Aug
9
2013

Save time by using Outlook 2010 Email Templates

We have some regular activities for which standard emails needs to be sent on regular basis, in order to reduce time in drafting email, there is built-in facility in Outlook to create and use email templates, so we can define the fixed text once and reuse it at regular intervals, below are the guidelines I found for learning this technique, please go through these links to understand how it works and can be utilized,

 

Note: Below steps are in relevance with Outlook 2010.

 

1. Take a short course on email templates by going through following video-
http://office.microsoft.com/en-ca/outlook-help/create-and-use-templates-RZ102644316.aspx?section=2

 

2. Steps – how to create an email message template (Reference: http://office.microsoft.com/en-ca/outlook-help/create-an-email-message-template-HA101829163.aspx)

Create an email message template

Use email templates to send messages that include information that infrequently changes from message to message. Compose and save a message as a template, and then reuse it when you want it. New information can be added before the template is sent as an email message.

1. On the Home tab, in the New group, click New E-mail.

Keyboard shortcut To create an email message, press CTRL+SHIFT+M.

In the message body, enter the content that you want.

2. In the message window, click the File tab.

3. Click Save As.

4. In the Save As dialog box, in the Save as type list, click Outlook Template.

5. In the File name box, type a name for your template, and then click Save.

By default templates are saved in the following folders:

Windows 7 and Windows Vista
c:\users\username\appdata\roaming\microsoft\templates

Windows XP
c:\documents and settings\username\application data\microsoft\templates

 

3. Steps – how to use email message template for sending emails (Reference: http://office.microsoft.com/en-ca/outlook-help/send-an-email-message-based-on-a-template-HA101829168.aspx?CTT=5&origin=HA101829163)

 

Send an email message based on a template

Use email templates to send messages that include information that infrequently changes from message to message. Compose and save a message as a template, and then reuse it when you want it. New information can be added before the template is sent as an email message.

To create an email message template, see Create an email message template.

To use an email message template, do the following:

1. On the Home tab, in the New group, click New Items, point to More Items, and then Choose Form.

2. In the Choose Form dialog box, in Look In, click User Templates in File System.

3. The default templates folder is opened. The folder location is as follows:

Windows 7 and Windows Vista
c:\users\username\appdata\roaming\microsoft\templates

Windows XP
c:\documents and settings\username\application data\microsoft\templates

4. If your template is saved in a different folder, click Browse, and then select the template.

5. Select the template, and then click Open.

6. Make any additions or revisions to the recipients in the To, Cc, or Bcc boxes. You can also change the text in the Subject box and add contents to the message body.

Note Changes made aren’t saved to the template. If you use the Save command, this creates a draft of your message, but won’t update the template. To update the template, follow the steps in Create a template, starting with step 2.

7. Click Send.

 

4. Alternate simple way for opening templates, (Reference: https://msonlinehelpdesk.zendesk.com/entries/23607257-How-do-I-create-and-use-email-templates-in-Outlook-)

1. Navigate to the Email Templates folder where you have saved all your email templates

2. Open the template (you may be prompted to confirm that you want to open this type of file)

3. Modify the text as needed, add email recipients

— Note that modifying the body of the message or its subject will not change the underlying template. To modify the template, follow steps outlined in Create an email template above

4. Click on Send to send the message

 

5. Different type of predefined email templates are already made available for download by Microsoft at following link,
http://office.microsoft.com/en-ca/outlook-help/redir/FX102628955.aspx

 

Other useful references:

http://office.microsoft.com/en-ca/outlook-help/quick-reference-card-RZ102644316.aspx?section=5&mode=print

http://www.wikihow.com/Create-and-Use-Templates-in-Outlook-Email

http://oit2.utk.edu/helpdesk/kb/entry/477/

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About the Author: Nitin G

Indian born, trekker, biker, photographer, lover of monsoons. I've been working full time with SQL Server since year 2005 and blogs to post the content aquired during my research on new topics or fixing issues faced by me as a DBA while working in different kind of projects, hope some of my posts may helps others in SQLDBA community. Everything you read on my blog is my own personal opinion and any code is provided "AS-IS" with no warranties!

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