How to add shortcuts to templates in Ribbon in Outlook?

Applying templates frequently for emails with the same text, layout, or special formatting is a great time-saver. However, finding these templates each time can be frustrating and time-consuming. Fortunately, there are efficient methods to add shortcuts to templates directly in the Microsoft Outlook Ribbon, enabling you to apply templates with just one click.

Add a shortcut to a template in Ribbon by creating quick steps

Add a shortcut to a template in Ribbon by adding Choose Forms in QAT

Add a shortcut to a template in Ribbon by creating quick steps

If you send email messages with some special text usually, you can create a template with the special text, and add it to the Quick Steps box.

Step 1: Click the Create New in the Quick Steps group under the Home tab.

Step 2: In the Edit Quick Step dialog box,

1. Enter a name for the new template in the Name: box;
2. Click the in the Choose an Action box, and select the New Message in the drop-down list.

Step 3: Click the Show Options below the To… box.

Step 4: Add information in the new template as follows:

1. Enter the recipients’ email addresses in the To… box.
2. Enter the subject information in the Subject: box.
3. Preset Flag and Importance.
4. Enter the special text in the Text: box.

Step 5: Click the Finish button.

By now the new template has been added to the Quick Steps box, showing as the name you type in Step 2.

Add a shortcut to a template in Ribbon by adding Choose Forms in QAT

Most of the time, not only special text, you may send email messages with special layouts and format styles. This method will help you open the template library, and let you select and apply templates quickly.

Step 1: Open the Template library with clicking the New Items > More Items > Choose Forms;

Step 2: In the Choose Form dialog box, select the Standard Templates in the Look In: box, or click the  Browser button to find out templates.

You can add the Choose Form command to the Quick Access Toolbar in Microsoft Outlook 2010 and 2013. And there are a couple of ways to realize it.

Method A:

Step 1: Click the New Items > More Items.

Step 2: Right-click the Choose Form item.

Step 3: In the right-click menu, select the Add to Quick Access Toolbar item.

Then the Choose the  Form command is added to the Quick Access Toolbar immediately.

Method B:

Step 1: Click the File > Options.

Step 2: In the Outlook Options dialog box, click the Quick Access Toolbar in the left bar.

Step 3: In the Choose commands from: box, click the button and select All Commands from the drop-down list.

Step 5: Select and highlight the Choose Form item in the commands box.

Step 6: Click the Add button.

Step 7: Click the OK button.

Now the Choose Form command appears in the Quick Access Toolbar at once.

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