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Create and Use Email Templates in Outlook

Save a similar email to Outlook as a template if you send it often. Instead of starting from scratch when creating an email, use a template to create it and then customize it for your recipient. This will allow you to save time and make your email tasks more efficient.

This article applies to Outlook 2019, 2016, 2010, 2007, and Outlook for Microsoft 365.

Outlook allows you to create an email template (for new messages)

To save a message in Outlook as a template

  1. Make a new email message. Choose Home> Email or press CTRL+N.
  2. If you would like to use one in your message template, please enter a Subject .

    Outlook allows you to save email templates without default subjects.
  3. You can enter text, images and any other elements that you would like to be included in the email template.
    img alt=”Enter text in an Outlook email body.” data-click-tracked=”true” data-expand=”300″ data-hi-res-src=”https://www.lifewire.com/thmb/swpnqKndOTXmoN5SSN0XP84Xy0I=/1920×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/03-create-and-use-email-templates-in-outlook-87f07e59cff143c888489793e628db2b.jpg” data-img-lightbox=”true” data-src=”https://www.lifewire.com/thmb/UhIxv72rQqabW3yod_kh1wdfibQ=/650×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/03-create-and-use-email-templates-in-outlook-87f07e59cff143c888489793e628db2b.jpg” data-tracking-container=”true”/>

    If you have previously created an Outlook email signature that is automatically added when you create a new mail, you can remove it.

  4. After you have created your email template, click File> Save As. Select Office Save as in Outlook 2007.
    img alt=”File Options in Outlook” data-click-tracked=”true” data-expand=”300″ data-hi-res-src=”https://www.lifewire.com/thmb/v3yjh4LtSa2b-TZr_MZlwhrKkYw=/1920×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/04-create-and-use-email-templates-in-outlook-69023363ff8f4150b09a38134a0bb19a.jpg” data-img-lightbox=”true” data-src=”https://www.lifewire.com/thmb/g1gzTHwfWwhaJ8C7NwWIvk_Z5yI=/650×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/04-create-and-use-email-templates-in-outlook-69023363ff8f4150b09a38134a0bb19a.jpg” data-tracking-container=”true”/>

  5. Type a file name.

  6. Select the Save as type dropdown, then choose Outlook template (*.oft). Select the Save As Type dropdown and then choose Outlook template.
    img alt=”Staying an email as a template within Outlook.” data-click-tracked=”true” data-expand=”300″ data-hi-res-src=”https://www.lifewire.com/thmb/Q16ijQHfChAV1J058qjWz2jCvUM=/1921×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/05-create-and-use-email-templates-in-outlook-d3b55dc856ed4da5ae1b568963a3d8b9.jpg” data-img-lightbox=”true” data-src=”https://www.lifewire.com/thmb/9SNiLZBBbE67E0wdEuENqi3Prc0=/650×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/05-create-and-use-email-templates-in-outlook-d3b55dc856ed4da5ae1b568963a3d8b9.jpg” data-tracking-container=”true”/>

  7. Select Save.

  8. Close the original email

Use a template in Outlook to create an email

Use an Outlook message template to create a new message.

  1. Select the Homepage tab and then choose New Items > Other Items > Choose form. Select Tools Choose Form in Outlook 2007.
    img alt=”Selecting an email form in Outlook.” data-click-tracked=”true” data-expand=”300″ data-hi-res-src=”https://www.lifewire.com/thmb/YcM0Yn-GRj25oNbiTCD4TE4RUmA=/1916×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/06-create-and-use-email-templates-in-outlook-4172835d0a1543638a924649e5e65ef4.jpg” data-img-lightbox=”true” data-src=”https://www.lifewire.com/thmb/b2sq92daMgvtqXqyIvnBVIaDxGs=/650×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/06-create-and-use-email-templates-in-outlook-4172835d0a1543638a924649e5e65ef4.jpg” data-tracking-container=”true”/>

  2. Select Choose form from the dialog box. Next, choose Look at.
    img alt=”Choosing the new template in Outlook.” data-click-tracked=”true” data-expand=”300″ data-hi-res-src=”https://www.lifewire.com/thmb/kTE6SgSC-XjM2K0CKlFcpJDmqAU=/1919×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/07-create-and-use-email-templates-in-outlook-792dd45d778549e5a21cd14255665599.jpg” data-img-lightbox=”true” data-src=”https://www.lifewire.com/thmb/8RcKGgrc-pfQCPzGrzR2YS_f9q8=/650×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/07-create-and-use-email-templates-in-outlook-792dd45d778549e5a21cd14255665599.jpg” data-tracking-container=”true”/>

  3. Choose the template that you would like to use.
    img alt=”Choosing the template for an Outlook email.” data-click-tracked=”true” data-expand=”300″ data-hi-res-src=”https://www.lifewire.com/thmb/EYbnF8MCMLbM21RG2-I08LlaozA=/1920×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/08-create-and-use-email-templates-in-outlook-6e18804617a7448a8dd5bf81a9d48833.jpg” data-img-lightbox=”true” data-src=”https://www.lifewire.com/thmb/Wpr5v24KtCPsBqGi0sPYBklT21w=/650×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/08-create-and-use-email-templates-in-outlook-6e18804617a7448a8dd5bf81a9d48833.jpg” data-tracking-container=”true”/>

  4. Select Open.

For quick replies in Outlook, create a simple email template

Outlook Templates for Replies

  1. Select the Home tab.

  2. Select Create a New from the Quick steps group.
    img alt=”Selecting Create New under Quick Steps in Outlook” data-click-tracked=”true” data-expand=”300″ data-hi-res-src=”https://www.lifewire.com/thmb/TNZ-5PSrvPnzy95qQlCy7jvM1IU=/1917×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/09-create-and-use-email-templates-in-outlook-61459017cc08453c89700b109d8052c1.jpg” data-img-lightbox=”true” data-src=”https://www.lifewire.com/thmb/ghB26-B9Ml8KxlwxGzoqUagMl54=/650×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/09-create-and-use-email-templates-in-outlook-61459017cc08453c89700b109d8052c1.jpg” data-tracking-container=”true”/>

  3. Enter a descriptive name in the Nametext field to use as a reply template.
    data-click-tracked=”true” data-expand=”300″ data-hi-res-src=”https://www.lifewire.com/thmb/o_kcX1zTy1vUmW2RD2Tne5Yxw30=/1920×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/10-create-and-use-email-templates-in-outlook-8cbf4cf465594d9a851f378c43dbd965.jpg” data-img-lightbox=”true” data-src=”https://www.lifewire.com/thmb/ExsRremBPG58Lvj2ONB6hM4vPbg=/650×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/10-create-and-use-email-templates-in-outlook-8cbf4cf465594d9a851f378c43dbd965.jpg” data-tracking-container=”true”/>

  4. Select the Choose an action dropdown.
    img alt=”Choosing an action to take a quick step in Outlook.” data-click-tracked=”true” data-expand=”300″ data-hi-res-src=”https://www.lifewire.com/thmb/BXpGwF2IGiDgkZm568_B5SbwYVA=/1916×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/12-create-and-use-email-templates-in-outlook-20c1462b784741f18b6112c006921cab.jpg” data-img-lightbox=”true” data-src=”https://www.lifewire.com/thmb/xLBMOLO4nSS9QoV0umESO4csFMg=/650×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/12-create-and-use-email-templates-in-outlook-20c1462b784741f18b6112c006921cab.jpg” data-tracking-container=”true”/>

  5. Select Reply in the Respond section.
    img alt=”Selecting a reply action for quick steps within Outlook.” data-click-tracked=”true” data-expand=”300″ data-hi-res-src=”https://www.lifewire.com/thmb/WfwnbXQt2m3IoOgegtuZOgH7YBE=/1920×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/13-create-and-use-email-templates-in-outlook-db2157a317474bd697a2e9dcd4575ab7.jpg” data-img-lightbox=”true” data-src=”https://www.lifewire.com/thmb/ivGG91xonei5tL4GrlbFFRGv7hE=/650×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/13-create-and-use-email-templates-in-outlook-db2157a317474bd697a2e9dcd4575ab7.jpg” data-tracking-container=”true”/>

    Select New message to create a template for new messages with a default recipient.

  6. Select Show Option.
    img alt=”Additional Outlook steps” data-click-tracked=”true” data-expand=”300″ data-hi-res-src=”https://www.lifewire.com/thmb/jtYQu_iKw64Fs97qmCbvzX0VoJI=/1920×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/14-create-and-use-email-templates-in-outlook-0e365f4840784105b0bb1a7a8b9fd65a.jpg” data-img-lightbox=”true” data-src=”https://www.lifewire.com/thmb/IoYF2tYnDL4-ebBvnTh3HijnS1M=/650×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/14-create-and-use-email-templates-in-outlook-0e365f4840784105b0bb1a7a8b9fd65a.jpg” data-tracking-container=”true”/>

  7. Enter your message in the text box. Do include a signature.

  8. To have your reply sent with normal importance, regardless of its original level, select the Importance dropdown menu arrow.
    img alt=”Choosing the importance level for a quick step in Outlook.” data-click-tracked=”true” data-expand=”300″ data-hi-res-src=”https://www.lifewire.com/thmb/qAXxj4J3RNpHB0D-CPHdTovaqSU=/1920×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/15-create-and-use-email-templates-in-outlook-6d8e598829304954bf106292b9518daa.jpg” data-img-lightbox=”true” data-src=”https://www.lifewire.com/thmb/VbD3V8yV4_gYf5I8pAPSl2moajI=/650×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/15-create-and-use-email-templates-in-outlook-6d8e598829304954bf106292b9518daa.jpg” data-tracking-container=”true”/>

  9. You can also choose Send the message automatically after a delay. The message is automatically sent to the Outbox. It will stay there for one minute. You can either delete the message or make edits during this time.
    img alt=”Selecting the option to send the message automatically in Outlook.” data-click-tracked=”true” data-expand=”300″ data-hi-res-src=”https://www.lifewire.com/thmb/bSQGt4MmjjRVLCnq-UK2l-7lucE=/1920×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/16-create-and-use-email-templates-in-outlook-7841be6fc7c941a888b4a1c5f68c73ff.jpg” data-img-lightbox=”true” data-src=”https://www.lifewire.com/thmb/_7lSMx1mHWbrOPe8AdrtazFsq4E=/650×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/16-create-and-use-email-templates-in-outlook-7841be6fc7c941a888b4a1c5f68c73ff.jpg” data-tracking-container=”true”/>

  10. Select Add Action to add additional actions. You can add an action to Move an Outlook email message to your archive folder, or an action to categorize it using a color to identify messages which received a boilerplate response.
    img alt=”Additional action in Outlook” data-click-tracked=”true” data-expand=”300″ data-hi-res-src=”https://www.lifewire.com/thmb/4x62jk43Z3Y5p6zc-uqVLlWJpQ0=/1920×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/17-create-and-use-email-templates-in-outlook-775e5a3d948f4b41b1addb31b44e1746.jpg” data-img-lightbox=”true” data-src=”https://www.lifewire.com/thmb/AvCZnCefjS4OkR7Jzl3xy9AJHtI=/650×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/17-create-and-use-email-templates-in-outlook-775e5a3d948f4b41b1addb31b44e1746.jpg” data-tracking-container=”true”/>

  11. Select the Shortcut key dropdown and then choose a shortcut.
    img alt=”Choosing an easy step in Outlook” data-click-tracked=”true” data-expand=”300″ data-hi-res-src=”https://www.lifewire.com/thmb/b0ecMcULRvInwthWO4uRt5dKIFE=/1916×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/18-create-and-use-email-templates-in-outlook-07fb83f0ca4040abad1523da29a0cb77.jpg” data-img-lightbox=”true” data-src=”https://www.lifewire.com/thmb/9Bri-AXTByPC10jleY05e-4j77Q=/650×0/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/18-create-and-use-email-templates-in-outlook-07fb83f0ca4040abad1523da29a0cb77.jpg” data-tracking-container=”true”/>
  12. Select Save. Select Finish in Outlook 2019.

Use a Quick Reply Template to Reply Fast to an Email

To send a response with a Quick Step template pre-defined:

  1. Choose the message you wish to reply. You can either open the message in the Reading pane, or in a separate browser.

  2. Select the Hometab if the message appears in the Reading pane. Select the messagetab if the message is displayed in a separate window.

  3. Select the reply template quickstep from the Quick steps group. You can also create a keyboard shortcut to perform the action by pressing the appropriate keyboard keys.

  4. You can make any changes to your email, and then choose Send.

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