If you often send the same type of email repeatedly, learning how to create an email template in Outlook can save you time and ensure consistency. Whether you’re responding to customer inquiries, sending meeting requests, or delivering status updates, using templates helps streamline your communication process and reduce typing effort. This guide walks you through the steps for creating, editing, and using email templates in Outlook on desktop, web, and mobile platforms.
What Is an Email Template in Outlook?
An email template is a pre-written email that you can reuse as needed. It typically includes:
- A predefined subject line
- Standardized body content
- Placeholder text for personalization
- Optional formatting or branding
Outlook lets you create and store templates so you can insert them instantly when writing emails.
Benefits of Using Outlook Email Templates
Saves Time
Instead of typing the same message repeatedly, you can use templates to save minutes—or hours—each day.
Maintains Consistency
Templates help ensure that every message includes the correct information and tone, especially in professional communication.
Reduces Errors
With templates, you’re less likely to forget important details or make typos, especially in routine responses.
How to Create an Email Template in Outlook (Desktop App)
Step-by-Step Instructions
- Open Outlook and click on New Email.
- Compose your email:
- Add the subject line, email body, and any formatting or placeholders.
- Add the subject line, email body, and any formatting or placeholders.
- Click File > Save As.
- In the Save as type dropdown, choose Outlook Template (*.oft).
- Name your template and click Save. The template will be saved in your default template folder.
How to Use a Saved Email Template in Outlook (Desktop)
- Click New Items > More Items > Choose Form.
- In the Look In dropdown, select User Templates in File System.
- Choose your template and click Open.
- Edit any placeholder text as needed and send the email.
How to Edit an Email Template in Outlook
Outlook doesn’t let you edit a template directly. You need to open it, make changes, and resave it.
- Open the template via Choose Form.
- Make the necessary edits.
- Click File > Save As and overwrite the existing template or save it as a new one.
How to Create Quick Parts in Outlook (Alternative Method)
Quick Parts is a handy feature to store snippets of text you frequently use.
Create a Quick Part:
- Write the content you want to save inside a new email.
- Highlight the text and click Insert > Quick Parts > Save Selection to Quick Part Gallery.
- Give it a name and click OK.
Insert a Quick Part Later:
- Open a new email.
- Go to Insert > Quick Parts, and choose the saved snippet.
This is ideal for short responses or repeated instructions.
How to Create Email Templates in Outlook Web (Outlook.com or Microsoft 365)
Create a Template
- Log in to Outlook.com.
- Click New Message.
- In the message window, click the three-dot menu (More options) > My Templates.
- In the sidebar, click + Template.
- Name your template and add the message text.
- Click Save.
Use the Template
- Open a new message.
- Click the three dots > My Templates.
- Click the desired template to insert the content.
How to Create and Use Templates in Outlook Mobile App
Outlook’s mobile app does not support full templates, but you can use text shortcuts or copy-paste notes as a workaround.
Workaround: Using Notes or Clipboard Apps
- Save commonly used text in a notes app.
- Copy and paste into the Outlook mobile email composer when needed.
- Some phones allow text shortcuts or keyboard replacements.
Tips for Creating Effective Email Templates
Use Placeholders for Personalization
Add tags like [First Name], [Date], or [Company] to remind yourself where to customize.
Keep It Concise
Templates should be direct and clear. Don’t overload with unnecessary content.
Include Your Signature
Add your default signature or a customized one specific to that template.
Review for Accuracy
Check grammar, formatting, and placeholders before saving a template to avoid repetitive errors.
Common Use Cases for Email Templates
- Customer Service replies
- Follow-up emails after meetings
- Meeting reminders or agendas
- Onboarding instructions
- Sales outreach
- Holiday greetings or seasonal campaigns
What to Avoid in Email Templates
- Overusing technical jargon or informal language
- Forgetting to personalize before sending
- Storing sensitive data or passwords in templates
- Overcomplicating layout and design
FAQs About How to Create an Email Template in Outlook
Can I use images in Outlook templates?
Yes, you can insert images or logos into your template for branding or visual clarity.
Where are Outlook templates saved?
They are usually stored in the default folder:
C:\Users\YourName\AppData\Roaming\Microsoft\Templates
Can I share Outlook templates with colleagues?
Yes, you can send them the .oft file, and they can open it using the Choose Form feature.
Do templates sync across devices?
Outlook desktop templates do not sync, but web-based templates under “My Templates” do sync across browsers.
Is there a limit to how many templates I can create?
There is no strict limit, but too many templates may clutter your options. Organize them with clear names.
