How To Create Email Templates in Outlook | My Templates & Quick Parts

Introduction

This tutorial will guide you through the process of creating and using email templates in Microsoft Outlook. By utilizing the 'My Templates' add-in and the 'Quick Parts' feature, you can save time and enhance your efficiency when responding to similar emails.

Step 1: Using My Templates Add-In

The My Templates add-in allows you to store and access email replies conveniently.

How to Use My Templates

1. Open Outlook and go to the Home tab.
2. Click on Get Add-ins or Store to access the add-ins marketplace.
3. Search for My Templates and click Add to install it.
4. Once installed, open a new email message.
5. In the email window, find the My Templates pane on the right side.
6. Click on + Template to create a new template.
7. Enter a name and the content you want to save.
8. Click Save to store your template.

Accessing Your Templates

• To use a saved template, open a new email, go to the My Templates pane, and select the desired template. It will automatically populate the email body.

Step 2: Creating and Using Quick Parts

Quick Parts provides a way to save reusable content such as text, images, and formatting for quick insertion into emails.

How to Create Quick Parts

1. Compose a new email and enter the content you wish to save (text, images, etc.).
2. Select the content, then go to the Insert tab in the ribbon.
3. Click on Quick Parts and select Save Selection to Quick Part Gallery.
4. Name your Quick Part and choose a category, then click OK.

Inserting Quick Parts

• To insert a Quick Part, go to a new email, click on Insert, then Quick Parts. Select the desired Quick Part from the gallery.

Practical Tips for Quick Parts

• Utilize formatting and images to enhance your Quick Parts.
• Remember that Quick Parts are stored locally, so they won't sync across devices.

Step 3: Exporting Quick Parts to Another PC

If you need to use your Quick Parts on a different computer, follow these steps to export them.

How to Export Quick Parts

1. Open the Run dialog by pressing Windows + R.
2. Type %APPDATA%\Microsoft\Templates and press Enter.
3. Locate the file named Building Blocks.dotx.
4. Copy this file to a USB drive or cloud storage.
5. On the other PC, repeat the first two steps to access the same folder.
6. Paste the copied Building Blocks.dotx file into this folder, replacing the existing one.

Conclusion

By using the My Templates add-in and Quick Parts feature in Outlook, you can streamline your email responses and save valuable time. Remember to create templates for frequently sent emails and export your Quick Parts to maintain consistency across different devices. Start implementing these features today for a more efficient email experience!