There are several ways to automate tasks in Outlook, but today we will focus on email templates in Outlook Web. 

Managing and responding to numerous emails each day can be time-consuming. Therefore, we will concentrate primarily on making Outlook work for you. You can create email templates in Outlook and then retrieve them at any time as a form of automation. You can also use it to create a new and similar email when needed.

Steps on How to Create and Manage Emails on Outlook

1. Create an email 

From our email inbox, we’re going to click on ‘New Email.’ Then, choose the recipient of this email, create a subject, and write the content or body of the email. Include all the standard information you typically incorporate in your emails, such as greetings, introductions, and closing remarks.

2. Save your template

When you're ready to save an email as a template, navigate to the ‘File’ tab and click on ‘Save as’. Then, change the File type to ‘Outlook Template’. You’ll be brought to a folder where all your Outlook templates will be stored. 

3. Create a recognizable template name

Choose a name that clearly conveys the purpose of the template to make it easier to identify and locate later.

How to Use Your New Email Templates

1. Hover to the New Email button

To use your template, go to the ‘New Email’ button again but this time, select the dropdown arrow next to it. 

2. Find your email template

Then select More Items and select ‘Choose From’. On this window, go to the ‘Look in’ drop-down menu and select ‘User Templates in File System’. You’ll find all your custom templates, including the one you just made earlier. 

3. Open it and edit a few things if needed

Select your template, and there you go! All the information that you need will have already been filled out. Be mindful of important information or details that need to be changed in your template. 

Final Thoughts

Having a custom email template is great if you have an email that you need to send frequently. You don’t have to type in recurring emails by hand anymore and it opens up your work schedule for other things. 

Creating email templates is a great way to save time and effort for messages that you send frequently or will send frequently in the future. Having pre-built templates can help you quickly automate your email creation and send the message effortlessly to ensure that the intended recipients receive the information as soon as possible.

We hope this blog post helped! Check out our video for the full tutorial. And if you’re looking for more tips and tricks to improve your skills at work, check out our extensive training library for Google Workspace, Microsoft 365, and more!