How to create an email template in Outlook in 2025

Email is a digital communication method that allows individuals and businesses to send messages, documents, and other information electronically. Key features of email include the ability to send and receive messages instantly, attach files, organize messages using folders, set up automatic forwarding or out-of-office replies, and create customized email templates for consistent messaging.

What does create an email template in Outlook mean?

Creating an email template in Outlook refers to designing a standardized email layout that can be used repeatedly for similar messages. This template typically includes a fixed structure, formatting, and content elements such as a logo, signature, and specific language. By creating an email template in Outlook, users can save time and streamline their communication efforts by simply selecting the template and customizing it for each recipient. This feature is handy for sending newsletters, marketing campaigns, or any other type of email that requires consistency in design and content.

Why would you want to create an email template in Outlook?

Create an Email Template in Outlook - this may be helpful for:

1. Preparing a pre-written response for common client questions

   Creating a pre-written response for common client questions involves anticipating clients' queries and crafting a well-thought-out reaction in advance. It helps save time and ensures consistent messaging across all client interactions. By creating an email template in Outlook, you can easily access and use these pre-written responses whenever needed, streamlining your communication process and enhancing customer satisfaction.

2. Saving time on repetitive internal communication by using templates

   By creating email templates in Outlook, you can save time on repetitive internal communication by selecting and customizing pre-written messages. It lets you quickly send consistent and professional emails without starting from scratch each time. It streamlines your communication process and conveys critical information to your recipients.

3. Ensuring consistency in branding for all outgoing emails

   Consistency in branding is vital for all outgoing emails to maintain a professional and cohesive image. By creating an email template in Outlook, you can ensure that all emails from your organization follow the same branding guidelines, including logo placement, color schemes, and font styles.

How to create an email template in Outlook step-by-step?

1. Open Microsoft Outlook on your computer.
2. Click the 'New Email' button to compose a new email.
3. In the new email window, type out the content you want to include in your email template. This can include text, images, links, and any other elements you want to include.
4. After creating your email template, go to the 'File' menu at the top of the screen.
5. Click on 'Save As' from the drop-down menu.
6. In the 'Save as type' dropdown menu, select 'Outlook Template (*.oft).'
7. Choose a location on your computer where you want to save the template and give it a name.
8. Click the 'Save' button to save your email template.
9. To use your email template, go to the 'Home' tab in Outlook and click 'New Items' in the toolbar.
10. Click 'More Items' and select 'Choose Form.'
11. In the 'Choose Form' window, select 'User Templates in File System' from the 'Look In' dropdown menu.
12. Select the location where you saved your email template, select it, and click 'Open.'
13. Your email template will now open as a new message with predefined content ready to send.

You have now successfully created an email template in Outlook!