How to Create an Email Template on Outlook (Step-by-Step Guide)
If you find yourself sending the same type of email repeatedly, creating an email template in Outlook can save you a ton of time. This step-by-step guide will walk you through how to create, save, and use email templates in Microsoft Outlook quickly and easily.
Why Use an Email Template?
Email templates are incredibly helpful if you regularly send out emails with the same structure. Instead of writing out the same email every time, you can create a template and reuse it whenever needed—just personalize a few details before sending.
Step 1: Open a New Email
First, open Outlook and click on “New Email” to start drafting your email template.
Step 2: Compose Your Email
Write the content of the email that you want to reuse as a template. You can include a subject line, a greeting, body text, and even an email signature.
Tip: Keep placeholders for personalization, such as “[First Name]” or “[Company]” so you can quickly swap out those details before sending.
Step 3: Save the Email as a Template
After you’ve composed the email, follow these steps to save it as a template:
- Click File in the top-left corner of your email window.
- Select Save As.
- In the “Save as type” dropdown, choose Outlook Template (*.oft).
- Name your template and click Save.
Step 4: Access Your Saved Template
When you’re ready to use your template:
- Click on New Items in the toolbar.
- Hover over More Items and select Choose Form.
- In the new window, select User Templates in File System from the dropdown.
- Find your saved template and click Open.
Your pre-written email will load, and you can make any last-minute edits before hitting send!
Step 5: Customize and Send
Before you send your template, personalize the placeholders (like names or specific details) so the email feels tailored. Afterward, hit Send!
Bonus: Modify an Existing Template
To modify an existing template, open it using the steps from Step 4, make the necessary changes, and save it as a new template using Save As (Step 3). This way, you won’t overwrite the original template.
Conclusion
Email templates in Outlook are a simple yet powerful way to boost productivity. By following these quick steps, you can save time on repetitive emails, ensure consistency, and make the process more efficient. Try it out the next time you find yourself sending the same message over and over!
