How To Create Email Templates in Outlook Fast and Easy

What are email templates in Outlook?

Firstly, what is Outlook? Outlook is a personal information manager and email application developed by Microsoft. It helps manage emails, calendars, contacts, tasks, and notes. Outlook is available as part of the Microsoft Office suite and as a standalone application for Windows, macOS, iOS, and Android devices. It is one of the most prominent email tools globally, especially popular among corporate users. If you send many emails via Outlook while maintaining consistency in elements like email signature and tone of voice, templates could be a quick and easy solution for you.

In Outlook, email templates are pre-designed email messages that can be saved and reused for future emails. These templates can include text, formatting, images, attachments, and other elements commonly used in emails. Users can create and save email templates to streamline the process of composing similar messages, such as responses to frequently asked questions, meeting invitations, or marketing communications.

Here is an example of an email opened via the Outlook web app:

What are the advantages and disadvantages of using them?

Email message templates optimize your workload by eliminating the need to start from scratch for every task. Using quick email templates in Outlook offers several advantages:

• Time-saving. Templates allow you to quickly create emails for common scenarios without having to retype the same content each time. This may be especially useful when sending multiple emails at once. Find out how to send mass emails via Outlook in our blog.
• Consistency. Message templates help maintain a consistent format and messaging across your emails, ensuring professionalism and brand consistency.
• Reduced errors. Pre-designed templates reduce the likelihood of errors or omissions in your emails since you’re working from a standardized format.
• Convenience. Templates can be easily accessed and reused whenever needed, providing convenience and flexibility in managing your email communications.

Even though the email template feature is very helpful, you should be wary of its drawbacks. Here are some potential disadvantages of quick message templates to consider:

• Limited customization. Templates may not always allow for complete customization, leading to generic-looking emails.
• Stale content. If templates are not regularly updated or refreshed, they may contain outdated information or messaging, leading to a disconnect with recipients.
• Formatting issues. Templates may cause compatibility or formatting issues across different email clients or devices, which will affect what your email looks like for receivers. For example, Gmail doesn’t support a lot of fonts, and if you use something other than Open Sans or Roboto in your Outlook email template, your message will render differently to a recipient using Gmail.
• Overuse. Relying heavily on templates can result in repetitive and impersonal communication.

How to create an email template in Outlook step by step

Creating, using, and editing Outlook templates is quick, easy, and intuitive, especially when using the Outlook website. If you want to reap the benefits of this feature, follow these steps:

Online at Outlook.com

1. Log onto the Outlook website. 
2. Click on New mail.

3. Select the Apps icon on the toolbar and click on My Templates.

Please note that for some users, templates can be found under More Options in the lower right (three dots). Here’s what it looks like:

4. Once you’ve selected My Templates, you will see the pre-made Microsoft templates and the option to create your own. To do so, click on + Template.

5. Create your template in the dialog box. Press Save once you’re done.

In the desktop version of the program

Creating an email template using the Outlook desktop application is less straightforward than doing so online. Don’t worry — the following guide will teach you how to do it.

1. Launch the Outlook application on your computer.
2. In the Home menu, select New Email.

3. Once the dialog box opens, write the body of your template. Press File once you have finished crafting it.

4. Press Save As. When the menu opens, select Outlook Template as the type.

5. Click Save.

How to use email templates in Outlook

Now that you’ve created a template or two, it’s time to learn how to use them in your emails.

Online

Follow the steps listed above to find your template library. Click on the template you’d like to use, and it will appear in the body of your email.

Feel free to customize the message as needed, and when composing a new email, make sure to include the subject line and recipients. Finally, press Send when you’re done.

In the desktop program

Again, using your templates is harder on the desktop app than it is on Outlook.com — here’s how:

1. Click on New Items and select More Items. Press Choose Form in this menu.

2. In the Choose Form dialogue box, in Look In, click on User Templates in File System.

3. Select your template and click Open.

4. As before, make the necessary changes to the body of your email, and don’t forget to add a subject line!

How to edit an Outlook email template

Now you know how to create templates using Microsoft Outlook. The next step is learning how to edit them.

In the web version

To edit a template on the web version of Outlook, hover over the top right-hand corner of the template and click on the pencil and paper icon. 

Press Edit Template and edit your template in the dialogue box.

If you decide that you no longer need a particular template and would like to delete it, the bin icon is located to the left. 

In the desktop application

The process of editing a template via the Outlook desktop is very similar to that of creating and applying. Follow these steps:

1. Click on New Items and select More Items. Press Choose Form in this menu.

2. In the Choose Form dialogue box, in Look In, click on User Templates in File System.

3. Open the template and make edits. Do not click Send! Instead, press Save As followed by Outlook Template.
4. Save it as you would save a new template.
5. Once you click save, Outlook will show a prompt asking you whether you want to replace the existing template with the edited version. Press Yes.

Outlook email templates not working? Here’s how to fix it

Even though Outlook templates are easy to use, as with any other tool, you might run into issues. Here are the most common problems and how to solve them:

Templates are not showing in Outlook

If you can’t find your templates, the My Templates feature may not be enabled.

“My Templates” is missing

Sometimes the feature isn’t visible at all in the toolbar.

Formatting looks wrong

Outlook templates support limited formatting, which can cause layout issues like fonts not being supported, HTML formatting not being preserved or images not displaying correctly.

Template didn’t save or update

If your changes aren’t saved, you may have edited the email instead of the template itself.

Templates work differently on desktop and web

Outlook behaves differently depending on the version you’re using.

Outlook email template ideas

Here are ready-to-use Outlook email template examples for common business scenarios. These will allow you to send emails quickly in different situations. The square brackets within these templates indicate variables that allow you to personalize the message.

Don’t forget to add a subject line and a signature!

Internal meeting request

Team management

Requesting external feedback

Sharing company news externally

Tips for making templates in Outlook

Now you know everything there is to know about making and sending emails featuring templates. Here are a few tips and tricks to make template creation easier: 

• Start with a clear purpose. Before creating a template, think of the purpose of your email. Whether it’s for client communication, project updates, or a marketing business, clarity helps in crafting effective templates.
• Use a consistent format. Maintain consistency in your email templates to reinforce your brand or personal style. This includes using the same fonts, colors, and layout structure.
• Don’t neglect email etiquette. For example, make sure your message template has a professional email sign-off and a professional subject line that is not misleading or disrespectful.
• Test before using. Before sending your message template to a wider audience, send a test email to yourself or a colleague to ensure everything looks as intended. Check for formatting issues, broken links, or missing information.
• Update templates regularly. Periodically review and update your email templates to reflect any changes in your messaging or business needs. This ensures that your templates remain relevant and effective over time.
• Use static images. As we mentioned earlier, images and other media can be used in an Outlook template. However, animated GIFs are not supported, so it’s best to stick to static pictures.

Conclusion

Templates for Outlook are a quick and easy way to increase efficiency and maintain consistent email communication in personal and business contexts. You can create, use, edit, and delete Outlook templates in the desktop application and its web version. If you don’t know where to start, use our Outlook email template examples.