How to Share an Email Template in Outlook and Why You Should Do It
If you’re wondering how to share an email template in Outlook, you probably already know how to create an email template in Outlook and are ready for the next step: How do I get these templates to my colleagues, so they use them as well?
I love it.
If you don’t know how to create an email template in Outlook yet, please read this article first: How to save an email template in Outlook. and then come right back here 🙂
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Sharing Outlook Email Templates – Instructions
While researching how to save and share Outlook email templates, I realized that it’s a bit complicated, because there is no one answer.
Depending on the device you use (Windows vs Mac) and the type of Outlook application (Desktop vs. Web), the abilities to save templates as a file that you can send to your coworkers varies. I don’t fully understand the Microsoft licensing, but there may be variations in the things you can do within Outlook depending on the license you have, as well.
All that to say: Because of all variations, I did not create step-by-step instructions for how to save and share Outlook email templates, but – I found someone who did.
Please read the following article by Alexander Frolov – How to share Outlook email templates in old, new and web app.
Alexander breaks down your options for sharing Outlook email templates depending on the Outlook version and devices you use.
I, on the other hand, will show you a few examples of how I use a shared Outlook email template to save myself and others time when working together.
Use Cases for Shared Outlook Email Templates
#1 Hiring Emails
If you have been on a hiring committee or have assisted a hiring manager, you know the amount of communication that goes into the hiring process.
There are emails to:
- the hiring committee members
- human resources office
- candidates themselves
- etc.
Even if the position, job description, pay, and hiring manager change, the order of the hiring process doesn’t – neither do the emails that get sent out.
After I helped with hiring an Associate Superintendent on the one hand and an Executive Assistant on the other, it was clear to me that the emails I sent out to both hiring committees and candidates were almost identical.
Knowing that the next hiring process that I was going to be involved in was just a matter of time, I wrote down and created Outlook email templates that I saved in a shared SharePoint folder for me other colleagues to access and use. A major time saver!
Now I just need to pull out the email template, change some details and off the email goes.
#2 Ordering Emails
Before I go on about using email for requesting orders, I want to state how much I wish we would submit order requests using Microsoft Forms instead. But, we are not there yet. Email is what people know, so email is the way to go – for now.
So, while waiting for the Microsoft Forms breakthrough, I am implementing the use of a shared email template instead.
The email template made it easy for the person placing the order to do so quickly by simply filling out the blanks in the template. On the other hand, I receive the order in the exact format that I want for most efficient processing.
#3 Contract Signature Requests
As an Office Manager for several Senior Leaders, I received A LOT of emails requesting signatures for contracts.
It was so hard to keep track of all the different requests with all the different files people wanted signatures on, because
a) the signature requests came in all sorts of different formats and
b) because we had no consistent naming convention for contracts.
Let’s focus on a) here.
After I unsuccessfully tried to get people to send me signature requests a certain way, including a certain subject line and specific information, such as the respective contract numbers, I changed my strategy.
What if I just pre-write an email with exactly how I want to receive the signature request?
So, I created an Outlook email template, saved it, shared it, showed people how to use it, and saved everyone involved time.
Once you’ve tried using Outlook templates and shared them with colleagues, let me know how that’s going for you in the comments.
Good luck 🙂
Want More Tips For An Easier Office Life? Consider these Articles:
How to Set up Rules for Outlook for Guaranteed Inbox Clarity
How to be Less Stressed at the Office with This Easy Email Habit
Email Back and Forth: The Best Way to End It For Good
Just Another Day at the Office – A Simple Daily Structure
How to Write a Professional Email Out of Office Notice
3 Proven Tips for Email Management Best Practices Outlook
How to Save an Email as a Template in Outlook
Rule for Gmail Inbox? 7 Easy Clicks to Set Them Up
How to Get Back Your Focus in the Workplace
Renaming Multiple Files at Once in 7 Surprisingly Easy Steps
How to Share and Email Template in Outlook and Why You Should Do It
How to Set Up a Mail Merge on Word
The Ultimate Guide to Email Subject Line Examples for Meeting Request
How to Organize Files Mac Step by Step Guide
How to Organize Files on Mac Computers
3 Easy Steps to Saving Templates in Outlook Desktop Mac
p.s.
One More Thing:
I am sure you would not say “no” to receiving fewer emails altogether. What if I told you there is a way you might not have thought of? A method that will reduce the number of emails you receive… I personally guarantee it!
Curious and willing to learn? Click below to receive your free email template for every future email you’ll write.
Write? Yes. You’ll see.
