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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.

Batch reply multiple emails with preset templates in Outlook

Normally, we can reply one email at a time in Outlook. However, with Kutools for Outlook’s Bulk Reply feature, you can easily reply multiple selected emails with replying templates easily by several clicks only!module Outlook-ad-download-link}
reply multiple emails with templates 1

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arrow blue right bubble 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.


arrow blue right bubble 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.

1. Click Home > New Email to create a new email, and type or copy the formatted template text into the message body.

2. Select all content in the message body, click the Add button  in the Auto Text pane. See screenshot:

Note: The AutoText Pane is opening by default after Kutools for Outlook installed. If the AutoText pane is off, please click Kutools > Pane to turn it on.

3. In the opening Auto Text dialog box, type a name for the new auto text entry in the Name box, specify a category, and click the OK button.
Now the formatted template content is saved as an auto text entry. Please close the new email without saving.

4. Return to the Mail view, select the email you will reply with template, and click Home > Reply or Reply All.

5. In the replying message, please click the Insert button  behind the auto text entry of formatted template text to insert it, then compose the reply message and send it.

Demo: reply / forward emails with template text in Outlook


Tip: In this Video, Kutools tab is added by Kutools for Outlook. If you need it, please click here to have a 60-day free trial without limitation!


arrow blue right bubble Reply multiple emails with template

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

Select multiple emails you will reply, and then select one of reply templates from the Bulk Reply drop down list on the Kutools tab. See screenshot:
doc reply multiple emails with template 01

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 Reply > Create & manage reply template as below screenshot shown:
doc reply multiple emails with template 02
(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:
doc reply multiple emails with template 03


arrow blue right bubbleRelated Articles


Kutools for Outlook - Brings 100 Advanced Features to Outlook, and Make Work Much Easier!

  • Auto CC/BCC by rules when sending email; Auto Forward Multiple Emails by custom; Auto Reply without exchange server, and more automatic features...
  • BCC Warning - show message when you try to reply all if your mail address is in the BCC list; Remind When Missing Attachments, and more remind features...
  • Reply (All) With All Attachments in the mail conversation; Reply Many Emails in seconds; Auto Add Greeting when reply; Add Date into subject...
  • Attachment Tools: Manage All Attachments in All Mails, Auto Detach, Compress All, Rename All, Save All... Quick Report, Count Selected Mails...
  • Powerful Junk Emails by custom; Remove Duplicate Mails and Contacts... Enable you to do smarter, faster and better in Outlook.
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