The tutorial explains how to create, save and use standard Outlook email templates. You will also learn how to reply with template in Outlook 365, 2021, 2019, 2016, 2013, and 2010.
Outlook e-mail templates are a really powerful feature, though often underestimated. Rather few people know that templates for Outlook emails exist and even fewer know how to create and use them the right way.
Imagine 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!
This section explains how to create and save email templates on an example of Outlook 2010. In later versions, it works exactly the same way, with maybe some insignificant differences in the color scheme and design of the Outlook ribbon.
To make an email template in Outlook, carry out these steps:
For example, you've created a new design of your newsletter and now want to save it as an email template:
Important! Do not change the destination folder where email templates are saved, otherwise Outlook won't be able to locate them. By default, Outlook saves all template files to this folder:
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.
To create a message based on an email template, here's what you do:
That's it! A new message will be created based on the chosen template, with the same body, subject, formatting, images, etc.
Tip. To reduce the number of clicks required for opening a template, you can place the Choose Form button directly on the ribbon. We have a special guide on how to add a custom button to Excel ribbon. In Outlook, the steps are exactly the same.
To modify an existing template, open it as an email message (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!
If you frequently use one or more templates in your work, 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 even a better option, so let's go ahead with it.
If you'd rather have a template shortcut on your desktop, then right-click the template and choose Send to >Desktop.
This will create a shortcut on your desktop and you click it whenever you want to create a new message with this template.
An Outlook template is a usual file (.oft), so you can pick any template from the folder where all Outlook templates are stored (
C:\Users\UserName\AppData\Roaming\Microsoft\Templates) and send it as an al attachment or save to a network share.
If you want to use a specific template for all new emails, then you have 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 that you send.
Here are the steps to create an html email template for Outlook:
You can also design your Outlook e-mail template using any other HTML editor and save the resulting html file to the same folder.
From now on, your new Outlook email template will automatically be applied to all messages you are composing.
There are tons of free ready-to-use templates on the web for all possible scenarios and occasions. Here are just a few examples:
Surely, Outlook templates provide many useful features that can save you a lot of time. But if you send tens of repetitive emails daily, the capabilities of built-in Outlook templates may not be enough. For example, what if you want to reply with template in Outlook? And if you've created a few dozen templates for different occasions, how could you view their content to pick the best-suited one? And if you could only insert a template in the message with a mouse click!
Sounds like a wish-list for the Microsoft Outlook team? :) No matter how fantastic it may sound, all these features are already implemented in our own templates for Outlook emails, and the next section shows how to use them.
If you are looking for email templates that can be used at any time from any device (including Outlook desktop and Online, Windows and Mac), you'll certainly love our brand-new Shared Email Templates. This tool does do not require switching to other tabs, creating desktop shortcuts, and the like. All is done directly in the e-mail message window:
Once a template is created, you can use it personally or share with your teammates.
The screenshot below gives an idea of how your email templates can look like:
That was just a quick introduction to this awesome tool. I invite you to have a look at this page to discover a lot more fascinating features!
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