Using templates to facilitate more versatile E-mail Distribution

If you want to construct a more complicated distribution list, with some recipients on the To field, some recipients on the CC field, and yet more recipients on the BCC field, you have to use a message template where you explicitly assign recipients to each field.

To create an e-mail template, follow next steps:

    1.    Create a new message, fill in the To, CC, and BCC address fields with the recipients you require. Add any information that you want to Subject, in the message body:

New message in Outlook 2016

    2.    On the File tab, click Save As.

    3.    In the Save As dialog box:

Save As in Outlook 2016
  • Use the dialog box tools to navigate to the location where you want to save the template.
  • The default name for the file is the subject. You can edit this if desired.
  • In the Save as type drop-down list, select Outlook Template (*.oft).

    4.    Click Save to save the template and close the Save As dialog box, then close the message that you saved as template.

To create a message using this template, do the following:

    1.    On the Home tab, in the New group, click in the New Item button and then choose More Items -> Choose Form...:

Choose Form in Outlook 2016

    2.    In the Choose Form dialog box, open the Look In drop-down list, and then select User Templates in File System or Desktop (if you saved your template in the Desktop):

Choose template in Outlook 2016

    3.    Highlight the template that you want to use, and then click Open.