How to Add a Drop-down List in Email Template and Use it in Outlook?
When we are using an email template to compose new messages or reply to messages, we may need to change a few variables in every email. In this case, inserting a drop-down list in an email template to choose between the multiple variables will be a great help and save a lot of time. In this tutorial, we will introduce an easy way to add a drop-down list to an email template and use it.
- Create text with a drop-down list in Word
- Save the text with drop-down list as an email template in Outlook and use it in a traditional way
Add a Drop-down List in an Email Template and Use it in a Traditional Way
Create text with a drop-down list in Word
1. To show the "Developer" tab in Word, go to "Files" > "Options" > "Customize Ribbon". Under "Customize the Ribbon" and under "Main Tabs", select the "Developer" check box. See screenshot:
2. Open a new blank document and type the text used for the email template.
3. Select the content where you want to insert the drop-down menu. And in the "Controls" group on the "Developer" Tab, click "Drop-down List Content Control".
4. Now the control is added, click "Properties" in the "Controls" group.
5. In the "Content Control Properties" window, click "Choose an item" in the "Drop-Down List Properties" section, then click the "Remove" button to delete it.
6. Click the "Add" button, and the "Add Choice" dialog box pops up. Input the predefined value that will appear in the drop-down list.
7. Repeat the step 6 until all the values are added. Then click the "OK" button to save the changes. Now the text with the drop-down list is created in Word successfully.
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Save the text with drop-down list as an email template in Outlook and use it in a traditional way
1. In Outlook, go to the "New" Tab, click "New Email" in the "New" group. Copy the text in Word and paste it into the email body. Make sure the list in Outlook functions well.
2. And then you need to save the message as an email template. Go to the "File" tab and click the "Save As" button.
3. Make sure you select the "Outlook Template" option in the "Save as type" box. And input your template name in the "File name" box.
√ Note: You must keep the default destination folder to save email templates unchanged. Because once you change the default destination path, Outlook will fail to locate them. The default destination folder where email templates are saved is:
C:\Users\UserName\AppData\Roaming\Microsoft\Templates
4. Click the "Save" button to save the text with a drop-down list as an email template.
5. To use the saved email template in a new message, go to the "Home" tab, click "New Items" > "More items" > "Choose Form".
6. In the "Choose Form" window, choose "User Templates in File System" from the drop-down menu in the "Look In" box. All the saved email templates will be displayed. Pick the one you want and click the "Open" button.
7. Then a new message is created using the selected message template. In the message body, you can click the drop-down list to select an item you need.
Create and Use an Email Template with a Drop-down List with an Amazing Tool
Here I recommend a useful feature - "Auto Text" of "Kutools for Outlook". With this feature, you can easily save the body content (including drop-down list) of a template as an auto text entry and use this entry with just a few clicks in future!
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1. In Outlook, go to the "New" Tab, click "New Email" in the "New" group. Copy the text with drop-down list in Word and paste it into Outlook. Make sure the list functions well in Outlook. At the same time, the "Kutools Pane" will appear at the right side of the page.
√ Tips: If the Kutools Pane does not appear, you need to click "Kutools" > "Pane" to open it.
2. Select the text and click the ➕ button in the "AutoText" section.
3. In the popped-up "New Auto Text" dialog box, input the name of this email template in the "Name" box. And choose a category from the "Category" drop-down list. The default category is "General". You can click the "New Category" button to create more categories. Click the "Add" button.
4. The email template is successfully saved as an auto text entry and listed under the "Auto Text" tab in the "Kutools Pane".
5. Just click the saved template in "Kutools Pane", then the text with a drop-down list will be inserted into the email body. Just "one click". It's simple as that!
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