How to Create Email Templates in Microsoft Outlook

One of the best ways to save time on repetitive tasks is to create templates. The template helps to provide a structure or form for any content. For example, in Microsoft Outlook, users can create email templates instead of creating them from scratch each time.

These email templates are useful when outgoing emails have the same content or similar structure. Users can use the Quick Parts feature or the My Templates add-in to create an email template in Microsoft Outlook. Here’s how it works:

Create Email Template Using Quick Parts in Microsoft Outlook

Quick Parts is a gallery in Microsoft Outlook that contains reusable content such as text and images. Users can conveniently select these items and organize them into emails, meeting requests, tasks, etc. can add. Here’s how to use Quick Parts to create an email template:

Note: Microsoft introduced Quick Pieces in Outlook 2007 to replace AutoText found in previous versions.

Stage 1: Start Microsoft Outlook on your computer.

Step 2: Select New Email from the Ribbon to create the mail to save as a template.

Stage 3: Highlight the post text.

Step 4: Click the Insert tab and the Text group, click the Quick Parts pop-up menu.

Step 5: From the options listed, choose Save Selection to Quick Part Gallery to start a dialog box.

Step 6: In the dialog, fill in the relevant details for the following fields:

• Name: This is the unique identifier for each entry. Quick Tracks lists names in alphabetical order. You will find this very useful when you have several entries.
• Gallery: Outlook helps you save your Instant Parts content to specific galleries. This is very useful when you have tons of templates stored.
• Category: You should stick with General except when you need additional grouping for your templates. Categories are like subfolders and belong to galleries.
• Definition: This is a comment that helps explain each entry or template. You will never see this feature, so you don’t have to worry.
• Save in: Use NormalEmail.dotm to make sure the content is available in Outlook emails. You can also separate your entries by template.
• Options: This attribute helps you determine how to add each entry.

Step 7: Click OK to save the details of your new entry. You can always access this entry for different purposes, including composing an e-mail.

Step 8: To use the new template, go to the part of the email where you want the template to appear.

Step 9: Select Quick Parts and click on the template to use.

Note: Any item saved in Quick Parts can only be used locally on PC.

Create Email Template Using My Templates Plugin

My Templates is a plug-in provided by Microsoft to facilitate one-click text entry. With this feature, users can store their frequently used phrases and attach them to their emails when needed. This feature comes pre-installed in Outlook; however, users must have an e-mail account on a Microsoft Exchange server.

Here’s how to use the My Templates plugin:

Note: The My Templates add-in is available in Microsoft Outlook 2019, 2016, and 2013, as well as in Microsoft 365.

Stage 1: Start Microsoft Outlook.

Step 2: Select New Email from the Ribbon.

Stage 3: On the Messages tab and in the My Templates group, click View Templates.

Note: If the View Templates add-in is not already configured in the Outlook Ribbon, select Manage Files and Add-ins to install it.

Step 4: In the new dialog, click Template.

Step 5: Enter the title and body of the email in the blank text boxes.

Step 6: Click Save to make sure the template is available when you need it.

Step 7: Click the newly created template to import it into the body of the email.

Note: Templates created using the My Templates plugin are stored in your mailbox and can be accessed from anywhere.

Creating Email Templates in Gmail

You can easily create simple templates in Microsoft Outlook using the Quick Parts feature or the My Templates add-in. You can also create Templates in other mail apps like Gmail using Gorgias.