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Update Rule “use-the-best-email-templates/rule” - Added justification for having repetitive email #9584

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Update Rule “use-the-best-email-templates/rule” - Added justification for having repetitive email #9584

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270 changes: 135 additions & 135 deletions rules/use-the-best-email-templates/rule.md
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---
seoDescription: Learn about the best email template software options to ensure consistency in your organization's communications.
type: rule
title: Do you know the best software for email templates?
uri: use-the-best-email-templates
authors:
- title: Warwick Leahy
url: https://ssw.com.au/people/warwick-leahy
- title: Tanya Leahy
url: https://ssw.com.au/people/tanya-leahy
created: 2023-08-27T22:08:02.981Z
guid: bcc7844e-98f7-476d-abdc-47b229b11619
---
When sending repetitive emails, consistency across the organization is crucial. Email templates can help achieve this by ensuring that all communications are uniform and professional. With many email template options on the market, it is important to choose one that is enterprise ready.
<!--endintro-->
`youtube: https://www.youtube.com/watch?v=kTVpvny0vRg`
**Video: Email Template Showdown: We Put the Top Tools to the Test! | Tanya Leahy | Rules (16 mins)**
| Options | ✅ Pros | ❌ Cons |
|--------------------------------|-------------------------------------------------------------|---------------------------------------------------------|
| **Outlook Templates** | Simple to create, easily shared via SharePoint | Must create a new email, can't be used for meeting invites in calendars |
| **My Templates** | Simple to create | Can't be shared, 32KB limit, stored on the server |
| **Signatures** | Rich text, simple to create | Stored locally, can't be shared, size restricted |
| **Quick Parts** | Rich text | Stored locally, can't be shared |
| **Word Documents on SharePoint**| Rich text, easily shared | Need to switch between windows to use |
| **Dynamics 365 Email Templates**| Rich text, shared, access to contact data | Complex setup, font issues, doesn't work with meetings, template duplication |
| **OfficeAtWork Content Chooser**| Rich text, easily shared, simple setup | Templates must be manually updated |
## More information
With a variety of options available, each offering unique features for customization, automation, and integration, we’ve narrowed down a summary for each of the top contenders.
### Option 1 - Outlook Templates
::: greybox
Simple to create and can be shared easily (e.g., via SharePoint). However, a new email is always generated from these templates, so they cannot be used for email replies or for calendars without manual copying and pasting.
:::
::: bad
Figure: Bad example - Outlook Templates are easy to share but have limitations with creation and calendar integration
:::
More information on [Outlook Templates](https://support.microsoft.com/en-au/office/create-an-email-message-template-43ec7142-4dd0-4351-8727-bd0977b6b2d1).
### Option 2 - My Templates
::: greybox
Simple to create but can't be shared with other users, have a 32KB limit, and are stored on the server in your mailbox.
:::
::: bad
Figure: Bad example - My Templates are limited in size and sharing capabilities, making them less useful for collaborative environments
:::
More information on [My Templates](https://www.howtogeek.com/697468/how-to-use-outlooks-my-templates-add-in-for-quick-text-entry/).
### Option 3 - Signatures
::: greybox
Simple to create but are stored locally, so they can't be shared with other devices or users. Signatures have a 5000 character limit.
:::
::: bad
Figure: Bad example - Signatures are easy to create but lack sharing capabilities and are limited by storage constraints
:::
More information on [Signatures](https://support.microsoft.com/en-au/office/create-and-add-an-email-signature-in-outlook-8ee5d4f4-68fd-464a-a1c1-0e1c80bb27f2).
### Option 4 - Quick Parts
::: greybox
Supports rich text but is stored locally and can't be shared.
:::
::: bad
Figure: Bad example - Quick Parts are useful for rich text but not suitable for sharing among users
:::
More information on [Quick Parts](https://support.microsoft.com/en-au/office/quick-parts-4ffef7c5-7596-4e95-9faf-41c771847a7b).
### Option 5 - Word Documents on SharePoint
::: greybox
Allows for rich text and can be shared with anyone, but requires switching to another window to use.
:::
::: ok
Figure: OK example - Word documents on SharePoint support rich text and easy sharing, although the process lacks efficiency
:::
### Option 6 - Dynamics 365 Email Templates
::: greybox
Offer rich text, can be shared with anyone, and provide access to contact data. However, they are complex to set up, fonts can be tricky, they don't work with meetings, and may involve many clicks to access.
:::
::: ok
Figure: OK example - Dynamics 365 Email Templates have robust features but are complex to manage and access
:::
More information on [Dynamics 365 Email Templates](https://www.microsoft.com/en-us/dynamics-365/blog/it-professional/2023/04/10/create-beautiful-email-templates-with-enhanced-email-editor/).
### Option 7 - OfficeAtWork Content Chooser
::: greybox
Supports rich text and allows for easy sharing via SharePoint. Setup is straightforward—simply upload a Word document. However, templates must be updated manually.
:::
::: good
Figure: Good example - OfficeAtWork Content Chooser offers ease of use and sharing, though it requires manual updates
:::
More information on [OfficeAtWork Content Chooser](https://help.officeatwork.com/en/articles/1075-welcome-to-content-chooser).
---
type: rule
title: Do you know the best software for email templates?
seoDescription: Learn about the best email template software options to ensure
consistency in your organization's communications.
uri: use-the-best-email-templates
authors:
- title: Warwick Leahy
url: https://ssw.com.au/people/warwick-leahy
- title: Tanya Leahy
url: https://ssw.com.au/people/tanya-leahy
created: 2023-08-27T22:08:02.981Z
guid: bcc7844e-98f7-476d-abdc-47b229b11619
---
When sending repetitive emails, consistency across the organization is crucial. This ensures that past emails can easily be searched months after being sent. Email templates can help achieve this by ensuring that all communications are uniform and professional. With many email template options on the market, it is important to choose one that is enterprise ready.

<!--endintro-->

`youtube: https://www.youtube.com/watch?v=kTVpvny0vRg`
**Video: Email Template Showdown: We Put the Top Tools to the Test! | Tanya Leahy | Rules (16 mins)**

| Options | ✅ Pros | ❌ Cons |
| -------------------------------- | ---------------------------------------------- | ---------------------------------------------------------------------------- |
| **Outlook Templates** | Simple to create, easily shared via SharePoint | Must create a new email, can't be used for meeting invites in calendars |
| **My Templates** | Simple to create | Can't be shared, 32KB limit, stored on the server |
| **Signatures** | Rich text, simple to create | Stored locally, can't be shared, size restricted |
| **Quick Parts** | Rich text | Stored locally, can't be shared |
| **Word Documents on SharePoint** | Rich text, easily shared | Need to switch between windows to use |
| **Dynamics 365 Email Templates** | Rich text, shared, access to contact data | Complex setup, font issues, doesn't work with meetings, template duplication |
| **OfficeAtWork Content Chooser** | Rich text, easily shared, simple setup | Templates must be manually updated |

## More information

With a variety of options available, each offering unique features for customization, automation, and integration, we’ve narrowed down a summary for each of the top contenders.

### Option 1 - Outlook Templates

::: greybox

Simple to create and can be shared easily (e.g., via SharePoint). However, a new email is always generated from these templates, so they cannot be used for email replies or for calendars without manual copying and pasting.

:::

::: bad
Figure: Bad example - Outlook Templates are easy to share but have limitations with creation and calendar integration
:::

More information on [Outlook Templates](https://support.microsoft.com/en-au/office/create-an-email-message-template-43ec7142-4dd0-4351-8727-bd0977b6b2d1).

### Option 2 - My Templates

::: greybox

Simple to create but can't be shared with other users, have a 32KB limit, and are stored on the server in your mailbox.

:::

::: bad
Figure: Bad example - My Templates are limited in size and sharing capabilities, making them less useful for collaborative environments

:::

More information on [My Templates](https://www.howtogeek.com/697468/how-to-use-outlooks-my-templates-add-in-for-quick-text-entry/).

### Option 3 - Signatures

::: greybox

Simple to create but are stored locally, so they can't be shared with other devices or users. Signatures have a 5000 character limit.

:::

::: bad
Figure: Bad example - Signatures are easy to create but lack sharing capabilities and are limited by storage constraints
:::

More information on [Signatures](https://support.microsoft.com/en-au/office/create-and-add-an-email-signature-in-outlook-8ee5d4f4-68fd-464a-a1c1-0e1c80bb27f2).

### Option 4 - Quick Parts

::: greybox

Supports rich text but is stored locally and can't be shared.

:::

::: bad

Figure: Bad example - Quick Parts are useful for rich text but not suitable for sharing among users

:::

More information on [Quick Parts](https://support.microsoft.com/en-au/office/quick-parts-4ffef7c5-7596-4e95-9faf-41c771847a7b).

### Option 5 - Word Documents on SharePoint

::: greybox

Allows for rich text and can be shared with anyone, but requires switching to another window to use.

:::

::: ok

Figure: OK example - Word documents on SharePoint support rich text and easy sharing, although the process lacks efficiency

:::

### Option 6 - Dynamics 365 Email Templates

::: greybox

Offer rich text, can be shared with anyone, and provide access to contact data. However, they are complex to set up, fonts can be tricky, they don't work with meetings, and may involve many clicks to access.

:::

::: ok
Figure: OK example - Dynamics 365 Email Templates have robust features but are complex to manage and access
:::

More information on [Dynamics 365 Email Templates](https://www.microsoft.com/en-us/dynamics-365/blog/it-professional/2023/04/10/create-beautiful-email-templates-with-enhanced-email-editor/).

### Option 7 - OfficeAtWork Content Chooser

::: greybox

Supports rich text and allows for easy sharing via SharePoint. Setup is straightforward—simply upload a Word document. However, templates must be updated manually.

:::

::: good
Figure: Good example - OfficeAtWork Content Chooser offers ease of use and sharing, though it requires manual updates
:::

More information on [OfficeAtWork Content Chooser](https://help.officeatwork.com/en/articles/1075-welcome-to-content-chooser).
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