I needed to send individual emails to a number of users who need to activate their Office 365/SharePoint user licenses. Sending a mass email to the group did not quite yield the results we were looking for, and so we’re now sending individual emails to the users. So far I have sent 43 individual emails to these users, and I am sure there are more to come. Sending these emails manually involves copying and pasting the subject line and content 43 times and adding the copied recipients 43 times.
To help me get this accomplished a lot faster, I created an email template so I don’t have to do all this copying and pasting.
Create the template
Templates are easy to create: you simply draft the email like you normally do. In other words, click New Email from the New Group on the HOME tab, type the message, adding any attachments, pictures, formatting you need. If you always carbon copy certain people, you can add them as well.
When the email is ready, click the FILE tab and choose Save As in the left pane
In the dialog box, give your file a name, and choose Outlook Template (*.oft) from the Save As Type drop-down.
Click Save and close the mail window. You may be prompted to save it again. You don’t have to.
Using the template
When you’re ready to use the template, instead of using New Email, use the New Items drop-down from the HOME tab, choose More Items, and then Choose Form…
From the Look In: drop-down choose User Templates in File System
Select your template, and then click Open. From here, add your recipient, a greeting, edit your message if need be, and hit send. While it’s a tad tedious to retrieve the templates sometimes, in the end, it does save you quite a bit of time if you’re needing to send the same message over and over again.