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Save Time by Using Email Templates in Outlook

Posted by Roger Hyttinen on

Outlook Template

Many people find that they email the same information over and over on a regular basis. Perhaps you run a business and receive the same customer inquires or questions on a regular basis. In this kind of situation, email templates can come in handy. A template is a snippet of content that you can reuse on an as-needed basis rather than typing the same content over and over.

Quick Guide: To Create an Outlook Template

  1. Launch Microsoft Outlook and click Inbox in the left pane.
  2. Press the Ctrl + N keystroke combination to create a new blank message.
  3. Enter the Subject for the message. This becomes the default subject for any messages that you create using the template.
  4. Click in the message body and type a saluation such as Dear _________.
  5. Type in the content of the message. Check message carefully for any grammar and spelling errors.
  6. When you're happy with the content, click the File tab on the Ribbon and then click Save As in the left pane. The Save As dialog will appear.
  7. Click the Save as Type drop-down list and choose Outlook Template (.oft) from the list. The Save As dialog should switch to the default Templates folder (C:\Users\Username\AppData\Roaming\Microsoft\Templates)

    save as Outlook Template

  8. Type a meaningful name for your template in the File Name box.

    Type template name in Name box

  9. Click Save. You are now ready to use your template.

Quick Guide: To Use an Outlook Template

  1. Ensure that the Home tab is the active tab.
  2. Click the New Items icon on the New group of the Ribbon, point to More Items and then click Choose Form.

    New Items drop-down list

  3. Click the Look In: drop-down list and choose User Templates in File System. If you stored your template in a folder other than the default Templates folder, click the Browse button and navigate to the folder where your template is stored.

    Choose User Templates in File System

  4. Click the template you want to use.

    Choose the template you want to use

  5. Click Open.

That's it! You have now successfully created and used an Outlook template. Repeat the process for any additional templates you want to create. Using email templates can really be a time-saver.


Looking for more Outlook tips? Our Outlook 2016: Up To Speed guide is now available as an ebook from Amazon and Kobo. The Up To Speed series is designed to help you get productive quickly with your software. Check back as new titles will be added regularly.

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