Create and Use Email Templates in Outlook

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

When you frequently send very similar emails, save one of these messages as a message template first in Outlook. Then, instead of creating the email from scratch, start with a template and customize it to fit your email recipient. You'll save time and become more efficient at your email tasks.

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. Select Home > New Email, or press Ctrl+N.

    Creating a new email in Outlook.
  2. Enter a Subject if you want to use one for your message template.

    Adding a subject line to an email in Outlook.

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

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

    Entering text in the body of an email in Outlook.

    Remove any signatures if you previously created an email signature in Outlook that's added automatically when you create a new message.

  4. Once you've set up your email template, select File > Save As. In Outlook 2007, select Office Button > Save As.

    File options in Outlook.
  5. Enter a file name.

  6. Select the Save as type dropdown arrow, then select Outlook Template (*.oft). In Outlook 2007, select the Save as type dropdown arrow, then select Outlook Template.

    Saving an email as a template in Outlook.
  7. Select Save.

  8. Close the original email.

Compose an Email Using a Template in Outlook

To write a new message (see below for replies) using a message template in Outlook:

  1. Select the Home tab, then select New Items > More Items > Choose Form. In Outlook 2007, select Tools > Forms > Choose Form.

    Selecting a form for a new email in Outlook.
  2. In the Choose Form dialog box, select the Look in dropdown arrow, then select User Templates in File System.

    Choosing the newly created template in Outlook.
  3. Select the template you want to use.

    Choosing which template to use for a new email in Outlook.
  4. Select Open.

Create a Simple Email Template for Quick Replies 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.

    Selecting the Create New option under quick steps in Outlook.
  3. In the Name text box, enter a descriptive name for the reply template.

    Editing a quick step in Outlook.
  4. Select the Choose an Action dropdown arrow.

    Choosing an action for a quick step in Outlook.
  5. In the Respond section, select Reply.

    Selecting the reply action for quick steps in Outlook.

    To set up a simple template for new messages that include a default recipient, select New Message.

  6. Select Show Options.

    Additional options for quick steps in Outlook.
  7. In the Text text box, enter the message for your reply. Do include a signature.

  8. Select the Importance dropdown arrow and select Normal to have your reply go out with normal importance regardless of the original message's level.

    Choosing importance level of a quick step in Outlook.
  9. Optionally, select Automatically send after 1 minute delay. The message automatically goes to the Outbox and stays in the Outbox for 1 minute. During this time, you can delete it or make an edit.

    Selecting to automatically send the message in 1 minute in Outlook.
  10. To add further actions, select Add Action. For example, add an action to move an email message in Outlook to your archive folder or add an action to categorize it with a color to identify messages that received a boilerplate answer.

    Adding an additional action in quick steps in Outlook.
  11. To add a keyboard shortcut for the action, select the Shortcut key dropdown arrow, then select a shortcut.

    Choosing a shortcut key for a quick step in Outlook.
  12. Select Save. In Outlook 2019, select Finish.

Reply to an Email Fast Using a Quick Reply Template in Outlook

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

  1. Select the message to which you want to reply. Either open the message in the Reading pane or in a separate window.

  2. If the message displays in the Reading pane, select the Home tab. If the message appears in a separate window, select the Message tab.

    An opened email in Outlook.
  3. In the Quick Steps group, select the reply template quick step. If you defined a keyboard shortcut for the action, press the corresponding keyboard keys.

    Selecting a Quick steps reply in Outlook.
  4. Make changes to the email as needed, then select Send.

    A message has been sent via quick steps in Outlook.
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