Creating a Custom Email Template in Outlook: A Step-by-Step Guide

In the modern working world, email communication is an extremely popular method of conveying information between colleagues, clients and customers. It’s fast, it’s easy and it can be done from anywhere in the world. However, it can also be time-consuming to type out the same email over and over again. That’s where email templates come in handy. By creating an email template in Outlook, you can save yourself time and effort, but still keep your emails nicely formatted and professional.

Creating an email template in Outlook is simple and straightforward, but it can save you a lot of time in the long run. Whether you need to send out weekly reports, marketing newsletters or simple thank you messages, email templates can help you to streamline your communication and make your life just that little bit easier. Let’s take a closer look at how you can create an email template in Outlook, step-by-step.

Making an Email Template in Outlook: A Step-by-Step Guide
If you’re someone who sends out similar types of emails repeatedly, creating an email template in Outlook can be a great time-saver. Rather than typing out the same email over and over, you can simply choose your pre-made template and customize it as needed. In this article, we’ll walk you through the steps of how to make an email template in Outlook, so you can save yourself time and streamline your emailing process.

Step 1: Open Outlook and Choose “New Email”
The first step in making an email template in Outlook is to open the program and choose “New Email”. This will open up a new blank email, which you’ll use as the basis for your template.

Step 2: Create Your Email Content
When you’ve opened up the new email, begin creating your email content. Start with the subject line, type out the body of the email, and include any signature lines or other pertinent information.

Step 3: Add Any Formatting You Want to Use
Once you’ve got your email content set, you can begin formatting it as desired. Add in any bolding, bullet points, underlining, or other formatting elements you want to use.

Step 4: Save Your Email as a Template
To save your email as a template, choose “File” and then “Save As”. In the “Save As” dialogue box, choose “Outlook Template” from the dropdown menu and give your template a name.

Step 5: Access Your Email Template
Now that your email template is saved, you can access it at any time by choosing “New Items” in the “Home” tab and then selecting “More Items”, followed by “Choose Form”.

Step 6: Customize Your Template as Needed
When you open up your email template, you’ll probably find that you need to customize it somewhat for each individual email. For example, you may need to update the recipient information or adjust the content of the email slightly. Simply make whatever changes are necessary to tailor the email to your needs.

Step 7: Save Your Customized Email
Once you’ve customized your email template, be sure to save it. This will allow you to quickly access and use the template again in the future.

Step 8: Choose Your Email Recipients
With your customized email template ready to go, choose the recipients who you want to receive your email. You can add multiple recipients or groups of recipients as needed.

Step 9: Finalize and Send Your Email
Once you’ve got your email recipients selected and your customized template ready to go, double-check everything for accuracy and completeness. Then, hit “send” to deliver your email.

Step 10: Rinse and Repeat
With your email template saved and ready to use, you can now rinse and repeat the process whenever you need to send out a similar type of email. Simply open up your template, customize it as needed, and send it out to your intended recipients.

Final Thoughts
Creating an email template in Outlook can be a great way to save yourself time and streamline your emailing process. By following these step-by-step instructions, you’ll be able to create and use your own templates in no time.

Customizing an Email Template in Outlook

Once you have selected your desired template or created your own, you can start customizing it to best fit your needs. Here are some steps you can follow to personalize your email template in Outlook:

1. Editing the Text

Start by editing the text of your email. You can change the font, size, color, and style of the text to make it more appealing and eye-catching. You may also add your company logo or a professional signature at the bottom of the email.

2. Inserting Images and Videos

Incorporating images or videos into your email template can make it more dynamic and engaging. You can add images or videos that are related to your message, and make sure they are of high-quality and not too large in file size.

3. Adding Hyperlinks

Hyperlinks are a great way to redirect your readers to your website or other important information. You may include hyperlinks in your email template to lead your readers to relevant pages or websites.

4. Using Merge Fields

Merge fields in an email template are an automated way to populate text or images, such as your company’s name or address. You can create a custom field and include it in your email template to personalize your messages.

5. Previewing Your Email

Before sending your email template, make sure to preview it to ensure that it looks exactly as you intended. Pay attention to the layout, spacing, and formatting of the email to avoid any mistakes.

6. Saving Your Template

Once you have personalized your email template to your liking, make sure to save it for future use. This will save you time and effort when sending similar emails in the future.

7. Testing Your Template

Before sending your email template, test it by sending it to yourself or a colleague to ensure that everything works properly. Check the links and formatting, and make any necessary adjustments.

8. Using Categories

Using categories in Outlook is a great way to organize your email templates and make them easier to find. You can categorize your templates by type, message, or recipients to keep them organized.

9. Sharing Your Template

Finally, sharing your email template with your team members is another way to save time and effort. You can easily share your templates with others by sending them the file or saving it in a shared folder.

10. Updating Your Template

As your messaging or branding changes over time, make sure to update your email template to reflect these changes. Regularly updating your templates ensures that your messages are always up-to-date and on-brand.

Customizing an Email Template in Outlook

Once you have created your basic email template in Outlook, it’s time to customize it to suit your needs. Below are some subheadings that will guide you on how to customize your email template:

Adding Additional Fields or Text Boxes

Outlook allows you to add additional fields or text boxes to your email templates. For instance, if you want to include a field for the recipient’s job title, you can do so by clicking “Insert” on the toolbar, followed by “Quick Parts” and “Field”. You can then select the type of field you want to insert and click “OK”. Repeat the process to add additional fields or boxes.

Changing Font and Styles

You can also change the font and styles in your email template to make it more visually appealing. Simply select the text you want to modify and click on the “Font” or “Styles” button on the toolbar. From there, you can choose the font type, size, color, and other styles that you prefer.

Adding Images or Pictures

If you want to add images or pictures to your email template, you can use Outlook’s “Insert” feature. Simply click on “Insert” on the toolbar and select “Picture” to add an image from your computer. You can also select “Online Pictures” to browse and select images from the internet.

Adding Hyperlinks or URLs

Email templates can be used to create newsletters or promotional emails that contain hyperlinks or URLs. To add a hyperlink or URL, select the text or image that you want to link and click on the “Insert” button on the toolbar. Select “Hyperlink” and type the URL in the “Address” field. Click “OK” to save the hyperlink.

Previewing and Saving the Email Template

Once you have completed customizing your email template, it’s important to preview it before you save it. To preview your email template, click on “Preview” on the toolbar. If you are satisfied with the appearance, you can save it by clicking on “File” and then “Save As”. Give the template a name and click “Save”.

In summary, customizing an email template in Outlook is an easy and straightforward process that allows you to tailor your emails to suit your needs and style. With these steps, you can create professional-looking emails that stand out and engage your recipients.

Sending emails just got easier!

Thanks for reading about how to make an email template in Outlook. It’s a great tool to save time and make sending emails a breeze. Now that you know how to do it, try it out for yourself! Remember to come back for more helpful tips and tricks for your daily life. Keep on improving and simplifying your work, and don’t forget to stay in touch!