If you work in internal comms, it’s only natural you’ll spend a lot of your work day emailing employees.  But let’s be honest, it can get a bit tedious at times – especially when working out of Outlook. You probably haven’t heard of Outlook email templates then?

Many internal emails lack foundational elements of a great email: simple, consistent and mobile-friendly.

But when working with Outlook, a platform that was never really designed for pretty-looking mass communication, it’s understandable that things can get a little overwhelming and frustrating. We’ve covered a range of problems that crop up when it comes to rendering issues many times in the past.

Outlook email templates are a great way for you to become more productive, plus they also help you stay sane when you have to create, send and track employee newsletters on a daily, weekly or monthly basis.

We are going to cover the basic of how you can start leveraging Outlook Email Templates for your internal emails.

You may be wondering what Outlook email templates are for, why they are so useful, and how to set them up.

If you’re already a template whiz you can probably skip this one, but if you’re new to the concept or feel like you’re not getting the most out of this email feature, keep reading to learn a thing or two.

What are Outlook Email Templates?

Simply put, email templates are a way to create standard, predefined emails so you don’t have to type the same text or HTML every time you want to create an email to send to your Outlook distribution lists.

You may have come across the similar Canned Response feature in Gmail.

You can use a template whenever you have to send the same message on a regular basis. It might be notifying staff of a quarterly fire drill, a welcome message for new starters, or a reminder about kitchen etiquette.

Why are Outlook Email Templates so great?

Typing the same message over and over again is not only a waste of your time, but it also gets mind-numbingly dull.

Also, if you have to send the same email to over a dozen, or even hundreds of recipients, it’s almost impossible to re-type (or copy-paste) the same email again and again. This is the main benefit of using email templates – you save time on monotonous email-writing.

But there are other reasons to start using Outlook Email Templates for your internal comms, and more specifically ContactMonkey’s email template builder developed especially for internal communicators using Outloook.

And moreover, how you can start creating, sending and tracking responsive HTML email newsletters from Outlook without the need of a designer or developer.

Do you know if employees are reading your internal newsletters?

With ContactMonkey, you can see exactly who opens and clicks on all your employee newsletters.

  • Track emails on an individual employee or overall campaign level all within Outlook.
  • Use real-time email metrics to identify your team’s best performing subject lines, links and most engaging content.
  • Highlight engaged and disengaged offices on a global level with our geolocation engagement map.
  • Identify in real-time what content, updates and announcements your employees are engaging with pulse surveys, social reactions, Like buttons, etc.
  • Easily share downloadable reports with your team.   

Templates can also be helpful for ensuring consistency across the organization when you have more than one person in your team responsible for emails. With ContactMonkey it’s easy to share your templates across your team, whether they are responsive HTML designs or plain text email templates.

internal communications tools

How do I create my own Outlook email templates?

To create a template, all you need to do is draft your email as you want it to appear and then ‘Save As’ an Outlook Template (.ost). That template is then ready to use any time you want to create a new email with that exact text – although there is still the option to edit it before sending.

It’s not just the body text you can input in an email template; you can also add recipients and a subject line if they will be the same every time you send the email.

There are more technical details, of course, but we’ll cover those in a separate blog post for you. Even with this basic information you can start playing around with the Outlook Email Templates feature and see how much time it saves you.

How can I create a responsive HTML template for Outlook?

That’s all great, but what if you want to create and send responsive HTML newsletters to your employees from Outlook?

We’ve developed guides to help you create in a few simple steps.

Show Me How To Create, Send and Track Responsive HTML Newsletters in Outlook

Or if you’re feeling more adventurous you could use ContactMonkey’s drag and drop email template builder for Outlook.

Our email template builder comes with dozens of basic and advanced responsive HTML email designs that are perfect for employee communications to help you get started. You can start from scratch and create your responsive email template for Outlook with our template building blocks.

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Convinced by the power of Outlook email templates? Do you want to find out what your employees are actually engaging with when it comes to internal emails? Say goodbye to “Spray and Pray” once you have ContactMonkey in your life!