How to create mail template in outlook
Creating a mail template in Outlook allows you to save a frequently used email message with placeholders for dynamic information, such as the recipient's name and email address. Here's a step-by-step guide to create a mail template in Outlook:
Method 1: Using the "Save As" feature
- Compose a new email message in Outlook.
- Enter the subject, body, and any other details you want to include in the template.
- Click on the "File" menu and select "Save As" (or press Ctrl+S).
- In the "Save As" dialog box, select "Outlook Template" (.oft) as the file type.
- Choose a location to save the template, such as your desktop or a folder in your Outlook folder.
- Name the template (e.g., "Meeting Request") and click "Save".
Method 2: Using the "New Email" feature
- Go to the "Home" tab in the Outlook ribbon.
- Click on the "New Email" button (or press Ctrl+Shift+E).
- In the "New Email" window, click on the "Insert" tab.
- Click on the "Quick Parts" button in the "Text" group.
- Select "Save Send Formats" from the dropdown menu.
- In the "Save Send Formats" window, select "Outlook Template" (.oft) as the file type.
- Choose a location to save the template, such as your desktop or a folder in your Outlook folder.
- Name the template (e.g., "Meeting Request") and click "Save".
Using a mail template
To use a mail template in Outlook:
- Open a new email message by clicking on the "New Email" button (or press Ctrl+Shift+E).
- Click on the "Insert" tab in the ribbon.
- Click on the "Quick Parts" button in the "Text" group.
- Select the template you want to use from the dropdown menu.
- The template will be inserted into the email message, with placeholders for dynamic information.
- Fill in the placeholders with the relevant information, such as the recipient's name and email address.
- Send the email as usual.
Tips:
- You can create multiple mail templates for different purposes, such as meeting requests, appointment reminders, or sales follow-ups.
- You can also customize the template by adding your company's logo, branding, or other design elements.
- To edit a mail template, open the template file (.oft) in a text editor, such as Notepad, and make the necessary changes.
- You can also use mail templates in Outlook Web App (OWA) by creating a new email message and selecting the "Use a template" option from the "New Email" window.