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How to Create and Insert Canned Text When Composing Messages in Outlook 365

How to Create and Insert Canned Text When Composing Messages in Outlook 365

Applies to: Outlook 365 on the Web

Suggested Uses: 
  • Store text/links you frequently use in an email
  • Add instructions/notices to the top of an email you send to multiple people
Terminology:
  • Canned text, AutoText, prefilled text correspond to Template in Outlook 365
Difference Between the Signature File and Outlook Templates:
  • You get only a single signature file, and it is automatically inserted at the bottom of emails.
  • You can have multiple templates.
  • The template text/graphics are inserted wherever the cursor is positioned.
Other Features:
  • It supports formatted text.
  • You can paste images into the template.
Questions?  Please email Dixie - ddlang@wisc.edu



To Create the Template:

1) Copy the text you want to be able to insert in Outlook 365.

2) In Outlook 365, click New Message.


3) At the bottom of the email message, on the same row as the send button, at the far right are three dots (not to be confused with the three dots at the TOP of the email next to Discard):
Three Dots

4) Click the three dots.  From the popup menu, choose My Templates.

5) A pane at the right opens with info on templates.  Click Continue.

6) The My Templates window opens to show the existing templates.

7) Click the blue Template text at the bottom to create a new template.

8) Type a name for the template in the first box, and then in the second, bigger box, paste the canned text.

9) Click Save. 

10) Close the My Templates window. 

To Use the Template:

1) Click New Message, or Reply, or Reply All.

2) Position the cursor where you want the new text to appear.

3) At the bottom of the email message, on the same row as the send button, at the far right are three dots (not to be confused with the three dots at the TOP of the email next to Discard):

 Three Dots

4) Click the three dots.  From the popup menu, choose My Templates.

5) The My Templates window opens, showing the existing templates.

6) Click the template name to insert the text at the current cursor point.

7) Close the My Templates window. 

To Edit an Existing Template:

1) Click New Message, or Reply, or Reply All.

2) At the bottom of the email message, on the same row as the send button, at the far right are three dots (not to be confused with the three dots at the TOP of the email next to Discard):

 Three Dots

3) Click the three dots.  From the popup menu, choose My Templates.

5) The My Templates window opens, showing the existing templates.

6) Position the cursor over the template name. Two icons appear at the right - a Trash icon (to delete) and a Pencil icon (to edit):

Edit an Existing Template

7) Click the Pencil icon. The window changes to show two boxes - the template name, and the contents of the template. Edit them as desired.

8) Click Save.

9) Close the My Templates window. 







Keywords:Outlook 365, canned text, templates, autotext   Doc ID:103888
Owner:Dixie L.Group:Russell Labs Hub
Created:2020-07-10 16:13 CDTUpdated:2020-07-10 16:25 CDT
Sites:Russell Labs Hub
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