Setting up email templates in Outlook can save time by automating regularly sent messages. The document provides instructions for creating a template: 1) Start a new email message and include content like a welcome letter; 2) Add a subject line and any attachments; 3) Include a confidentiality statement; 4) Save the message as a template so it can be reused; 5) To send, open the template and add the recipient before sending. Templates are useful for regularly sent documents like new client paperwork, satisfaction surveys, and information to bishops. Filling in just the recipient email saves time over recreating the message repeatedly.

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OUTLOOK TEMPLATES are Great!
Setting up an Outlook template for emails that you send out regularly can save you a lot of time and helps in preventing
errors because you can set up a template without the rush of having to create it over and over again. For example,
Oregon emails out new paperwork for new clients which includes Description of Services, Application, Release, a Map,
OQ Questionnaires and any other documents that are needed for the first session. We tell them if they are unable to
complete or cannot open/print them out to come in 15 minutes early. Here is how you do it:
1. Open Outlook and click on New Mail Message
2. Create an email message like you would normally do. For the opening paperwork template we put the welcome
letter in the message part
3. Fill in the Subject such as “LDS Family Services Clinical Paperwork”, “Satisfaction Survey”, etc.
4. Attach any documents that you want to send; Application, OQ, Map, etc.
5. Do not put an email address at this time
6. Be sure to add a Confidentiality statement such as NOTICE: This communication may contain privileged or other
confidential information. If you are not the intended recipient or believe that you have received this communication in
error, please do not print, copy, retransmit, disseminate, or otherwise use this information. Also, please indicate to the
sender that you have received this email in error, and delete the copy you received. Thank you.
7. Click on the office button on the top left side of the message
8. Click on Save As
9. Where is says “Save As Type” scroll down and choose Outlook Template
10. Name the Document such as “Opening Paperwork to Email”
11. Choose where you want to save it
12. Now each time you bring up the document you can fill in the email address and send it on its way
Tips:
1. You have to have Outlook open in order for the template to open
2. You can add a date that will update itself each time you open the document
a. Click in the message part where you want to put the date
b. Click on the insert tab
c. Click on Date and Time and choose your style
d. Make sure the box is checked that says “Update Automatically”
3. If your office computers are networked (computer help desk can help) save the template in a folder in your
shared folder that says Opening Paperwork
4. Also in that folder put other docs that you might need to send out such as the marriage OQ, Missionary OQ,
counselor disclosure, etc. You can then add or delete any document from the original before you send it.
5. We have created templates for different locations; for example we have a counselor that goes to Salem and one
that goes to Vancouver. This way it always has the correct map and the correct counselor
6. You can remove an attachment to your template before you send it and it will still save it in the original
template. Just click on the document and choose remove
7. You can add another attachment as needed before you send it out
8. You can make a change on an attached document and hit the save button and it will save on the document you
are sending out but not the original document
9. We use these for satisfaction surveys, opening adoption paperwork, opening clinical paperwork, Oregon Registry
Information, information to bishops how to request an ARP Group; pre-mission evaluations or any other email
we send out more than a few times
10. When we do the intake for a new client we get their email address then copy it and paste it into the template
11. We leave a space for the time, date, and counselor they will be seeing

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12. When making changes to the original template, I have had to go back and Save As again for the changes to take
affect.
13. The documents I send out are in doc and not docx format as a lot of people do not have Office 2007
It is so handy to do an intake, copy and paste the email address into the template, click send and the client receives all
the paperwork they need.
Below is an idea of what the Oregon Opening Paperwork template looks like. Feel free to call/email the Oregon office for
further details.