How to Create and Use Email Templates in Outlook

Managing your emails efficiently is crucial for productivity, especially when you send repetitive messages or frequently respond to common inquiries. Outlook, a widely used email client, offers a feature called email template on outlook that allows users to create, store, and reuse pre-written emails, saving time and effort.

This guide will walk you through the steps of creating, saving, and using email templates in Outlook, whether you’re using Outlook for Microsoft 365, Outlook.com, or the desktop version.

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Why Use Email Templates in Outlook?

Using email templates in Outlook offers several benefits:

• Saves Time: You can send pre-formatted, well-thought-out responses without having to rewrite them every time.
• Ensures Consistency: Helps maintain uniform communication across your team or organization.
• Improves Accuracy: Reduces the chance of typos or errors in repetitive responses.

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Step-by-Step Guide to Creating Email Templates in Outlook

Method 1: Create an Email Template in Outlook Desktop App

1. Open Outlook: Launch Outlook on your computer.
2. Compose a New Email:
   • Click on New Email to open a blank email draft.
   • Write your email content, including any subject lines, greetings, body text, and signatures.
3. Save the Email as a Template:
   • Once your email is ready, go to the File tab in the email draft.
   • Select Save As.
   • In the Save As window, choose the file type as Outlook Template (*.oft).
   • Name your template and save it to a location on your computer (usually the default template folder).
4. Access and Use the Template:
   • To use the saved template, click on New Items in the top navigation bar.
   • Go to More Items and then select Choose Form.
   • In the Look In dropdown, select User Templates in File System.
   • Find the template you created, and click Open. The email will load, ready to be edited or sent.

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Method 2: Create an Email Template in Outlook for Microsoft 365 or Outlook.com

If you are using Outlook’s online version (Outlook.com or Outlook for Microsoft 365), here’s how you can create and use templates:

1. Log in to Outlook:
   • Open your web browser and navigate to Outlook.com or your Office 365 portal.
2. Compose a New Email:
   • Click on New Message to start a new email draft.
   • Write your message, including any formatting, attachments, or images you need.
3. Save the Email as a Template:
   • In the message window, click on the three dots (ellipsis) at the bottom.
   • Select My Templates from the dropdown.
   • A sidebar will open on the right. Click on + Template.
   • Add a name and the email content you want to save as a template.
   • Click Save.
4. Use the Template:
   • When composing a new email, click on the three dots, choose My Templates, and then click the template you want to use. The content will automatically populate in your email.

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Step-by-Step Guide to Editing and Deleting Templates

Editing Templates in Outlook Desktop

1. Open Your Template:
   • Follow the same steps mentioned earlier to open your saved template (New Items → More Items → Choose Form).
2. Make Edits:
   • Once the template opens in a new email window, make any changes or updates you want.
3. Resave the Updated Template:
   • Go to the File tab and select Save As.
   • Save the email again as an Outlook Template (*.oft), overwriting the old file if you want to replace it.

Editing Templates in Outlook.com or Office 365

1. Open the Template Sidebar:
   • While composing a new email, click the three dots (ellipsis) and select My Templates.
2. Edit the Template:
   • In the sidebar, click the pencil icon next to the template you wish to edit.
   • Make changes to the template content and save your edits.

Deleting a Template in Outlook Desktop

1. Locate the Template File:
   • Find the template in the folder where you initially saved it (usually the default User Templates folder).
2. Delete the Template:
   • Select the template file and delete it from your computer.

Deleting a Template in Outlook.com or Office 365

1. Access the Template Sidebar:
   • While composing an email, open My Templates from the three dots (ellipsis) menu.
2. Delete the Template:
   • In the sidebar, click the trash can icon next to the template you want to remove.

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Best Practices for Using Email Templates in Outlook

• Personalize Templates: Even though templates save time, make sure to personalize each email with specific recipient names or details to avoid sounding robotic or generic.
• Use Variables for Flexibility: When creating templates, leave placeholders for names, dates, or any other specifics that need to be changed in each email.
• Organize Templates: If you have multiple templates, keep them organized with descriptive names to quickly find the one you need.

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Conclusion

Creating and using email templates in Outlook is an excellent way to increase productivity, streamline communication, and ensure consistency in your messaging. Whether you’re a business professional handling customer inquiries or a team leader sending routine updates, Outlook’s email template feature will save you time and effort. By following the steps outlined above, you’ll have your templates set up and ready to use in no time.