Create an Outlook template: Designing absence management convincingly

What are Outlook templates?

Outlook templates are saved emails that you can use multiple times without having to re-enter the subject, text blocks, or signature each time. They are particularly suitable for messages that rarely change in content.

How can you create a template in Outlook? (Step-by-step guide)

With a few clicks, you can create an email template in Outlook Desktop or in Outlook Web that you can use over and over again. Proceed as follows:

Outlook-Desktop

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1. Open new email
   • Click on "New Email" and compose your message including subject, text blocks, and signature
2. Save Outlook email as a template
   • Select File > Save
   • Change the file type to "Outlook Template" (*.oft) and click on "Save"
3. Open template
   • Go to Start > New Items > More Items > Form
   • Select "Templates in File System" from the dropdown, highlight your *.oft file and click on "Open"
4. Quick Access (optional)
   • Create a shortcut using QuickSteps or Quick Parts to insert your email template directly in the email window

Outlook Web (Office 365)

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1. New message window
   • Click on "New Message" in Outlook Web
2. Open template menu
   • In the top right corner of the compose window, you'll find the "Templates" icon (paper symbol)
3. Create template
   • Select "Create New Template", enter a name, and add your text (Subject & Message)
   • Click on "Save"
4. Use template
   • When composing your next message, click on "Templates" again, select your Outlook template, and insert it into the email

How do you use Outlook email templates?

With Outlook templates, you can quickly open, tweak, and send recurring messages—without starting from scratch every time. Below, you'll see how to use templates in both the desktop version and Outlook Web.

Outlook-Desktop

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1. Open template
   • Go to Start > New Items > More Items > Choose Form.
   • Select "Templates in File System" and click on your desired *.oft file to open it as a new email.
2. Customize and Send
   • Customize the subject, salutation or text modules (e.g., return date, representative) and add current information.
   • Click on "Send" once your email is complete.
3. Set up Quick Access (optional)
   • Create a new QuickStep under Start > QuickSteps with the action "New Message with Template".
   • Assign an icon or keyboard shortcut to QuickStep so you can open your template directly.

Outlook Web (Office 365)

ARACDE

1. Open template menu
   • Open a new email and click on the template icon at the top of the compose window.
2. Select template
   • Click on the name of your saved template to incorporate the text into your new message.
3. Edit and send text
   • Add current data (e.g., vacation period, return date) and send the email as usual.
4. Use Quick Access (optional)
   • Save frequently used templates in the "Master Data" list of your Outlook Web account, so they are immediately displayed as soon as you open the template menu.

Make Outlook templates quickly accessible

You can access the Outlook templates via Quick Access immediately, without having to navigate through the menu. This allows you to find your email templates with just a few clicks.

QuickSteps (Desktop)

• Go to Start > QuickSteps > New QuickStep and select "New Message with Template".
• Select your *.oft file and assign a name.
• A click on your QuickStep immediately opens a new email with the saved template.

Quick Parts (Desktop)

• In a new email, highlight the text block you use frequently and click on Insert > Quick Parts > Save Selection to Quick Part Gallery.
• Assign a name for the Quick Part.
• Under Insert > Quick Parts, select your building block and use it to insert any text passages into any email.

Customize Quick Access Toolbar (Desktop)

• Right-click on the menu bar and select "Customize Quick Access Toolbar".
• Add the commands "Select Form" or "Templates in File System" there.
• At the top of the bar there is now an Icon, which you can use to open your email template directly.

Favorites folder “Templates in the File System" (Desktop)

• Navigate to Start > New Items > More Items > Choose Form > Templates in File System.
• Right-click on "Templates in the File System" and select "Add to Favorites".
• Your template folder will then appear in the navigation bar. This way you can open templates without additional clicks.

Template Favorites (Outlook Web)

• Open a new email, click on Templates and mark important templates with the star symbol (Favorite).
• Your favorites appear at the top of the list, so you can select them directly the next time you compose.
• Quick access in Outlook Web: Add your most used templates to the Template Menu as favorites to insert them in seconds.

In our article on the best Outlook tips and tricks, you will learn how to further optimize your mailbox and make your workday easier.

How do Outlook templates assist in absence management?

Templates make it much easier for you to create and send out-of-office messages in Outlook. Instead of composing a new email each time, you can set up your message once and reuse it anytime.

• You create your out-of-office message just once and use it multiple times, instead of typing it anew each time.
• Every email always contains the same mandatory information such as return date, representative, and contact details, so that it remains consistently uniform.
• By saving your email as a template, you avoid typos and won't forget any important details.
• With Quick Parts or QuickSteps, you have your template ready directly in the email window and can send it off with just one click.

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