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Create and Use Email Templates in Outlook

Create a template in Outlook to send the same email over and over

By Heinz Tschabitscher Heinz Tschabitscher Writer University of Vienna A former freelance contributor who has reviewed hundreds of email programs and services since 1997. lifewire's editorial guidelines Updated on March 22, 2021 Reviewed by Ryan Perian Reviewed by Ryan Perian Western Governors University Ryan Perian is a certified IT specialist who holds numerous IT certifications and has 12+ years' experience working in the IT industry support and management positions. lifewire's editorial guidelines Tweet Share Email Tweet Share Email

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Expand Jump to a Section Create a Template Compose Using a Template For Quick Replies Reply Using a Quick Reply Template When you frequently send very similar emails, save one of these messages as a message template first in Outlook. Then, instead of creating the email from scratch, start with a template and customize it to fit your email recipient. You'll save time and become more efficient at your email tasks. Instructions in this article apply to Outlook 2019, 2016, 2013, 2010, 2007; and Outlook for Microsoft 365.

Create an Email Template for New Messages in Outlook

To save a message as a template in Outlook: Create a new email message. Select Home > New Email, or press Ctrl+N. Enter a Subject if you want to use one for your message template. You can save an email template without a default subject in Outlook. Enter text, images, and other elements you want to appear in the email message template. Remove any signatures if you previously created an email signature in Outlook that's added automatically when you create a new message. Once you've set up your email template, select File > Save As. In Outlook 2007, select Office Button > Save As. Enter a file name. Select the Save as type dropdown arrow, then select Outlook Template (*.oft). In Outlook 2007, select the Save as type dropdown arrow, then select Outlook Template. Select Save. Close the original email.

Compose an Email Using a Template in Outlook

To write a new message (see below for replies) using a message template in Outlook: Select the Home tab, then select New Items > More Items > Choose Form. In Outlook 2007, select Tools > Forms > Choose Form. In the Choose Form dialog box, select the Look in dropdown arrow, then select User Templates in File System. Select the template you want to use. Select Open.

Create a Simple Email Template for Quick Replies in Outlook

To set up a template for replies in Outlook: Select the Home tab. In the Quick Steps group, select Create New. In the Name text box, enter a descriptive name for the reply template. Select the Choose an Action dropdown arrow. In the Respond section, select Reply. To set up a simple template for new messages that include a default recipient, select New Message. Select Show Options. In the Text text box, enter the message for your reply. Do include a signature. Select the Importance dropdown arrow and select Normal to have your reply go out with normal importance regardless of the original message's level. Optionally, select Automatically send after 1 minute delay. The message automatically goes to the Outbox and stays in the Outbox for 1 minute. During this time, you can delete it or make an edit. To add further actions, select Add Action. For example, add an action to move an email message in Outlook to your archive folder or add an action to categorize it with a color to identify messages that received a boilerplate answer. To add a keyboard shortcut for the action, select the Shortcut key dropdown arrow, then select a shortcut. Select Save. In Outlook 2019, select Finish.

Reply to an Email Fast Using a Quick Reply Template in Outlook

To send a reply with a pre-defined Quick Step template: Select the message to which you want to reply. Either open the message in the Reading pane or in a separate window. If the message displays in the Reading pane, select the Home tab. If the message appears in a separate window, select the Message tab. In the Quick Steps group, select the reply template quick step. If you defined a keyboard shortcut for the action, press the corresponding keyboard keys. Make changes to the email as needed, then select Send. Was this page helpful? Thanks for letting us know! Get the Latest Tech News Delivered Every Day Subscribe Tell us why! Other Not enough details Hard to understand Submit More from Lifewire How to Forward an Email as an Attachment in Outlook How to Insert a Link Into an Email With Outlook Learn How to Properly Redirect an Email in Outlook How to Save and Use Messages as Templates in Apple Mail How to Recall an Email in Outlook How to Export Emails From Outlook How to Purge Deleted Outlook Email How to Set up Your Hotmail Signature in Outlook.com How to Streamline Conversations in Outlook How to Change the Default Font and Size in Outlook How to Set up and Use Email Templates in Gmail How to Use a Special Signature for Replies and Forwards in Outlook Using Rich HTML in an Outlook.com Signature How to Use the Outlook Ribbon How to Move Emails to Folders with One Click in Outlook How to Forward Outlook Mail to Another Email Address Newsletter Sign Up Newsletter Sign Up Newsletter Sign Up Newsletter Sign Up Newsletter Sign Up By clicking “Accept All Cookies”, you agree to the storing of cookies on your device to enhance site navigation, analyze site usage, and assist in our marketing efforts. Cookies Settings Accept All Cookies