Microsoft Outlook 2007

Automating Content with Templates

If you have a standard message that is sent out periodically, email templates (or forms) can save time. Templates allow you to create a base message, which may include designated recipients, a subject line, and even message content. Templates save time when there is a particular type of message that needs to be sent repeatedly, or when only some content is changing (as in the case of a newsletter). As you are using a template, you can add or remove content as needed before sending it out.

Creating a Template
Using the Template
Editing a Template
Deleting a Template

Creating a Template

A new template can help you to build a customizable message that will save time and work. You can also use them to build a personalized letter format.

From the Navigation pane, click MAIL
Click NEW MAIL MESSAGE
A new message window appears.
Add the content for the template
EXAMPLE: Select or add the desired message text, font size, or signature
OPTIONAL: In the To... and Subject text boxes, type the desired recipients and subject
From the Office Button menu, select Save As
The Save As dialog box appears.
From the Save as type pull-down list, select Outlook Template (*.oft)
Using the Save in pull-down list, select a save location
OR
Outlook will automatically save your file to the default templates directory (i.e., C:\Documents and Settings\username\Application Data\Microsoft\Templates).
In the File name text box, type an appropriate filename
Click SAVE
Your template is saved and ready for use.
Complete message as appropriate and click SEND
OR
Close the message window for future use

Using the Template

Templates serve as foundations for messages that you want to send repeatedly with only select changes to the form. You can use a template by following a few basic steps.

From the Tools menu, select Forms » Choose Form...
The Choose Form dialog box appears.
From the Look In pull-down list, select User Templates in File System
A list of your templates appears.
OR
If your templates are stored somewhere other than the default location:
1. Click BROWSE...
2. In the Browse for Folder dialog box, navigate to the appropriate location
3. Click OK
  Outlook will now look for your templates in the selected folder.
Select the appropriate template
Click OPEN
A new message window with a copy of your template appears.
Complete the message
Click SEND
Your message is sent.

Editing a Template

Templates may be edited to improve their appearance or alter the content. If a template needs to be updated, or something in the template must be corrected, you can easily make changes to it.

From the Tools menu, select Forms » Choose Form...
The Choose Form dialog box appears.
From the Look In pull-down list, select User Templates in File System
A list of your templates appears.
OR
If your templates are stored somewhere other than the default location:
1. Click BROWSE...
2. In the Browse for Folder dialog box, navigate to the appropriate location
3. Click OK
  Outlook will now look for your templates in the selected folder.
Select the appropriate template
Click OPEN
A new message window with a copy of your template appears.
Edit the message as appropriate
From the Office Button menu, select Save As
The Save As dialog box appears.
From the Save as type pull-down list, select Outlook Template (*.oft)
Using the Save in pull-down list, select a save location
OR
Outlook will automatically save your file to the default templates directory (i.e., C:\Documents and Settings\username\Application Data\Microsoft\Templates).
In the list of filenames that appears, select the name of the template you are editing
NOTE: Selecting this will ensure that this edited template replaces the old template. Saving with a different name will leave the old template unaltered and create a new template.
Click SAVE
A confirmation dialog box appears.
Click YES
Your newly edited template is saved and ready for use.

Deleting a Template

If you no longer want to keep a template, or need to delete it for space reasons, they can be deleted much like any other document using Windows Explorer. For information on Windows Explorer, refer to Explorer Basics.

Using Windows Explorer, navigate to the folder where your Template is stored
NOTE: The default Outlook Template folder is probably located at C:\Documents and Settings\username\Application Data\Microsoft\Templates.
Select the filename of the template you wish to delete
Press [Delete]
A confirmation dialog box appears.
In the Confirm File Delete dialog box, click YES
The template is deleted.