Create and use email templates in Outlook

Contents
  1. Create a template in Outlook to send the same email over and over
  2. Create email template (for new messages) in Outlook
  3. Compose an email using a template in Outlook
  4. Create a simple quick reply email template in Outlook
  5. Quick reply to email using a quick reply template in Outlook

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

If you often send very similar e-mails, first save one of these messages as a message template in Outlook. Then, instead of creating an email from scratch, start with a template and customize it according to the email recipient. You save time and become more efficient with email.

The instructions in this article apply to Outlook 2019, 2016, 2013, 2010, 2007; and Outlook for Office 365.

Create email template (for new messages) in Outlook

To save a message as a template in Outlook:

  1. Create a new email message. Select At home New email address † Or click on Ctrl + N

  2. Enter Subject if you want to use it as a post template.

    You can save an email template without a default subject in Outlook.

  3. Enter the text, images, and other elements you want to appear in the email template.

    Remove signatures if you’ve configured Outlook to automatically add a signature when you compose a new message.

  4. After setting the email template, select File Save as † Select in Outlook 2007 Office Knob Save as

  5. Enter a file name.

  6. Click the drop-down arrow Save as type and choose Outlook template (*.oft) † In Outlook 2007, select the drop-down arrow Save as type and select Outlook Template

  7. Select Save

  8. Close the original letter.

Compose an email using a template in Outlook

Write a new message (see answers below) using a message template in Outlook:

  1. Go to At home and choose New elements Additional elements Choose form † Select in Outlook 2007 instruments Forms Choose form

  2. In the dialog box Choose form select drop-down arrow Search in and choose User templates in the file system

  3. Select the template you want to use.

  4. Select Open

Create a simple quick reply email template in Outlook

To set up a reply template in Outlook:

  1. Go to the tab At home

  2. In a group Quick Actions select Create new

  3. In a text box Name enter a descriptive name for the reply template.

  4. Select drop-down arrow Select an action

  5. In section To answer select To answer

    To set up a simple template for new messages with a default recipient, select A new message

  6. Select Show options

  7. In a text box Text enter a message to reply. Turn on the signature.

  8. Click the drop-down arrow Interest and select usual so that your reply has a normal value, regardless of the level of the original message.

  9. Check the box if you wish. Send automatically after 1 minute † The message is automatically sent to the Outbox and remains in the Outbox for 1 minute. During this time, you can delete it or perform a quick edit.

  10. To add more actions, select Add action † For example, add an action to move the original message to your archive folder, or add an action to categorize it by color to identify messages that received a template reply.

  11. To add a shortcut for an action, click the drop-down arrow Keyboard Shortcut and choose a keyboard shortcut.

  12. Select Save † Select in Outlook 2019 Finished

Quick reply to email using a quick reply template in Outlook

To send a reply using a predefined Quick Step template:

  1. Select the message you want to reply to. Open the message in the reading pane or in a separate window.

  2. When the message appears in the reading pane, click the tab At home † If the message appears in a separate window, click the tab Message

  3. In a group Quick Actions select a quick reply template. If you have defined a hotkey for an action, press the corresponding keyboard keys.

  4. Make changes to the email if necessary, then select send

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