How to insert and format a table in email template in Outlook?

Author: Zhoumandy Last Modified: 2024-09-19

When you want to use a table in an email template, you may get frustrated with how much work you must manually line up rows and columns of text with spaces. Luckily, Outlook has a built-in Table feature, which can greatly ease the burden of our work and add more styles to make the data in the table more eye-catching. This tutorial will show you how to add a table and format it in an email template.

Note: Here takes Microsoft Outlook 365 as an instance, the steps and descriptions may have some differences in other Outlook versions.

Create a table in new message

Format the table in email body

Save the table in an email template and use it

Create a table in new message

To create a table in an email template, please do as follows.

1. Enable Outlook. Go to the Home Tab and click New Email in the New group.

2. Input the data you want to store in the table into the email body. Remember to separate each value in a row by an empty space and start a new line to create a new row. Like the screenshot below shows.

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3. Select the data, then go to the Insert tab, click Table > Insert Table.

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4. You can see the table is inserted automatically.

Notes:

1). If each value in a row cannot be separated into different columns with the above methods, you need to first create a table with specified number of columns and rows, and then manually enter the text into the cells in the table. Or apply the Convert Text to Table feature as follows.

2). If each row of your data isn’t separated by a new line, like the screenshot below shows, you can do as follows.

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Select the data, then go to the Insert tab, click Table > Convert Text to Table.
The Convert Text to Table dialog pops up. In the Table size section, change the number in the text box of Number of columns from 1 to 4. In the Separate text at section, check the Other checkbox, and input an empty space in the text box.
Click the OK button to finish the setting.

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Format the table in email body

Now the table is successfully created in the email body. To format a table to a style you prefer, please do as follows.

1. In the Table Design tab, go to the Table Styles section.

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2. Click the down-arrow to unfold the styles.

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3. Choose one from the listed tables styles.

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4. Drag the square box here to adjust the size of the table.

Note: You can customize the table style as you like by clicking the New Table Style option or revise the listed table style by clicking the Modify Table Style option.

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Save the table in an email template and use it

Now the formatted table is done. To save the table in an email template and use this email template, please do as follows.

1. Go to the File tab and click the Save As button.

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2. Select the Outlook Template option in the Save as type box. Then input template name in the File name box. Click the Save button to save the table as an email template.

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√ Note: Please 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

3. To use the table email template in a new message, please go to the Home tab, click New Items > More items > Choose Form.

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4. The Choose Form dialog box pops up. In the Look In text box, select User Templates in File System from the drop-down menu. Locate the table template you just saved, click on it, then click Open.

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5. You can see the table is displayed in the new message body.

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