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Learn how to format a newsletter in Microsoft Outlook and save it as a template to save time when you create your next edition.
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I first created my newsletter in Word 2010. It looked great, but when I went to web view, as it would look in an e-mail, the tables and boxes I created were all over the place, formatting issues, I suppose.
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I tried again in Publisher 2010, but it doesn't include the option to have a reflection under my header logo, and I REALLY liked the effect. So I went into Outlook and re-created the newsletter. I looks GREAT!
I used several boxes, a table, a bunch of photos and a few hyperlinks through-out. I did a test send to a yahoo e-mail address, a Gmail address, and an outlook e-mail account to see how it would look to receivers of the newsletter. Only the Outlook account got the message as it was sent in whole. The other two accounts got just the header logo with the reflection and the background color in the e-mail and everything else in the mail ended up as an.emz attachment.
I used Outlook's tools to create the newsletter, from creating the boxes, to the coloring and gradients. What can I do to fix this/prevent this from happening? When I'm gone, a Legend Will be Born. Found an EXCELLENT tutorial on how to do exactly what I wanted to do, with all the bells and whistles intact. From all the views this post has gotten, I bet there are a few others who'd also like to know how I did it. I used Publisher and it all went smoothly. Pay attention to step 2.
It's VERY important! You can re-size it to what you need, but you HAVE to use an 'e-mail' template. You can re-size the page to your needs, just be realistic on the width, height is not an issue. Once I was finnished creating it, and did my mail merge, it was sent to my Outlook 'outbox'.
From within Outlook I was able to send ALL of them at once, no problem! See, it CAN be done, just a little research and a wee bit o' smarts:-) Well, start here ==> Start with a blank publication If you want to design your e-mail publication from scratch, you can start with a blank publication. • Start Publisher. • In the Publication Types list, click E-mail. • Under E-mail, click Blank Sizes.
• Click the blank template that you want. • Under Customize, click the color scheme, font scheme, and business information set that you want.
Note To prevent the text in your publication from being converted into an image when you send your e-mail message, select a Web-ready font scheme. For information about Web-ready fonts and Web-ready font schemes, click a link in the See Also section. • Click Create.
• On the Arrange menu, click Layout Guides, and then click the Margin Guides tab. • In your publication, add text, pictures, and any other objects that you want. • Note For more information about working with text and graphics, see and. • Save the e-mail publication.
When I'm gone, a Legend Will be Born.
In this article you will learn how to create, save and use standard Outlook email templates. You will also find out how to reply with template in Outlook 2016, 2013, 2010 and lower or automatically add an email template of your choosing to all new messages, replies or forwards. Outlook e-mail templates is a really powerful feature, though often underestimated. Rather few people know that email templates exist in Outlook and even fewer know how to create and use them in the right way. For example, do you know how to create beautiful feature-rich Outlook templates with any text formatting, pictures, signatures and attachments? Do you know you can open a template by clicking the shortcut or add it to the message by double-clicking the template's name in the e-mail window? Moreover, there is an easy way to reply with template in Outlook or have a certain template added to all new messages, replies or forwards automatically.
Just think how much time you could save if instead of typing the same text over and over again, you would simply click on a template and a nicely formatted e-mail message with pre-verified and therefore always accurate information is ready to be sent! • • • • • Creating email templates in Outlook This section explains how to create and save email templates on an example of Outlook 2010. In Outlook 2016 and 2013, it works exactly in the same way, with maybe some insignificant differences in the color scheme and design of the Outlook ribbon. How to create an email template in Outlook You start creating an email template by composing a new message in the usual way ( Home tab > New E-mail). Be sure to add all the details you want to save in your template, such as the body text, subject, attachment, recipient address if needed, and so on. For example, you've created a new design of your newsletter and now want to save it as an email template in Outlook: How to save an email template in Outlook • When you have finished composing a message, switch to the File tab and click the Save as button.
• Select Outlook Template (*.oft) from the Save as type drop-down list, and give your new e-mail template an appropriate name. Do not change the destination folder where Outlook templates are saved, otherwise Outlook won't be able to locate them. By default, Outlook 2010 saves all template files to this folder C: Users UserName AppData Roaming Microsoft Templates. Note: In case you don't see the Developer tab on your Outlook ribbon, right-click anywhere on the ribbon and then click Customize the Ribbon. This will open the Outlook Options dialog and you select the Developer check-box in left pane.
• In the Choose Form dialog window, select ' User Templates in file System' from the drop-down list next to Look in. You will see a list of all the e-mail templates you currently have, select the needed one and click Open. A new message will be created based on the chosen template, with the same message body, subject, formatting, images etc.
How to edit the Outlook email template If you need to make any changes in your email template, open it as an email as described above and make the changes you want. After that save the template under the same name again as described in. How to quickly access your email templates If you frequently use one or more of your email templates, navigating to the Developer tab each time may seem quite a long way. In this case you can create a shortcut and place it on your desktop or pin the template to the task bar. The latter seems to be even a better option, so let's go ahead with it. • Go to the folder where all Outlook templates are located: C: Users UserName AppData Roaming Microsoft Templates. • Find the needed template, select it and drag towards the Outlook icon on your taskbar.
This will pin the template to context menu on your Outlook icon. • Next time you need to need to e-mail with template in Outlook, simply right-click the Outlook icon on the task bar and choose the template you want. As you can see in the screenshot below, you can pin several templates that you use most often. If you don't want a particular email template on your task bar any longer, right click on it and choose Unpin from this list. If you'd rather have a template shortcut added to the desktop, then open the folder with your Outlook templates, as described on step 1 above and select Send to >Desktop. This will create a shortcut on your desktop and you click it whenever you want to create an email message with this template.
How to share your Outlook email templates An Outlook template is the usual file (.oft), so you can pick any template from the folder all Outlook templates are stored (C: Users UserName AppData Roaming Microsoft Templates) and send it as a usual attachment or save to a hard drive or network share. Automatically apply a template for all new messages as Outlook theme If you want to apply a specific template for all new emails, then you'd need to create an HTML template first and then set it as your Outlook email theme. For example, you may want to use a particular font or background color in all email messages you send. The below instructions describe the required steps to create an html email template in Outlook 2010, but you can use a similar technique in other Outlook versions too. • Design your email template and open it as a usual Outlook email message. • Switch to the File tab, click the Save As button and save the email as a HTML file to the Stationery sub-folder of the Microsoft folder. On Vista, Windows 7 and Windows 8, this folder is located here: C: Users UserName AppData Roaming Microsoft Stationery.
You can also design your Outlook e-mail template using any other HTML editor and save the resulting html file to the same folder. • To set the newly created template as your default Outlook email theme, go to the File tab > Options > Mail > Compose messages section and click the Stationery and Fonts button. • Find your email template in the list of Outlook themes and click OK to set it as the default email theme. From now on, your new Outlook email template will automatically be applied for all messages you are composing. Where do I find free email templates? There are tons of free ready-to-use templates on the web for all possible scenarios and occasions.
Here are just a few examples: • • • (sample letter texts and templates) • (this is our own collection of thank you letters, after job interview, follow-up, recommendation e-mails) • (job interview, cover letter, request for recommendation etc.) As you can see, Outlook templates provide a handful of useful features that can save you a lot of time. But if your work implies sending tens or even hundreds of emails every day, the capabilities of standard Outlook templates may not suffice. For example, what if you want to reply with template in Outlook? And what if you have a few dozen templates for different occasions and you need to view the template's content in order to pick the most suited one and insert it in the message you are composing with a mouse click? Does the above sound like a wish-list for the Microsoft Outlook development team?:) No matter how fantastic it may sound, all these features have already been implemented in advanced Outlook email templates that work with all versions of Outlook 2016 - 2003, and further on in the article you will find how to use them.
Advanced email templates for Outlook 2016, 2013, 2010, 2007 and 2003 As I've mentioned above, there exist Outlook email templates that you can use in all types of messages: new e-mails, replies and forwards. These templates do not require switching to other Outlook tabs, creating desktop shortcuts and the like.
You can create, edit and inset a template in your message directly from the e-mail window, all with a single mouse click! So, here it comes -. Once installed, this plug-in adds a special pane to the right-hand part of your e-mail window that shows your own catalog of Outlook email templates grouped in folders and sub-folders. The content of the currently selected template is displayed in the preview window, as you see in the screenshot above. In your templates, you can use any text formats, insert various pictures e.g. Your company logo, signatures, hyperlinks and so on.
If you don't want to see the Template Phrases pane when composing a message, simply click on the chevron button at the top right-hand corner and it will minimize to a small vertical strip, as you can see in the screenshot below. Creating email templates for new messages, replies and forwards • In the e-mail message you are composing or replying to, select the text you want to add to the template and click the New template icon on the add-in's toolbar. • The selected text is automatically added to the body of your new email template and the first line of the text becomes the template's name. All text formatting, links and images will be fetched and added to the template you are creating. Nothing can be easier, agree?
In the same way, you can create an email template from any message you have sent or received in Outlook, or copy / paste the text from Microsoft Word or any other application. Editing an Outlook template directly from the message window • If you need to make changes in your Outlook template, select it on the pane and either click the Edit icon on the Template Phrases toolbar, or right-click on the template and choose Edit from the context menu. • The editing window will open, you make the necessary changes and click OK to save them. Inserting a template into an email message with a click If you want to add a template to the message you are currently composing or reply with a certain template in Outlook, you have three options to choose from: • Double-click on the email template in the pane (my preferred way: ) • Select a template on the pane and click the Paste icon on the Template Phrases toolbar. • Right-click on the email template and choose Paste from the context menu. If you want to use a particular email template in each new message, reply or forward, choose the appropriate option from the Shortcuts drop-down list and you will have the template added automatically to all messages of the selected type. Sharing email templates If you work as part of a team, you may want to share a set of verified and proof-read templates with your co-workers to ensure that everyone sends accurate and up-to-day responses to your clients or partners.
• Put all the templates you want to share into one folder. • Select that folder, click the Backup & Share button on the Template Phrases toolbar and select the Export the selected folder. • Choose the destination folder of your local network and you are done! When someone wants to add the shared folder to their template catalog, they need to perform the same 3 steps but choose Import to selected folder instead of Export on step 2. The imported folder with shared templates will be added to the end of the email templates tree.
Using macros in Outlook email templates I know that many Office users have an innate fear of macros. If you are that user type, don't be afraid, in this case 'macros' do not mean writing VB scripts and the like. The Template Phrases add-in has a pre-defined list of macros that you can use in your Outlook email templates to automatically attach a certain file, fill in To, Cc, Bcc or Subject fields etc.
As well as all other manipulations with Template Phrases, adding a macro to a template takes just a couple of clicks. • When creating a new or editing an existing template, click the little arrow next to the Insert macros button in the lower left-hand corner of the window. • This will open a list of available macros and you pick the needed one.
The macros' names are self-explanatory, so you will easily guess what each particular one is purposed for. For example, to add an attachment to the template, you select ~%ATTACHFILE= that comes first in the list: • The Insert File dialog window will open and you browse for the file you want to attach and then click the Open button. The attachment is added to your template.
If can find more about macros and other Template Phrases features on this page:. And here how the template looks like when added to the message. As you can see in the screenshot below, I've used 3 macros: to fill in the Subject field, attach a file and insert the highlighted word(s) into the template's text: If you are interested to try these email templates in your Outlook, you can download a. As I've already mentioned it works with all versions of Microsoft Outlook 2016, 2013, 2010, 2007 and 2003. I truly hope you will love these new powerful Outlook templates. And if you do, grab this coupon code AB14-BlogSpo that we provide especially for our blog readers and get your license with 15% discount.
Alternatively, you can use this direct order link:. Anyway, please do share your feedback here in comments and thank you for reading! Hello Linda, Regrettably, this is not possible with standard Outlook email templates. Advanced email templates () described in the 2nd part of the article provide such capabilities. You can to fill in To, Cc, Bcc and Subject fields. Also, you can use the following combination of 2 macros ~%WHAT_TO_ENTER[~%SUBJECT] to insert a subject or its part into an email.
Every time you click the template to paste it into an email, you will see a dialog box with the subject text to be inserted, where you can remove some words and make any other edits. These edits will be applied to the subject's text inserted into the message body only, the Subject per se will remain intact.
Your directions on creating the template has been a huge help; particularly as we have 6-8 different emails that must be sent upon hiring of new employees! I atached a file to the email (before I saved it as a template)and, when I opened the template, it was still there. My only question is this: If we make a change to the document (that the attachment is pulling from), when we send a new email (using the template), it still has the original file attachment, not the updated version (which we 'saved as' with the same file name. It appears this attachment is static and does not pull 'live' from the source. Do you know if this is the case?
Is there a way around this? I have a client using Outlook 2010 who wants to have an email template made.
The catch is that he does not want certain content in the template to be editable (both images and text) -- his plan is to share this email template with co-workers to send out from their own accounts, but he does not want them to change or delete parts of the content by mistake. Is there any way to 'lock' content in an Outlook email template, so that when a user opens a new email from the template, they can't edit designated sections? Thank you in advance! Kindly Advice, I have two accounts in outlook 2013 (office 365 as Microsoft Exchange & Outlook.com as IMAP). I have created & saved template, in the from field i selected outlook.com mail ID. I also created a reply rule pointing to this template & applied this rule to a specific sub-folder which is under Inbox in Outlook.com account. The problem is it sends these mails from Office 365 account Outbox.
I suppose due to it being default send account. But in that case kindly help me understand what is the purpose of selecting 'from:' field in the template when outlook is clearly ignoring which account i want to send these email from? I've created a form with an attachment. But I want to be able to turn an existing email into that form, not just open a new email of that form. Reason being I have an extensive contact list where I click to send a new email to each contact. Then I want to turn that new email into the form with the attachment. Is this possible at all?
I cannot download the Templates add-in at my company. Is there a macro that would attach the same file and input the same text into an existing email? I don't know how to write VBA either. I Have made a HTML Stationary template and signature through Outlook, which are both working find, as long as the email is opened on a desktop computer. If the emails are opened through an email app (i.e. On an iphone), all the formatting is wrong, and images that have been used in the header and signature all move, making the email template look very sloppy. How can I set my template and signature to adjust to which ever device the receiver of the email opens the email in?
So that if they open the email on an iphone, the header is still centered, etc). I would like to have an e-newsletter template that maintains the same side to side dimensions as the Word document I use to craft the newsletter content with photos. When I paste my content into an Outlook 2013 email message box without a template format, the text can spread as widely as the computer user's viewing screen. Is there an Outlook newsletter template that will limit the width to preserve the layout AND still allow functional links to webpages? A jpeg or PDF version will preserve the Word document but does not allow for functional web links. I believe I could create something in Constant Contact newsletter formats, but doing that disallows my easily using my flexible Outlook address book for allusers, list that changes on a regular basis. I don't want a set of stock formatted content in new email messages.
I just want to override the default styles that Outlook uses in new email messages. For example, I want to define the hanging indent, tab stop, and Spacing Before the paragraphs when the Bullets ribbon tool button is used to add bullets. Even if I leave one bullet in the stationery template, using this button to add a bullet to a paragraph applies the Outlook default 0.25' hanging indent with a 0.25' tab stop, and no spacing before. How can these deeply-embedded defaults be changed? Your instructions are very simple to follow, thank you. However, what I am wanting to do is not listed. I work with veterans so I want a patriotic background to my emails.
I have a nice stationary I would like to scan to use as a background/theme. I can't figure out how to do it. Can you help? Also, Some of the MS stationary preloaded is like a background where you can write over the top (ie. The bears), but what I load want let me. How can I save a stationary that is just a background. Lastly, How can I use/make borders for my stationary.
Thank you for your assistance. Hi there, This is great, however what I am wanting is very similar to this but in calendar instead, with appointments. We schedule all our work through outlook calendars which our employees can access on their phones (at the office we have control over all their individual calendars). Our employees note all the details of their jobs in the notes section of the calendar appointment and what we need is a template when creating the appointment so it is logical and they don't forget to record any of the job details. Is this possible? Also I tried all your instructions as a practice run and when I went to re-open the email template and I got to C: Users UserName and there was no 'app data' file.
Do you know why this would be?