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If you find yourself frequently answering similar emails in Outlook, I have a great tip for you. You can save your replays as templates so you can access them whenever you need. This way instead of writing out your text from scratch every time, you can save time and use predefined text blocks with a click of a button. Let me show you. (electronic music) Before we get started, a brief thanks to Skillshare, the sponsor of today's video. Now I have a special link for you. It's in the description of this video. I'm going to chat more about them and their classes towards the end so stay tuned for that. Now there are two great methods you can use to answer emails with a saved reply template. Number one, the free My Templates add-in, and number two, the Quick Parts feature. Let's start with My Templates. Now what's great about My Templates is that they're stored within your mailbox. So they're also available to you when you're using another computer or Outlook on the web. Let's take a look. By default, the My Templates add-in should be turned on in Outlook as long as you have an Exchange account. Now it's not available for POP or IMAP accounts. You can check if you have the add-in by clicking on Get Add-ins up here. Under My add-ins, you're going to see it in the section of add-ins that are provided by Microsoft. Now it's available from Outlook 2013 onwards. If for any reason it's not turned on, you can enable it here. So how do you use these templates to reply to an email? When you're in the reply, you'll see View Templates on the message tab in the ribbon all the way on the right. Click it and it's going to open the templates pane. It's going to come with some sample responses already. When you hover over the templates, you'll get the option to delete and to edit templates. By clicking the plus down here, we get to create our own templates. But before we do, please take a moment to subscribe to my channel in case you haven't done so already. So to create our own template, click the plus here. Assign a name to it, and down here, you can add the text for your response. Now under surface, there are no formatting options for the templates. So you can change the font size, color, or add links to your text, which to be honest is quite limiting. But what you can do is to write the text in another application, so Microsoft Word, for example. And then there add all the formatting you need and then copy and paste your text into template here. Like this. This way, you can even add links to your response. When you're done with the response, click Save, which will add it to the available templates. Now just a heads up! The My Templates add-in has a total size of 32 kilobytes for all templates. So in case you get an error message when you try to save that looks like this or this, you need to reduce the amount of content so that the combined size of all templates is less than 32 kilobytes. So don't go overboard and you should be fine. So next time you need to reply to a message, simply click View Templates and select the one you want. It will copy the text into your response, just two clicks and you're done. And of course, you're not just limited to using these templates for replies. You can also use them when you're composing a new message. The other option is to use Quick Parts, a feature that Microsoft introduced in Outlook 2007. Now with Quick Parts, you can basically store reusable pieces of content and galleries. They can include text, images, tables, and even formatting. Now here's the thing though, they are only available locally on your computer they're not automatically synced. Let me show you. To create a template with Quick Parts, either type the text you want or use the text from an existing reply. Highlight the part of the text you want to use as a standard response. Then go to the Insert tab and over here on the right in the text group, you're going to see Quick Parts. Click it and you'll get the option to save the selection as a so-called building block to the Quick Part gallery. In this window here, you can give this Quick Part a name. With the dropdown for category, you can organize your Quick Parts in separate groups for creating new categories. Now I don't need that so I'm going to go with general. Click on OK. So next time you want to use this text when you reply to a message, just click on insert Quick Parts and select a template you want. A faster way is to add the gallery to your quick access toolbar. Just right click on the icon in the ribbon and select Add to Quick Access Toolbar. Then you can make your selection from here. And an even faster way is to use auto complete. Just type the name of the Quick Part, in my case it's test, hit F3 and it's there. It's not even necessary to type the whole name as long as it's unique. So in my case typing t e and then F3 is enough. The great advantage of Quick Parts is that the building blocks aren't just limited to text. So in this case, let's say we're out of stock for a particular item, and we would only respond to customer requests that come in with an alternative item. In my saved response, I included some texts to respond to the customer's request. I also added a picture of this alternative product and its specs, all conveniently saved and available with just a few clicks. If you right click on any saved response, you get the option to organize and delete. From here, you see all building blocks you have. You can edit their properties, delete them, or insert new ones. I already mentioned that the Quick Parts are saved locally in your computer. So the last thing I want to show you is how you can export them. The folder they're saved in is called NormalEmail.dotm. To find it, open the Windows File Explorer and in the address box here, type in this link. Once you're done, hit enter. And there you're going to find the NormalEmail.dotm template file which you can export to another PC. I hope these two options will help you save time composing emails or answering repeated requests. Now if you like to learn new skills or upgrade your existing skills, make sure you check out the classes and workshops on Skillshare. Skillshare is an online learning community that offers classes that are designed for real life. You can learn and grow with short classes that fit your busy routine. Now you're going to find a wide range of topics. My favorites are productivity, freelance and entrepreneurship, business analytics, management, marketing, and sometimes a little class from here and there to explore new fields. Now Skillshare is also incredibly affordable, especially when compared to pricey in-person classes and workshops. An annual subscription is less than $10 a month. Now the great news is that the first 1000 people who click the link in the description of this video are going to get a free trial of Skillshare premium. This way you can explore your creativity without getting disturbed by Ads. Many thanks to Skillshare for sponsoring this video and supporting my channel. If you enjoyed this video, don't forget to give it a thumbs up. And if you want to improve your skills, consider subscribing to this channel. Thank you for watching and I'll see you in the next video. (electronic music)