Outlook 2016 offers a range of customizable templates to help you create professional-looking emails, newsletters, and documents with ease. Templates can save you time and ensure consistency in your communications. Here's a comprehensive guide on how to use templates in Outlook 2016.
Before we dive in, ensure that you have the 'Developer' tab enabled in your Outlook ribbon. If not, you can add it by right-clicking on the ribbon, selecting 'Customize the Ribbon', then checking the box next to 'Developer'.
Accessing and Using Built-in Templates
Outlook 2016 comes with a variety of built-in templates that you can use and customize.
To access these templates, follow these steps:
Using the 'New Items' dialog box
1. Click on 'New Email' or 'New Document' in the 'Home' tab.
2. In the 'New Items' dialog box, select 'More Items from the bottom of the list.
3. Choose 'Choose Form...' and then select 'User Templates in File System'.
Using the 'Templates' folder
1. Navigate to the 'File' tab and select 'Open', then 'Browse'.
2. In the 'Open' dialog box, select 'User Templates in File System'.
3. Choose the template you want to use and click 'Open'.
Once you've selected a template, you can customize it by adding your content, changing the design, or adjusting the layout. Remember to save your changes if you want to use the template again in the future.
Creating and Saving Your Own Templates
If you find yourself using the same design or layout frequently, consider creating your own template.
Here's how to create and save a new template:
Creating a new template
1. Start with a new email or document, or use an existing one as a base.
2. Customize the design, layout, and content to your liking.
Saving your creation as a template
1. Click on 'File', then 'Save As'.
2. In the 'Save As' dialog box, navigate to the 'User Templates in File System' folder.
3. Choose 'Outlook Template (*.oft)' from the 'Save as type' dropdown menu.
4. Enter a name for your template and click 'Save'.
Now, you can access your custom template using the methods described earlier. With your own templates, you can maintain a consistent brand identity and save time on repetitive tasks.
Adding and Removing Templates
Outlook 2016 allows you to add and remove templates to keep your collection organized and relevant.
Adding a template
1. Navigate to the 'File' tab, then 'Options', and select 'Add-ins'.
2. In the 'Add-ins' dialog box, select 'Templates' in the 'Add-ins available' list and click 'Go...'.
3. Click 'Add' and select the template you want to add. Click 'OK' to close each dialog box.
Removing a template
1. Follow the same steps as adding a template, but in the 'Templates' dialog box, select the template you want to remove and click 'Remove'.
2. Click 'OK' to close the dialog box.
Using templates in Outlook 2016 can greatly enhance your productivity and ensure consistency in your communications. With a little practice, you'll be creating and using templates like a pro. Happy templating!