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How to forward emails with template in Outlook?

When forwarding emails in Outlook, you may usually type the same text to remind your recipients. In the case, forwarding with a specified template will ease your work. Here, this article will introduce three ways to forward emails with template in Outlook.

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arrow blue right bubbleForward emails with template by Quick Step

This method will guide you to create a custom quick step to forward emails with specified template text in Outlook. Please do as follows:

1. In the Mail view, click Create New in the Quick Steps group on the Home tab. See screenshot:

2. In the Edit Quick Step dialog box, please (1) type a name for the new quick step in the Name box; (2) select Forward from the Actions drop down list; (3) click the linked text of Show Options. See screenshot:

3. Now the hidden options are expanded. Please type or paste the custom template text into the Text box, and then click the Finish button. See screenshot:

4. Now the quick step is created. Select the email you will forward with template, and then click the new created quick step in the Quick Steps group on the Home tab. See screenshot:

5. The forwarding message is opening with the specified template text. Please compose and send it.


arrow blue right bubbleForward emails with template by Signature

This method will guide you to save the entire template as a signature, and then you can quickly insert it into any composing email easily in Outlook.

1. In the Mail view, please click Home > New Items > More Items > Choose Form. See screenshot:

2. In the Choose Form dialog box, please (1) select User Templates in File System from the Look In drop down list; (2) Select the specified template you will forward with in the template list; (3) Click the Open button.

3. Now a new email with the specified template is opening. Please place the cursor in the message body, press Ctrl + A to select all content, and then press Ctrl + C keys simultaneously to copy the entire template.

4. Go ahead to click Insert > Signature > Signatures. See screenshot:

5. Now the Signature and Stationery dialog box comes out. Please click New button in the Select Signature to edit section, type a name for the new signature and click the OK button in the popping out New Signature dialog box. See screenshot:

6. Go ahead to place the cursor into the Edit signature box, press Ctrl + V keys to paste the template, and then click the OK button. See screenshot:

7. Close the new email without saving.

So far a signature is created with the template content. And you can easily insert the template content into any composing emails.

8. In the Mail view, select the email you will forward with template, and click Home > Forward.

9. In the opening Message window, go to the message body where you will insert the template content, and click Insert > Signature > the specified signature with template content. See screenshot:

10. Compose the forwarding email, and send it.


arrow blue right bubbleForward emails with template by AutoText entry

This method will guide you to save the entire template as an AutoText entry with the AutoText feature of Kutools for Outlook, therefore you can reuse the template content easily with only one click.

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1. In the Mail view, please click Home > New Items > More Items > Choose Form. See screenshot:

2. In the Choose Form dialog box, please (1) select User Templates in File System from the Look In drop down list; (2) Select the specified template you will forward with in the template list; (3) Click the Open button.

3. Now a new email with the specified template is created. Place the cursor in the message body, press Ctrl + A to select the entire template content, and then click the Add button  in the Auto Text pane. See screenshot:

4. In the popping out Auto Text dialog box, please type a name for the new AutoText entry in the Name box, specify a category, and click the OK button. See screenshot above.

So far an AutoText entry with the template content has created, and you can insert it into any composing emails easily.

5. Please close the new email without saving.

6. In the Mail view, select the email you will forward with template, and click Home > Forward.

7. In the forwarding email window, go to the message body where you want to insert the template content, and click the Insert button  behind the specified AutoText entry with template content in the Auto Text pane. See screenshot:


8. Please compose the forwarding email, and send it.

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Demo: reply / forward emails with template text in Outlook

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