How To Create And Use An Email Template In Microsoft Outlook
Rob Woodgate is a writer and IT consultant with nearly 20 years of experience across the private and public sectors. He’s also worked as a trainer, technical support person, delivery manager, system administrator, and in other roles that involve getting people and technology to work together. Read more…
Email templates in Microsoft Outlook are easy to create, but not so easy to navigate to whenever you actually want to use one. Fortunately, you can create a template and pin it to the ribbon for easier access.
Templates are really useful for repetitive emails that use boilerplate text. In Outlook, its easy to create and save a template. Opening one, however, requires a ton of menu clicks. Its easier to just save the email in your Drafts folder, and then copy and paste the contents into a new email.
That works, but you can make life much easier if you add the template selector to the ribbon. This reduces the number of mouse clicks and allows you to use templates as they were intended. A library of useful prewritten emails you can select from a menu will save you lots of time.
To get started, well show you how to create an email template, and then how to add a template selector to the ribbon.
How To Save A Message As A Gmail Template
While Gmail provides some pre-made templates, you can create and customize your own as well. Here’s how to save an email for future use as a template in Gmail.
Compose your template message in Gmail. Leave the signature in place if you want it to appear in the template. You can leave the Subject and To fields empty since they are not saved.
Select More options .
Select Canned responses, then choose New canned response.
Enter a descriptive name for your new template. It’s also used as the subject of the message .
Select OK to save the Gmail template.
How To Create Email Templates In Gmail: The 2022 Guide
If you are tired of writing the same email over and over again, or even copying and pasting the content on new ones, you seriously need to learn how to create email templates. This guide will talk specifically about how you can do this in Gmail, with simple and easy steps that wont take much of your time.
Besides, you are going to notice how much time you will gain, and learn how to share these templates with your team to unify all the communication between clients, partners, and providers.
So lets cut to the chase. Here are the topics we will approach on this complete guide:
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Stop Typing The Same Stuff Over And Over And Start Letting Smart Technology Do The Work For You
Hey, thanks for your email. Let’s find a time to meet.
Great to hear from you. We’d love to chat. Please follow up with Pat to set up an interview.
Sorry for the delay in getting back to you. This isn’t something we can pursue right now, but I appreciate the interest.
Do any of these responses ring a bell? The specifics may vary , but we’ve all got our standard stock statements we send out time and time again via email and if you were to add up all the time spent typing those sentences out, well, you could probably add an extra week of vacation onto your work year.
You may not be able to eliminate the need for email formalities entirely, but you can save yourself the trouble of typing out the same stuff endlessly by tapping into Gmail’s time-saving template possibilities. From the service’s relatively simple built-in system to some exceptional third-party supplements, you’ve got plenty of options for cutting down on wasted typing and making email management more efficient.
All you’ve gotta do is decide which setup is right for you and then take a few minutes to set it up once and from then on out, answering basic emails will require no more than a couple quick clicks or a single hotkey sequence and, if you’re so inspired, a quick bit of customization to tailor your template as needed.
We’ll start with the most basic possibility and work our way up to the more advanced options.
How Do I Use Email Templates
When you open your Gmail compose window, you’ll see that the second option in the top ribbon is called Template. Click the dropdown and click manage templates.
At this point, you can start adding your own templates to Right Inbox.
When youve added your templates, you simply need to pick the template from your pre-saved templates, and Right Inbox pulls it into your email. All you need to do then is personalize it , and youve saved loads of time.
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Templates + Email Sequences
You can set Drag email templates as email sequences, which is great for teams that need to send follow-ups to leads, clients, or partners, for example. With Drag you can add these sequences to any email template you desire automatically. Imagine doing this in Gmail: you would need to create templates manually, email by email.
Tools For Html Templates
Here are a few tools that you can use for creating the HTML required for your email template.
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B Creating An Html Email Template In Gmail
Although Gmail supports HTML email messages, it doesnt have a feature rich HTML editor. So, follow the below mentioned instructions to create an HTML Email template for Gmail
1. Visit HTMLG website a free online HTML Editor
2. Use all the available tools on HTMLG to create your desired email message
3. Once you are done, click on View and select Preview
4. The preview window will show how your HTML message looks like on a web-browser.
5. Copy all the contents of this message and paste it in the email compose window on Gmail.
6. Click on the three-dot menu at the bottom and save it as a new template in Gmail.
Please Note: You must upload the images/videos somewhere else before you can use them in your HTML email template. This is because the HTML code makes use of img src tag and you need to paste the image source link in order to show images or videos in your template.
How To Create A Gmail Email Signature Template
You can also use Gmails built-in tools to create Gmail email signature templates, which can automatically be applied to all future emails you send.
Youre allowed to include up to 10,000 characters in your signature. Start the process by clicking into the Settings menu, then heading to the Signature section, which is under the General tab.
To the right of that option, youll see a box, where you can write and format your Gmail signature template.
You can even add an image, if youre so inclined. When youre done, click Save Changes at the bottom of the page to finalize your work.
You also have the option to insert your signature before quoted text in your replies, removing the dashed line that precedes it.
Be sure to check out these email signature templates if you want some ideas!
Gmail email templates are a great way to boost your efficiency and save you time every day.
If youre looking for more ways to improve your email productivity, you can start analyzing your email habits with EmailAnalytics. EmailAnalytics uses data visuals to help you understand your busiest times, busiest days, average email response time, and more.
With a better understanding of your email activity, you can make positive changes to save hours of time every week. and see what EmailAnalytics can do for you!
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Enable Templates In Gmail
Select the Advanced tab and to the right of Templates, choose the option for Enable. Click Save Changes at the bottom.
Youll see the Gmail webpage refresh to reflect the change.
Why Use Email Templates In Gmail
Many jobs require sending dozens of emails per day. Many times those jobs require Gmail users to send dozens of very similar emails every day.
For example, the amount of effort involved for someone at a Digital Marketing company to do a link building outreach campaign that might include hundreds of emails that have just 10 or 20 unique words per email is astounding. Of course, there is expensive software available, but that diminishes the return on the campaign and can be a big learning curve. Creating a template that can be edited and sent out in seconds is a huge time saver.
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How To Edit A Template In Gmail Using Yesware
Yesware allows you to create, edit, and manage your personal Templates for Gmail, also if you own a team license you can create folders as well as templates for your team.
Note: any changes made will require that you use the refresh button on the mini Templates modal in your compose window, if you want to use the edited Template right away.
How To Edit A Canned Response In Gmail
Once your canned responses are created, they are easy to modify. Follow these steps to edit a canned response:
- Compose a new email, and insert the template you would like to edit in the body of the email.
- Make any necessary changes, and tap the three dots on the bottom left-hand side of the email window.
- Go to ‘Templates’ > ‘Save draft as template’ > ‘Overwrite Template’ and select the template you are updating.
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How To Enable Canned Responses In Gmail
Before you can start using templates, enable them in Gmail, which you can do by using the Canned Response feature.
You can jump straight to Step 4 by going directly to your Gmail Advanced page.
Click the Settings gear in the Gmail toolbar, it’s located just below your image.
Go to the Advanced tab .
Go to the Canned Responses section and select Enable.
Select Save Changes.
How To Edit Your Gmail Templates
When inserting a template within one of your emails, you might sometimes want to edit the text slightly to best fit the context of your email. Or, you may decide to update your template so these changes apply to all new emails you’ll create with this template.
Editing and updating templates can be done with Gmelius, so you can manage all your templates as a library.
And once your library of Gmail templates is created, you’ll want to keep them fresh and relevant. A good habit is to revisit them from time to time.
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Create An Email Template:
- Select See all settings.
- Scroll down to Templates and select Enable.
Make sure youve selected Enable under Templates.
- This will take you back to your inbox. Click the Compose button.
- Now, start drafting your template. When youre ready to save it, click on the three dots toward the bottom right-hand corner of the window.
- Select Template from the options.
After writing a message, you can save it as a template.
- Type in a name for your template in the window that pops up. That name will appear as the subject line in your email. Click Save.
Name your template so you can easily retrieve it later.
- If you want to make changes to a template, you have to overwrite it. Write a corrected email, and then after clicking Save draft as template, click the name of the template youd like to change under Overwrite Template.
You can overwrite a template if you want to edit or change it.
Confirm the changes by clicking Save in the pop-up window.
- To delete a template, click on Delete template under the Templates options. Click Delete in the pop-up window.
You can delete templates using the template options in the compose view.
Easily Create Email Marketing Templates For Gmail
Gmail is one of the most popular email clients. A large number of marketers use either a free Gmail account or a paid G Suite account for sending their email campaigns.
Gmail is also very fast, smooth and has a very friendly UI, making it the preferred option to manage your emails for sales, marketing, outreach.
It is then worthwhile to check for some easy ways to create good looking HTML email marketing templates within Gmail.
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How To Edit A Message Template In Gmail
You might need to change your Gmail template at some point.
Press Compose to start a new email message, then go to More options> Canned Responses.
In the Insert section, choose the template you want to change and import it into your email message.
Make the desired changes to the template.
Select More options > Canned responses, choose the template you altered, then select Save.
In the Confirm overwrite canned response dialog box, select OK.
How To Save Time With Email Templates For Gmail
Did you know that you can create email templates for Gmail to answer frequently asked questions? Think of how much time you would save responding to the same questions you receive over and over again from students!
- Why do I have a zero on that assignment?
- Can I do any extra credit?
- What did I miss when I left early for basketball?
Now add in distance learning, and your email box is probably busting at the virtual seams!
- How do I find assignment X?
- Whats my password for site Y?
- How do I resubmit my project?
Its time to automate those responses with email templates for Gmail and cut the time you spend emailing in half! What would you do with an extra two hours in your day?
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How To Use Gmail Templates In Gmail
First, from your Gmail account, ensure you have enabled Templates in Gmail Settings.
Create your draft in your Gmail account.
Once your draft is ready, to save it as a template:
- Select Templates
- Click Save draft as template
- Click Save as new template
A pop-up appears. Enter a new template name and click Save.
Please note that you are also changing its subject line when you change the template’s name.
Create An Email Template
Before you can pin a template, you have to create one. Open Microsoft Outlook and create a new email. Customize it any way you want.
Templates will store the subject, body, and any formatting, including colors, background images, your signature, and so on. Once your template email looks the way you want it to, click File.
Select Save As.
In the Save as window, change the Save as type: field to Outlook Template , and then click Save.
Your template is now ready to use.
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Enabling Gmail Canned Responses
Log in to your Gmail account using a web browser. Click the Gear icon, which should be in the upper-right corner. In previous years, Canned Responses were in the Labs section, but Google has since removed that feature. You’ll now find it in Advanced
Save Time By Using Gmail Templates
With her B.S. in Information Technology, Sandy worked for many years in the IT industry as a Project Manager, Department Manager, and PMO Lead. She learned how technology can enrich both professional and personal lives by using the right tools. And, she has shared those suggestions and how-tos on many websites over time. With thousands of articles under her belt, Sandy strives to help others use technology to their advantage. Read more…
If you use templates for quick starts on documents, reports, or spreadsheets, then you know their value as time savers. In Gmail, you can create your own templates to save time on those emails you send often.
Maybe you regularly send an update to your supervisor, request an update from your team, or let a client know youve received their feedback. Rather than recreating the same message again and again, you can create and reuse a template.
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How To Edit A Saved Template
You can create several templates to reuse for various things. But maybe you want to adjust a template you created and saved.