Do you often send email messages to people at different points of time that contain the same pieces of information? What about setting up the same tasks repeatedly or preparing calendar entries for the same type of events? Instead of typing out the same information repeatedly, you can save time by using the Quick Parts feature to insert repetitive content. Or, you could compose the message and save it as a template for reuse later. Using email templates saves you time and also reduces errors. In this Outlook 2010 tutorial, we’ll show you how to create an email message template as well as a calendar and task template for reuse later on.
How to Create an Email Message Template
1. On the Home tab, in the New group, click New E-mail.
2. In the message body, type the content you want to send. If required, you can even add the email recipients in the To field. This is handy when you send the email to the same group of recipients every time, such as a weekly sales meeting report.
3. In the message form, select the File tab and choose Save As.
4. In the Save As dialog box, from the Save as type drop-down list, select Outlook Template.
5. In the File name text box, type a name for the template, and click Save.
By default the templates are saved in c:usersusernameappdataroamingmicrosofttemplates folder in Windows 7. So if you’ve been creating fresh messages instead of reusing them, you can now save Outlook messages as templates.
How to Use a Saved Email Template
Now that you have created a message and saved it as a template, you can reuse it. To do that:
1. On the Home tab, in the New group, click New Items and from the drop-down list, select More Items->Choose Form.
2. In the Choose Form dialog box, from the Look In drop down list, select User Templates in File System.
3. You will see a list of templates that you saved. Select the template you want to use and click Open.
4. Change all the required information in the template such as the dates, recipients, message contents and click Send.
Using Outlook Templates for Calendars and Tasks
Just as you use an email message template for repeated tasks, you can also use Outlook templates for creating calendar events, and tasks.
Template for Outlook Calendar
To create an email template for a calendar event:
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Let’s assume that you meet the same group of people for a bi-weekly meeting, but don’t have a fixed time schedule. In such a case, you can setup a Calendar template for the event to use whenever you are ready to hold the meeting.
1. Go to the Calendar view.
2. On the Home tab, in the New group, click New Meeting.
3. In the Meeting form, enter all the information that remains the same, such as the recipients, the location and some common message content.
4. Save this meeting as an Outlook template.
Now you can always use this template when you want to send out the invitation to the group. You’ll have to set the meeting time and update any of the message contents before you hit the Send button.
Template for Outlook Tasks
You don’t need to create templates for regular tasks. However, if your time schedules are erratic, using task templates is the way to go. To create a task template:
1. Navigate to the Task view.
2. On the Home tab, in the New group, click New Task.
3. In the Task window, enter the details of the task. If you work with a group of people on a particular project, on the Manage Task group, you can click Assign Task and add the recipients. You can also add a common subject and message content, set the status and priority, if required.
4. When you’ve filled all the necessary details, save the task as an Outlook template.
Sharing Outlook Templates
The cool thing about templates is that you can also share them with your coworkers to bring consistency in your team work. You can open a template you created, save it in a network location that everyone can access, (double check to see that it is in the OFT file format), and then email everyone to let them know where they can access it.
Templates for Outlook
If you want to get a head start on a template, head over to our templates gallery where you’ll find a few ready to use templates. When you download a template from the gallery it will open as a message in Outlook. Customize the message to your business requirements, save the message as an Office Template and you can use it whenever you need it.
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