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Tech Bits: Create Ready-to-Go Emails to Save Time (Faculty & Staff)

Date

Wednesday, February 17, 2021

Do you find yourself sending emails to team members containing similar content or a similar format, such as project meeting recaps or reminders? If so, consider using the email template feature in Outlook or Gmail to more efficiently send these types of emails in the future.

Outlook 365

  1. Click New message or New Email to start a new email message in Outlook, then:
    1. Outlook on the web - at the bottom of the message, click the three dots to the right of the Formatting options icon Outlook Formatting Options Icon. Then click My Templates.

      If this is the first time you are using a template, a description of the My Templates add-in will appear on the right. In this case, click Continue.

    2. Windows Outlook desktop client - click View Templates at the top right. If you don't see View Templates, click the small down arrow Windows Outlook Desktop Client Down Arrow  in the top right of the message window to expand the full ribbon tool bar, and then click View Templates.
    3. Mac Outlook desktop client - click View Templates. If you don't see View Templates, click the side arrow Mac Outlook Desktop Client Side Arrow in the top right of the message window to expand the full ribbon tool bar, and then click View Templates.
  2. Click +Template
  3. Enter a title for the template and content you would like to use in the body of the message, then click Save.
  4. To use the template you created immediately: click the name of the template you just created. The content of the template will then populate into the body of the message and you can feel free to make any edits before sending.

    To use the template you created at a later time: click New Message and repeat step 1 above, then click the name of the template you want to use. The content of the template will then populate into the body of the message and you can feel free to make any edits before sending.

Gmail

Enable Templates

  1. In your TU Gmail account, click Settings Gmail Settings Icon​​​​​​​, then See all settings.
  2. At the top, click Advanced.
  3. In the Templates section, select Enable, scroll to the bottom and click Save Changes.

Create a Template

  1. In your TU Gmail account, click Compose.
  2. Type the content of the message you would like to use for a template in the body of the message.
  3. At the bottom of the message, click the three dots next to the trash icon.
  4. Next, hover over Templates, then Save draft as template and finally select Save as new template.
  5. Enter a name for the template, which will appear as the subject line of the message. Then click Save.
  6. Finally, either send the message or close the New Message window.

    To use the template you created at a later time: click Compose and repeat step 3 above, then hover over Templates and click the name of the template you want to use. The content of the template will then populate into the body of the message, and the title of the template will be your subject. Feel free to make any edits before sending.