How to create template in outlook

Last Updated: Feb 20, 2024 by

Outlook is a popular email client used by millions of people around the world. It offers a variety of features to help users manage their emails efficiently. One of these features is the ability to create email templates. Email templates can save you time and effort by allowing you to quickly send out pre-written emails. In this article, we will discuss how to create an email template in Outlook and how it can benefit you.

What is an Email Template?

An email template is a pre-written email that can be used multiple times. It contains a pre-defined layout, subject line, and body text. You can create a template for any type of email, such as a thank you note, a meeting invitation, or a sales pitch. Templates can be used to save time and ensure consistency in your emails.

Creating an Email Template in Outlook

Creating an email template in Outlook is a simple process. Follow these steps to create your own template:

  1. Open Outlook and click on the “New Email” button.
  2. Write the email you want to use as a template, including the subject line and body text.
  3. Click on the “File” tab and select “Save As.”
  4. In the “Save As” window, select “Outlook Template” from the “Save as type” dropdown menu.
  5. Give your template a name and click “Save.”

Your email template is now saved and can be used whenever you need it.

Using an Email Template in Outlook

To use your email template, follow these steps:

  1. Click on the “New Items” button in the Home tab.
  2. Select “More Items” and then “Choose Form.”
  3. In the “Choose Form” window, select “User Templates in File System” from the “Look In” dropdown menu.
  4. Select your template and click “Open.”
  5. Your template will open as a new email. Make any necessary changes and click “Send.”

Benefits of Using Email Templates

Using email templates in Outlook can offer several benefits, including:


Creating an email from scratch can be time-consuming, especially if you frequently send similar emails. With templates, you can save time by using pre-written emails and only making necessary changes.


Templates ensure consistency in your emails. This is especially important for businesses as it helps maintain a professional image and brand identity.

Email Optimization

Email templates can also help with email optimization. By using a pre-defined layout and design, you can ensure that your emails are visually appealing and easy to read.


Creating email templates in Outlook can save you time, ensure consistency, and help with email optimization. With just a few simple steps, you can create and use templates for all your email needs. Give it a try and see how it can benefit you and your business.

Have you used email templates in Outlook before? How has it helped you? Let us know in the comments.

Gulrukh Ch

About the Author: Gulrukh Ch

Gulrukh Chaudhary, an accomplished digital marketer and technology writer with a passion for exploring the frontiers of innovation. Armed with a Master's degree in Information Technology, Gulrukh seamlessly blends her technical prowess with her creative flair, resulting in captivating insights into the world of emerging technologies. Discover more about her on her LinkedIn profile.