4 ways to save templates in Microsoft Outlook
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- Опубліковано 6 лип 2024
- Catch yourself sending the same emails repeatedly? Save them as templates! Here I go over four different Outlook features that'll allow you to save frequently-used text so you can drop it into an email with a couple of clicks.
0:00 Intro
0:53 Quick Parts
1:59 Quick Steps
5:06 My Templates
7:13 Bonus Method: Old School "Insert as Text" button
10:57 Interested in more extensive Outlook training?
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Very helpful video. Please more Outlook videos! Also, as another commenter mentioned, you can get an email template dialog box right from the ribbon and it has all the standard formatting features. Same as you would find on Word. Much easier than creating the text on Word and cutting and pasting into Outlook.
Great video! I found this while taking the Basic Word Skills course. Please upload more Outlook training! You have an incredible way of explaining MS Office and I definitely rely on your tips as a legal assistant.
Deborah - I always learn something from your videos and emails. I have created and use Quick Steps in Outlook often, but never thought to use Quick Parts for text I use often in emails. In fact, just today I was replaying to a monthly email and wanted to make sure my replies were consistent, so I looked at an old email. I thought today, as I have every time I have to reply to this email, "there has to be a better way to do this!" And, alas, there is! Thank you. I'd be interested in more Outlook videos and emails, just as I am interested in the Excel videos you put out.
I'm glad that was helpful! I do need to start doing more Outlook and Excel videos - will start putting those on my list!
This was so much more helpful that what my IT Help Desk had to offer. Thank you!!!
Great video! There's also Custom Forms from the Developer tab.
Great tips!!!
I love this accent )
Thx,
also there is another method, saving the message as a file. Now, if you save it as a normal message, things sometimes get messed up, but there is another feature, save as Outlook tgemplate (.otf file) which I'm going to try. The cool thing it your whole message is tempated, not just the body..
I had never thought to try using Quick Steps for a preformatted email. I've got one in mind to put together right now! I too would be interest in more Outlook tips. Thanks, Deborah. You are appreciated!
Glad it was helpful! I will definitely put more Outlook tips into my "to do" list.
I appreciate your video. My outlook doesn't look like yours! For example - I don't have the "quick parts" button. I'm losing my mind - I need to save more templates but it always tells me my new template is "TOO LARGE" even if I delete other, longer ones.
Echoing the praise for the Quick Steps idea, which I'd overlooked. I immediately used it for two emails I send weekly and save to a common folder. That way, when I create my monthly reports, I can create custom search folders to display only the agendas or only the minutes from that common folder, and note those sent dates in my report. Kind of convoluted, but the custom search folders (I keep several for my monthly report in Favorites) are a killer feature and well worth a video. The other way I create a template is to save the new email as an Outlook template file; I move my OFT files out of the Msft templates folder to the meetings folders where I actually store my minutes, agendas, etc. So after I finish drafting and close the documents, I double click the appropriate OFT file and it's got my recipients and text already in place, and the document is at the top of the Insert files list. The OFT idea works OK, but is convoluted in its own way.
Thanks for telling me about your process! It's too bad the Quick Steps > New Message function can't automatically add an attachment; otherwise, it might replace your current OFT process.
Hi Deborah, thank you for your video! Is there a way to automatically attach files with either Quick Parts, Quick Steps or Templates? We are sending emails over and over again with the same 7 attachments.
I cannot wait to try out quick steps tomorrow. I would love to hear more about them, especially getting them to save emails to a folder. Do you happen to know if they can automatically save to a folder outside of Outlook?
I don' t know about saving to a folder outside Outlook, but I will tell you what I do at work: Our document management system creates folders within Outlook with "profile" information whenever we save emails to it, and I have a whole set of Quick Steps that will copy an email to that DMS folder, which in turn saves the email to the document management system based on the client/matter/folder/etc. information resident in that folder. I don't know if other DMS's (mine's Worldox) do something similar, but it might be worth inquiring about.
@@DeborahSavadra Thank you! I'll look into this :)
My Templates section of this video... i have 16 templates setup and want to send them all to a new user for use on their outlook.. how can this be done?