The Time-Saving Power of Email Templates

Kayla Dahl
Jul 9
4 min read

We all experience the frustration of managing emails, and many of us feel overwhelmed with constant responses. Whether it's writing the same replies repeatedly or struggling to articulate our thoughts, our inboxes can quickly pile up. But there’s good news: email templates can be a game changer. They are simple, effective tools designed to streamline your email communication, allowing you to focus on what truly matters.

In this blog, I will explore email templates, explain how they can save you significant time, and guide you on how to create them in Microsoft Outlook and Gmail. Additionally, I will share examples of email templates you can implement immediately.

What Are Email Templates?

Email templates are pre-formatted emails that can be quickly customized and sent with minimal adjustments. Think of them as convenient shortcuts for your inbox. Instead of starting from scratch every time you need to compose an email, you can use a template to handle repetitive tasks or common responses.

For instance, I have used templates to reply to client inquiries, reducing my email drafting time by nearly 50%. This means more time to tackle essential projects or spend with family.

How Email Templates Save Time

Picture this: you receive the same question multiple times throughout the week. Instead of wasting time crafting a response each time, an email template allows you to fill in the necessary details and send it off quickly. This not only speeds up your response time but also ensures a consistent message across all communications.

A study found that professionals spend an average of 28% of their workweek managing emails. By using templates, you can slice through this time, focusing on higher-priority tasks instead.

Creating Email Templates in Microsoft Outlook

If you are a Microsoft Outlook user, setting up email templates is straightforward. Here’s an easy guide to create your own:

Open Microsoft Outlook and click on New Email.
Write the email content you wish to save, leaving placeholders for personalized information.
Click on File in the upper left corner, followed by Save As.
In the "Save as type" dropdown, select Outlook Template (*.oft).
Name your template and click Save.
To use the template later, go to Home > New Items > More Items > Choose Form.
In the "Look In" dropdown, select User Templates in File System, choose your template, and click Open.

Now, you have an efficient way to utilize your customized email whenever needed!

Creating Email Templates in Gmail

Gmail users can easily create templates as well. Here’s how:

Open Gmail and click on Compose to start a new email.
Type the content to include in your template.
Click on the three dots in the lower right corner, select Templates, then Save draft as template > Save as new template.
Give your template a name and save it.
To use your template, open a new email, click on the three dots again, select Templates, and choose your desired template.

Using Gmail templates can save you time and make responses just a click away!

Five Examples of Email Templates to Create

Having a variety of templates can enhance your efficiency further. Here are five practical examples that work for various personal and professional situations: