In today’s business world, written communication plays a significant role. Email is one of the most popular means of communication used in the workplace. Sometimes, we have to send similar emails to different recipients repeatedly, and typing the same message over and over again can be time-consuming and exhausting. That’s where email templates come in handy. In this article, we will guide you on how to make and use an email template in Outlook.

Creating an Email Template

To make an email template in Outlook, you need to follow these simple steps:

1. Open Outlook and go to the Home tab.
2. Click on New Email.
3. Write the text you want to include in your email template, such as the subject, message, and signature.
4. Customize the email format, including fonts, colors, and style, using the formatting toolbar.
5. Once done, Click on the File tab.
6. Select Save As.
7. Name your email template and choose a location to save it, such as your Outlook templates folder.
8. Choose Outlook Template (*.oft) from the Save as type drop-down menu.
9. Click Save.

Using an Email Template

To use a template, you need to follow these simple steps:

1. Open a new email in Outlook.
2. Go to the Home tab and click on New Items.
3. Select More Items -> Choose Form.
4. In the Choose Forms dialog box, select the User Templates in File System option.
5. Choose your desired email template and click Open.
6. The email template will open in the compose window. You can edit any necessary details and send the email as usual.

Benefits of Email Templates

Using email templates not only saves time, but it also ensures consistency and accuracy in communication. Moreover, email templates can be shared within a team or organization, ensuring that everyone is sending the same messages with the same tone and voice.