Periodically, you probably need to send some emails for some standard communications. You probably attach the draft documents to an e-mail message, and you've probably been creating these messages from scratch every month: typing the recipient names, composing the message, and adding the required data. It's easy to make mistakes this way by omitting a recipient, creating an inconsistent message, or forgetting to attach data. There is a better way of handling these repetitive communications using Microsoft Office Outlook. We can use email templates to send messages that include information that does not change often. Standard email recipients can be set. The message is then saved as a template, and then the template can be used every time it is needed. Just amend or add new information before sending it out as an email message.
CREATE AN EMAIL TEMPLATE 1. On the File menu, point to New, and then click Mail Message. You can also start a new e-mail message by clicking the New Mail Message button on the Standard toolbar. 2. When the new message opens, give it an appropriate subject and compose your content. Leave space for variable information that will be added when you send the message. You can set the standard email recipients into the email. 3. On the File menu, click Save As. 4. In the Save as type list, click Outlook Template, and then click Save. 5. If you are planning on sharing your email templates, then take note of the folder where your templates are stored.
USING THE EMAIL TEMPLATE 1. In the Inbox folder in Outlook, on the Tools menu, point to Forms, and then click Choose Form. For Outlook 2010, click on New Items, More Items, Choose Form… 2. In the Choose Form dialog box, click the Look in drop-down arrow, and then click User Templates in File System. 3. Select your template, and then click Open. 4. In the open message, go through the email and add or amend any changes required. Verify if any attachments are needed and attach the necessary.