How Do You Create An Email Template In Outlook 16

The tutorial explains how to create, salve and use standard Outlook electronic mail templates. Yous will also learn how to answer with template in Outlook 2019, 2016, 2013, and 2010.
Outlook electronic mail templates are a actually powerful characteristic, though oft underestimated. Rather few people know that templates for Outlook emails exist and fifty-fifty fewer know how to create and use them the right way.

Imagine how much fourth dimension you could save if instead of typing the aforementioned text over and once more, you would simply click on a template and a nicely formatted east-mail service message with pre-verified and therefore always authentic information is fix to be sent!

How to create email templates in Outlook
How to ship a bulletin based on an email template
How to edit email templates
Pin templates to task bar or create desktop shortcut
Share Outlook email templates
Automatically utilise a template for all new messages as Outlook theme
Gratis e-mail templates
Template Phrases - quick way to answer with template in Outlook

How to create an email template in Outlook

This section explains how to create and save email templates on an example of Outlook 2010. In Outlook 2019, 2016 and 2013, it works exactly the same way, with maybe some insignificant differences in the color scheme and pattern of the Outlook ribbon.

To make an email template in Outlook, carry out these steps:

Compose a new bulletin in the usual way (Habitation tab > New Email). Be certain to add all the details y'all desire to save in your template, such equally the trunk text, subject, attachment, recipient address if needed, and then on.
For example, you lot've created a new design of your newsletter and now desire to salvage it as an email template:
Switch to the File tab and click the Save equally button.
Select Outlook Template (*.often) from the Salve as blazon drop-down list and requite your new template an appropriate proper name.
Important! Do not modify the destination binder where email templates are saved, otherwise Outlook won't be able to locate them. By default, Outlook saves all template files to this folder:

C:\Users\UserName\AppData\Roaming\Microsoft\Templates

Tip. In the same way you can make a template from any existing e-mail service message that you either sent or received. Just open it from your Outlook binder, say Sent Items, switch to the File tab and click Save every bit.

How to utilize email templates in Outlook

To create a message based on an e-mail template, here's what y'all do:

On the Dwelling house tab, click New Items > More Items > Cull Form.
In the Choose Form dialog box that appears, select User Templates in File Organisation from the Look in drop-down listing. This will brandish a list of all the e-mail templates you currently have. Select the needed one and click Open up.

That'southward it! A new bulletin volition be created based on the chosen template, with the aforementioned torso, subject field, formatting, images, etc.

Tip. To reduce the number of clicks required for opening a template, you tin identify the Choose Form button direct on the ribbon. We have a special guide on how to add a custom button to Excel ribbon. In Outlook, the steps are exactly the same.

How to edit Outlook email template

To change an existing template, open it as an email bulletin (equally described above) and make the changes y'all want. After that salvage the template under the same proper noun once again as described in Saving an Outlook template. Done!

How to pivot templates to task bar or create desktop shortcut

If you often use one or more templates in your work, navigating to the Developer tab each time may seem quite a long way. In this case y'all tin create a shortcut and place it on your desktop or pin the template to the task bar. The latter seems even a better selection, so let's become ahead with it.

Become to the folder where all Outlook templates are located: C:\Users\UserName\AppData\Roaming\Microsoft\Templates
Find the needed one, select information technology and drag towards the Outlook icon on your taskbar. This volition pin the template to the context carte of the Outlook icon.
Next time yous demand to need to eastward-mail with template in Outlook, right-click the Outlook icon on the task bar and choose the template you want. As shown in the screenshot beneath, you lot can pivot several templates that you use well-nigh oft.
If yous don't want a particular electronic mail template on your task bar whatsoever longer, right click on information technology and cull Unpin from this list.
If you'd rather have a template shortcut on your desktop, then correct-click the template and choose Send to >Desktop.

This will create a shortcut on your desktop and you click it whenever you want to create a new bulletin with this template.

An Outlook template is a usual file (.oft), and so you tin can selection whatever template from the folder where all Outlook templates are stored (C:\Users\UserName\AppData\Roaming\Microsoft\Templates) and send it as an al attachment or save to a network share.

Automatically apply a template for all new messages as Outlook theme (Stationery)

If y'all desire to use a specific template for all new emails, then you accept to create an HTML template offset so set up it equally your Outlook e-mail theme. For example, y'all may want to utilise a particular font or groundwork color in all email letters that you lot send.

Here are the steps to create an html electronic mail template for Outlook:

Create a new email bulletin and design it equally you similar.
Switch to the File tab, click the Salve As button and relieve the email as an HTML file to the Stationery folder here:
C:\Users\UserName\AppData\Roaming\Microsoft\Stationery\

You lot can also blueprint your Outlook e-mail template using any other HTML editor and save the resulting html file to the same folder.
To set the newly created template as your default Outlook email theme, go to the File tab > Options > Mail > Compose letters section and click the Stationery and Fonts button.
Observe your email template in the list of Outlook themes and click OK to set it as the default email theme.

From now on, your new Outlook email template will automatically exist applied to all messages you are composing.

Where do I find free email templates?

At that place are tons of free ready-to-use templates on the web for all possible scenarios and occasions. Here are just a few examples:

Collection of email templates from Microsoft
Email newsletter templates
Sample messages (sample letter texts and templates)
Cheers messages (our own collection of thank you letters, afterwards task interview, follow-upwardly, recommendation e-mails)
Business letters (chore interview, cover letter of the alphabet, request for recommendation etc.)

Surely, Outlook templates provide many useful features that tin salve you a lot of time. Merely if you lot send tens of repetitive emails daily, the capabilities of born Outlook templates may not be enough. For case, what if yous want to reply with template in Outlook? And if you've created a few dozen templates for different occasions, how could you view their content to pick the best-suited one? And if you could but insert a template in the message with a mouse click!

Sounds like a wish-list for the Microsoft Outlook team? :) No thing how fantastic it may sound, all these features are already implemented in our own templates for Outlook emails, and the next section shows how to use them.

Template Phrases - quick way to reply with template in Outlook

Are yous looking for Outlook email templates that tin can be used at any fourth dimension with any message type including new eastward-mails, replies and forwards? Then you'll surely find our Template Phrases for Outlook very useful. It does do not require switching to other tabs, creating desktop shortcuts, and the similar. Yous can make, inset and edit a template straight from the e-mail message window.

Like build-in ones, our mini-templates can include text, graphics, tables, signatures, hyperlinks and formatting.

All versions of Microsoft Outlook 2019, 2016, 2013, and 2010 are supported. A costless version of Template Phrases for Outlook Online is besides bachelor.
Template Phrases for Outlook emails

Once installed, the plug-in adds a special pane to the right-manus part of your email window that shows your own itemize of email templates grouped into folders and sub-folders. The content of the currently selected template is displayed in the preview window.

If you don't want to run into the Template Phrases pane when composing a message, click on the chevron button at the top right-hand corner and the pane will minimize to a pocket-sized vertical strip.

How to create an email template for new letters, replies and forwards

To add a new template to your collection, here's what you need to exercise:

In an electronic mail message, select the content you want to add together to the template.
On the Template Phrases pane, select the target folder and click the Plus icon or printing the Insert key on your keyboard.
The selected text is automatically added to the body of your new template and the first few words go its name. Text formatting, links and images are fetched and preserved.
You lot just edit the template name if needed and click Save. Aught tin exist easier, agree?

Edit a template directly in the preview pane

To make a few quick changes, type straight on the preview pane, and then click Save.
Edit a template directly in the preview pane.

Or click the Edit button at the bottom of the preview pane, and then make utilize of the extended text and formatting options in the Edit window.

Insert a template into Outlook message with a click

Once your mini-template is ready, you tin insert information technology into an email message in 3 unlike ways:

Double-click the template on the pane (my preferred way).
Select the template and click the Paste push button.
Right-click on the template proper name and choose Paste from the context bill of fare.

For example, that's how we can speedily reply with the template we've just created:

Type any function of the template name in the Search box, say "post". This volition display a list of all relevant templates that contain the search word.
Double-click the needed template.

Your bulletin is proficient to go! The start name of the recipient is inserted, the attachment is added, and the Subject area line is filled, all with a single click :)
Double-click to insert a template into an email message.

Tip. You can assign a shortcut to your nigh oftentimes used templates and have them inserted in a message past pressing, say, Ctrl + Shift + 1.

That was only a quick introduction to Template Phrases. I invite you lot to download our whole collection of Outlook Add-ins and discover a lot more useful features!

Other ways to reply with template in Outlook:

Fillable email templates - 3 ways to add a variable, text field or dropdown list to an e-mail template that volition inquire for the values to fill in before sending out an email.
Email templates with dropdown menus - shows how to quickly add a dropdown listing to Outlook electronic mail template, permit selecting multiple items, make the list editable, and populate with the values from a database.
Quick Parts - reusable pieces of content that tin be inserted into emails, meeting requests, appointments, contacts and tasks.
Quick Steps - customizable shortcuts to perform a predefined sequence of actions with a single click.
Outlook signatures - most everyone uses email signatures to display contact information, but who says they accept to exist express to standard details? In theory, you can create multiple signatures as entire e-mail templates.

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