In the past, if you wanted to create a beautiful email you needed to know HTML and CSS. But the days of having to code to create an amazing email are behind us, thanks to modern email design tools and templates.
With Campaign Monitor’s email builder the possibilities are endless. You can build a custom email that starts with one of our email templates and uses our intuitive drag-and-drop email tools.
In this post, we’ll walk you through the simple steps that will help you design and build a custom email from start to finish.
Sending emails is a major part of our daily communication. But crafting personalized emails for each recipient or purpose takes a lot of time and effort. This is where using customizable email templates in Outlook comes in handy.
Email templates allow you to create a basic structure of an email with standard content sections. You can then customize this template repeatedly for different recipients.
In this comprehensive guide, let’s look at what email templates are, why they are useful, and step-by-step instructions to create and customize templates in Outlook
What are Email Templates?
Email templates are pre-made email layouts that contain boilerplate text, images formatting, and other standard content. They allow you to bypass the task of creating a new email from scratch each time.
The reusable sections in a template remain constant. You just have to input the variable details like recipient name, date, etc. before sending the email.
Benefits of Using Email Templates
Here are some of the biggest advantages of using customized email templates:
-
Save time – Creating emails from templates is faster than writing from scratch.
-
Consistency – Templates ensure all emails follow the same structure and branding.
-
Accuracy – Pre-approved templates reduce mistakes in repetitive email content.
-
Customization – Templates can be tailored for different recipients and scenarios.
-
Quick access – Pin your frequently used templates for one-click use.
How to Create an Email Template in Outlook
Follow these simple steps to make an email template from scratch in Outlook:
-
Open a new email window in Outlook.
-
Add the subject line, common email body content, signature, images, attachments etc. based on your requirements. Format it as needed.
-
Go to File > Save As in the menu.
-
In the save window, change the file type to Outlook Template (*.oft).
-
Enter a name for your template and click Save.
The template will be saved in this default location on your system:
C:UsersUsernameAppDataRoamingMicrosoftTemplates
Once created, you can insert this template in a new email and customize it before sending.
Tips for Creating Effective Email Templates
Follow these tips to make templates that are easy to customize and reuse:
-
Use descriptive template names like “Newsletter”, “Webinar Invite” etc.
-
Add fields like [[First Name]], [[Date]] to highlight custom areas.
-
Keep the style and formatting consistent in all sections.
-
Use images judiciously – they should be easy to replace.
-
Enable formatting marks to see placeholders and structure clearly.
How to Use an Email Template in Outlook
Once you’ve made templates, using them in Outlook requires a few easy steps:
-
Compose a new email in Outlook.
-
Go to the Insert tab and click Templates in the Includes group.
-
Select your template in the templates dialog box.
-
The template structure and content will be inserted into the email body.
-
Customize the variable fields like name, date, event details etc.
-
Make any other changes required.
-
Send the email when finalized.
The recipient will only see the customized version – not the underlying template.
Tips for Smoothly Using Email Templates
Follow these tips when working with Outlook email templates:
-
Open the template first before adding recipients – this avoids accidental sending.
-
Use preview mode to check how the customized email will appear.
-
Save each finalized email separately for future reference.
-
Update the template source file if you make improvements.
-
Use keyboard shortcuts like Ctrl+Shift+M to quickly insert templates.
How to Customize an Email Template in Outlook
The real power of templates lies in customizing them for specific situations. Here are some ways to tailor Outlook email templates:
Modify the Content
-
Change the greeting like “Hi [First Name]” based on who you’re emailing.
-
Insert merge fields like [[Event Date]] and update their values.
-
Modify entire sections like event location, sale details etc.
-
Add or update images, attachments, hyperlinks based on context.
Update Formatting
-
Apply new color schemes matching the occasion like green for an eco-drive.
-
Update fonts, sizes, emphasis for better legibility.
-
Change layouts by moving sections around, adding columns/tables.
-
Insert company logos, icons, and graphics matching the campaign.
Automate with Conditional Content
-
Use IF fields to show/hide content based on variables.
-
Personalize with first name, last name, title, location etc.
-
Vary offers, prices, discounts based on user data.
-
Display different images, links based on the email client.
With the above customizations, a single template can produce a wide variety of tailored emails automatically.
How to Manage Email Templates in Outlook
Here are some tips for efficiently organizing and managing Outlook email templates:
-
Store templates in a dedicated folder for easy access.
-
Rename generic templates (Template 1, Template 2) with proper names.
-
Delete unused templates periodically to avoid clutter.
-
Group related templates in sub-folders by category or purpose.
-
Mark important templates as favorites for quick retrieval.
-
Set reminders to update templates monthly/quarterly.
-
Share common templates with team members for content consistency.
-
Back up templates regularly in case of file corruption incidents.
Proper template maintenance ensures smooth usage and maximum ROI from templates.
Troubleshooting Email Templates in Outlook
Here are fixes for some common email template issues faced in Outlook:
-
Missing content – Save messages as msg files, not eml to retain formatting.
-
Styling issues – Reapply fonts, styles in the template source file.
-
Images not showing – Change image paths from local to web links.
-
Links not working – Update hyperlinks when they get broken or point elsewhere.
-
Attachment missing – Don’t attach files directly to a template.
-
Fields not updating – Enable field codes instead of plaintext placeholders.
-
Wrong information showing – Verify the field names and data sources used.
FAQs about Outlook Email Templates
Here are answers to some frequently asked questions about email templates in Outlook:
Where are Outlook templates stored?
Outlook templates are stored in this default location:
C:UsersUsernameAppDataRoamingMicrosoftTemplates
Can I password protect an email template?
No, Outlook does not allow you to directly password protect a template. You can protect the template file using Windows file encryption.
How do I insert a template in Outlook online?
In OWA, go to New email > More options > Include template to add a locally saved template (.oft file).
Can I use templates between Outlook on Windows and Mac?
Yes, Outlook templates have the same .oft file format on both Windows and Mac.
Is there a limit on the number of templates in Outlook?
No, there is no preset limit on how many templates you can create and store in Outlook.
Key Takeaways
-
Email templates help speed up composing emails by letting you reuse content.
-
Customizing a single template in different ways enables personalized, targeted emails at scale.
-
Creating, organizing, and maintaining templates systematically enhances productivity.
-
Templates can include images, attachments, formatting, and conditional logic for automation.
-
Storing templates in the right location and updating them regularly prevents issues.
With this handy guide, you are now equipped to harness the power of customized email templates in Outlook! Set aside some time to create templates for your most frequent email types. With the right templates in place, you will be able to compose professional emails effortlessly.
Step 1: Choose a template to get started
The first step in customizing your email is to select a template from the extensive Campaign Monitor template library. Here, you’ll find a wide variety of templates to choose from.
The template you choose will be partially based on the type of message you’ll be sending, such as a marketing offer, transactional email, newsletter, announcement, or event invite. Different objectives call for different formats and layouts, so consider which template will complement the message and objective of your email campaign.
For example, let’s say you’re sending out an email marketing campaign to announce a new collection of items in-store. For this post, we’ll pretend we are an email marketer at fashion retailer, Topshop.
Choose a template right from within the email builder:
Step 3: Edit your image
Once you’ve inserted your bold hero , you can edit it right within the builder.
Editing capabilities include everything from simply enhancing the , to adding effects, rotating orientation, resizing, cropping, color correcting, lighting, sharpness, and removing blemishes.
In the example below, you can see how clicking on the lighting option expands into more specific features such as brightness, contrast, highlights, and shadows.
Once you’ve made your edits, click ‘Save’ and your new will be updated in the template.
