The templates created using the My Templates add-in are stored in your mailbox account. This allows them to be used on different devices or even the Web version of Outlook.
Having said that, this means that your Outlook account must reside on a Microsoft Exchange server. More personal level email accounts like POP and IMAP accounts are not supported.
The My Templates add-in is available for users of Outlook 2013 and later.
Checking for Availability
To see if you can use the My Templates add-in, open Outlook and select the Home ribbon and click Get Add-ins located at the far right of the Ribbon.
Under the section labeled “My Add-ins”, the My Templates add-in will be listed if available.
If you feel you qualify for this add-in but do not see it listed, running an update on Microsoft Office will likely solve the issue.
Using the My Templates Add-in
To use the My Templates add-in, when replying to a message, select the Message tab to locate the View Templates button located on the far right of the Ribbon.
Clicking the View Templates button will reveal the My Templates library of stored templates.
The tool comes equipped with several sample responses. You can delete these if they are not needed.
Hovering over an option will reveal a Delete button and an Edit button.
Clicking the template entry in the list will insert the stored text into the body portion of the email message.
Creating New Templates
To create a new template, click the “circle-plus” button at the bottom of the template preview list.
This opens a panel that allows for the naming of the template as well as the creation of the template content.
Unfortunately, you cannot change font styles, font colors, or add images or hyperlinks to the small entry window.
However, there IS a clever way around this limitation.
Open Microsoft Word and craft your response using any formatting or images, tables, or hyperlinks you wish.
Once crafted, select the response and press COPY, then return to Outlook and PASTE the response in the template window.
Click SAVE to add the newly crafted template to the Template Library.
Things to Be Aware Of
The My Templates add-in has a storage limit of 32KB (kilobytes). If you create too many templates of sizable content, you will likely consume all available space quickly. This may result in messages like the following.
If this occurs, you need to reduce the amount of saved content in the library.
Two Clicks and You’re Done
Think about it, two clicks and you have completed a response that would have taken valuable time out of your busy day.
These are not limited to email replies; you can also use them in new messages to save composition time.