How to Create a Template in Microsoft Outlook

By Steve Gregory

Use Outlook's Save As feature to save a frequently sent email message as an Outlook template, which you can reuse.

Things You'll Need

  • Outlook 2007

Avoid continually drafting email messages that contain the same basic information by creating an email message template in Microsoft Outlook. After you create a new message, use the program’s Save As feature to save the message as an Outlook template, which you can reuse at any time. When you are ready to use your saved email template, access it through the Choose Form utility.

Create the Email Template

Step 1

Click the Home tab and then select New Email in the New group to open a new Message window.

Step 2

Compose the email template information. Enter your message in the Message box and fill out the Subject field. If applicable, enter the recipients in the To field. Click File to open the File menu.


If you intend to send the template message to multiple contacts, consider creating a contact group to avoid manually entering each contact every time you need to send them a message. Click People on Outlook's bottom Navigation bar and then click Contacts under My Contacts in the Folders Pane at the left side of the window. Click the Home tab, select New Contact Group and then enter a name for the new group in the Name box on the Contact Group tab. Select Add Members, choose the members of the group and then click Save and Close.

Click Attach File to add a file to the email template.

Step 3

Select Save As from the File menu to open the Save As dialog window.

Click Properties to access advanced options for the template.

Step 4

Click the Save As Type menu box, select Outlook Template and then click the Save button.


The default location for an Outlook email template in Windows Vista and up is: c: | Users **| user | AppData | Roaming | Microsoft | T**emplates.

You can enter a new name for the template in the File Name field.

Use the Email Template

Create a Shortcut to the Template

Instead of opening the Choose Form dialog window through the New group to access the email template, you can save some time by adding a Choose Form command to the Quick Access Toolbar. Once it's added, clicking the command opens the dialog window.

Step 1

Select the Customize Quick Access Toolbar icon, which is located to the right of the Quick Access Toolbar. Select More Commands from the drop-down menu to open the Outlook Options window. The Quick Access Toolbar section of the window is automatically open.

Click Show Below the Ribbon to move the Quick Access Toolbar below the Ribbon.

Step 2

Click the Choose Commands From drop-down box, select All Commands from the list and then double-click Choose Form to add the command to the Customize Quick Access Toolbar box. Click the OK button to add the Choose Form command to the Quick Access Toolbar.

Use the Add and Remove buttons to add or remove commands from the Quick Access Toolbar.

Step 3

Click the Choose Form command, which resembles a form, in the Quick Access Toolbar to open the Choose Form dialog window and then open the email template.


Step 1

Select the Home tab and click New Items in the New group. Select More Items from the drop-down menu and then click Choose Form to open the Choose Form dialog window.

Click Email Message to open a new Message window.

Step 2

Click the Look In drop-down box and then select User Templates in File System. Select the template and then click the Open button to open the email template.

Click the Browse button if you saved your template in another location.

Step 3

Edit the template if necessary — by revising the Subject field or updating the content in the message body, for example — and then click the Send button.

Use the tools in the Basic Text group to edit the message's text.


Revising the template to send an email message does not change the template. To change the template, open it and update the template's information, then open the File menu and click Save As. Select Outlook Template from the Save As Type drop-down box and click Save. Click the Yes button on the Confirm Save As dialog box to replace the existing template with the updated template.