How to create and use e-mail templates in Outlook 2016 and 2013

In this article you will learn how to create, save and use standard Outlook email templates. You will also find out how to reply with template in Outlook 2016, 2013, 2010 and lower or automatically add an email  template of your choosing to all new messages, replies or forwards.

Outlook e-mail templates is a really powerful feature, though often underestimated. Rather few people know that email templates exist in Outlook and even fewer know how to create and use them in the right way.

For example, do you know how to create beautiful feature-rich Outlook templates with any text formatting, pictures, signatures and attachments? Do you know you can open a template by clicking the shortcut or add it to the message by double-clicking the template's name in the e-mail window? Moreover, there is an easy way to reply with template in Outlook or have a certain template added to all new messages, replies or forwards automatically.

Just think how much time you could save if instead of typing the same text over and over again, you would simply click on a template and a nicely formatted e-mail message with pre-verified and therefore always accurate information is ready to be sent!

Creating email templates in Outlook

This section explains how to create and save email templates on an example of Outlook 2010. In Outlook 2016 and 2013, it works exactly in the same way, with maybe some insignificant differences in the color scheme and design of the Outlook ribbon.

How to create an email template in Outlook

You start creating an email template by composing a new message in the usual way (Home tab > New E-mail). Be sure to add all the details you want to save in your template, such as the body text, subject, attachment, recipient address if needed, and so on.

For example, you've created a new design of your newsletter and now want to save it as an email template in Outlook:
Creating an email template in Outlook

How to save an email template in Outlook

  1. When you have finished composing a message, switch to the File tab and click the Save as button.
    To save an email template, switch to the File tab and click the Save as button.
  2. Select Outlook Template (*.oft) from the Save as type drop-down list, and give your new e-mail template an appropriate name.

Important! Do not change the destination folder where Outlook templates are saved, otherwise Outlook won't be able to locate them. By default, Outlook 2010 saves all template files to this folder C:\Users\UserName\AppData\Roaming\Microsoft\Templates.
Saving an Outlook e-mail template

Tip: In the same way you can make a template from any existing e-mail message that you either sent or received. Just open it from your Outlook folder, say Sent Items, switch to the File tab and click Save as.

How to use email templates in Outlook

  1. To use an email template, navigate to the Developer tab and click the Choose Form button.
    Navigate to the Developer tab and click the Choose Form button.

    Note: In case you don't see the Developer tab on your Outlook ribbon, right-click anywhere on the ribbon and then click Customize the Ribbon… This will open the Outlook Options dialog and you select the Developer check-box in left pane.
  2. In the Choose Form dialog window, select "User Templates in file System" from the drop-down list next to Look in. You will see a list of all the e-mail templates you currently have, select the needed one and click Open.
    Using an email template in Outlook

That's it! A new message will be created based on the chosen template, with the same message body, subject, formatting, images etc.

How to edit the Outlook email template

If you need to make any changes in your email template, open it as an email as described above and make the changes you want. After that save the template under the same name again as described in Saving an Outlook template. Done!

How to quickly access your email templates

If you frequently use one or more of your email templates, navigating to the Developer tab each time may seem quite a long way. In this case you can create a shortcut and place it on your desktop or pin the template to the task bar. The latter seems to be even a better option, so let's go ahead with it.

  1. Go to the folder where all Outlook templates are located: C:\Users\UserName\AppData\Roaming\Microsoft\Templates.
  2. Find the needed template, select it and drag towards the Outlook icon on your taskbar. This will pin the template to context menu on your Outlook icon.
    Pin the template to context menu on your Outlook icon
  3. Next time you need to need to e-mail with template in Outlook, simply right-click the Outlook icon on the task bar and choose the template you want. As you can see in the screenshot below, you can pin several templates that you use most often.
    You can pin several templates that you use most often.

    If you don't want a particular email template on your task bar any longer, right click on it and choose Unpin from this list.

    If you'd rather have a template shortcut added to the desktop, then open the folder with your Outlook templates, as described on step 1 above and select Send to >Desktop.
    Add a template shortcut to the desktop.

This will create a shortcut on your desktop and you click it whenever you want to create an email message with this template.

How to share your Outlook email templates

An Outlook template is the usual file (.oft), so you can pick any template from the folder all Outlook templates are stored (C:\Users\UserName\AppData\Roaming\Microsoft\Templates) and send it as a usual attachment or save to a hard drive or network share.

Automatically apply a template for all new messages as Outlook theme

If you want to apply a specific template for all new emails, then you'd need to create an HTML template first and then set it as your Outlook email theme. For example, you may want to use a particular font or background color in all email messages you send.

The below instructions describe the required steps to create an html email template in Outlook 2010, but you can use a similar technique in other Outlook versions too.

  1. Design your email template and open it as a usual Outlook email message.
  2. Switch to the File tab, click the Save As button and save the email as a HTML file to the Stationery sub-folder of the Microsoft folder. On Vista, Windows 7 and Windows 8, this folder is located here: C:\Users\UserName\AppData\Roaming\Microsoft\Stationery.
    Save the email as a HTML file to the Stationery sub-folder of the Microsoft folder.

    You can also design your Outlook e-mail template using any other HTML editor and save the resulting html file to the same folder.

  3. To set the newly created template as your default Outlook email theme, go to the File tab > Options > Mail > Compose messages section and click the Stationery and Fonts button.
    Click the Stationery and Fonts button to set the newly created template as your default Outlook email theme.
  4. Find your email template in the list of Outlook themes and click OK to set it as the default email theme.
    The new default email theme is set.

From now on, your new Outlook email template will automatically be applied for all messages you are composing.

Where do I find free email templates?

There are tons of free ready-to-use templates on the web for all possible scenarios and occasions. Here are just a few examples:

As you can see, Outlook templates provide a handful of useful features that can save you a lot of time. But if your work implies sending tens or even hundreds of emails every day, the capabilities of standard Outlook templates may not suffice. For example, what if you want to reply with template in Outlook? And what if you have a few dozen templates for different occasions and you need to view the template's content in order to pick the most suited one and insert it in the message you are composing with a mouse click?

Does the above sound like a wish-list for the Microsoft Outlook development team? :) No matter how fantastic it may sound, all these features have already been implemented in advanced Outlook email templates that work with all versions of Outlook 2016 - 2003, and further on in the article you will find how to use them.

Advanced email templates for Outlook 2016, 2013, 2010, 2007 and 2003

As I've mentioned above, there exist Outlook email templates that you can use in all types of messages: new e-mails, replies and forwards. These templates do not require switching to other Outlook tabs, creating desktop shortcuts and the like. You can create, edit and inset a template in your message directly from the e-mail window, all with a single mouse click!

So, here it comes - Template Phrases for Outlook.
Outlook email templates for all message types: new e-mails, replies and forwards

Once installed, this plug-in adds a special pane to the right-hand part of your e-mail window that shows your own catalog of Outlook email templates grouped in folders and sub-folders. The content of the currently selected template is displayed in the preview window, as you see in the screenshot above. In your templates, you can use any text formats, insert various pictures e.g. your company logo, signatures, hyperlinks and so on.

If you don't want to see the Template Phrases pane when composing a message, simply click on the chevron button at the top right-hand corner and it will minimize to a small vertical strip, as you can see in the screenshot below.
The minimized Template Phrases pane

Creating email templates for new messages, replies  and forwards

  1. In the e-mail message you are composing or replying to, select the text you want to add to the template and click the New template icon New template on the add-in's toolbar.
  2. The selected text is automatically added to the body of your new email template and the first line of the text becomes the template's name. All text formatting, links and images will be fetched and added to the template you are creating.
    The selected text is automatically added to the body of your Outlook email template.

Nothing can be easier, agree? In the same way, you can create an email template from any message you have sent or received in Outlook, or copy / paste the text from Microsoft Word or any other application.

Editing an Outlook template directly from the message window

  1. If you need to make changes in your Outlook template, select it on the pane and either click the Edit icon Edit on the Template Phrases toolbar, or right-click on the template and choose Edit from the context menu.
    Editing an email template
  2. The editing window will open, you make the necessary changes and click OK to save them.

Inserting a template into an email message with a click

If you want to add a template to the message you are currently composing or reply with a certain template in Outlook, you have three options to choose from:

  • Double-click on the email template in the pane (my preferred way : )
  • Select a template on the pane and click the Paste icon Paste on the Template Phrases toolbar.
  • Right-click on the email template and choose Paste from the context menu.

Inserting a template into an Outlook message

Tip: You can assign a shortcut to your most frequently used template(s) and have it inserted in an e-mail message by pressing, say, Ctrl+Shift+1.
Assign shortcuts to your most frequently used templates.
If you want to use a particular email template in each new message, reply or forward, choose the appropriate option from the Shortcuts drop-down list and you will have the template added automatically to all messages of the selected type.Use a particular email template in each new message, reply or forward.

Sharing email templates

If you work as part of a team, you may want to share a set of verified and proof-read templates with your co-workers to ensure that everyone sends accurate and up-to-day responses to your clients or partners.

  1. Put all the templates you want to share into one folder.
  2. Select that folder, click the Backup & Share button on the Template Phrases toolbar and select the Export the selected folder.
    Sharing email templates
  3. Choose the destination folder of your local network and you are done!

When someone wants to add the shared folder to their template catalog, they need to perform the same 3 steps but choose Import to selected folder instead of Export on step 2. The imported folder with shared templates will be added to the end of the email templates tree.

Using macros in Outlook email templates

I know that many Office users have an innate fear of macros. If you are that user type, don't be afraid, in this case "macros" do not mean writing VB scripts and the like. The Template Phrases add-in has a pre-defined list of macros that you can use in your Outlook email templates to automatically attach a certain file, fill in To, Cc, Bcc or Subject fields etc. As well as all other manipulations with Template Phrases, adding a macro to a template takes just a couple of clicks.

  1. When creating a new or editing an existing template, click the little arrow next to the Insert macros button in the lower left-hand corner of the window.
    To add a macro to your Outlook email template, click the little arrow next to the Insert macros button.
  2. This will open a list of available macros and you pick the needed one. The macros' names are self-explanatory, so you will easily guess what each particular one is purposed for. For example, to add an attachment to the template, you select ~%ATTACHFILE= that comes first in the list:
    A list of available macros to be used in email templates
  3. The Insert File dialog window will open and you browse for the file you want to attach and then click the Open button.
  4. That's it! The attachment is added to your template.
    A macro to attach the selected file to the email template

    If can find more about macros and other Template Phrases features on this page: How to create an email template in Outlook.

    And here how the template looks like when added to the message. As you can see in the screenshot below, I've used 3 macros: to fill in the Subject field, attach a file and insert the highlighted word(s) into the template's text:
    An email template with 3 macros in inserted in the message.

If you are interested to try these email templates in your Outlook, you can download a trial version of Template Phrases. As I've already mentioned it works with all versions of Microsoft Outlook 2016, 2013, 2010, 2007 and 2003. I truly hope you will love these new powerful Outlook templates. And if you do, grab this coupon code AB14-BlogSpo that we provide especially for our blog readers and get your license with 15% discount. Alternatively, you can use this direct order link: get Template Phrases for Outlook with 15% off.

Anyway, please do share your feedback here in comments and thank you for reading!

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110 Responses to "How to create and use e-mail templates in Outlook 2016 and 2013"

  1. Tom says:

    I would like to add my company logo so that it appears in the top left corner of all of my emails and doesn't move. I can add it as a new stationery option but when I tab down from the subject field, the logo moves down as well placing the cursor above it. Any suggestions?
    Thank you,

    • Hi Tom,

      This definitely can be done. But we need to see the html code of your template to be able to say what exactly changes need to be made. If you can send us ( the .html file of your template from the Stationery folder (C:\Users\UserName\AppData\Roaming\Microsoft\Stationery), we will try to help.

      • Fiona Lindsay says:

        Hi, i'm looking to do something very similar by adding a hyperlinked image to the top right hand corner of all new mail but again it moves down when i click on new mail. Can you let me know what to do?

  2. Ларс says:

    How can I convert HTML file into Outlook 2010 template??

  3. Ismail Shani says:

    Thanks a lot, I have done setting default template back in 2012, but no idea, no matter how I thought I didn't remember. But this forum solves this dilemma.

    Thanks again

  4. Ismail Shani says:

    I tried and I am able to find my custom theme listed in theme section in stationery. But when I tried to set bullet for my listings, it doesn't take my custom bullet. Any idea?

    Thanks in advance,

  5. Linda martinez says:

    Can I take a part of the subject line and have it repeated somewhere in the email? Just part not call of the subject. Also can fill in fields be created in the email? Thx

  6. Hello Linda,

    Regrettably, this is not possible with standard Outlook email templates.

    Advanced email templates (Template Phrases for Outlook) described in the 2nd part of the article provide such capabilities.

    You can use macros to fill in To, Cc, Bcc and Subject fields.

    Also, you can use the following combination of 2 macros ~%WHAT_TO_ENTER[~%SUBJECT] to insert a subject or its part into an email. Every time you click the template to paste it into an email, you will see a dialog box with the subject text to be inserted, where you can remove some words and make any other edits. These edits will be applied to the subject's text inserted into the message body only, the Subject per se will remain intact.

  7. angie says:

    I have set up an email template. However, is it possible to make it customer specific? I want to be able to tab to the name and other various fields to make the changes. There is heavy volume, so I am trying to make this time efficient. Maybe there is another option that i do not know of. Thank you

    • Hi Angie,

      I am afraid Outlook email templates are not well suited for this purpose. You can check out the Mail Merge features. The above article describes how to do a mail merge from Excel to Word, but you can merge with your Outlook contacts list exactly in the same way.

      As an alternative, you can consider using some personalized software for Outlook such as Easy Mail Merge.

  8. Jack Bennett says:

    Dear Svetlana,
    I often am on a web site, click on something that tells me this is how to contact the organization and then an Outlook HTML E-mail form pops up with a send address in it. I write my subject and compose my message and then............ I cannot figure out how to send it. I did read somewhere that Ctr Enter would do it, but it doesn't work.

    This is really frustrating.
    Thank you,

    • Dear Jack,
      I have never heard about such problem before. When I click an email address on some web-site, I always see a normal Outlook message window with the Send button. Anyway, for us to understand the problem better, can you please click our support address ( and then send us a screenshot of what you see?

    • MG says:

      Hi Jack,

      If the "send" button is not visible, try to check if your email account is properly configured in your outlook. You can try this by opening your outlook and composing an email from scratch. See if you can send from there. You can also see if maybe the send button is hidden from your toolbar.

  9. Ryan says:

    Good Morning Svetlana
    I have followed your instructions completely and created my template and saved in the right location. However I can run the form and open it up perfectly but when I send it to myself to test it I receive the email but with no text that I typed in at all. I have checked to see if the text box was enabled and visible etc which it is I just cant seem to fathom it out - any help would be greatly appreciated.
    Thank you

  10. Tabitha says:

    Thank you for this clear, concise and applicable tutorial. After looking at, and attempting to use, several other tutorials, your was a breath of fresh air.

  11. Mohan Pakalapati says:

    Thanks a lot Svetlana Cheusheva! you saved my day,
    your post is clear and perfect

  12. Linda says:

    I want to create a template and have a file attached to it so I don't have to attach it each time I use it. Can this be done?

    • Hello Linda,

      I do not know a way to do this with standard Outlook email templates, but you can easily create such a template with Template Phrases for Outlook add-in. Please see the 'Using macros in Outlook email templates' part in this article for more details.

    • Pam says:

      Your directions on creating the template has been a huge help; particularly as we have 6-8 different emails that must be sent upon hiring of new employees! I atached a file to the email (before I saved it as a template)and, when I opened the template, it was still there. My only question is this: If we make a change to the document (that the attachment is pulling from), when we send a new email (using the template), it still has the original file attachment, not the updated version (which we "saved as" with the same file name. It appears this attachment is static and does not pull "live" from the source. Do you know if this is the case? Is there a way around this?

  13. Gilly says:

    Hello Svetlana,

    May I ask you if it would be possible to have a email template with different tabs? So I can use it for sending out information of different vendors in the same email.

    Kind Regards,


    • Hello Gilly,

      Regrettably, it's not possible to create an email template with tabs either with standard Outlook templates or with our Template Phrases add-in. The Template Phrases provides 'What to Enter' macro that prompts the user to enter some specific text in each message whenever the template is applied, though I am not sure this feature is fit for the case.

  14. G13 says:

    I have a custom email template with cells and rows. I have images I have inserted into some of theses cells and am having trouble setting the positions into these cells. is there an easy way to position and lock the images into these cells? center of the cell? top left corner? left margin-center of the cell? while locking them into position? i can drag the images all around but this a manual process and the positions are not necessarily uniform. thanks in advance.

    • From our own experience with sending newsletters, there is no easy way. Different email clients behave in a different way not complying with standards, and regrettably Outlook is not an exception.
      To be properly positioned, each image requires specific CSS styles. We do not know any way to do this via drag-n-drop.

  15. Rayna says:

    Hello. I have multiple Outlook profiles and when I add the stationery to one profile, it is using that for my personal work profile as well. I don't see a way with Outlook 2013 to assign the stationery to a particular email account, like you can with a signature.

  16. Melissa says:

    Hi Svetlana,

    I have created a form in Word 2013 using the developer tool. Followed all instructions I can find on inserting it into outlook in order to create an email template. Not for the life of me will the form work. PLEASE HELP! ... or if I can insert this form into gmail that would be better. Is this at all possible?

    Oh, the form works perfectly fine in word.

    Kind regards,


  17. Melissa says:

    Thanks Svetlana!

  18. chandini says:

    ive managed to create oft email template file and saved it. but unable to share it with my colleagues, how can do this?

  19. CarmCo says:

    I have a business partner who wants to save the template so that it is coming from a specific “From” email address. When we try to update it in the “From” menu, after we save it and try to open it again, it’s reverting back to my own email address.

    Is there a way to do this?

  20. AMY says:

    I have created a custom email template with custom fields to be filled out by my sales force. However somewhere along the way I do not have the ability to attach any files once I run the template. I am using 2007 and not sure what I am missing. When I try to use standard email fields, the attachment shows up a check box? Thank you.

  21. JosieW says:

    I created an email newsletter which contains a lot of images... Most people who open it up and read it on their desktop with Microsoft Outlook say it looks fine, however some people who open it up in Microsoft Exchange OR Microsoft Outlook on their smart phone (BlackBerry) have a ton of "attachement files" just show up!

    How do I get rid of those? Anybody know?


  22. tomo says:

    Template can only made in Outlook 2010 and 2013? Mine is 2011. My Save As item is useless.

  23. Dan says:

    FYI: I had to find the file in Windows Explorer to drag it to my task bar. It would not budge from the Outlook template window. Right click also produced no menu.

  24. Otto says:

    Sigh. A proprietary format. Thanks for nothing Microsoft!

  25. Amanda says:

    I have a client using Outlook 2010 who wants to have an email template made. The catch is that he does not want certain content in the template to be editable (both images and text) -- his plan is to share this email template with co-workers to send out from their own accounts, but he does not want them to change or delete parts of the content by mistake.

    Is there any way to "lock" content in an Outlook email template, so that when a user opens a new email from the template, they can't edit designated sections?

    Thank you in advance!

    • Hello Amanda,

      I regret to tell you that it is not possible with with standard Outlook templates. Our developers will do some research to investigate whether it is possible in principle. If if is, we will try to implement this feature in our add-in.

  26. Melissa says:

    Do you have an affiliate link I can put on my web site?

  27. kenneth bell says:

    Please tell me what went wrong. I've been using outlook for my emai for a long time . however today I seem to be locked out

  28. Kerry Seaton says:

    I have created outlook templates before using this method and it has worked perfectly. Today when I have tried to create a new one when I go to save as there is no "outlook template oft" available to select in the "save as type" field ... its just disappeared .... Please help ??

  29. Jingdi says:

    Great help! Thank you very much!

  30. Tosca says:

    Please help, I have designed a letterhead stationery in Outlook 2010 for our company using various textboxes containing text relevant to our company details etc. It looks fine when I send it and print on my side but on the recipient side the textbox outlines appear as grey boxes. How can I get rid of this?

    Thank you
    Tosca White

    • Leslie says:

      Similar to Tosca's issue, the formatting of a saved template I'm using is different when received. I saved an Outlook template within my stationary folder as an oft., but the table in my template is spaced differently on the recipient's side. What am I doing wrong? I want to use this template for monthly newsletters, but it needs to look professional.

  31. Vishesh says:

    Kindly Advice, I have two accounts in outlook 2013 (office 365 as Microsoft Exchange & as IMAP). I have created & saved template, in the from field i selected mail ID. I also created a reply rule pointing to this template & applied this rule to a specific sub-folder which is under Inbox in account.

    The problem is it sends these mails from Office 365 account Outbox. I suppose due to it being default send account. But in that case kindly help me understand what is the purpose of selecting "from:" field in the template when outlook is clearly ignoring which account i want to send these email from?

  32. Jonathan says:

    Is it possible to have a standard template so that when i click reply to a message it automatically comes up without me having to do anything else?
    I have created a template for new messages but would like to use this when replying to incoming messages.

    many thanks

    • Jason says:

      The solution I've come up with is creating a folder containing the generic email template. When I'm ready to use, I highlight that email in that folder, then click a custom quick step that copies that file to the draft folder.

      I then click Draft folder then click my newly copied email template. Make proper adjustments (as necessary) then send. And email template in template folder remains for the next job.

      lots of info on line on how to create quick step

  33. Nina says:

    THANK YOU!!!

  34. Alejandro says:

    I would like to make a template that generates a unique email sequence number in the subject field, so everytime I use the template the subject is prepopulated with a standard subject tha includes an email number which is 1 number higher than the previous email sent (n+1). Is this possible? at the moment we have to keep track of the email number in a spreadsheet and populate a new number every time.

    • Hello, Alejandro,

      You need a macro that will create a new email from the template and change its subject. For example:
      Sub CreateFromTemplate()
      Dim myTemplate As Outlook.MailItem
      Set myTemplate = Application.CreateItemFromTemplate(Environ("Appdata") & _
      myTemplate.Subject = "Test " + "2"
      Set myTemplate = Nothing
      End Sub

  35. Theresa says:

    I've created a form with an attachment. But I want to be able to turn an existing email into that form, not just open a new email of that form. Reason being I have an extensive contact list where I click to send a new email to each contact. Then I want to turn that new email into the form with the attachment. Is this possible at all? I cannot download the Templates add-in at my company. Is there a macro that would attach the same file and input the same text into an existing email? I don't know how to write VBA either. Thank you.

    • Hello, Theresa,

      Please see the macro that will copy all attachments from the template template.oft to the current email opened in the inspector:

      Sub CopyAttachmentsFromTemplate()
      Dim currentItem As Outlook.MailItem
      Set currentItem = Application.ActiveInspector().currentItem

      Dim myTemplate As Outlook.MailItem
      Set myTemplate = Application.CreateItemFromTemplate(Environ("Appdata") & _

      For i = 1 To myTemplate.Attachments.Count
      Dim filePath As String
      filePath = Environ("temp") + "\" + myTemplate.Attachments.Item(i).FileName
      myTemplate.Attachments.Item(i).SaveAsFile (filePath)
      currentItem.Attachments.Add (filePath)
      Kill (filePath)

      Set myTemplate = Nothing
      Set currentItem = Nothing
      End Sub

  36. jas says:

    I've found and using regularly MailStyler since february. I make my template then import it somewhere else. Great features, although is still young (I believe it went live on November, 2014).

  37. Dan says:

    Hello - Is it possible to create within an email template a drop-down menu for the Subject line? Also, is it possible to have an email address automatically fill the blind copy (BC) line?

  38. Govind says:

    Hi- Is there a way to protect/lock 'Subject' of an outlook email to avoid editing when others reply.

  39. Bronwyn says:

    I Have made a HTML Stationary template and signature through Outlook, which are both working find, as long as the email is opened on a desktop computer.

    If the emails are opened through an email app (i.e. on an iphone), all the formatting is wrong, and images that have been used in the header and signature all move, making the email template look very sloppy.

    How can I set my template and signature to adjust to which ever device the receiver of the email opens the email in? (i.e. So that if they open the email on an iphone, the header is still centered, etc).

  40. John says:

    I would like to have an e-newsletter template that maintains the same side to side dimensions as the Word document I use to craft the newsletter content with photos. When I paste my content into an Outlook 2013 email message box without a template format, the text can spread as widely as the computer user's viewing screen. Is there an Outlook newsletter template that will limit the width to preserve the layout AND still allow functional links to webpages? A jpeg or PDF version will preserve the Word document but does not allow for functional web links. I believe I could create something in Constant Contact newsletter formats, but doing that disallows my easily using my flexible Outlook address book for allusers, list that changes on a regular basis.

  41. Jennifer B says:

    Can you tell me why the "save as..." option is greyed out and unavailable in Microsoft Office 2011 and Microsoft 365? I have the most recent update in the latter (2016), and it's still unavailable.

  42. Pamela says:

    Excellent site, great information!
    Can you help with this please? I have created a form that allows users to 'tick' questions. So far it's quite a simple form: I've attached the tick boxes to personalised fields but now I want to collate the responses just like voting buttons. Can I do this without needing MS Access (which we cannot have in our organisation)?
    Many thanks for any help you can provide.

  43. renato cagulada says:

    Dear madam,

    Seem all features are fantastic, but I still have to commit which Im very willing to enjoy them.

  44. Craig says:

    I don't want a set of stock formatted content in new email messages.

    I just want to override the default styles that Outlook uses in new email messages. For example, I want to define the hanging indent, tab stop, and Spacing Before the paragraphs when the Bullets ribbon tool button is used to add bullets.

    Even if I leave one bullet in the stationery template, using this button to add a bullet to a paragraph applies the Outlook default 0.25" hanging indent with a 0.25" tab stop, and no spacing before.

    How can these deeply-embedded defaults be changed?

  45. Adam Raphael says:

    I have created a oft. template for new messages which works well. But I would like to use this same template when replying to incoming messages. How do I do this?

  46. Tim Morson says:

    Thank you for this excellent article. In the section entitled 'Using macros in Outlook email templates', you point to the insert macro feature which lists a series of macros, such as ~%ATTACHFILE=. Are there any predefined macros in Outlook 2010? I can't seem to find any drop down macro list. I would like to be able to mass merge emails from Outlook and not using the Mail Merge feature via Word.Is this even possible? Thanks for your guidance and keep up the good work. Tim

  47. Matthew Ivey says:

    Thank you for a great article. I have created a template and saved it as an html file in the stationery folder. The template incorporates an image in the top right had corner and when i open a new email the whole template is moved several rows down leaving a gap at the top of the email. Any suggestions on how to resolve this?

  48. Ryan Paul says:

    Hi! Thanks for the article. I have a doubt. I would like to type on a template/BG. For example,

    Line #1: Logo (which should also be static on the top corner)
    Line #2: Type able text on a grey background. And whenever there's a huge text, the grey background should increase in size accordingly).
    Line #3: Company slogan (which should also be static on bottom corner)

    Is this possible in Outlook?

  49. SPL says:


    Anyway to get this them setup to include a specific address in the CC line? When I add a CC address and save the HTML, once I select it as a theme, it converts the CCN line to text in the body of the email.

    Thanks in advance,

  50. Kooki says:

    I had a problem to bring choose forms ( it is not exist in my menu)

  51. Gretel says:

    I've created a template using the outlook platform but it cant be viewed on iPhones or Macs. Is there a way we can make the template compatible with these systems?
    Thank you

  52. Phil says:

    Your instructions are very simple to follow, thank you. However, what I am wanting to do is not listed. I work with veterans so I want a patriotic background to my emails. I have a nice stationary I would like to scan to use as a background/theme. I can't figure out how to do it. Can you help? Also, Some of the MS stationary preloaded is like a background where you can write over the top (ie.. the bears), but what I load want let me. How can I save a stationary that is just a background. Lastly, How can I use/make borders for my stationary.
    Thank you for your assistance.

  53. Rosie says:

    Hi there,

    This is great, however what I am wanting is very similar to this but in calendar instead, with appointments. We schedule all our work through outlook calendars which our employees can access on their phones (at the office we have control over all their individual calendars). Our employees note all the details of their jobs in the notes section of the calendar appointment and what we need is a template when creating the appointment so it is logical and they don't forget to record any of the job details. Is this possible? Also I tried all your instructions as a practice run and when I went to re-open the email template and I got to C:\Users\UserName and there was no "app data" file. Do you know why this would be?

    Cheers =)

  54. Sam C says:

    Can I create a template from a shared calendar in Outlook 2010?

  55. Li says:

    Hi, I created an oft.-template and want to integrate a macro, so the first line will include the name of the recipient. I want to use ~%TO as suggested on your homepage. How is this possible? Greets from Germany.

  56. Jenny says:

    I just updated our shared templates for 2017 and when I import them on my colleagues computers all of the hyperlinks that are in the templates I created are gone. Please advise.

  57. Dawn says:

    Hi -

    When I save a Outlook template (.oft) with a Japanese subject, it is not retaining the subject and is converting it to "????". How can I get it to keep the Japanese characters in the subject?

  58. Alexander Gomes says:


    My team has to send large number of email notification per week. I looked at creating group for each category and asked them to send. But there is always element of missing few groups, or not able to send the weekly reminder, how can i automate sending emails every week.


  59. Sue says:

    Very absorbing and useful knowledge, thanks

  60. Islam says:


    I have a problem showing a Text on a background I used vml technique but it didn't work only 2007 and 2010 but 2013 half of image appear and I need to lick over to load all the image any one could give a hand.


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  62. Tech House says:

    I really like the blog and I think it truly enhances the techno community.

  63. Venkatesh says:


    I very much like this blogs and I think it really enhances to think.

  64. Venkatesh says:


    I have a image i can send as a New template, but i am unable go with macro for reply, reply all and forward. Can anyone pls guide me with macro.

  65. shadab nivekar says:

    Hi Svetlana,

    Nice Post.

    Could you please guide how to design the below template ?.

    I want to design a email template for IT monitoring of the services. The email template should contain below headings with tab in horizontal dimensions.

    Health Check
    bla bla bla

    Could you please guide me how to achieve this ?.


  66. Robin says:

    Hello, I am trying to take a template and have it send all of the lines to 1-6 email address and have it send only 7 specific lines to many more email addresses. Is that possible? thanks

  67. Madhav says:

    I just want to create a template with some time changes in the outlook.
    Email body:

    My Wakeup time : 6 am
    My Eating time : 8 am

    So just want to change this time when I clicked on button

  68. thomas says:


    I want to know if it is possible to show the real email address an email is sent to.
    I have a user with 5 email addresses
    A sender sends an email to address Outlook displays the primary email address as receiver for the recipient . I would like to have a outlook form that shows the actual email address the email is sent to.

  69. Bala says:

    Hi Team,

    I have built a form however when I send it to others I couldn't view the content of the form and just dispays the subject of the email.

    Please help.

  70. T says:

    What if I want to turn emails I receive into custom task forms? My team and I receive hundreds of requests each day and I would like to quickly organize them using custom fields in tasks. I have added the custom fields to the task view, but would like to know how to update a field on multiple tasks at once and also how i can update those fields from the email itself when i receive it. So if I receive an Email for Customer A and I have a Customer field in my task view, how can i open the email and enter "Customer A" in the email itself to populate this field?

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