Creating and Using A Template

A template is defined as a blank message with custom text in the body of the message that can be used as a standard e-mail message. For example, set up a standard reply to professional inquiries. A template uses the same field in place of the standard form, but the custom forms we’ve been discussing change those fields.

If you want to send same message to more than one people repetitively, then template is an easy way to send message to two or more people.

Creating a Template

1. Click New E-mail from mail window in the New group to open a new message window.

2. To and Cc text boxes, leave blank and type subject and template text message.

3. Save the template text message by clicking on Save As from File in the Navigation pane. Navigate to and open Template folder (C:\Users\yourname\AppData\Roaming\Microsoft\Templates).

4. Accept the text as a file name from your template’s subject line.

5. In Save As Type, select Outlook Template (*.oft) and Save. Your new template would be saved.

6. To close message window click on “Close”. When it asked if you want to save the file then, click on “No” (it means you want to save it in your Inbox, which you don’t- as you have already saved it as a template).

Using A Template

1. In New group Home tab, click New Items down arrow in the toolbar.

2. Then click More Items and select Choose Form.

3. From the Choose Form dialog box, click User Templates In File System in Look In drop down list.

4. Your template should be displayed which you have created. Double click on the template name.

5. It open like a new message window, with body and subject line filled according to the template. You need to fill only To information and then send it.

If you want to add some text to it, then you can modify and add text in that template.