Create meeting template by creating quick steps. In Outlook, you can create and publish a personal form with the detail information of the appointment and meeting. And then use this form as the appointment or meeting template. Please do as follows. Firstly you need to enable the Developer tab in Outlook. If you cannot see the Developer tab showing on the ribbon, please click How to add developer tab on Ribbon in Outlook?
Shift to the Calendar view and create a new appointment or meeting. In the Appointment or Meeting window, fill in the Subject , Location and body which you need for future use.
See screenshot:. Then close the Appointment or Meeting window without saving. In the Choose Form dialog box, select Personal Forms Library in the Look In drop-down list, and select the form you want to use, then click the Open button. And your new created template will be opened, you just need to modify the items to your request. With the Quick Steps function in Outlook, you can easily create meeting template and use it. Note : You can change the name of quick step in the Name box if you need.
Fill in the Subject , Location and Text boxes, then click the Finish button. Now the new quick step is successfully created and shown on the Quick Steps group under Home tab. When you need to create a meeting with those information, please just click this quick step in the Quick Steps group to enable it. You can think of it as a simplified version of AutoText or Quick Parts.
Here's how it works: you assign a keyword to some text, which can be as long as you like reasonably of course and formatted any way you choose. In a message, you type the keyword, hit the Enter key or space bar , and the keyword is instantly replaced with your text. Drawbacks : the number of text templates is limited to the number of shortcuts you can remember. The Stationery feature in Microsoft Outlook is used to create personalized HTML-formatted emails with your own backgrounds, fonts, colors, etc.
Instead of or in addition to various design elements, you can also include text, and it will be automatically inserted in a message when you choose a stationery file. You start with creating a new message, designing its layout, and typing the template text. It makes no sense to define Subject or any other email fields because when a stationery is used, this information will appear at the top of the message body.
The recently used stationery files will appear directly in the E-mail Message Using menu:. You can also choose a certain stationery as the default theme for all new messages you are creating. Here's an example of what your Outlook stationery message template may look like:.
Drawbacks : the number of clicks to save and access stationery files is a heck of a lot more than really needed. I will say it upfront - this technique is meant for professionals. Designing a custom form is a lot trickier than any other method discussed in this tutorial and may require VBA programming skills.
To start with, enable the Developer tab in your Outlook. Then, click Design a Form , pick one of the standard forms as a base for your custom form, add fields, controls, and possibly code, set attributes and publish your form. Sounds perplexing and obscure? Indeed, it will take time to figure out that thing.
Believe it or not, this solution is a joy to use for novices and gurus alike. Beginners will appreciate the simplicity - getting started with Shared Email Templates is intuitive enough to jump into it right away. Outlook experts can leverage many advanced features such as creating personalized responses with the help of macros, configuring predefined, fillable and dropdown fields, pulling information from datasets, and a lot more. Contrasting from the inbuilt features, Shared Email Templates brings all the functionality directly into the message window!
You can now create, edit and use your templates at a moment's notice, without switching back and forth between different tabs and digging into the menus.
To create a new template, simply select the desired content text, images, links, etc. To insert a template into a message, click the Paste icon or double-click the template name. How to get : Choose your subscription plan or download a free version from Microsoft AppSource.
That's how to create an email template in Outlook. Hopefully, our tutorial will help you choose your favorite technique. I thank you for reading and hope to see you on our blog next week! Outlook email templates: 10 quick ways to create and use by Svetlana Cheusheva updated on November 15, Outlook templates Email templates in Outlook.
The address fields To, Cc and Bcc , Subject line, and even the sending account can be predefined. Your message templates can contain attachments, graphics, and formatting such as fonts, background colors, etc.
Supported versions : Outlook - In-depth tutorial : How to create and use Outlook email templates Email templates in Outlook. To make use of it, this is what you need to do: In the bottom right corner of the New Message window, click the ellipsis button … , and then click My Templates. To have the template inserted in an email, just click its name on the pane. Advantages : simple and intuitive Drawbacks : limited options Supported versions : Outlook. Quick Parts are located in the in the NormalEmail.
Advantages : very simple and straightforward Drawbacks : There is no search option. If you have multiple pieces in the gallery, it might be a problem to locate the one you need. It's not possible to edit a quick part's content - you can only replace it with a new one. Depending on your default mail delivery location, a published form is stored as a hidden item in either the.
As with. The Choose Form dialog window will show up. In the Look in drop-down list, select Personal Form Library and double-click your meeting template, or select it and click Open. A new meeting request will be automatically created from your template. You make the required changes and hit Send. You've designed a nice meeting template using a custom form, but hate going through numerous clicks every time? Then set it as your default meeting form in Outlook.
Here's how:. The inbuilt features discussed in the previous parts work fine but with an important caveat: before your invite goes off, you should carefully review all the information to be sure that every placeholder text is replaced. To save you this trouble, you can insert fillable text fields or drop-down menus where appropriate, so you'll be asked for the values to fill in.
Sounds like a good plan? Then, let's do it :. To accomplish this task, we'll be using Shared Email Templates. Despite its name, the tool is not limited to just emails, meeting and appointment templates are supported as well. If you don't have this handy add-in in your Outlook yet, you can download a free version from Microsoft App Source first, and then proceed with the below steps. Supported applications : Outlook for Microsoft , Outlook - , Outlook for Mac - , Outlook on the web.
For this example, we'll be using a recurring meeting invite , which is perfect for templates with fillable fields because your goals and talking points are unlikely to change much from meeting to meeting.
Here's our sample invite for a weekly team meeting:. First, we are going to configure the drop-down list. Our dropdown list settings look as follows:.
In this case, we pick the Text field in the first box and type " What to brainstorm" for the window title. Since our meeting template is meant for a team, we will only be using the second macro.
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