How-to: Creating Email Templates in Outlook 2016

Creating Email Templates in Outlook 2016

In this tutorial we will discuss and show you how you can create custom pre-made templates in Outlook 2016 and how you can use them. In future tutorials we will show you how to use your email templates in once click.

Let’s get started with creating Email Templates in Outlook 2016 shall we?

Step 1: Designing your Email Template

The first step in making your email template is of course designing your email template. Simply create a new email in outlook and design it to your choices.

Outlook 2016: Create new Mail
Outlook 2016: Create new Mail

You can also add pre-defined elements like text, images, signatures, tables and such. Your creativity is the limit.

Email Design Example
Email Design Example

Step 2: Saving your Email Template as a Template

Once your creativity has ran out and your design is ready then we can save it as a template and start using it.

Begin by clicking or tap on File and then choose Save As.

Outlook 2016: File
Outlook 2016: File
Outlook 2016: Save As
Outlook 2016: Save As
Outlook 2016: Template
Outlook 2016: Template

 

Now make sure you save it as “Outlook Template” and not as anything else, you are free to change the name of the template of course.

If you want to be able to find it easily then I suggest you don’t change the default save location but keep it in the Outlook 2016 folders. however you can also choose to create your own folder and save them all there.

Step 3: Using your design in Outlook 2016

We’ve now saved it, if you’ve followed the steps and advice above and saved it inside the default folder then you can use the steps below to create a mail using your pre-made template. Otherwise you’ll have to manually browse to the folder you’ve saved the template.

To create a new email using your template click on New Items then click on More Items and then click on Choose Forms…

Outlook 2016: Choose Form
Outlook 2016: Choose Form

 

Now in the select list choose “User Templates in File System“, your design should then be in the list, if you saved correctly.

Outlook 2016: Choose Form
Outlook 2016: Choose Form

Tip from the author.

If you’ve saved your template in a custom folder (or you navigate to the default Outlook folder) then you can simply drag and drop the email template on your Outlook icon in your taskbar. You can then by right-clicking on the outlook icon choose your template.

 

That’s it. We hope you enjoyed this tutorial on how to create custom email templates in Outlook 2016. Make sure to sign-up for our email newsletter if you want to learn more about Windows and the Office products. Thanks for reading WindowsInstructed, we hope to see you again!

Yuri Pustjens
About the Author

2014, 2015, 2016, 2017 and 2018 Microsoft Most Valuable Professional Windows
Yuri specializes in troubleshooting (crash analysis and devices), system resource utilisation and system performance. He is also very interested in Customer Security. Yuri can be found as Windows Community Moderator and Wiki Author on Microsoft Answers and is active on different communities all across the web.

3 comments

  1. Thank you for the post. I wish to introduce a drop-down menu within my template to allow users to populate the blanks and return the completed template back to me by email.

    Can this be acheived ?

    Thanks

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