Outlook Stationery vs Template

Last Updated on August 20, 2023 by Amit Bansal

In the ever-evolving world of digital communication, Microsoft Outlook remains a staple for both personal and professional correspondence.

While its functionality is beyond reproach, many users are eager to personalize their messaging experience to better reflect their unique style or organizational branding. Enter two powerful features: Stationery and Templates.

At first glance, they might seem interchangeable, but these tools have distinct purposes and functionalities in the Outlook environment.

Stationery and Templates both offer ways to customize the aesthetics and structure of your emails. However, understanding their differences is key to leveraging their potential.

While Stationery revolves around background designs and themed looks, Templates focus on predefined content structures, making repetitive emailing tasks more efficient.

In this blog post, we’ll delve deeper into the nuances of Outlook Stationery versus Templates, helping you choose the right tool for your email endeavors.

Understanding Outlook Stationery

Outlook Stationery is a set of predefined designs and themes that allows you to easily personalize the appearance of your email messages.

Stationery helps you create a more consistent look for your emails by adding colorful backgrounds, patterns, fonts, bullets, colors, and designs to your message body content.

The Role of Stationery in Outlook

Stationery serves several purposes in Outlook. One of the primary roles of stationery is to enhance the visual appeal of your email messages.

By applying stationery, you can make your emails stand out and more engaging to the reader.

This can be especially useful when sending emails for professional purposes, such as marketing campaigns or business correspondence.

Another important role of stationery is to establish brand identity and consistency across your email communications.

By using Outlook stationery, you can reinforce your brand’s visual elements, such as color schemes and logos, across all your emails.

This not only helps you create a more cohesive email experience for your recipients, but it also makes your emails easily recognizable to them.

In addition to these main roles, Outlook stationery can provide several useful features that can make composing and organizing your new emails more efficient. Some examples include:

  • Conveniently apply stationery to your emails with just a few clicks; this streamlines the process and allows you to quickly compose visually compelling emails.
  • Predefined stationery options available in Outlook make it easy to choose a design that aligns with your personal or corporate brand.
  • Outlook stationery can be customized to your preferences, allowing you to create and save your own unique stationery designs for quick access in the future.

Overall, Outlook stationery serves as a valuable tool that can help you enhance the appearance and effectiveness of your email communications, making them more appealing and recognizable to the recipient.

Exploring Outlook Templates

Significance of Templates in Outlook

Microsoft Outlook is a powerful platform that helps us organize our email communications efficiently. One of its most useful features is the ability to create and use templates.

Templates allow us to save a specific format or layout for future use, making it easy to send similar emails consistently without the need to recreate the formatting from scratch.

Email templates, in particular, are crucial for streamlining our email-sending process.

They enable us to create preformatted message formats that we can customize and send to recipients with minimum effort.

For instance, if we frequently send sales pitches or updates to clients, we can use an email template to ensure these messages consistently look professional and engaging. This way, we save time and keep our brand identity intact.

Similarly, message templates come in handy for replying to, forwarding, and creating new emails based on specific email designs.

We can use message templates to quickly start crafting a new email in our preferred format, without needing to change fonts, add images, or adjust formatting manually every time.

Difference Between an Email Template and a Message Template

While both email templates and message templates serve the primary purpose of creating preformatted emails, there are some key differences between the two.

Email templates are pre-designed email formats that we can use when sending a new email. They primarily focus on the layout and design aesthetics, ensuring that our email message has a consistent look and feel.

Email templates allow us to impart our branding elements, such as logos, colors, and imagery so that our emails maintain the identity of our business or organization.

On the other hand, message templates are more tailored for specific email types, such as replying or forwarding.

These templates include not only the formatting and design but also pre-filled subject lines, recipient email addresses, and message bodies.

This makes it easier for us to respond and send emails faster, as we only need to modify the content according to the specific context.

In summary, both email templates and message templates are valuable tools in Outlook, helping us maintain consistency in our email communications and saving us time in the long run.

The Process of Creating and Adding Stationery

Steps to Add Stationery in Outlook

To create and add custom stationery in Outlook, follow these steps:

  1. Open Outlook and click on File.
  2. Go to Options and select the Mail tab.
  3. Under Compose messages, choose HTML as the message format.
  4. Click on the Stationery and Fonts button to open the Personal Stationery tab.
  5. From here, you can either select a pre-designed theme or create your custom stationery by clicking on More Stationery.

Formatting Options for Stationery

Outlook provides a range of formatting options for your stationery, making it easy to customize the appearance of your emails. Some of these options include:

  • Backgrounds: Add colorful backgrounds or patterns to make your emails more visually appealing.
  • Fonts: Choose from various font styles and sizes for both the default and rich text formats.
  • Colors: Customize the text and background colors with a wide selection of shades.
  • Theme: Apply a pre-designed theme to your stationery that includes background images, designs, and matching fonts.

By incorporating some of these formatting options, you can create stationery that is unique to you or your organization.

This ensures that your email communications have a consistent look and feel, adding an extra touch of professionalism to your messages.

Generating and Saving Templates in Outlook

Process of Crafting a New Template

When working with templates in Outlook, it’s essential to know how to create and manage them effectively.

To begin crafting a new email template, start by opening a new email message window, either by selecting “New Email” or using the keyboard shortcut CTRL+SHIFT+M. In the message body, enter the content you want to include in your template.

This may consist of text, images, or hyperlinks, depending on the desired format and purpose of the template.

Methods to Save and Use an Outlook Template

Once you have created the content for your email template, it’s time to save it for future use. To do this, follow these steps:

  1. In the message window, click “File” and then “Save As.”
  2. In the “Save As” dialog box, locate the “Save as type” list, and select “Outlook Template.”
  3. Choose a suitable file name for your template, remembering to keep it descriptive and concise.
  4. Click “Save” to complete the process.

After saving your template, you can easily use it for new email messages by following these steps:

  1. In Outlook, navigate to the “Home” tab, and click “New Items” followed by “More Items” and then “Choose Form.
  2. In the “Choose Form” dialog box, change the “Look In” dropdown menu to “User Templates in File System.”
  3. Select your saved template from the list and click “Open.

By following these steps, we have effectively created, saved, and utilized an Outlook email template.

This process allows us to streamline our email creation and maintain consistency in formatting and content, improving our overall communication efficiency.

Personalizing Emails with Stationery and Templates

When working with Outlook, personalizing your emails can make a world of difference in ensuring your message stands out.

Both stationery and templates offer unique ways of adding character, professionalism, and consistency to your emails.

In this section, we will explore incorporating signatures, including fonts, and utilizing themes when personalizing your emails with stationery and templates.

Incorporating Signatures

Incorporating a signature allows you, as the sender, to make a strong impression. Many email users include their name, title, and contact information in their signature.

However, when using Outlook stationery or templates, we can take the signature to another level by adding a background color, images, and even patterns to make it eye-catching and memorable.

To add a signature with these customizations, follow these steps:

  1. Create a new email message.
  2. Customize your signature with the desired text, font, and other design elements.
  3. Save the signature for future use.

Using stationery and templates to create a personalized signature helps ensure that our emails maintain a consistent look and feel throughout our correspondence.

Including Fonts and Themes

Fonts and themes are essential aspects of personalizing emails.

Outlook stationery and templates allow us to customize the appearance of our messages by utilizing different fonts, colors, and themes.

When working with Outlook stationery, we have a predefined list of themes to choose from.

These themes include various background colors, patterns, and designs that can be applied to HTML-formatted email messages, making our emails stand out and look more professional.

To include these customizations in your email, follow these steps:

  1. Create a new email message using the HTML format.
  2. Choose stationery or a theme from the predefined list.
  3. Apply the chosen stationery or theme to your message.

Additionally, we can use templates to develop professionally formatted emails that incorporate custom fonts, signature styles, and themes.

Storing these templates in Outlook enables us to easily access and use them in future email communications.

Personalizing our emails with unique stationery and templates using custom signatures, theme variations, and font styles can significantly improve the effectiveness of our communication by making our messages more visually appealing and informative.

By carefully selecting and utilizing these tools, we can create tailored and cohesive emails that leave a lasting impression on our recipients.

Advanced Tips for Using Stationery and Templates

Using HTML and Plain Text

When working with stationery and templates in Outlook, it’s important to understand the difference between HTML and plain text.

HTML allows for more advanced formatting options, such as background images, colors, and different font types.

This is particularly useful when creating aesthetically appealing stationery for your emails. However, some email clients may not support HTML or may display it differently.

In such cases, it’s a good idea to also create a plain text version of your email.

Outlook 365 automatically creates a plain text version alongside the formatted HTML version, ensuring your message is readable across different platforms.

Creating Different Templates for Different Emails

Customization is key when it comes to using templates effectively. We recommend creating different templates for different types of emails, such as newsletters, event invitations, or customer support inquiries.

This makes it easier to maintain consistency in the presentation of your emails and allows you to save time when composing new messages.

To create a new template in Outlook 365, simply select “New Items,” then “More Items,” and finally “Choose Form.”

From there, you can select “User Templates in File System” and create your desired template.

Keyboard Shortcuts and Quick Parts

For those looking to become experts in using Outlook stationery and templates, mastering keyboard shortcuts and Quick Parts is essential.

Keyboard shortcuts allow you to streamline your workflow by quickly performing tasks without needing a mouse.

For example, pressing “Ctrl + N” creates a new email, while “Ctrl + K” checks names in the To, Cc, or Bcc field against your address book.

Also Read: – Quick Parts [Keyboard Shortcut]

Quick Parts, on the other hand, allow you to store and easily insert pre-formatted content, such as text, tables, or images, into your emails.

This feature is especially helpful for composing template-based emails faster. To create a Quick Part in Outlook 365, highlight the desired content and click “Insert” on the ribbon, selecting “Quick Parts” from the dropdown menu.

Once you’ve created a Quick Part, simply type its name in the body of your email and press “Enter” to automatically insert the content.

By leveraging HTML and plain text, creating customized templates, and mastering keyboard shortcuts and Quick Parts, you can take your Outlook stationery and templates skills to the next level, making your emails more efficient and effective.

Troubleshooting Common Issues

Addressing Problems with Stationery and Templates

In this section, we will discuss some common issues that you might face while working with Outlook Stationery and Templates, along with their solutions.

Accessing Stationery and Templates: If you find it difficult to access the stationery or templates in Outlook, first ensure that your version of Outlook supports these features.

If you are using Outlook 2016 or later, you should be able to access them easily. To access the stationery and templates, go to the Mail section, then click on Stationery and Fonts.

You can also find templates by clicking on the File tab, selecting New, and then browsing the available templates using the drop-down list.

Saving Templates: When saving a template, it is important to save it in the default location that Outlook uses for templates.

To do this, go to the File tab, click on Save As, and then select Outlook Template from the “Save as type” drop-down list.

Do not change the location where the template is saved, as this may cause issues with accessing the template later on.

Applying Stationery to Email Messages: If you’re unable to apply stationery or themes to your emails, ensure that you have set your message format to HTML.

To change the message format, go to the Mail section, click on Stationery and Fonts, and verify that HTML is selected.

Next, click on the Theme or Stationery tab, select the desired stationery or theme, and click OK.

Problems with Automatic Inclusion of Stationery: In some cases, you might find that stationery is not automatically included when an email is opened by another program.

To address this issue, you can try creating a new email and copying the content from the original email created by the other program.

This should apply the stationery to the new email.

We hope that these troubleshooting tips help you address common issues you might face while working with Outlook Stationery and Templates, enabling you to make the most of these powerful features.


In our digital journey through the realm of Outlook customization, it’s evident that both Stationery and Templates bring their unique strengths to the table.

Stationery provides that personal touch, infusing your emails with a consistent visual identity, whether it be for branding or personal flair.

On the other hand, Templates offer unparalleled efficiency, streamlining the process of crafting repetitive or standardized emails without compromising on quality or content.

Choosing between Stationery and Templates isn’t about deciding, which is better, but rather determining which best fits your specific needs.

For some, the aesthetic appeal of Stationery might be paramount, while others might find the time-saving nature of Templates indispensable.

In conclusion, Outlook, with its vast array of features, empowers users to mold their digital correspondence experience as they see fit.

Whether you gravitate towards the visual charm of Stationery or the pragmatic convenience of Templates, the key is to make your emails resonate with your intention.

After all, in the vast ocean of digital communication, every personalized touch helps your messages sail smoothly to their intended shores.

Amit Bansal

Hello, my name is Amit Kumar Bansal, and I am the founder of MailSmartly.com. Through this blog, I focus on Microsoft Outlook, offering insightful and informative content. Additionally, I produce educational videos on YouTube to further enhance the understanding of my audience. visit my YouTube Channel

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