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Working with E-Mail Templates
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An e-mail template is really nothing more than a standard e-mail message that you have saved as a template. Here are some suggested uses for e-mail templates: Create an expense report form. Send product information to potential clients. Create status reports for ongoing projects. Send messages to speci c groups of recipients. Create a form for information requests or product registration. When you need to send similar messages frequently, creating a message template can save you quite a bit of time, particularly if the message contains a great deal of frequently used text, graphics, or form elements. You also reduce potential errors by
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reusing the same message each time rather than creating multiple messages from scratch. You can use the template to provide the bulk of the message, lling in any additional information required in each particular instance.
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Creating an E-Mail Template
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Creating an e-mail template is as easy as creating an e-mail message. You can start by opening a new message form, just as you would if you were sending a new message to a single recipient or group. To create an e-mail template from scratch, follow these steps: 1. With the Inbox folder open, click the New button on the toolbar to open a new mail message form. Enter the boilerplate text and any information that you want to include every time you send a message based on this template. For example, you can specify the subject, address, other headings, bullets, lists, and tables. 2. Click the Microsoft Of ce Button, and then click Save As in the message form. 3. In the Save As dialog box, shown in Figure 25-1, specify a name for the le. Select Outlook Template in the Save As Type drop-down list. Outlook 2007 adds an .oft le name extension to the le name. You can specify a path if you want to save the le in a different location.
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Figure 25-1. Save your newly created template as an .oft le.
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Outlook 2007 opens your My Documents folder with the le type corresponding to the current item (HTML, Rich Text Format, or Text Only). The default location for user templates, however, depends on your operating system version. On Microsoft Windows XP, the location is the <pro le>\Application Data\Microsoft\ Templates folder, and on Windows Vista , it is the <pro le>\AppData\Roaming\Microsoft\Templates folder, where <pro le> is your user pro le folder (which is Documents And Settings\<user> on most Windows XP systems but is Users\ <user> on Windows Vista systems). When you select Outlook Template as the le type, Outlook 2007 automatically switches to your Templates folder. 4. Click Save to save the template. Close the message form, and then click No when asked whether you want to save changes. You can create as many e-mail templates as you need, storing them on your local hard disk or on a network server. Placing templates on a network server allows other Microsoft Outlook users to use them as well.
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Working with E-Mail Templates
Using an E-Mail Template
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After you create an e-mail template, it s a simple matter to use the template to create a message by following these steps: 1. In Outlook 2007, click the arrow next to New on the Standard toolbar, and then click Choose Form. Alternatively, choose File, New, Choose Form. Outlook 2007 opens the Choose Form dialog box, as shown in Figure 25-2.
Figure 25-2. Select the template in the Choose Form dialog box.
2. In the Look In drop-down list (which is set to Organizational Forms Library by default), select the location where the template is stored. In this example, the template is stored in the user default template folder. To use this template, select User Templates In File System. 3. Select the template from the list, and then click Open to display a message form based on the template data. 4. Fill in the message form to include any additional or modi ed information, and then send the message as you would any other.
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