How to reply emails with template text in Outlook?

It’s easy to create a new email with template by clicking Home > New Items > More Items > Choose Form and selecting the specified template in Outlook. However, it seems impossible to reply emails with templates. Here, this article will introduce two workarounds to reply emails with template text in Outlook.

Reply emails with template text by Quick Steps feature

Reply emails with template text by Kutools for Outlook

Reply emails with multiple templates by Kutools for Outlook

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Reply emails with template text by Quick Steps feature

Although it’s impossible to reply emails with template in Outlook, you can create a quick step with the template content. Therefore, the template content will be added into the replying message automatically. Please do as follows:

1. Click Home > Create New in the Quick Steps box. See screenshot:

2. In the opening Edit Quick Step dialog box, please:
(1) Type a name for the new quick step in the Name box;
(2) Select the Reply option or Reply All option from the Actions drop down list;
(3) Click the linked text of Show Options to expand email options. See screenshot:

3. Now the email options expands. Please type or copy the template content into the Text box, and click the Finish button.

Now the new quick step is created and added in the Quick Steps box as below screenshot shown.

4. For replying an email with the specified quick step, please select the email, and then click the new created quick step in the Quick Steps box on the Home tab. See screenshot:

Note: This method can reply emails with plain template text only, and it does not support pictures, hyperlinks, text formatting, etc.

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Reply emails with template text by Kutools for Outlook

For replying emails with formatted template text, you can save the formatted template text as an auto text entry with Kutools for Outlook, and then reuse the auto text entry with only one click.

Create Template

1. Click Kutools > Resource.

Then the Resource Library pane displays in the right side.

2. Select the edited content, go to the AutoText tab, and click the Add button, and name the template and click Add.

Now the template is created.

Use Template

The next time you need to reply to an email, simply select the position in the reply window where you want to insert the template, open the Resource Library pane, locate the template under the AutoText tab, and click to insert it directly into the email.

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Reply multiple emails with template

Kutools for Outlook supports an excellent Reply to Selected Emails with Templates feature to enable Outlook users to reply to multiple emails with a template in Outlook. Please do as follows:

Select multiple emails you will reply, and then click Kutools > Bulk Processing, and then choose one template from the submenu of Reply to Selected Emails with Template.

Now all selected emails are replied with the specified reply template in bulk.

Note: If you have not added reply templates yet, you can add as follows:
(1) Select multiple emails, and click Kutools > Bulk Processing > Reply to Selected Emails with Templates > Create & manage reply template as below screenshot shown:

(2) In the Create & manage reply template dialog box, click Add button  to create a new template, add the reply template content in the below box, and then click the Reply button. See screenshot:

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