How to Create a Template in Microsoft Outlook

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

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

Pressing Ctrl-Shift-M also opens a new Message window.
credit: Image courtesy of Microsoft.

Step

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.

Click Attach File to add a file to the email template.
credit: Image courtesy of Microsoft.

Step

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

Click Properties to access advanced options for the template.
credit: Image courtesy of Microsoft.

Step

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

You can enter a new name for the template in the File Name field.
credit: Image courtesy of Microsoft.

Use the Email Template

Step

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.
credit: Image courtesy of Microsoft.

Step

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.
credit: Image courtesy of Microsoft.

Step

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.
credit: Image courtesy of Microsoft.

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

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.
credit: Image courtesy of Microsoft.

Step

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.
credit: Image courtesy of Microsoft.

Step

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.

Outlook.
credit: Image courtesy of Microsoft.