Step-by-Step Guide to Create Email Templates in New Outlook
This article will guide you on how to create email templates in the latest Outlook application for Windows 11.
Previously, making email templates in Outlook required users to draft an email, save it as an ‘Outlook Template’ file, and reopen that file for future use. The updated Outlook application streamlines this procedure significantly. Now, you have the capability to design, retrieve, and modify templates directly within the app, eliminating the need for external files.
Steps to create templates in new Outlook
The My Templates function in the redesigned Outlook app allows for easy creation and storage of email templates for future reference, all with just a few clicks. Templates are conveniently accessible in a sidebar while writing new emails, enhancing your efficiency by allowing quick insertion of reusable content without the need to dig through various menus or handle disparate files.
How to Create Email Templates in the New Outlook App
To craft an email template in the new Outlook for Windows, adhere to these instructions:
- Initiate a new email
- Set up your template under ‘My Templates’
- Save your template in ‘My Templates’
Let’s delve into the details.
Launch the new Outlook app and select the New mail button located in the upper left corner.
Within the new message window, draft the email you wish to use as a template. Ensure you add placeholders for content that will vary with each use.
After composing your message, click the Apps icon found on the top action bar.
Look for My Templates under the Add-ins section and click on it.
A side panel will appear showing several default sample templates provided by Outlook. To create your own custom template, click the + Template button.
In the template editor, you’ll need to specify a ‘Title‘ for your template and the message content itself. You can easily transfer your drafted email into the template editor, as it will preserve all the original formatting, removing the need to redo any styling later. Once you’ve entered a suitable title, hit the Save button.
Alternatively, you can initiate a new template by filling in both the ‘Title’ and message content directly within the template editor. Complete the necessary information and save your template by clicking the ‘Save’ button.
- Note that the size limit for templates created in the My Templates section is 32 kilobytes (KB). If your content surpasses this limit, you will encounter an error, and the template won’t save.
- The maximum allowed title length for a template is set at 32 characters, spaces included.
- Templates can contain text, hyperlinks, and basic formatting (like bold, italics, and bullet points), as well as images. However, more advanced formatting options, such as tables or embedded media (like videos or attachments), are unavailable.
- Templates are strictly limited to the email body content; fields such as To, Cc, Bcc, Subject, and attachments cannot be pre-set.
Utilizing Email Templates in New Outlook
Once you’ve established your template, it will be readily available in the My Templates sidebar. Here’s how to utilize it:
Begin by clicking on New mail in Outlook. In the email composition interface, tap the Apps icon on the top action bar and select My Templates from the dropdown menu.
In the My Templates sidebar, find the template you wish to apply and click on it. The content will be auto-filled into your email draft. Update any placeholders with details pertinent to the recipient, make your final adjustments, and then send your email as you normally would.
Editing or Deleting Email Templates in New Outlook
To modify or remove email templates in the new Outlook, follow these directions:
Start with clicking on New mail. Within the composition window, click the Apps icon at the top action bar and select My Templates. Hover over the template of interest in the My Templates sidebar, which will reveal two icons on the right.
- To edit a template, click the Edit icon (depicted as a pencil) adjacent to the template name. Make any necessary amendments, then click Save.
- To remove a template, select the Delete icon (represented by a trash can). Keep in mind that this action is irreversible and will not prompt for confirmation.
What to Do if My Templates is Missing in Outlook
If you cannot locate the My Templates function in your mailbox, consider these troubleshooting steps:
- Verify that you’re using the latest version of the New Outlook, as an update may rectify the issue.
- Select New mail. From the top action bar, choose Apps > Get add-ins. In the Add-Ins for Outlook window, search for My Templates and click Add.
- Confirm with your organization’s IT administrator to ensure that the My Templates feature is activated on their end. You can check the Admin Managed section within My add-ins in the Add-Ins for Outlook window to confirm whether My Templates is available.
In summary, while the templates available in the new Outlook are mainly tailored for succinct, text-focused messages due to limitations in size and features, they significantly aid in efficiently sending consistent, pre-composed emails, streamlining routine communications.
How Can I Create a New Email Template?
To generate a new email template, commence by writing an email that you’re planning to reuse. Structure the content, layout, and overall design to stay consistent while incorporating placeholders for elements you’ll personalize for subsequent uses, such as recipient names, dates, etc. Once your email is complete, save it as a template within your email application, typically under the ‘Save as Template’ or an analogous option.
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