How To Set Up Email Templates In Outlook

Email Templates In Web Outlook

How to Set Up Templates in Your Outlook

Email templates are now available in the web app. These do not require as many menu clicks to open as .oft files in the desktop version. However, the possibilities are limited here: a template can contain tiny graphics and basic formatting, but no email fields or attachments can be pre-set.

This, like so many other helpful features, is concealed from view. This is what you must do in order to make advantage of it:

  • The My Templates window will appear, with a few ready-to-use default examples. To create your own, click the Add Template button and fill in the title and body of the template in the appropriate fields. You may also enter and format text in the message window, then copy/paste it with all of the formatting intact.
  • Simply click the template’s name in the window to have it put into an email.

How To Use The Macros On This Page

First: You need to have macro security set to the lowest setting, Enable all macros during testing. The macros will not work using the options that disable all macros or unsigned macros. You could choose the option to warn about macros and accept it each time you restart Outlook, however, because it’s somewhat hard to sneak macros into Outlook , allowing all macros is safe, especially during the testing phase. You can sign the macro when it is finished and change the security to allow signed macros.

To check your macro security in Outlook 2010 and newer, go to File, Options, Trust Center and open Trust Center Settings, and change the Macro Settings. In Outlook 2007 and older, look at Tools, Macro Security.

After you test the macro and see that it works, you can either leave macro security set to low or sign the macro.

Open the VBA Editor by pressing Alt+F11 on your keyboard.

To put the code in a module:

  • Right click on Project1 and choose Insert > Module
  • Copy and paste the macro into the new module.
  • More information as well as screenshots are at How to use the VBA Editor

    More Information

    How To Create The Outlook Message Template

    The first part is to create the Outlook email template message for the rule. The template contains the information you wish to convey. In my friends case, he might enter his new contact details and also include a vCard attachment. And for certain, he should update his Outlook signature with the new details.

  • Open Outlook
  • From the Home menu, select New Email.
  • Type your Subject: such as New Contact Info.
  • Add your message body details for your email in the message window.
  • From the Insert menu, add your signature or business card.
  • From the File menu, select Save As.
  • In the Save As dialog, change the Save as type to Outlook Template
  • Click the X to close the message template.
  • Click No when prompted to save the draft.
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    Centrally Manage Canned Responses For Your Team

    If you want to centrally manage canned responses for your team using native options, you can use the following solution:

    VBScript: create an HTML Outlook email signature for the whole company this method uses GPO to create personalized HTML email signatures for the whole company. You can use it to deploy canned responses as well. It deploys signatures to Outlook for Windows. The problem with this solution is that it requires some scripting and HTML knowledge. It also personalizes signatures based on local AD, which is a problem if you use Azure Active Directory. Its also quite problematic when it comes to updates.

    Fortunately, there is a third-party alternative which doesnt suffer from those limitations.

    CodeTwo Email Signatures for Office 365 lets you create email signatures for the whole company directly from a web browser.

    One of the out-of-the-box examples of use is to manage canned responses for a team or the whole company. You can set up as many canned responses as you need. They can include the message body itself as well as a signature and a relevant disclaimer. Each user will be then able to pick the canned response directly in their Outlook or Outlook on the web.

    Tips To Create And Use Email Templates In Outlook 2016

    Steps to Create Email Templates in Microsoft Outlook &  Its ...

    Nowadays email marketing is widely used to accomplish the need of professional correspondence. Marketers are doing so to ensure more appeal to the target market and customers. To fulfill all the marketing requirements, it is important to create your message or email with style.

    As we can see that today sending email has become easy and effortless which is possible with the help of a number of standalone email clients such as Outlook and Thunderbird. Also, you can take the example of web-based email clients like Yahoo, Gmail and Hotmail that are being used by a broad majority of users to convey and send professional messages in a systematic manner. So, if you are thinking about to run your email campaign through these email clients, you need to be sure that your email templates are going to be displayed correctly in these email clients so that readers can easily access the mails and messages without any hassle.

    Discover the tips and techniques to create professional email marketing templates for Outlook. Have a glimpse on the below points :

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    Create Email Template Using Quick Parts In Microsoft Outlook

    Quick Parts is a gallery in Microsoft Outlook that contains reusable content such as text and images. Users can conveniently select these items and insert them into emails, meeting requests, tasks, etc. Heres how to use Quick Parts to create an email template:

    Note: Microsoft introduced Quick Parts in Outlook 2007 to replace AutoText that was present in previous versions.

    Step 1: Launch Microsoft Outlook on your computer.

    Step 2: From the Ribbon, select New Email to create the mail to be saved as a template.

    Step 3: Highlight the text of the mail.

    Step 4: Click on the Insert tab and on the Text group, click on the Quick Parts drop-down.

    Step 5: From the options listed, select Save Selection to Quick Part Gallery to launch a dialog box.

    Step 6: Within the dialog box, fill in the relevant details for the fields below:

    Step 7: Click on OK to save the details of your new entry. You can always access this entry for different purposes, including creating emails.

    Step 8: To use the new template, go to the part of the email where you need the template to appear.

    Step 9: Select Quick Parts and click on the template to be used.

    Note: Any item saved in Quick Parts is only available locally on the PC.

    How To Create The Outlook Auto

    The second part is to write an Outlook rule that uses this email template message whenever it processes an incoming email that triggered our rule. The rule is doing the repetitive replies, not us.

  • Choose a mailbox or folder that has email items.
  • From the Home menu, click Rules from the Move group.
  • From the drop-down list, select Create Rule
  • In the Create Rule dialog box, click Advanced Options from the lower right corner. The Rules Wizard dialog opens with numerous check boxes. This is your blank rule state.
  • Under Step 1, check with specific words in the recipients address.
  • Under Step 2, click the specific words hyperlink.
  • Type a rule description in the Specify a name for this rule.
  • Click Finish.
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    Insert A Template Into Outlook Message With A Click

    Once your mini-template is ready, you can insert it into an email message in 3 different ways:

    • Double-click the template on the pane .
    • Select the template and click the Paste button.
    • Right-click on the template name and choose Paste from the context menu.

    For example, that’s how we can quickly reply with the template we’ve just created:

  • Type any part of the template name in the Search box, say “post“. This will display a list of all relevant templates that contain the search word.
  • Double-click the needed template.
  • Your message is good to go! The first name of the recipient is inserted, the attachment is added, and the Subject line is filled, all with a single click 🙂


    That was only a quick introduction to Template Phrases. I invite you to our whole collection of Outlook Add-ins and discover a lot more useful features!

    How Do I Create A Email Marketing Template

    How to Set Up Email Templates in Outlook 2016
  • You will see an icon for the Campaigns section.
  • Make sure that you are using an email template.
  • You can create a template by clicking Create Templates.
  • The template categories appear in the list after you click a button.
  • Adding and formatting text, images, files, and other types of documents to your template layout is much easier now that content blocks can be dragged and dropped in.
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    How To Create An Outlook Email Template In Outlook 2013

    Trying to incorporate efficiency into your work life can be difficult. However, there are ways to automate or simplify some of the tasks that you perform on a regular basis. For example, creating an email template in Outlook can save you some time if you are often typing very similar emails.

    Fortunately the way that you create an Outlook 2013 template is similar to how you would save a file or create a template in other Microsoft Office programs. Our guide below will show you how to set up the message that you want to use as a template, save it, then show you how to create a new message based on that template.

    Since it can be tedious to type emails manually, this template can come in handy for your future tasks. Plus, if you have one email template that can help you out, then you may find that you could create multiples and save yourself even more time. So continue below to find out more about how to create an email template in Outlook.

    If you have already created a template and want to learn how to use it, then to jump to that section of this article.

    Accessing And Sharing Outlook Email Templates

    When you create several outlook email templates on a regular basis, the last thing youd want for yourself is to struggle while locating and accessing your templates when you need them the most. Hence, the sensible thing to do is to either pin your template to the taskbar or create a desktop shortcut for it.

    To pin your outlook email template to the taskbar, perform the following steps:

  • Go to the destination folder, where all Outlook templates are saved by default. It is- C:\Users\UserName\AppData\Roaming\Microsoft\Templates.
  • Locate the template you need and click on it to drag it towards the Outlook icon on your taskbar. This pins your template to the context menu of the Outlook icon.
  • Now, when you need to use this particular template, all you have to do is right-click on the Outlook icon on your taskbar and select it from there.
  • Using this method, you can pin multiple outlook email templates to the taskbar.
  • If you feel that you no longer need a particular template, you can just as easily remove it from the Outlook icon. Right-click on that template and select Unpin from this list.
  • To create a desktop shortcut for your outlook template, you have to:

    • Right-click on the template of your choice and click on Send to Desktop. This will instantly create a desktop shortcut for it. In order to access it and compose a new email using it, you simply have to click on the shortcut icon.

    In the steps below, we elaborate on this very process:

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    Can You Save Email Templates In Gmail

    Use the template to type your email message. In order to save a draft as a template, click the three dots icon under the compose window. On the resulting file, then hover your mouse pointer over the box called Templates, click Save draft as template, and then, click Save as new template Please make sure the template name is spelled out correctly.

    Email Rendering Issues In Outlook

    How can I set up email in Outlook?

    Outlook has a somewhat notorious reputation for having a complicated set of rendering rules which makes life increasingly difficult for email developers and marketers all across the globe. Matters get significantly worse with 2007, 2010, and 2013 versions of Outlook.

    The display problems associated with these versions primarily stem from them relying on Microsoft Word algorithms for rendering emails. As a result, this leads to minimal support of CSS and HTML codes. Many try to resolve these bugs by modifying the entire email code we strongly advise against this route. Why? Because it doesnt offer a permanent solution. Sure, you might tie up a loose end or two, but in the process, you also risk inviting more problems than what you had to contend with at the outset.

    So, what is the best thing to do? Attempt to fix the issue locally. Instead of altering the complete code, edit only the problem statements. Having said that, lets take a look at some of the most common email rendering issues in Outlook and how you could troubleshoot them.

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    How To Set Up A Gmail Recurring Email

    Unfortunately, there are no built-in tools in Gmail that allow you to send a periodic emailâat least not in the traditional sense.

    You can create and use templates in Gmail for messages you send frequently, but we’ll go over that in more detail in the next section.

    Using a third-party service to set up a recurring email in Gmail is the best approach. You can use a variety of programmes, but one of the best is Boomerang for Gmail.

    Once installed, compose a message as usual.

    Then, once Boomerang is installed, you may select Send Later, which will appear as a new red button on your Gmail account. You can then choose “Schedule recurring message” from the drop-down menu.

    Using Outlook Email Templates In Outlook Online

    Templates are synced through your Microsoft account. This means that you only need to create your templates ones, and can use them in both versions of Outlook.

    To create or use email templates in Outlook Online, open the templates add-in:

  • Create a new message
  • Select My Templates
  • You will now see the same template screen as in the Outlook Desktop app. Just like in Outlook you can select a template or create a new one:

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    Where Is The Default Outlook Email Template Folder Located

    If you frequently use Outlook Email Templates, you might want to know how you can access them without much hassle.

    If you can remember folder path that contains the templates, type %AppData%\Microsoft\Templates in the search bar of the File Explorer and press Enter key. This works for Windows Vista, 7, 8 and 10.

    If you are still using the old-soul Windows XP, here is the path to the folder: c:\documents and settings\username\application data\microsoft\templates.

    However, if you dont want to go through the hassle of locating and opening your templates, you can create a shortcut by pinning the template folder on the taskbar.

    So that next time you want to launch the Outlook Email Template, you just need to right-click the Outlook icon pinned on the taskbar.

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