How to Create an Email Template in Outlook

email template in outlook

In Outlook, an email template is a pre-formatted message you can easily create and send new messages. Email templates can be a great way to save time when you find yourself sending similar messages over and over again. Creating an email template in Outlook is easy! Follow the steps below if you need to learn How to Create an Email Template in Outlook? to get started.

What is an email template?

An email template is a pre-designed email that you can use to quickly and easily create new emails. Email templates can be completed in Outlook by going to the File menu, selecting New, and then selecting Email Template.

Email templates can be handy if you find yourself sending similar emails regularly. For example, if you always send out a monthly newsletter or an event invitation, you can create an email template for these so that you don’t have to start from scratch each time. So, open up your template, make any necessary changes or customizations, and hit send!

Why use an email template?

You should use an email template in Outlook for a few reasons. You may find yourself typing out the same message repeatedly or need to send a formatted message with specific information that doesn’t change (like a newsletter).

An email template can save you time by allowing you to create a message once and reuse it as often as you need. It can also help ensure that your messages are consistent in format and content.

How to create an email template in Outlook

Assuming you have Outlook open, go to File > New > Email Message.

A new message will pop up. On the statement, click the Insert tab.

In the Insert tab, click Signature> Signatures.

A Signature and Stationery window will pop up. In this window, click New and give your Signature a name.

Once you’ve given your Signature a name, an editing window will appear. This is where you can design your Signature with text, links, images, etc.

When you’re satisfied with your Signature, click Ok.

You should now see your Signature under the Select Signature drop-down menu in the Signature and Stationery window.

Click Cancel to close this window.

Creating an email template is easy now, with a signature saved in Outlook!

1) Go to the File tab and click New > Email Message.

2) A new message will pop up. On the message, click the Insert tab and then click Signature > Signatures. 3) In the Signature and Stationery window, select the Signature you want to use from the Select Signature drop-down menu 4) Click Ok to close the Signature and Stationery window 5) The template is now created! You can add text, images, etc., just like you would with any other email message

How to use an email template in Outlook

If you find yourself sending similar emails regularly, you can save time by creating an email template in Outlook. Doing so will allow you to quickly compose messages with the same layout and content without starting from scratch each time. In addition, you can customize your templates to include variables such as the recipient’s name or address so that they can be personalized automatically when used.

How to create an email template in Outlook:

1. Open a new message and enter the desired recipient, subject, and relevant fields.

2. Compose your message, including any placeholder variables where needed. For example, if you want the recipient’s name to appear in the body of the message, you would use the placeholder {name}.

3. When finished, click the “File” menu and select “Save As.”

4. In the dialogue box, choose “HTML” from the “Save as type” drop-down menu and give your template a name. Then click “Save.”

5. Your template will now be accessible whenever you open Outlook and click the “New” button. Select your template from the list of available options, and all its content will be inserted into a new message automatically—you just need to fill in any personalization details before sending it off!

Tips for creating effective email templates:

1. Keep your email template short and sweet: The average person’s attention span is concise, so it’s essential to keep your email templates brief. Try limiting each template to one or two key points you want to communicate.

2. Use a clear and concise subject line: Your subject line should be brief and to the point. Avoid using jargon or complex sentence structures – instead, focus on creating a clear and concise message that will grab the reader’s attention.

3. Use images sparingly: Images can be a great way to break up text and add visual interest to your email templates, but they should be used sparingly. Too many images can make an email template look cluttered and deter people from reading your message.

4. Stick to a simple layout: When it comes to email templates, less is more. A simple design with plenty of white space will help ensure that your message is easy to read and digest. Use only a few fonts or colours, as this can also make an email template look busy and challenging to read.

5. proofread your template before sending: Before you hit send on any email template, proofread it carefully for any typos or errors. Nothing looks worse than an error-ridden email!


Creating an email template in Outlook is a great way to save time when sending similar emails. By following the steps outlined in this article, you can easily create custom email templates that you can use repeatedly. Not only will this save you time, but it will also help to keep your messages consistent and professional. So give it a try today!

Also Read: Which of the following software programs provides for email communication?

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Emma Robinson is a self-proclaimed "tech geek" who loves nothing more than to stay up-to-date on the latest and greatest in the tech world. Emma's love of all things tech began at a young age when she would take apart her family's computers just to see how they worked.

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