The Power of Email Templates


Email productivity is an important part of our day-to-day business. Whether you’re reaching out to someone who never seems to be available by phone or you’re creating a drip campaign to contact those with whom you want to keep in touch, email is a vital part of daily communication.

But anyone who has successfully incorporated emails into their sales strategy knows what a time suck it can be. You learn quickly to not type and re-type emails over and over again. Maybe you keep a Word document of standard emails and answers so that you can just cut-and-paste your messages as you need them.

Did you know, though, that there is an even easier way to quickly send emails to groups of people without spamming them? Meet the email template.

(For purposes of this article, we’ll focus on email templates for Microsoft Outlook, since it’s the most widely used email program.)

An Outlook email template allows you to keep your most-used messages at your fingertips, giving you quick access to add a couple of personal touches and send them directly…no hunting down previous messages or cutting and pasting.

Creating Outlook email templates is very easy. Open a new email and type what you’d like to say. Once you’re satisfied with your message, go to “File” and click “Save As.” Name your template – “Welcome Message,” or “2nd Touch,” – and then select “Outlook Template” from the “Save as type” drop down. Finally, navigate to where you would like to save your templates. Click “Save” and you’re done!

The next time you want to use that email, navigate to where you saved it, open it up and voila! Just add the address and click send!

Using email templates makes a lot of sense. First, they create consistency as they can be shared across among teams. No more misinformation or misspelled words…know what is being sent every single time.

Second, while they are a great way to save time, email templates are still personalized. Create them with “Dear     ,” and fill in the blank before you send it. Or add in information that is specific to the day you’re sending it “Today only…” Templates don’t have to be faceless, all-purpose messages.

Email templates are timely, too. Create as many as you need, structuring them for various times of the year – a winter special or commentary on the summer sales slowdown. You can use them over and over again, as needed.

Finally, email templates are cost effective. There are hundreds of email services out there that can help you with your campaigns. But oftentimes, these services are more than you need. There’s a time and place for bright, interactive HTML messages, but not when you’re just telling someone you’ll be their neighborhood and would like to stop by.

Spend a few minutes setting up some email templates and you’ll soon be hooked on their efficiency and effectiveness.

The ESA Advantage

Are things like email templates a great idea, but just a pipe dream? Let Executive Scheduling Associates handle your scheduling. Whether we are calling to book meetings or setting up templates to use in an email campaign, we can help streamline your business so that you can focus on sales.

Do you have a favorite email trick? Tell us about it in the comments below.

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