How to Create Email Templates in Outlook (Stop Retyping the Same Email)
Do you send the same email again and again — a meeting follow-up, a price list, directions to the office, an answer to the same question? Save it as a template and it's two clicks next time.
New Outlook and Outlook on the web: My Templates
Create a template
1. Click New mail to start an email.
2. On the toolbar, click Apps (or ⋯ More options) and choose My Templates.
3. In the panel that opens, click + Template.
4. Give it a title (e.g. "Meeting follow-up") and type the text.
5. Click Save.
2. On the toolbar, click Apps (or ⋯ More options) and choose My Templates.
3. In the panel that opens, click + Template.
4. Give it a title (e.g. "Meeting follow-up") and type the text.
5. Click Save.
Use a template
1. Start a new email (or a reply).
2. Click Apps > My Templates.
3. Click the template. The text is inserted where your cursor is.
2. Click Apps > My Templates.
3. Click the template. The text is inserted where your cursor is.
Then fill in the details — the name, date and so on — and send.
Note: My Templates holds plain text only. For templates with images, formatting or attachments, use the classic Outlook method below.
Classic Outlook: save an Outlook Template (.oft)
This saves a complete email — subject, formatting, images, even recipients and attachments.
Create a template
1. Click New Email and write the email the way you want it to look. Add a subject line, attachments and recipients if they're always the same.
2. Click File > Save As.
3. In Save as type, choose Outlook Template (*.oft).
4. Give it a name and click Save.
2. Click File > Save As.
3. In Save as type, choose Outlook Template (*.oft).
4. Give it a name and click Save.
Use the template
1. On the Home tab, click New Items > More Items > Choose Form…
2. In Look In, choose User Templates in File System.
3. Select your template and click Open.
2. In Look In, choose User Templates in File System.
3. Select your template and click Open.
Tip: Save the .oft file to your Desktop or a shared folder and double-click it to open a new email from it instantly.
Classic Outlook: Quick Parts for reusable snippets
Quick Parts are perfect for paragraphs you use in lots of different emails — a standard disclaimer, your bank details, a product description.
Save a Quick Part
1. In an email, select the text you want to reuse.
2. Go to Insert > Quick Parts > Save Selection to Quick Part Gallery.
3. Give it a short, memorable name and click OK.
2. Go to Insert > Quick Parts > Save Selection to Quick Part Gallery.
3. Give it a short, memorable name and click OK.
Insert a Quick Part
• Go to Insert > Quick Parts and click it, or
• Type the Quick Part's name and press F3.
• Type the Quick Part's name and press F3.
Classic Outlook: View Templates
Some versions of classic Outlook also have a View Templates button on the Message tab (or under ⋯) when writing an email. It works the same way as My Templates in new Outlook, and the templates are shared between them.
Template ideas
• Meeting follow-up with next steps
• "Thanks for your enquiry" with prices attached
• Directions and parking information
• Holiday cover handover
• Answers to the five questions customers always ask
• "Thanks for your enquiry" with prices attached
• Directions and parking information
• Holiday cover handover
• Answers to the five questions customers always ask
Wrapping up
In new Outlook, use Apps > My Templates. In classic Outlook, save a .oft template for complete emails or a Quick Part for reusable paragraphs. Either way, you'll never type the same email twice again.
