CTW-Tech Tips #1

Credentialing in a Tech World

As promised, here is my first tip

Outlook-Do you tend to send the same emails often, sometimes changing only the recipient or a word or two in the body? Well there is a way to save an email as a template and you can call it up any time you want to send it.

Here's an example:

I have a standard email that I send to applicants informing them that their application was received and it is in process. This email includes a copy of our checklist (in case they forgot something) and a breakdown of our cut off dates and upcoming meeting dates (to hopefully manage expectations).

I open my template, add the recipient, and customize if necessary.

Here are the steps in creating the template:

1. Click on New Email

2. Create the email exactly the way you want it. Including any recipient that should regularly get it. (So in my above example, I have our main email address saved as a cc on the email template)

3. Click File->Save As

4. File name: (name your file)

5. Save as type: Choose Outlook Template

*This will be defaulted to save in a folder on your local drive. This is not a good place to keep it because, if your pc crashes, all of your templates will be lost.

6. Choose a folder on your share drive, click Save

To access the template

1. Click New Item->More Items->Choose Form

2. Choose Look In User Templates in File System

2. Pick your template

3. Complete your email and click send

You can update your template by opening it, making the change and then click on save as.

Using Quick Steps you can add a shortcut to your form right in your ribbon.

If you have some cool examples of uses for this feature, please share your creations.

#outlook #template #email