Outlook-Specific Templates

What it is

Outlook email templates are pre-formatted email messages that you can reuse. They save time and ensure consistency by including:

• Pre-built structure: Proper heading hierarchy and organization
• Consistent formatting: Appropriate fonts, sizes, and styles
• Placeholder content: Prompts for where to add information
• Accessibility features: Built-in elements like skip links, proper headings, and structure

Templates are especially useful for recurring communications like:

• Weekly status updates
• Meeting invitations with agendas
• Bilingual announcements
• Standard replies or responses
• Project update formats

Why it matters

Using accessible email templates helps maintain accessibility because they:

• Build in accessibility from the start: Templates include proper structure, headings, and navigation before you add content
• Ensure consistency: Everyone using the template follows the same accessible format
• Save time: No need to recreate skip links, bookmarks, or heading structures for each email
• Reduce errors: Pre-built accessibility features mean fewer chances to forget important elements
• Provide guidance: Templates can include reminders and best practices for content authors
• Scale accessibility: One well-designed template benefits all future users

How to use email templates

Opening an existing template

1. In Outlook, go to Home tab
2. Click New Items > More Items > Choose Form
3. In the "Look In" dropdown, select User Templates in File System
4. Select the template you want to use
5. Click Open
6. The template opens as a new email with pre-formatted content
7. Fill in the placeholder content
8. Send as normal

Modifying template content

When using a template:

• Replace placeholder text with your actual content
• Maintain the heading structure - don't remove or re-order headings
• Keep any skip links or bookmarks intact
• Follow any instructions included in the template
• Add content, but preserve the template's accessibility features

Creating your own templates

You can create custom templates for your specific needs.

Steps to create an accessible template

1. Create a new email in Outlook
2. Set the message format to HTML (Format Text > HTML)
3. Build the structure using proper heading styles
4. For bilingual templates, add skip links and bookmarks
5. Add placeholder text in [square brackets] to guide content entry
6. Test the structure with a screen reader if possible
7. Go to File > Save As
8. In "Save as type," select Outlook Template (*.oft)
9. Give your template a descriptive name
10. Click Save

Template best practices

• Include instructions: Add comments or placeholder text explaining how to use the template
• Use descriptive names: Name templates clearly (e.g., "Weekly_Status_Bilingual_Template")
• Test thoroughly: Use the template yourself before sharing
• Document the structure: Note which sections are required vs. optional
• Share templates: Save to a shared location so others can use them
• Update regularly: Review and update templates based on feedback

Template examples

Simple bilingual announcement template

Project status update template