How to Create an Email Template in Outlook? A Complete Step-by-Step Guide for Busy Professionals

“How to create an email template in Outlook?” refers to the process of saving a pre-written message that you can reuse anytime—whether you’re sending follow-ups, client updates, meeting notes, or common responses. Email templates help professionals save time, maintain consistent communication, and reduce repetitive typing.

If you’re a busy working woman juggling deadlines, meetings, and inbox overload, Outlook templates can become your secret productivity weapon. In this guide, you’ll learn step-by-step UI instructions for Outlook, sample email templates you can copy, troubleshooting tips, and how to automate your templates inside Outlook.

By the end, you’ll be able to confidently create, save, organize, and use Outlook email templates like a pro.

Key Elements of an Effective Outlook Email Template

Before jumping into Outlook settings, it’s essential to understand what makes a professional email template clear, polished, and useful. The following core elements apply to any template you create.

An overview is shared below, followed by detailed explanations to help you write confidently.

Essential Components

• Subject Line – Sets expectations; e.g., “Weekly Status Update – [Project Name]”

• Greeting – Should sound warm and professional; e.g., “Hi [Name],”

• Opening Line – States the purpose; e.g., “Here’s the update for this week’s progress.”

• Body Content – Organized, scannable information for repeated use.

• Action Steps or CTA – What you want the reader to do next.

• Closing Line – Pleasant and respectful; e.g., “Thanks for your time.”

• Signature – Your standard Outlook email signature auto-applies.

These elements create templates that look thoughtful rather than robotic. Standout templates have clear structure, personalization tokens, and no fluff. When done well, they save hours every week.

Check out more email templates.

Tips, Do’s, and Don’ts When Creating Outlook Templates

A template should feel polished and intentional. Below are practical recommendations to improve consistency and professionalism.

Do’s

• Do personalize with brackets so details can be filled quickly.
  Example: “Thanks for attending the meeting on [Date].”

• Do keep paragraphs short for easy reading across desktop and mobile.

• Do maintain a warm, professional tone that aligns with your brand or role.

• Do test your template before sending to ensure formatting and spacing hold.

Don’ts

• Don’t leave outdated information in your template. Always update before sending.

• Don’t over-automate personal messages. Add human touches when needed.

• Don’t include unnecessary attachments in saved templates; add them at send time.

• Don’t rely on a single long block of text. Use line breaks for clarity.

These small adjustments significantly improve your communication flow and reader engagement.

Discover how to create an email template in HubSpot for consistent campaigns.

How to Create an Email Template in Outlook? (Desktop & Outlook 365)

This is the heart of the guide. Since you selected Outlook as your platform, below are detailed instructions for Outlook Desktop and Outlook 365 (web). Use the version applicable to you.

If your menu names differ slightly, remember: UI may vary; verify current product docs.

How to Create an Email Template in Outlook Desktop?

This method works with Windows 10/11 Outlook and most Microsoft 365 installations.

1. Open Outlook and click New Email.

2. Draft your template including subject, greeting, body text, placeholders, and closing.

   • [Insert screenshot: step 2 — New Email Window]
     Alt text: Outlook new email window with draft template

3. Click File in the message window.

4. Select Save As.

5. In the “Save as type” dropdown, choose Outlook Template (*.oft).

6. Name your template (e.g., “Weekly Update Template”).

7. Click Save.

Your template is now stored in the default Outlook templates folder.

How to Use Your Outlook Desktop Template?

1. Go to Home > New Items > More Items > Choose Form.

2. From the “Look In” menu, select User Templates in File System.

3. Double-click your template.

4. Customize and send.

How to Save Edits?

To update a template, you must open it, modify the content, and save it as a new .oft file or replace the old one.

How to Create an Email Template in Outlook 365 (Web Version)?

Outlook on the web offers “My Templates” instead of .oft files.

1. Open Outlook Web and click New Message.

2. In the message pane, click the ellipsis (···).

3. Choose My Templates.

   • [Insert screenshot: step 3 — My Templates panel]
     Alt text: Outlook Web My Templates sidebar

4. Click + Template.

5. Enter the title and the message body.

6. Save your template.

How to Use Your Outlook 365 Template?

1. Open a new email.

2. Click the ellipsis → My Templates.

3. Click your saved template to insert it instantly.

4. Personalize before sending.

How to Delete or Modify?

Go to My Templates > click the pencil icon next to the template > update and save.

These steps make Outlook templates accessible anywhere you’re logged into your Microsoft account.

Follow steps for how to create an email template in Salesforce.

Sample Outlook Email Templates You Can Copy

Below are polished, professional templates tailored for career-driven women who want clarity and ease in their communication.

Follow-Up Email Template After a Meeting

Use this when you want to send clear next steps after internal or client meetings.

Subject: Follow-Up from Our Meeting on [Date]

Hi [Name],
Thank you for taking the time to meet today. As discussed, here’s a quick summary of our action items:

[Insert key points]
[Insert deadlines]

Please let me know if anything needs adjustment.
Best,
[Your Name]

Weekly Team Update Template

Perfect for team leads or project managers sharing scheduled updates.

Subject: Weekly Update – [Project Name]

Hi Team,
Here’s the progress update for this week:

Completed:
[Details]

Upcoming Tasks:
[Details]

Any Risks/Concerns:
[Details]

Let me know if you need clarification on any of the points.
Warm regards,
[Your Name]

Client Response Template for Common Inquiries

Ideal for service-based roles needing fast, consistent communication.

Subject: Re: Your Request About [Topic]

Hi [Client Name],
Thanks for reaching out. Here’s the information you requested:

[Insert your response]

If you have additional questions, I’m here to help.
Best regards,
[Your Name]

These templates are structured, friendly, and easy to personalize inside Outlook.

Find out how to edit email templates in Gmail easily.

Formatting Tips for Your Outlook Email Templates

Well-formatted templates aren’t just easier to read—they make you look organized and confident. Below are best practices to polish your Outlook email layout.

Presentation and Layout Tips

• Use a clean font like Calibri or Arial (Outlook defaults work well).

• Add line spacing between sections so everything is scannable.

• Use bold headings sparingly for emphasis.

• Avoid heavy colors or unusual fonts; corporate filters may break formatting.

• Keep your template to 3–4 short sections rather than long paragraphs.

Formal vs. Casual Templates

• Formal tone:
  Useful for external stakeholders, HR messages, or senior leadership. Keep the structure concise and courteous.

• Casual tone:
  Great for team check-ins and friendly updates. Use a warm greeting and simpler language.

Consistency makes templates feel professional and trustworthy.

FAQs

How do I write a professional Outlook email template?

Keep your template short, organized, and easy to personalize. Use placeholders like [Name], and include clear sections so your message is scannable.

What should I avoid when creating an Outlook email template?

Avoid outdated details, long paragraphs, unnecessary attachments, or overly formal phrasing that feels robotic.

Can you create email templates in Outlook 365?

Yes. Outlook 365 uses “My Templates,” which you can access from the ellipsis menu in a new email.

How do I update an Outlook Desktop template?

You must resave a modified version as a new .oft file; Outlook does not allow overwriting directly.

Why can’t I find my saved Outlook template?

You may be in the wrong folder. Use Choose Form > User Templates in File System to access .oft files.

Conclusion

Creating email templates in Outlook is one of the simplest ways to streamline communication, reduce repetitive typing, and maintain consistency across all your professional messages. Whether you’re using Outlook Desktop or Outlook 365, the steps above help you build templates that save time and keep your communication polished.

Women professionals often juggle countless tasks; mastering templates makes inbox management easier, faster, and more intentional. If you want to improve your productivity and communication confidence, Outlook templates are a tool you’ll use daily.

Explore more professional templates on MsCareerGirl.com and bookmark this guide for quick access anytime.