Outlook: Create an email templateMay 10, 2011
For every document I edit for my main client, I send out a ‘QA complete’ email to the person who sent the document to me (that person might not be the author). In every one of these ‘QA complete’ emails is some standard wording, which I’ve saved on the network as a *.msg file. When I need to create another one, I open that one, copy the text and paste it into the new email then add specific text related to the document I’ve just edited for them.
While the standard wording saves time, the method I’ve been using to store it just adds to the time. So it was time for me to find out how to create an email template in Outlook, and how to use it for a new email. And it’s all very simple — I should’ve done it years ago!
These instructions are for Outlook 2007 and 2010, but they should work similarly for Outlook 2003 (though the menu paths etc. will be different).
Create the email template
- Create a new email message.
- Complete as much of the message wording as you want in the template (including your signature), and add a subject line — you’ll be able to change anything in these areas later. You don’t need to complete the recipient fields, unless the email will always go to the same people.
- Depending on your Outlook version:
- Outlook 2007: Click the Office button (top left of the message window), then select Save As
- Outlook 2010: File > Save As.
- Give the template a File name (if you added a subject, the subject will default as the file name)
- Change the Save as type to Outlook Template (*.oft). The template automatically saves to your Microsoft Templates folder.
- Click Save.
- When you close the email template, you may be asked if you want to save changes. Click No if you haven’t made any changes since saving a few moments ago.
Create a new email based on the template
- DO NOT click the New button. Instead, depending on your Outlook version:
- Outlook 2007: Click File > New (or the drop-down arrow next to the New button) > Choose Form.
- Outlook 2010: Home > New items > More items > Choose Form.
- On the Choose Form window, click the drop-down arrow next to the Look in field.
- Select User Templates in File System to display your templates.
- Select the template you want to use, then click Open. A new email message opens, containing all the information you added earlier. This message is now disconnected from the template so you can make any changes you want before sending it to the recipients.
If you want to make changes to the wording in an email template, create a new email based on it, then Save As a template file (*.oft) under the same file name.