Outlook 2010 Productivity Tip: Create Canned Email Messages

If you are to send an email frequently  to different recipient then you can create canned messages for such types of emails. Once you have created a canned message, you can send it to as many people as you want and as many times as you want.

How to create Canned Messages in Outlook 2010

First create a folder with the name of Canned Messages by following these steps, right-click the Inbox and choose New Folder and name it Canned Messages.

Canned Messages

canned Message Inbox Now create a new message and save it (Don’t specify any sender).


New Message Outlook 2010 You will find it located in the Drafts Folder.

Outlook 2010 Draft

Drag and drop it from Drafts to the Canned Messages folder that we created earlier. Now whenever you need to send it, go to the canned messages folder, click the desired message and send it to the recipient you want.

This little trick will save you tons of time and increase your productivity by threefold. Enjoy!

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  • http://www.walterglenn.com/ Walter

    You can also do this in Outlook 2010 by creating a Quick Step. On the Home tab, in the Quick Steps section, click Create New.

    In the Edit Quick Step dialog box, type a name for the action (like New Daily Report). In the Actions field, select New Message. Then click Show options.

    You can leave the To field blank, but fill in the subject, text, and importance level.

    Then, to create a new message from the template, just click your new Quick Step item.

  • tom

    ….and when you use your canned message and click send it disapears for the canned folder.

  • Scott

    If you right click, then choose “forward” i find that it leaves the message in the folder. AND it does not modify the message as a normal forward does.

  • Tia

    Why wouldn’t you use a template? It sounds like that’s what you really want.

    • Charlesstover67

      A template, I believe has the contact in it already?

      • Brandon Emkes

        Just set up the template with no recipients.  That is what I do.  The only problem is that there is no quick click to bring up that template.  It’s a pain going into the developer tab, then clicking a few different times to get the template up.  

  • Pallavi

    Thank you Wjglenn. I tried all the methods listed here for templates and similar functionality and I think the Quick Step method would work best for me and my team.

  • Pallavi

    Thank you Wjglenn. I tried all the methods listed here for templates and similar functionality and I think the Quick Step method would work best for me and my team.

  • Doo Doo Bird

    The best way is to make a new Signature. Copy/paste your old email signature as a new one, then add the canned response above it.
    When you press Reply or Forward to any email, you can now just click the Signature button and choose your new Signature. This keeps the contact-field and subject-field intact and is a two-click process.