Save Time and a few Nerves Using Email Templates
in the Outlook Web Client

A little Secret

Does it seem to you that you write the same emails over and over again, word for word? And do you think that you can save a lot of time by simply copying the text after writing it once and then pasting it in from time to time? The answer you may not have known you needed is “email template”, which solves the problem of recurring text passages or even entire emails.

It doesn’t always have to be the Same Old Story

For example, if you’ve received an important email but can’t reply because you’re attending a meeting, an email template is useful. Maybe you also write an email to your favorite colleagues every day asking about today’s lunch. A template would be useful, wouldn’t it? We will now show you how you can store a suitable template in the Outlook web client for every recurring situation.

Setting up an email template like this may sound difficult at first. But it is not. First click on “New message” in the Outlook web client to write a new email. However, you shouldn’t just go ahead and type away just yet. You must first open the template window. You can access this via the advanced options and click on “My Templates”. “My Templates” is an add-in for Microsoft 365.

A short Crash Course on Add-ins

Add-ins are practical little helpers that make Microsoft 365 even more comprehensive and more efficient. To see what other add-ins you might be able to use in your everyday work, click on “Add-Ins” under “Apps” in Outlook.

You may not be able to see the “My Templates” extension because the Microsoft 365 administrator has not given you permissions in this case. To solve the problem, you should contact them.

A window will now open from the right in which templates have already been set up.

Perhaps these examples already contain exactly the templates you wanted, but if not, it is no problem to create one yourself. Simply click on “+ Template” to create your own email template.

Now you can quite simply give your template a title and then type in your text for the email template in the larger field below. Finally, click on “Save” and the template is created. We have created the following example.

We have now created “Took half a day off” in our email templates. As soon as everything has been saved, all you need to do is select the relevant template and the stored text will land in your email.

As you have now seen, it is really easy to store email templates in the Outlook web client. So you not only save time but also save a few nerves if you don’t have to send the same emails every day.