Outlook: How to Utilize Email Templates

How do I create and use templates in Microsoft Outlook?

Creating Templates

1. Open the Outlook application on your desktop.
2. Click on New Mail in the top left to begin composing a new email you want to save as a reusable template.
   • Anything you type in the header and body will be saved to the template. This includes images, links, and text formatting.
3. Click on the three dots in the top ribbon > Mail Template > Save email as template
   • If you are using the classic ribbon, the names of the options are the same just now found at the very end of the ribbon on the right.
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4. Give your template a name then click Save.
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Using Templates

1. Open the Outlook application on your desktop.
2. Where it says New Mail in the top left, click on the drop-down arrow (v) icon then choose Mail From Template.
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3. A box will open where you can choose what template you want to use by just clicking on the one you want.
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4. A new email draft will then open built off the template we saved earlier. You can still type and make changes here as needed.
5. If you want to edit a template, create an email with that template using the steps above, then do the same steps to create a new template, but instead we will choose to override an existing template by just clicking on the template you want to override then click Save.
   • Be advised, this will delete the old template, so make sure the changes you made look good to you.
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Managing Templates

1. Open the Outlook application on your desktop.
2. Click the Settings gear in the top right.
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3. Choose Mail > Templates.
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4. Here you can rename, delete, or download your templates as .oft files to save them as a file for safekeeping or use elsewhere.
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5. NOTE: If you were previously using classic Outlook and your client updated to the New Outlook, your old templates should still be saved in your computer's files for you to retrieve. You can click +Add Template then browse your files to add the template back to Outlook.
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