How can I use an email template

Julian Milano 1 Reputation point
2024-04-12T00:43:07.2633333+00:00

For our change management, we have a number of Hazard Notification emails which have been predefined and uploaded to our Confluence server. When we create a change, we download the email as a file and save it to disk as an OFT (email template). The idea is to then create an email to the customer relations team outlining the change details and attach the OFT file to my email which the customer relations guys can then fill in their customer details and send the Hazard email off.

Outlook does not play well in this scenario. When I download the OFT, edit the details so the content matches my change, if I save the file to disk, it saves as TEXT only and I lose all the formatting of the email including tables. I found that if I save the edited OFT, it gets stored in my drafts folder. OK so far so good.

I now create my email to the customer relations guys, outline my change details, drag the Hazard email from my drafts and attach it to my email and send it off. So far so good.

The customer relations guys are saying that when they get my email, the open the attached Hazard email however the send button is greyed out and they get a permission denied.

So how can I fix this?

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  1. SokiGuo-MSFT 23,241 Reputation points Microsoft Vendor
    2024-04-12T09:02:04.71+00:00

    Hi @Julian Milano ,

    Welcome to our forum!

    How did you get the .oft file?

    As i know, in Outlook, we can create an email message template as .oft and then send an email message based on it.

    More information:

    Create an email message template

    Send an email message based on a template.

    Please check if the above is help!

    If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".

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  2. Julian Milano 1 Reputation point
    2024-04-30T02:41:42.9333333+00:00

    We created the oft message then store it on our fileshare. When we wish to use it, we create an email from the template, edit the details then save it to Drafts. We then send the email as an attachment to the Customer Service team to forward onto the customer.

    The problem is that when the Customer Service team opens the attached email and try to send it to their customers, they have no permissions to do so as the Send button is greyed out.

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