Dear Mr. Internet,

Is there someway I can set up e-mail templates so I don't have to keep typing the same messages over and over again?

Dawn Doherty
Coldwell Banker Residential Brokerage
Denver, CO

Dear Dawn,

In PART I of this series we saw how easy it was to create very cool text-based e-mail templates that can be designed for any purpose and are immediately available with a single click of the mouse (CLICK HERE to review PART I).

As good as that is, it's just the beginning of what you can do with Outlook (2000, XP or above) e-mail templates. In this article we are going to explore how you can create simple HTML e-mail templates that will greatly enhance the look of your message and its impact on your recipients.

Creating Your HTML E-mail Message Template

HTML e-mail uses the language of the Web (HTML) to format how it looks and can include graphics, formatted text, and even embedded Flash movies and JavaScript. The advantage to using HTML e-mail is that recipients are much more likely to open and read it. And with today's modern e-mail software, most can view it as well.

The steps to creating simple HTML e-mail using Outlook (2000 or above) are similar to those used for text-based e-mail, but with a few twists. Here is how you do it:

1. Create Your Message - open a blank e-mail message window and be sure to change the format to HTML under the Format menu. Now type your message making sure to spell-check, edit and otherwise proof for errors. After that you can then go back and change the font type, size, color, style, add numbered or bulleted lists, indent paragraphs, insert graphics, horizontal lines, etc. You can even change the color or insert a graphic as part of the background.

   Your ability to format, add, and insert elements to your message can be found under the message window Insert and Format menus and its tool bar. A word of caution here: don't go too crazy with all this design flexibility and end up with something that is way too busy! Keep it simple, easily readable, and use common fonts that most recipients are likely to have such as Arial or New Times Roman. Finally, if you do add graphics, be aware of the total file sizes since the larger they are, the longer it takes to send and receive your message.

   NOTE: steps 2. and 3. below are exactly the same as when creating text-based e-mail templates and are included here for your reference. Step 4. however is different and needs to be followed carefully.

   Add Attachments - add whatever attachments are appropriate for this message. There are no limits here, however be advised that the more you include, the longer it takes the recipient to download it and the more likely it won't even get through.

2. Add Subject Line And Addresses - simply add your subject line and, if you want, any number of CC: & BCC: addresses that are appropriate. For example, you may want to BCC: your virtual assistant on all template messages that have to do with an active transaction.

3. Save The Template - select "Save As..." under the File menu in the message window. When the dialog box pops up, change the file type to ".oft", name the file something that says what it is, choose the folder where you want it stored, then click the "Save" button.

   IMPORTANT: Outlook will initially try to have you save your template in the Microsoft Templates folder. Be sure to change the folder location to one of those you set up under the "Start" menu as discussed in PART I. This is critical if you want easy, one-click access to your templates. There is a link to the step-by-step tutorial in the Article Resources below in case you need to review how to save your e-mail templates so you can organize them and bring any of them up with just one click of your mouse.

   This entire process is fairly straightforward. However if you feel you need to actually "see" how it is done you can CLICK HERE to view an online slide show tutorial that shows you step-by-step how to do the entire process from start to finish. Also, if you are currently using Outlook 2000, XP (or above), CLICK HERE to download the example template referenced in the tutorial.

   This Is Just The Beginning...

   The above process is the quickest and easiest way to create HTML e-mail templates within Outlook. However, the formatting tools within the Outlook message window are very limited. In PART III of this series we will cover how to create just about any kind of HTML template you can imagine including your very own branded "stationery" and powerful operational templates with embedded forms you can use to help run your business.

   Meanwhile, start thinking about the types of messages that you send on a regular basis that could be put into a one-click template. Try your hand at creating both text-based and HTML template versions. And when you see how much time they save you and how good you look to prospects and clients, you will be glad you did!