Der Blog für digitale Kompetenz

Der Blog für digitale Kompetenz

Create email templates in Outlook

Anyone who often writes emails with the same content will eventually get annoyed by writing the same text passages over and over again. Just as you can work with multiple signatures in Outlook to speed up and standardize these processes, you can of course also create and save e-mail templates and e-mail forms in Outlook and call them up as needed.

In our short tutorial we would like to describe how you can create and save your own e-mail templates for a wide variety of application scenarios without much effort.

E-Mail Vorlagen in Outlook erstellen

Topic Overview

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Create email templates in Outlook

Anyone who often writes emails with the same content will eventually get annoyed by writing the same text passages over and over again. Just as you can work with multiple signatures in Outlook to speed up and standardize these processes, you can of course also create and save e-mail templates and e-mail forms in Outlook and call them up as needed.

In our short tutorial we would like to describe how you can create and save your own e-mail templates for a wide variety of application scenarios without much effort.

E-Mail Vorlagen in Outlook erstellen

Topic Overview

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1. Create, save and open simple email templates

Creating standard e-mail templates in Outlook is basically very easy.

  • First compose your e-mail as you would like to use it later as a template.
  • Then go to the menu: File – Save as
  • Select the file format: Outlook template and save your template

As soon as you select the Outlook template file format, you will be directed to the default storage location. All the templates you have created are saved there. The default location for email templates in Outlook is: C:\Users\YOURNAME\AppData\Roaming\Microsoft\Templates

See fig. (click to enlarge)

Email-Vorlage in Outlook speichern

You can also make templates a little more professional, for example by copying the content of a letter template created in Word with form fields and pasting it into your Outlook template. The form fields remain completely intact, and your mail then creates the impression of a real letter.

In the picture below we have chosen the content of our business letter template and simply saved it as an Outlook template. Once you have created a template, open it in Outlook as follows:

Start tab – New items – Other items – Select form

In the next dialog box, select: Templates in the file system. This is where your templates are stored.

See fig. (click to enlarge)

Outlook Email-Vorlage mit Formularfeldern
Outlook - Formular auswählen
Outlook Email Vorlage oeffnen

You can also make access to the templates you have created a little easier by customizing your quick launch bar in Outlook.

To do this, go to the File – Options – Quick Access Toolbar tab, select the Select form item and add it to your quick launch bar.

See fig. (click to enlarge)

Schnellstartleiste in Outlook anpassen Abb.1
Schnellstartleiste in Outlook anpassen Abb.2

As you have seen, the whole thing is actually not that difficult and can make daily work with frequently recurring e-mails much easier.

1. Create, save and open simple email templates

Creating standard e-mail templates in Outlook is basically very easy.

  • First compose your e-mail as you would like to use it later as a template.
  • Then go to the menu: File – Save as
  • Select the file format: Outlook template and save your template

As soon as you select the Outlook template file format, you will be directed to the default storage location. All the templates you have created are saved there. The default location for email templates in Outlook is: C:\Users\YOURNAME\AppData\Roaming\Microsoft\Templates

See fig. (click to enlarge)

Email-Vorlage in Outlook speichern

You can also make templates a little more professional, for example by copying the content of a letter template created in Word with form fields and pasting it into your Outlook template. The form fields remain completely intact, and your mail then creates the impression of a real letter.

In the picture below we have chosen the content of our business letter template and simply saved it as an Outlook template. Once you have created a template, open it in Outlook as follows:

Start tab – New items – Other items – Select form

In the next dialog box, select: Templates in the file system. This is where your templates are stored.

See fig. (click to enlarge)

Outlook Email-Vorlage mit Formularfeldern
Outlook - Formular auswählen
Outlook Email Vorlage oeffnen

You can also make access to the templates you have created a little easier by customizing your quick launch bar in Outlook.

To do this, go to the File – Options – Quick Access Toolbar tab, select the Select form item and add it to your quick launch bar.

See fig. (click to enlarge)

Schnellstartleiste in Outlook anpassen Abb.1
Schnellstartleiste in Outlook anpassen Abb.2

As you have seen, the whole thing is actually not that difficult and can make daily work with frequently recurring e-mails much easier.

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About the Author:

Michael W. SuhrDipl. Betriebswirt | Webdesign- und Beratung | Office Training
After 20 years in logistics, I turned my hobby, which has accompanied me since the mid-1980s, into a profession, and have been working as a freelancer in web design, web consulting and Microsoft Office since the beginning of 2015. On the side, I write articles for more digital competence in my blog as far as time allows.

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About the Author:

Michael W. SuhrDipl. Betriebswirt | Webdesign- und Beratung | Office Training
After 20 years in logistics, I turned my hobby, which has accompanied me since the mid-1980s, into a profession, and have been working as a freelancer in web design, web consulting and Microsoft Office since the beginning of 2015. On the side, I write articles for more digital competence in my blog as far as time allows.

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