How to create an email template for quick replies in Outlook

I got the good news that I was promoted and moving to a new role!
I was so excited about the move!
However,
this excitement rapidly disappeared during the transition period of moving from one role to another.

Why my excitement disappeared?

I was spending plenty of time in my Inbox, replying to emails to the people I was working in the previous assignment saying that I was no any longer in that role.

Sending over the same email – was a big frustration.
I will show you in this post on how I managed to send in one the same email and how to create an email template for quick replies in Outlook.

How to create an email template for quick replies in Outlook

Outlook templates are one of those little hacks that can help you to take your productivity at work to the next level.
First, you may be wondering what an email template in Outlook is about.

What is an email template in Outlook?

Imagine you need to send every Thursday the very same email to the same audience.
Instead of creating the same email every Thursday – with the risk of making mistakes –
why not get that email ready in one click?

That is exactly the purpose of an email template,
this is an email already prepared in Outlook that you expect you will use many times.

Going deeper,
in this email template, you will have a pre-defined message with the desired content you want to use as a new email or reply to other emails.

Three main benefits why to use an email template for replies in Outlook

There are three main benefits of using email templates while managing your emails in Outlook.

Productivity
Rather than create a new email from scratch each time you need to reply to an email, you can use the email template as a base and perform any chance if needed.

Client experience
Thanks to the email templates you can get back to your client in a very short time, confirming you receive the email and when the client can expect to hear back from you.
Mistakes Proof
With email templates, you considerably reduce the risk of sending incorrect messages, including wrong information and orthographical mistakes that could result in looking less professional in the eyes of the receiver of the email.

Step by-step how to create an email template for quick replies in Outlook

I show you below step-by-step how to create an email template for quick replies in Outlook.

Imagine the situation,
which you receive an email in your inbox and you want to reply to this email with a predefined template.

In this case, you receive an email under the subject: Outlook – Email Template

Open the email in a separate window

In the Message Tab – go to the Quick Steps group and click on the down arrow

Click on New Quick Step and Custom

Following screen will appear:

Under actions choose Reply

Click on Show Options

Following screen will appear – how to fill it in:

  • To field: Leave it empty
  • Subject: Leave it as RE: <subject>
  • Flag: No Flag
  • Importance: No Change
  • Text: The text you would like to have in your Email template
  • Shortcut key: Insert the shortcut you would like to use – in my case CTRL+SHIFT+8

And Click Finish

How to use the email template Quick Step in Outlook

You receive an email in your inbox – in this case under subject: Outlook – Email template

Open the email in a separate window

Action the shortcut CTRL+SHIFT+8
(remember this is the shortcut we set up during the step-by-step action – see above)

Once you action the Shortcut key,
the reply to your email will be already prepared and you will only need to send the email (Alt+S)

Email templates examples in Outlook

The email templates are very interesting to be used when you need to send the exact same email many times during your working days.


You may wonder if you will have any case when you need to send the same exact email.

I would say – no matter which industry you work in – there is at least one email type that you are sending quite often.
I bring you here some examples for inspiration when you may want to consider using Email templates in Outlook

When you want to confirm to a customer/partner you have received an email:

Thank you for your email.
This is to confirm I have received your email and I will get back to you in 2 working days.

Cheers

Mister Paton
https://misterpaton.com/

When you have moved into a new assignment:

Thank you for your email.
As of 1stNov22 I have moved into a new role as Americas CFO.
For any APAC related topic,
please contact hello@misterpaton.com who has been taking over the APAC role from me.

Thank you for updating your records accordingly.

Mister Paton
https://misterpaton.com/

When you have limited capacity in the team:

Thank you for your email
Due to limited capacity in the team, I will only be able to get back to you in a week time.
If the topic is urgent, reach me out in Skype or call me at +1-----

Thank you for your understanding.

Mister Paton
https://misterpaton.com/

When you want to follow up on the action plan of a previous email chain:

This is email is to follow up on the status of the actions discussed in the previous emails.
I would appreciate if you could get back to me by COB tomorrow, thanks!

Mister Paton
https://misterpaton.com/

When you are on a business trip:

Thank you for your email.
For the next 10 days I will be in business trip taking over the role of Americas CFO with limited access to my inbox thus you should expect delay in my replies.
If the topic is urgent, reach me out in Skype or call me at +1-----

Thank you for your understanding.

Mister Paton
https://misterpaton.com/

You can alternatively set up an out-office message – you can find more details here.

FAQ Email templates in Outlook

Can you create a reply template in Outlook?

Yes, it is possible to create a reply template in Outlook.
Simply go to Quick Steps > New Quick Step > Custom> Reply > Insert the text you want in the body of the email.
You will have a ready reply template you can access with one

Can you reply to an email in Outlook with a template?

Yes, you can reply to an email in Outlook with a template by using the shortcut you selected in the Quick Steps.

Can I have more than one template to reply to emails in Outlook?
Yes, you can have more than one template.
I would recommend you define the 4-5 different scenarios when you would use templates to reply to emails.

Can custom templates be used in email?

Yes, you can customer the templates to be used in email.
While creating the template, you can include the content of the email as you would do normally while writing an email

Can you add an email template to Quick steps in Outlook?

Yes, you can add an email template to Quick steps in Outlook.
You would simply action the template by using the shortcut you selected in the Quick Steps.

Step by step go to Quick Steps > New Quick Step > Custom> Reply > Insert the text you want in the body of the email, and you are ready to go.

Memes email templates in Outlook

When you manage a new email in your Inbox with a just a template

When you use many email templates in the same day

When you are not sure if you want to recognize you use an email template

When someone tells you it is not good to use email templates in Outlook

When you come from vacation and you have many emails in your inbox

If you wonder how to effectively manage your inbox after vacation – click here.

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