Outlook 2010 Advanced – Lesson 21 – Working with Templates

Many messages you send have the same format and style time after time. For example, you might use e-mail to send out memos. Instead of creating the message from scratch each time you need to send a new one, you can create a message with a standard style and format once and save it as a template.

A template is a reusable document that defines the structure and layout of the specific type of message. It should include common elements that appear within the message in specific locations or at repeated intervals. Such elements might include a company logo, repeating titles and text, and text styles, to name a few.

You can modify a message based on a template exactly the same way that you would modify a message you create from scratch. You change the message resulting from the template and not the template itself. Changes you make in this message do not affect future messages you create with the template. Only changes you make to the template itself appear in future publications.

Outlook comes with built-in templates you can use to give your messages flair. You can modify these templates or design your own. Outlook templates have the .oft extension.

Using a Template

Most built-in Outlook templates simulate decorative stationery. The While you were out template simulates the popular pink memo you see in many offices. You can use these templates for your informal correspondence and to get ideas to produce your own custom-designed templates. Once you create a template of your own, you can use it in exactly the same way as using a built-in template. You select templates in the Choose Forms Form dialog box, shown in Figure 51.

 

Figure 51: The Choose Form Dialog Box

To use a template:

Home tab, Items

More Items…choose Form…

Formform

Open

  1. From the File menu select New, and then Choose Forms from the submenu
  2. In the Choose Form dialog box, in Look in: select User Templates in File System
  3. Select the template and then click Open
  4. Compose and send the message

In the following exercise, you will use a template.

1. Open the Inbox
2. From the Home tab, choose New Items The New Items dropdown menu appears.
3. Choose More Items, choose Choose FormsForm The Choose Form dialog box appears.
4. Select from the Look In: dropdown, Personal Forms Library
5. Select Ocean.oft
6. Choose Open The form appears with a design in the left margin.
7. Close the template without sending a message
8. From the Home tab, choose New Items The New Items dropdown menu appears.
9. Choose More Items, choose Choose FormsForm The Choose Form dialog box appears.
10. Select from the Look In: dropdown, Personal Forms Library
11. Select Urgent.oft
12. Choose Open The template appears with a design in the left margin.
13. Address the template to your partner, add a friendly message, and then send the message

Creating a Template

To create a template, you must first define the layout and the repeating elements. When you save this message as a template, Outlook automatically saves it in the Template directory. All message templates you create appear in the Choose Template dialog box.

To create a form:

1. Compose the message you want to use as a form.

2. From the File menu, choose Save As.

3. In the File name text box, type a name for the template.

4. In the Save as type drop-down list box, select Outlook template (*.oft).

5. Make sure the Save list displays the drive and path containing the Outlook templates.

6. Choose Save.

In the following exercise, you will create a template and then use it.

1. Open a new message
2. In the message area, type Memo and then press Enter twice
3. Format the word Memo in Arial, 16 points, bold and italic, and center the text
4. From the File menu, choose Save As The Save As dialog box appears.
5. In the File name text box, type Memo
6. From the Save as type drop-down list, select Outlook Template (*.oft)
7. Make sure the Save list displays the drive and path containing the Outlook templates
8. Choose Save The template is saved.
9. Address the Memo message to your partner
10. In the message area, below the word Memo, type All servers should try on costumes by Monday.
11. Send the message
12. From the Home tab, choose New Items The New Items dropdown menu appears.
13. Choose More Items, choose Choose Forms The Choose Form dialog box appears.
14. Select Memo.oft The template opens. Only the word Memo appears. You can reuse the template to send another message.
15. Close the template

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