dropdown menu, select Outlook Template (.oft) and click Save.

By default all templates are saved in the C:\Users folder, however you can also create your own location to store and organise templates.

How to use your saved email templates in Outlook

1. Open a Template: In Outlook, select Home > New Items > More Items > Choose Form. Change the "Look In" dropdown to User Templates in File System and select your template.

2. Quick Access: In the new Outlook app, you can access templates directly from the Apps icon on the ribbon. Click My Templates and select the template you want to use.

Once the template is open, you can customise it just like a normal email as needed before sending it.

By leveraging these features, you can streamline your email communication and maintain a professional standard in every message you send.