The number of emails that we send and receive on a daily basis seems to be on an ever increasing curve. Typing emails can be an especially tedious task, particularly when your typing speed is not that high.
To help with this, Outlook has a way of automating text entry when typing emails, in both the online and desktop versions of Outlook. In this post, we will show you how to automate text entry in either the online or desktop version of Outlook.
In Outlook, templates are the objects that can be used for quickly entering a standard block of text into an email message. A couple of standard templates are provided for you and you can add as many new templates as you want for your own specific needs.
When you are composing an email in Outlook online, click on this three dot icon that is visible to the right of the send button.
When you click on this button, a pop-up menu will appear. In this menu, click on the line that reads “My Templates”.
When you are composing an email In the desktop version of Outlook, click on the three dot icon that is visible on the right-hand side of the compose window.
In the drop-down menu that appears, click on the line that reads “ View Templates”.
Regardless of which Outlook version you are using, this will open a pane on the right-hand side of the screen where you can see a list of all the templates available.
Each template has a title and text that can be used in an email.
Simply click on the title of the template that you want to use and the text that is linked to the title will be pasted into your email message.
So in a couple of mouse clicks, you can instantly add blocks of text into your email message instead of having to type it.
Creating a New Template
To add a new template, click on the plus icon in the template pane.
The contents of the pane will change to look like this.
Enter a name for the new template in the title field, the text that you want to use as part of an email in the main text field and then click on the “Save” button to save the template.
The template will be saved and listed as available for you to use in emails.
This template will now be available for use in both the desktop and online versions of Outlook.
Editing Existing Templates
To change an existing template, hover your mouse over the template name and two icons will become visible.
If you want to update the title or text of a template, click on the edit icon.
To delete a template, click on the trash icon and the template will be removed.