MS OUTLOOK - Task 5

0:03 hi guys welcome to it our expert again

0:06

in today video we will see how to create

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and save email templates in Outlook for

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better

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productivity imagine you need to send

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the same email every day this can

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quickly become a very unproductive task

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fortunately Outlook has a feature that

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lets you save emails as templates making

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it easier to reuse them whenever needed

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alternatively you can use the sign

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feature to create a quick access

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template within the email itself we'll

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also look at how to use Microsoft

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co-pilot to draft emails for us co-pilot

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is an AI powerered assistant that can

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help improve our writing let's start and

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explore how to complete these

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tasks first of all let's open co-pilot

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and I will show you

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around to access it you will need to use

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your Microsoft details to log in which

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are the same one that you use in

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office.com

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[Music]

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once we enter co-pilot on the left side

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there is a sidebar menu where you can

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access various options we'll explore

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this later at the bottom there is a bar

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that looks like a search bar in Google

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here we will type our prompt which is

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our request to the chat bot let's look

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at an example prompt we're going to ask

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co-pilot to write an email for a meeting

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and include a note to attach the agenda

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once that's done we press enter and

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co-pilot will start generating the Tex

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text for us please note co-pilot is set

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to American English by default so I'll

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write a new prompt specifying it should

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rewrite the email using British English

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I'll also ask it to format the date in

1:42

British style after I type the prompt I

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press enter or click the icon at the

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bottom and co-pilot will start writing

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again

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[Music]

2:08

there you go now we can copy the email

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text and go to Outlook where we will

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paste it into a new

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email as you can see there is no

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rightclick option so use the shortcut

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ctrl+ C to copy from co-pilot then crl

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plus v on the keyboard to paste inside

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Outlook next we'll adjust the email to

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make it look tidy and delete anything un

2:30

necessary tools like chat GPT or

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co-pilot are very useful but they need

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our input to ensure the final result is

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polished let's format the email to

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achieve the appearance we want and at

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the end we'll save it as a template

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[Music]

2:59

[Music]

3:03

formatting documents meticulously very

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important as it creates a good first

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impression for the recipient we will

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take our time to ensure everything is

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properly spaced and aligned in

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[Music]

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columns to use the new email template

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navigate to the message menu on the left

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hand side you will see the new template

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option

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click on it and we will start by copying

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the email content we want to use Outlook

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does not offer a rightclick option for

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copying

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emails therefore to copy an email we

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will need to use the copy option located

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on the message tab at the top of the

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screen navigate to the message tab then

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click on the copy button once copied you

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can proceed to paste the email content

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into your

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templates now click on the plus icon

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next to

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templates in the Box that appears paste

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the email content at the top enter a

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subject line for the template so that

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each time you use this template it will

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automatically include the same

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subject finally click save to store the

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template for future

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[Music]

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use let's give it a try we can now clear

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the email and apply the template and see

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what's happened select the text and

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press delete on the keyboard

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to apply the template we need to go to

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new template and click on the subject of

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the email we would like to be used as

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you can see there's a bit of a mess here

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so let's work on fixing

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it I am fixing the text in the email

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however would be better to correct the

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formatting within the templates

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[Music]

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working on the template is a better

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option so we can prevent these issues

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from reappearing next time such as the

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extra line brakes and

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misalignments we just need to click on

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the little pencil icon on the right to

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enable the editing of the

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template then by resolving these now

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we'll improve the overall appearance and

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functionality once everything is

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properly formatted we'll save the

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template again to apply the

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[Music]

5:40

changes there you go let's try the

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template now we clear the email again

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and we click on the subject of the

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template we need our email will be

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applied inside the

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[Music]

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editor now we cleared the email again

6:00

and we will try the signature function

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instead let's go to the insert tab then

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we click on signatures and we have to

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create a new signature from their

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[Music]

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inside select new and and give a title

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to the signature which we will use as an

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email template click on okay and paste

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the email template inside the big box

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from here we can change also the

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formatting of the text the font the size

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and the

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color once we have finished we can press

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save and then okay this will generate

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our template within the signature to

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apply the template we need to go to the

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insert tab from there we select

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signature again and look for the meeting

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invitation that we just

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created we click on it and it will be

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applied to the email allowing us to make

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a few changes before sending it

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sometimes the app can be a bit fiddling

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so please be careful and reselect the

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template again let's recap the two

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methods used for saving an email

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template to streamline email composition

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we can either use a template or an email

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signature the template option is

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accessible from the message Tab while

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the email signature can be found under

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the insert tab both methods have their

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advantages I prefer using the signature

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for its stability while the template is

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beneficial as it includes the subject

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line ultimately using co-pilot to write

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the email offers a more efficient

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solution than having to type

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emails click on new chat for new

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requests and start typing as we've done

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now or you can also access old chats

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from the history sidebar on the

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right there you go follow us for more

7:52

and write on the comments if you have

7:54

any special requests if you like this

7:56

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8:00

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