Create and Use Templates in Outlook Email

Many people find themselves sending email messages with much of the same information in them time and time again. Perhaps it is an agenda for a weekly meeting or the minutes from the same meeting with the same list of attendees every time. Creating a template in Outlook email for messages such as this is a great time saver.

Steps

Sample Email Templates

Doc:Out of Office Email Template,Meeting Agenda Email Template,Thank You Email Template

Create the Template

1. Open Microsoft Outlook 2007 if you have not already done so.
2. Create a new mail message:
   • Select the File menu in the upper left hand corner of the program.
   • Select New/Mail Message .
   • Type the subject heading that you use for this message.
   • Type the content that remains the same in the body of the message.
3. Save the message as a template.
   • Select File/Save As
   • Give the form a meaningful name such as Personnel Committee agenda.
   • Select Outlook Template in the Save As file type list, and select Save.
4. Close the original message--do not save it.

Create an email message using the Outlook template

1. Open Microsoft Outlook 2007 if you have not already done so.
2. Open the template created in the steps in Creating the Template.
   • Select the File menu in the upper left hand corner of the program.
   • Select New/Choose Form
   • Use the arrow key to go down to the User Templates In File System selection in the Look in Dropdown menu at the top of the window. The name of the template you created should now show in the window.
   • Click on the name of the template and click the Open button.
3. Type the recipient into the To: field and add any desired text to the body of the message.
4. Click on Send when complete.

Tips

If using Outlook 2003, disable Word as the editing software before making the template. (Tools/Options/Mail Format) and un-check the box next to Use Microsoft Office Word 2003 to edit e-mail messages. When you are done saving the template, re-enable Word as the editing software.

Print the instructions before making the template so that you don't have to keep looking back at another screen.

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