📎 This article includes 3 downloadable practice files ↓
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| Tool | Best for | How |
|---|---|---|
| Template (.oft) | Whole emails: subject, body, recipients | New Email > write it > File > Save As > Outlook Template. Use: Home > New Items > More Items > Choose Form > User Templates |
| Quick Parts | Reusable paragraphs (bank details, disclaimers) | Select text > Insert > Quick Parts > Save Selection. Type its name and press F3 to insert |
| My Templates | New Outlook / web: short snippets | New mail > … > My Templates |
Use clear placeholders like {invoice no} and {amount} so nobody sends “Dear {name}”. Search for “{” before sending.
💡 Pin “Choose Form” to the Quick Access Toolbar; opening a template becomes one click. Lesson 7 has a macro that replies to a mail using a template.
Practice
Turn the three template texts into .oft files (or My Templates) and use one on a real reply.
📎 Practice files for this article
⬇ Download all 3 files (ZIP · 1 KB)
- 📄Payment reminderTemplate text with placeholders.⬇ TXT · 290 B
- 📄Meeting follow-upDecisions and actions structure.⬇ TXT · 168 B
- 📄Out-of-office handoverWho to contact while away.⬇ TXT · 225 B
Free to use for learning. Files with macros (.bas) are plain text — import them with Alt+F11 → File → Import File, and always test on a copy.
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