How to create a template in Microsoft Outlook 2010 and 2013

 Nov 10, 2014

Microsoft Outlook 2010 and 2013 have predefined templates you can use to maintain consistency in your emails to clients and people you interact with email messages. They will also save the user valuable time. Sometimes, you may want to use your own email layout to include whatever information you want. The benefits of Outlook email template are:
  • Consistency in the email formats
  • Quicker reply rate to your senders
  • Save time
  • Help reduce errors
You can create and use your own templates in Microsoft Outlook 2010 and 2013. There are three main steps in this process:
  1. Create the template
  2. Create a shortcut button for the template
  3. Use the template
Creating the template:
  1. Open a new email message.
  2. Type the information you want to include in your email message.
  3. Insert a table if you think that the message will be clearer.
  4. Add the required fields (those fields that will be the same in every message).
  5. Click 'File' tab, Save As option.
  6. Save as type: Outlook Template (*.oft)


  1. Click 'Save'.
  2. Close the template.
The template will be saved in the C:UsersUserNameAppDataRoamingMicrosoftTemplates folder. Create a shortcut button for the template on the Quick Access Toolbar
  1. Click the 'Home' tab.
  2. Go to New group.
  3. Click 'New Items'.
  4. Point on More Items.
  5. Right click Choose 'Form'.
  6. Click 'Add to Quick Access Toolbar'.


Use the template When you need a copy of the template:
  1. Click the 'Choose Form button' on the Quick Access Toolbar. The Choose Form dialog box will display.template-outlook-2010-2013-3
  2. In the Look In: section, select the User Template in File System option.
  3. Double click the name of your template. A copy of your predefined email message template will open.
  4. Add the information you want and send the email message to the required recipient.
It's as easy as that!

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About the Author:

Magdalena Todor  

With over 20 years experience as a facilitator and university lecturer, Magda is one of our most senior and experienced trainers. With previous practical on the job experience as a project manager she embodies a brilliant balance of training experience and business knowledge. With every event she delivers, Magda takes a wholehearted approach to ensure every course is impactful, relevant and a genuinely positive learning experience for all.

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