Create and Use Email Templates in Outlook

If you often send very similar emails, first save one of those messages as a message template in Outlook. Then, instead of creating the email from scratch, start with a template and customize it for your email recipient. Save time and become more efficient with your email tasks.

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

Create an Email Template (for New Messages) in Outlook

To save a message as a template in Outlook:

1. Create a new email message. Choose Home > New Email or press Ctrl+N.
   
   
   
   
   
2. Enter a subject if you want to use one for your message template.
   
   
   
   
   Note: You can save an email template in Outlook without a default subject.
   
   
3. Enter text, images, and other elements that you want to appear in the email message template.
   
   
   
   
   Important: Delete all signatures if you have previously created an email signature in Outlook, which is added automatically when you create a new message.
   
   
4. After setting up your email template, select File > Save As. In Outlook 2007, choose Office Button > Save As.
   
   
   
   
   
5. Enter a file name.
   
   
6. Select the Save as type drop-down arrow, and then select Outlook Template (*.oft). In Outlook 2007, select the Save as type drop-down arrow, and then select Outlook Template.
   
   
   
   
   
7. Choose Save.
   
   
8. Close the original email.

Create an Email Using a Template in Outlook

How to write a new message (answers below) using a message template in Outlook:

1. Select the Home tab, then New Items > More Items > Choose Form. In Outlook 2007, select Tools > Forms > Choose Form.
   
   
   
   
   
2. In the Choose Form dialog box, select the Look in drop-down arrow, and then select User Templates in File System.
   
   
   
   
   
3. Choose the template you want to use.
   
   
   
   
   
4. Choose Open.

Create a Simple Quick Reply Email Template in Outlook

To set up a template for replies in Outlook:

1. Select the Home tab.
   
   
2. In the Quick Steps group, select Create New.
   
   
   
   
   
3. In the Name text box, enter a descriptive name for the response template.
   
   
   
   
   
4. Select the Choose an Action dropdown arrow.
   
   
   
   
   
5. In the Respond section, select Reply.
   
   
   
   
   Tip: To set up a simple template for new messages that contain a default recipient, select New Message.
   
   
6. Select Show Options.
   
   
   
   
   
7. In the Text text box, enter the message for your reply. Add a signature.
   
   
8. Select the Importance dropdown arrow and select Normal to have your reply sent with Normal importance, regardless of the level of the original message.
   
   
   
   
   
9. Optionally, select Automatically send  after 1 minute delay. The message automatically goes to the outbox and stays there for 1 minute. During this time, you can delete or edit it.
   
   
   
   
   
10. To add more actions, choose Add Action. For example, add an action to move an email message to its archive folder in Outlook, or add an action to categorize it with a color to identify messages that received a default reply.
    
    
    
    
    
11. To add a keyboard shortcut for the action, select the Shortcut Key  drop-down arrow, and then select a keyboard shortcut.
    
    
    
    
    
12. Choose Save. In Outlook 2019, select Finish.

Quickly Reply to an Email With a Quick Reply Template in Outlook

To send a response using a pre-defined 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 is displayed in the reading pane, select the Home tab. If the message appears in a separate window, select the Message tab.
   
   
   
   
   
3. In the Quick Steps group, select Quick Step Response Template. If you have defined a key combination for the action, press the corresponding keys on the keyboard.
   
   
   
   
   
4. Make changes to the email as needed, and then select Send.