How To Email & Messaging Create and Use Email Templates in Outlook Share Pin Email Print Cultura RM/Daniel Allan/Collection Mix: Subjects/Getty Images Email & Messaging Tips & Tricks Outlook Tips & Tricks Gmail Tips & Tricks Yahoo Tips & Tricks Basics Guides & Tutorials Installing & Upgrading Key Concepts VoIP by Heinz Tschabitscher An independent writer who has reviewed hundreds of email programs and services since 1997. Updated June 13, 2018 25 25 people found this article helpful When you realize that you frequently send very similar emails, don't click Send right away. Save the message as a message template first in Outlook, and next week's composition will be that much swifter starting from that stationery (not to be confused with email stationery, of course…). Create an Email Template (for New Messages) in Outlook To save a message as a template for future emails in Outlook: Create a new email message in OutlookGo to Mail (press Ctrl-1, for instance)Click New Email in the Home ribbon's New section or press Ctrl-NEnter a Subject if you want to use one for your message templateYou can save an email template without default subject in Outlook, of courseNow enter the email template's text bodyDo remove any signatures if you have set up Outlook to add a signature automatically when composingClick File in the message's toolbarSelect Save As on the sheet that has appearedIn Outlook 2007 and earlier, select File > Save As from the menuIn Outlook 2010, click the Office button and select Save AsSelect Outlook Template under Save as type: in the Save As dialogOutlook will automatically select the "Templates" folder for savingType the desired template name (if different from the email subject) under File name:Click SaveClose the email composition window.If prompted:Click No under We saved a draft of this message for you. Want to keep it? Of course, you can also send the message—using, in a way, the template for the first time—instead of discarding it. Compose an Email Using a Template in Outlook To write a new message (see below for replies) using a message template in Outlook: Go to Mail in OutlookYou can press Ctrl-1, for exampleMake sure the Home (or HOME) ribbon is selected and expandedClick New Items in the New sectionSelect More Items > Choose Form… from the menu that has appeared.In Outlook 2007, select Tools > Forms > Choose Form… from the menu in your Outlook inboxMake sure User Templates in the File System is selected under Look In:Double-click the desired email message template.Address, adapt and eventually send the email Create a Simple Email Template for Quick Replies in Outlook To set up a template for lightning-fast replies in Outlook: Go to Mail in OutlookMake sure the Home ribbon is active and expandedSelect Create New in the Quick Steps sectionYou can also click the Manage Quick Steps button in the section's lower right corner, click New and select CustomType a brief name for your reply template under Name:For a template to reply with a product description and price list, for example, you could use something like "Reply (Prices)", for exampleClick Choose an Action under ActionsSelect Reply (under Respond) from the menu that has appearedUsing New Message (instead of Reply), you can set up a simple template for new messages as well, including a default recipientClick Show OptionsEnter the message for your reply under Text:Do include a signaturePossibly, select Importance: Normal to have your reply go out with normal importance regardless of the original message's levelOptionally, check Automatically send after 1 minute delay..This means you will not get to edit or even see the reply by default before Outlook delivers itFor 1 minute, the message will sit in the Outbox folder, however; you can delete it from there or open it for editing to preempt the quick reply Optionally, add further actions using Add ActionAdd an action to move the original message to your archiving folder, for example, or categorize it with a certain color to help you spot messages that received a boilerplate answerAlso optionally, select a keyboard shortcut for the action under Shortcut key: for even faster action.Click Finish Reply to an Email Fast Using a Quick Reply Template in Outlook To send a reply with a pre-defined Quick Step template: Make sure the message to which you want to reply is selected in the message list or open (in the Outlook reading pane or in its own window).Make sure the Home ribbon (using the message list or reading pane) or the Message ribbon (with the email open in its own window) is selected and expandedClick the desired reply step in the Quick Steps sectionTo see all steps, click MoreIf you defined a keyboard shortcut for the action, you can also press it, of courseIf you have not set up the Quick Step to deliver the message automatically, adapt the email as needed and click Send (Tested with Outlook 2013 and Outlook 2016) Continue Reading