How To Setup A Mail Forwarder Template On Outlook 2021
This commodity showcases ten amazing features that yous may not know almost, but which may relieve you lot an enormous amount of fourth dimension when dealing with routine emails.
If a major part of your online communication is repetitive emails, information technology would be merely natural that you strive to optimize that part of your work. Replying with template can be a keen alternative to composing emails from scratch in a deadening keystroke-by-keystroke way.
Outlook templates
Email templates in Outlook are like document templates in Discussion or worksheet templates in Excel. If y'all frequently send the same or very similar letters to different people, y'all can relieve one of such messages as a template by clicking File > Save as > Outlook Template (*.oft). And and then, instead of composing an electronic mail from scratch, you start with a template, customize it if needed, and hit Transport. The message goes out, but the template remains, ready for the next use.
By default, all Outlook templates are saved to the below folder. This should not be inverse, otherwise y'all won't be able to open your template from within Outlook.
C:\Users\UserName\AppData\Roaming\Microsoft\Templates
Advantages:
- Easy to create and save.
- The address fields (To, Cc and Bcc), Subject line, and even the sending business relationship can be predefined.
- Your message templates can incorporate attachments, graphics, and formatting such as fonts, background colors, etc.
Drawbacks: bothersome to use - to open a template, you demand to dig quite deep into the menus.
Supported versions: Outlook 365 - 2010
In-depth tutorial: How to create and use Outlook email templates
Email templates in Outlook.com web app
The Outlook.com web app likewise has email templates. Compared to .oftentimes files in the desktop version, these do non crave a ton of menu clicks to open. However, the options here are not and then extensive - a template can contain small images and basic formatting, simply it's not possible to preset email fields or attach files.
Like many other useful features, this one is hidden from immediate view. To brand use of it, this is what you demand to do:
In the bottom right corner of the New Message window, click the ellipsis button (…), and then click My Templates.
The My Templates pane will testify up with a few default samples ready to employ. To make your ain ane, click on the + Template push button and enter the template's title and torso in the corresponding boxes. Or you can type and format text in the message window, and then copy/paste - all the formatting volition be preserved.
To have the template inserted in an email, just click its proper noun on the pane.
Advantages: elementary and intuitive
Drawbacks: limited options
Supported versions: Outlook.com spider web app
Quick Parts and AutoText
Quick Parts are reusable snippets of content that tin exist rapidly added to an email message, appointment, contact, coming together request, and task. Aside from text, they can also include graphics, tables, and custom formatting. While .oft templates are meant to plant an entire message, quick parts are kind of smaller building blocks.
Quick Parts is the modernistic replacement of AutoText in Outlook 2003 and earlier. In recent versions, both types are bachelor. The merely departure between them is that the items reside in dissimilar galleries. In all other respects, Quick Parts and AutoText are essentially the same.
To create a new item, type your text in a message, select it and click Insert tab > Quick Parts > Relieve Selections to Quick Role Gallery.
To put a quick office into an email, choose the needed ane from the gallery.
Or, you tin can type the quick part proper noun in a bulletin (not necessarily the whole name, only a unique part of it) and press F3. In Outlook 2016 and later versions, when you start typing the proper name, a suggestion will pop up, and you can simply printing the Enter cardinal to inject the whole text.
Quick Parts are located in the in the NormalEmail.dotm file, which is stored here:
C:\Users\%username%\AppData\Roaming\Microsoft\Templates\
To support your quick parts, copy this file to a salve location. To consign to another PC, paste information technology to the Templates folder on another calculator.
Advantages: very uncomplicated and straightforward
Drawbacks:
- There is no search option. If you have multiple pieces in the gallery, it might be a problem to locate the one you lot need.
- It'southward not possible to edit a quick office'due south content - you can simply supervene upon information technology with a new one.
- It's not possible to add attachments.
Supported versions: Outlook 365 - 2007
Comprehensive tutorial: Outlook Quick Parts and AutoText
Quick Steps email templates
Quick Steps are sort of shortcuts that allow performing multiple actions with a single command. One of such actions could exist replying with template or creating a new email based on a template. Bated from the message text, you lot can prefill To, Cc, Bcc, and Subject, set a follow-up flag and importance.
To make a quick step template, click Create New within the Quick Steps box on the Home tab, and then choose one of the following actions: New Message, Reply, Reply All or Forwards. In the Edit window, type the text of your template in the corresponding box, configure any other options that y'all call back appropriate, and give your template some descriptive name. Optionally, assign i of the predefined shortcut keys.
Here's an example of Outlook reply template:
One time set, your new quick step will immediately prove up in the gallery. Merely click on information technology or press the assigned key combination, and all the actions will exist executed at once.
Advantages:
- Unlike templates for new emails, replies and forwards tin be created.
- Not only the message text merely nearly all electronic mail fields can be preset.
- Multiple actions tin can be executed with the same quick stride, e.g. replying to a bulletin with template and moving the original message to another binder.
- Can exist quickly executed with a keyboard shortcut.
Drawbacks: email template tin only exist apparently text.
Supported versions: Outlook 365 - 2010
End-to-cease tutorial: Outlook Quick Steps
Outlook drafts as templates
Drafts in Outlook are nothing else but unsent emails. Usually, these are unfinished messages that are saved automatically by Outlook or manually by yourself. But who says a finalized typhoon cannot exist used as an email template?
The dazzler of this method is that y'all tin can create a re-usable draft e-mail template exactly as y'all normally would - type the text in the message body, fill out the e-mail fields, attach files, insert images, apply the desired formatting, etc. When your message is ready, practice not send it. Instead, click the Save button or printing Ctrl + South to salve the message to the Drafts folder. If you take besides many items in your Drafts binder, you could keep your templates in a divide subfolder(s) or assign categories to them.
The next time when you desire to send a particular message to someone, go to your Drafts folder and open that message. The key thing is that yous don't ship out your draft, only forward it! When forwarding a draft, Outlook makes a re-create of information technology keeping the original message for future apply. Moreover, no header data is added above the typhoon's text, similar it is normally washed when forwarding an incoming email. The Subject line won't be prefixed with "FW:" either.
You may be wondering how to frontward a draft in Outlook? Much easier than you may recollect :)
- Open your draft message via a double click.
- Place the cursor inside any email field, non in the trunk, and press Ctrl + F. Alternatively, you tin add the Forward push to the Quick Admission Toolbar and click on it.
Advantages: very convenient to create, edit and organize.
Drawbacks: to keep your template, retrieve to forward a typhoon, not to send it.
Supported versions: Outlook 365 - 2000
More info: Using Outlook drafts every bit email templates
Outlook signature templates
Signature is a traditional element of written communication, and about Outlook users take a default signature added to their emails automatically. But there is nothing that would prevent you from having more than i signature and including information other than standard contact details.
You can create a signature equally an entire electronic mail template and insert it in a message with literally a couple of clicks (Message tab > Signature).
A give-and-take of caution! Apart from the message text, be sure to include your standard details in every signature you are creating. When you lot cull a dissimilar signature for a particular bulletin, the default i is automatically removed.
Advantages: very quick and user-friendly to utilize
Drawbacks: you lot tin just add information to the message body but cannot predefine email fields.
Supported versions: Outlook 365 - 2000
In-depth tutorial: How to create and utilise Outlook signatures
AutoCorrect
Though the AutoCorrect characteristic was not originally designed to be used as text templates, it does let you instantly insert certain text via an assigned keyword or code. You lot can recall of it as a simplified version of AutoText or Quick Parts.
Here'south how it works: y'all assign a keyword to some text, which can be as long as you lot like (reasonably of class) and formatted any way yous cull. In a message, you blazon the keyword, hitting the Enter key or space bar, and the keyword is instantly replaced with your text.
To open the AutoCorrect dialog window, head off to the File tab > Options > Mail > Spelling and AutoCorrect… button > Proofing > AutoCorrect Options… push button.
To configure a new entry, do the following:
- In the Replace field, blazon the keyword, which is a kind of shortcut that will trigger the replacement. Just don't use any real discussion for it - you don't want the keyword to be replaced with a longer text when you actually want that word itself. It's a good idea to prefix your keyword with some special symbol. For example, you could use #warn, !warn or [warn] for Of import warning!
- In the With field, type your template text.
- When done, click Add.
Tip. If you want formatted text like in the screenshot below, so start type the replacement text in a message, select it, and and then open the AutoCorrect dialog. Your template text volition automatically be added to the With box. To preserve the formatting, brand sure the Formatted text radio push is selected, and click Add.
And now, type #warn in the message body, press Enter, and voilà:
Advantages: erstwhile setup
Drawbacks: the number of text templates is limited to the number of shortcuts yous tin can think.
Supported versions: Outlook 365 - 2010
Outlook Stationery
The Stationery feature in Microsoft Outlook is used to create personalized HTML-formatted emails with your ain backgrounds, fonts, colors, etc. Instead of or in addition to various design elements, you can also include text, and information technology will be automatically inserted in a message when you choose a stationery file.
Yous kickoff with creating a new message, designing its layout, and typing the template text. It makes no sense to define Bailiwick or any other electronic mail fields considering when a stationery is used, this information will announced at the top of the message body.
When gear up, salvage your message (File > Save as) as an HTML file to the Stationery folder here:
C:\Users\UserName\AppData\Roaming\Microsoft\Jotter\
Once saved, you tin select your stationery in the following fashion: Dwelling house tab > New Items > E-mail Message Using > More Stationery. The recently used stationery files will appear direct in the E-post Message Using menu:
You can as well choose a certain jotter as the default theme for all new letters you lot are creating.
Here'south an example of what your Outlook stationery message template may look similar:
Advantages: a wealth of formatting options due to HTML support
Drawbacks: the number of clicks to save and access stationery files is a heck of a lot more than really needed
Supported versions: Outlook 365 - 2007
Custom Forms in Outlook
I volition say it upfront - this technique is meant for professionals. Designing a custom grade is a lot trickier than whatever other method discussed in this tutorial and may require VBA programming skills. To start with, enable the Programmer tab in your Outlook. And then, click Design a Form, pick ane of the standard forms as a base for your custom form, add fields, controls, and possibly lawmaking, set attributes and publish your form. Sounds perplexing and obscure? Indeed, information technology will take fourth dimension to figure out that thing.
Advantages: a very powerful feature with plenty of options
Drawbacks: a steep learning bend
Supported versions: Outlook 365 - 2007
Believe it or not, this solution is a joy to apply for novices and gurus alike. Beginners will appreciate the simplicity - getting started with Shared Email Templates is intuitive plenty to jump into it right away. Outlook experts can leverage many avant-garde features such as creating personalized responses with the help of macros, configuring predefined, fillable and dropdown fields, pulling information from datasets, and a lot more.
Contrasting from the inbuilt features, Shared Electronic mail Templates brings all the functionality directly into the bulletin window! You tin can now create, edit and apply your templates at a moment's detect, without switching back and forth between different tabs and excavation into the menus.
To create a new template, simply select the desired content (text, images, links, etc.) in a message and click New Template.
To insert a template into a message, click the Paste icon or double-click the template name.
Advantages:
- Quick and comfy to create.
- Insert in a message with a click.
- Use personally or share with your team.
- Add fillable text fields and drib-down lists.
- Fill in electronic mail fields, insert images, and attach files automatically.
- Apply bones formatting within the in-identify editor to create sophisticated designs using HTML.
- Link to your Drafts binder and utilize any of your Outlook drafts as email templates.
- Use shortcuts for quick replies.
- Admission your templates from whatsoever device whether it's Windows, Mac, or Outlook Online.
Drawbacks: yous are welcome to test and let us know :)
Supported versions: Outlook for Microsoft 365, Outlook 2019 - 2016, Outlook for Mac 2019 - 2016, Outlook on the web
How to get: Choose your subscription plan or download a gratuitous version from Microsoft AppSource.
That's how to create an email template in Outlook. Hopefully, our tutorial will help you choose your favorite technique. I cheers for reading and hope to come across you on our web log adjacent calendar week!
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Source: https://www.ablebits.com/office-addins-blog/2021/06/23/outlook-email-template/
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