How to Create and Manage Email Templates in Microsoft Outlook on Windows 11

Email templates can be a real time-saver when you find yourself sending similar emails over and over again. If you use Microsoft Outlook on Windows 11, you can take advantage of built-in email templates, or create your own custom templates. In this article, we’ll show you how to do both.

Creating a New Email Template in Outlook

To create a new email template in Outlook:

1. Open Outlook and compose a new email message.
2. Enter the recipient’s email address, a subject, and the body of the message.
3. Click the File tab, then click Save As.
4. In the Save As dialog window, select Outlook Template from the Save as type drop-down menu.
5. Click Save. Your template will be saved with a “.oft” file extension.

Using an Email Template in Outlook

To use an email template in Outlook:

1. Open Outlook and click New Email.
2. Click the More button, then click Choose Form.
3. In the Choose Form dialog window, select User Templates in File System from the Look In drop-down menu.
4. Select the template you want to use, then click Open.
5. Make any necessary changes to the template, then click Send.

Editing an Email Template in Outlook

To edit an email template in Outlook:

1. Open Outlook and click New Email.
2. Click the More button, then click Choose Form.
3. In the Choose Form dialog window, select User Templates in File System from the Look In drop-down menu.
4. Select the template you want to edit, then click Open.
5. Click Edit.
6. Make the necessary changes to the template.
7. Click File, then click Save As.
8. In the Save As dialog window, select Outlook Template from the Save as type drop-down menu.
9. Click Save. Your changes will be saved to the template.

Deleting an Email Template in Outlook

To delete an email template in Outlook:

1. Open Outlook and click New Email.
2. Click the More button, then click Choose Form.
3. In the Choose Form dialog window, select User Templates in File System from the Look In drop-down menu.
4. Select the template you want to delete, then click Open.
5. Click File, then click Delete.
6. Click Yes to confirm that you want to delete the template.

Email templates can be a real time-saver, especially if you find yourself sending similar emails on a regular basis. If you use Microsoft Outlook on Windows 11, you can take advantage of built-in email templates, or create your own custom templates. In this article, we’ve shown you how to do both.

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To create an email template in Microsoft Outlook on Windows 11, follow these steps:

1. In Outlook, click the File tab.

2. Click New Items > More Items > Choose Form.

3. In the Choose Form dialog box, click User Templates in File System, and then click Open.

4. In the New item window, click the File tab.

5. Click Save As.

6. In the Save As dialog box, click the drop-down arrow next to Save as type, and then click HTML.

7. In the File name box, type a name for your template, and then click Save.

Now that your template is saved, you can use it to create new messages. To do so, follow these steps:

1. In Outlook, click the File tab.

2. Click New Items > More Items > Choose Form.

3. In the Choose Form dialog box, click User Templates in File System, and then click Open.

4. In the New item window, click the File tab.

5. Click Open.

6. In the Open dialog box, click the template you want to use, and then click Open.

7. In the message window, make any changes you want, and then click the Send button.

You can also use your template to reply to or forward messages. To do so, follow these steps:

1. In Outlook, open the message you want to reply to or forward.

2. Click the Respond button.

3. In the Respond menu, click the drop-down arrow next to Reply, and then click Reply All or Forward.

4. In the message window, click the File tab.

5. Click Save As.

6. In the Save As dialog box, click the drop-down arrow next to Save as type, and then click HTML.

7. In the File name box, type a name for your template, and then click Save.

Now that your template is saved, you can use it to create new messages. To do so, follow these steps:

1. In Outlook, click the File tab.

2. Click New Items > More Items > Choose Form.

3. In the Choose Form dialog box, click User Templates in File System, and then click Open.

4. In the New item window, click the File tab.

5. Click Open.

6. In the Open dialog box, click the template you want to use, and then click Open.

7. In the message window, make any changes you want, and then click the Send button.

You can also edit an email template in Microsoft Outlook on Windows 11 by clicking the “Edit” button. This will open the template in the Outlook editor, where you can make changes to the subject, body, or any other aspect of the template. Once you’re done making changes, simply click the “Save” button to save your changes.

Create an Email Template

To create an email template in Microsoft Outlook on Windows 11, follow these steps:

1. Open Outlook and click New Email.
2. Enter the To, Cc, and Bcc fields as needed.
3. In the Subject field, enter a brief description of the email’s purpose.
4. In the Body field, compose your message. You can use the Format Text toolbar to format the text, insert pictures or hyperlinks, and more.
5. When you’re finished composing your message, click the File tab.
6. Click Save As.
7. In the Save As dialog box, select Outlook Template from the Save as type drop-down list.
8. In the File name field, enter a name for the template.
9. Click Save.

Manage Email Templates

To manage email templates in Microsoft Outlook on Windows 11, follow these steps:

1. Open Outlook and click New Email.
2. Click the File tab.
3. Click Open.
4. In the Open dialog box, select Outlook Template from the Files of type drop-down list.
5. Select the template you want to open and click Open.
6. Make the necessary changes to the template.
7. Click the File tab.
8. Click Save As.
9. In the Save As dialog box, select Outlook Template from the Save as type drop-down list.
10. In the File name field, enter a new name for the template.
11. Click Save.