Creating Email Templates

Audience

Employees

Question

How can I make a template to respond to the same emails I get over and over again?

Answer

Rather than composing the same standard emails over and over again, or copy and pasting standard information, a message template may be a simpler solution for you.

 

Adding the Developer toolbar:

To make it easy to access the template options you need to add the Developer tab in your email by doing the following:

  1. Click on File and Options.
  2. Click Customize Ribbon and then over in the box on the right scroll to the bottom to see Developer.  Add a check mark in there and click OK (see image below for example).  This will then add another tab across the top of your Outlook screen so you should now see File, Home, Send/Receive, Folder, View, Developer.

Outlook options

 

 

Creating/saving template:

  • Create the email and click on File and Save As. The location you would want to save it would be C:\Users\[username]\AppData\Roaming\Microsoft\Templates\ be sure that you save it with a name that would make sense to you when you go to send it again. Then change the file type to Outlook Template and save it.

 

Sending your template:

1.  Click on the Developer tab at the top of your screen that you added earlier.

2.  Click on Choose Form.

3.  Change the Look In: to User Templates in File System. This location is C:\Users\[username]\AppData\Roaming\Microsoft\Templates\ location from the previous section. Within here you will see all the templates you have saved.

Choose form

4.  Click on the template you are wanting to send out and then click OK.

5.  This will open the email template and you can go in and finish your message and send it as you normally would.

Print Article