Save time with templates in Microsoft Outlook

Jeff Schoenberger, with Affinity consulting 

Microsoft Outlook allows you to create and save email templates that can help you even better serve your clients by communicating more effectively and efficiently.  If you’re familiar with templates in a word processing program like Microsoft Word, you see the power email templates offer. Rather than rewriting the same email frequently or finding an old email where you answered similar questions, you can create a customized template with default language.  

Some situations where email templates may be useful include new matter request forms, instructions to a client, directions to your office, etc. 

Currently, Microsoft has three versions of Outlook and all support email templates. Windows users could be running “Outlook (new)” or “Outlook (classic).” The icon you click in the task bar or start menu indicates your version. Mac users have only “Microsoft Outlook.” Although it isn’t labeled as “new,” its interface behaves mostly like “Outlook (new)” for Windows. 

Below are steps for each program on (a) how to create and save an email template for later use, and (b) how to use a saved email template to create a message. 

Outlook (classic) on Windows 

(a) Creating and saving an email template 

1. Open Outlook and click New Email to create a new message. 
2. Write the email message you'd like to save as a template. Leave placeholders (e.g., Xs or email space) for parts you may customize later. 
3. Click File in the message window (not the main Outlook window). 
4. Select Save As. 
5. In the Save as type dropdown, choose Outlook Template (*.oft). 
6. Navigate to the folder where you want to save the template (default is the Templates folder). 
7. Name the template and click Save. 

(b) Using a saved email template 

1. Go to the Home tab and click New Items in the ribbon. 
2. Select More Items > Choose Form. 
3. In the Look in dropdown, select User Templates in File System. 
4. Browse to find the saved template, select it, and click Open. 
5. Make any edits to the email and send it.

Outlook (new) on Windows 

(a) Creating and saving an email template 

1. When creating your first email template in Outlook (new), start with step 1. When creating subsequent templates, you can begin with step 5. 
2. Open Outlook and click New Email. 
3. Click the Insert tab > Enhance Outlook with apps. 
4. Search for My Templates. 
5. Right-click on My Templates and select pin. This adds an icon for templates to your Insert ribbon. It looks like a page with a lightning bolt at the bottom right. 
6. Click the My Templates icon you just added to the Insert ribbon. 
7. In the sidebar that opens, select the blue Template button at the bottom. 
8. Give your template a name and write the text you'd like to save as a template. 
9. Click Save. 

(b) Using a saved email template 

1. Open a new email window. 
2. Navigate to the Insert ribbon and click the My Templates icon. 
3. In the sidebar that opens, click on the saved template you wish to use. The content appears in the email. 
4. Make any changes and send the email. 

Outlook for Mac 

(a) Creating and saving an email template 

1. Open Outlook and click New Message. 
2. In the message toolbar, click the ellipses (…) and select My Templates. 
3. In the sidebar that opens, select the blue Template button at the bottom. 
4. Give your template a name and write the text you'd like to save as a template. 
5. Click Save. 

(b) Using a saved email template 

1. Open a new email window. 
2. In the message toolbar, click the ellipses (…) and select My Templates. 
3. In the sidebar that opens, click on the saved template you wish to use. The content appears in the email. 
4. The template content will load into the email. Edit as necessary and send. 

For more resources to help you build, manage, and protect your practice, visit The Missouri Bar’s Law Practice Management Resource Center.