Create professional email templates and signatures in Outlook with add-ins

If you regularly work with email, you're likely spending more time on it than you'd like. repeating the same messages over and over againFollow-up emails, confirmations, standard replies… all of that becomes a real time-waster if you do it from scratch every time.

The good news is that Outlook offers several ways to automate much of that work: email templates, reusable text snippets, and professional signatures These can be managed with both native functions and add-ins. When properly configured, Outlook can become a kind of "autopilot" for your regular emails, while also maintaining your company's brand image.

What are Outlook email templates and why are they worth using?

In Outlook, a mail template is basically a predefined message that you can reuse as many times as you want: include text, formatting, recipients, subject, and even attachments, depending on the type of template you use.

Outlook allows you to work with different template and fragment mechanisms, each with its own function: Classic OFT files, the Mail Templates feature, the My Templates plugin, and Quick PartsThey all help save time, but they are not equivalent.

The templates have very interesting features for everyday use: they allow preview the final appearance of the email, support rich text and HTML, insert images, include tables, add links to attachments, update easily and share with other users or workgroups.

However, when using templates you must keep in mind one key limitation: normally Only the content of the message body is savedThe "To", "CC", "Subject" fields and attachments usually have to be added manually, except in the case of certain complete templates created with the Mail Templates feature or as .oft, which can include them.

Beyond saving typing time, the great value of templates lies in the fact that homogenize communicationSame tone, same design, same structure. This helps both the brand image and reduces errors or oversights when you're in a hurry.

Types of templates in Outlook: built-in features and add-ins

In modern versions of Outlook (new Outlook for Windows(Outlook Classic and Outlook on the web) we coexist with Two major approaches to saving reusable content:

On one hand there is the integrated feature Email templatesIt's designed to save complete emails, ready to send with minimal effort. Then there's the add-on. my templates, ideal for having short phrases or frequent paragraphs just a click away.

Templates created with the Mail Templates feature allow Include recipients, subject, body, format, and even attachmentsIn other words, they are perfect for emails that you repeat verbatim (internal newsletters, recurring notices, company announcements, etc.).

The My Templates add-in, on the other hand, is geared towards small, reusable texts. It only stores text fragments.With basic styling (bold, italics, underline), without images or attachments. It's ideal for short replies like "We've received your message," "I'll send you the quote shortly," or small blocks of explanation.

In addition to these two mechanisms, Outlook in its classic desktop version incorporates the .oft files and quick elementswhich expand the possibilities: .oft files allow you to preserve the entire message design and Quick Parts act as content blocks that you can insert wherever you want.

Create email templates in classic Outlook using OFT files

In the classic version of Outlook for Windows, the traditional method for working with templates is to create .oft filesThese are template files that you save on your computer and can then open to generate new emails with that design.

To create a classic template, the first thing to do is open a new email message From the Home tab (New email) or with the keyboard shortcut Ctrl + Shift + M. Then you write the body of the message exactly as you want to reuse it, with its formatting, images, tables, links or whatever you need.

Once you have the draft prepared, in the message window go to the menu File> Save As and, in “Save as type”, you select Outlook template (*.oft)In the name field, you write a clear identifier for that template and choose the folder where you want to save it.

By default, Outlook stores .oft files in the path c:\users\youruser\appdata\roaming\microsoft\templatesBut you can change the location if you're interested in having your template library organized elsewhere, or even in a cloud folder like OneDrive.

You can repeat this process as many times as you want to create a whole collection of templates adapted to different situations: welcoming clients, offers, payment reminders, sending documents, etc. In corporate environments it is very common to manage an internal catalog of standard communications in this way.

Using and managing .OFT templates in Outlook desktop

Once you have created your .oft files, you can use them in several ways to speed up the sending of new emailsThe "official" way within Outlook is through the Choose Form option.

From the main Outlook window, go to the Home tab and select New items > More items > Choose formIn the window that opens, expand the "Search in" section and choose User templates in the file systemThere you will see the list of saved templates; just select one and press Open.

If you frequently use templates, you might find it convenient to have the tab visible. Programmer in the ribbon, since you can also quickly access "Choose Form" from there. To activate it, go to File > Options > Customize Ribbon and check the Developer box in the right panel.

Another very practical shortcut is to go directly to the folder where you save the .oft files and double-click on the one you needIf Outlook is your default email client, a new message based on that template will open instantly, ready to be customized and sent.

Please note that any changes you make to the message that opens when using the template will affect the message. It does not modify the original .oft fileIn other words, the template remains intact; if you want to update it, you will have to save it explicitly again, as we will see in the next section.

How to edit .OFT templates and saved templates in Outlook

The way you edit a template in Outlook depends on whether you're working with local .oft files or with the My Templates add-inIn both cases, the idea is simple, but the path is different.

To modify an .oft template, open Outlook and go to Home > New items > More items > Choose formIn "Search in," select "User templates in the file system," choose the template you want to edit, and open it. It will appear as if it were a new message.

Do this in that message all corrections to text, formatting, images or links that you need. When you're finished, don't send it: go back to File > Save As, select "Outlook Template (*.outf)" and save it with the same file name if you want to overwrite the previous version. That way, the next time you open that template, it will already have your changes.

If you prefer, you can locate the .oft files directly in File Explorer, open them, edit them, and repeat the Save As process. A useful little trick is to use Save As from Outlook the first time so that the path to your files is displayed. Custom Office Templates and then navigate to that folder from Windows when you want to edit them directly.

In the case of templates stored in the panel my templates (New Outlook and Outlook on the web), the workflow is different. Compose a new email, open the More options menu (…) and select My Templates. In the sidebar, hover your mouse over the template you want to edit and click the edit icon (the pencil).

An editing window will open where you can change the template text And when you're finished, just click Save. The content will be updated in your inbox, and the new version will appear wherever you use My Templates with that same account. In the new Outlook, these templates are text-only (without images or complex rich formatting), so it's best to keep them concise and simple.

Create templates using the built-in "Email Templates" feature

The latest versions of Outlook include a feature called Email templates It goes a step beyond text fragments: it allows you to save generally complete messages, including recipients and attachments, within the application itself, without relying on loose .oft files on the system.

To create one of these templates, on the Home tab select New > MailIn the draft that opens, write everything you want to be part of the template: email addresses in the To/CC fields, subject, message body, format, images and attachments if applicable.

When you have your message ready, in the message ribbon go to Message > Email template > Save email as templateA dialog box will appear where you must type an identifying name and click Save.

These templates are associated with each email account in Outlook. To view or manage them, go to the Settings pageGo to the Mail tab and then to the Templates tab. There you will see a list of templates for each account, and you can delete or rename them.

This system is especially useful when you need templates shared with other users In specific scenarios (such as shared mailboxes upgraded to full account in the new Outlook), certain types of mailboxes allow multiple users to view and edit the same templates if they all open the mailbox correctly.

Create quick templates with the "My Templates" add-on

The My Templates add-on is probably the most convenient way to have it on hand. repetitive text responses Without complicating your life. It's available in both classic Outlook and the new version, as well as Outlook on the web.

In the new Outlook or Outlook on the web, the flow is very similar: go to Start, click on New > Mail to open a message, and on the Message tab select my templatesA task pane will open on the right side of the screen.

In that panel, click on +TemplateYou will be asked for a Title, which will be the name you use to identify this text in the list, and a content field where you write the message for the template. When you finish, click Save and the new entry will be saved.

In classic Outlook the procedure is practically the same, although the button is called something else in some cases. View templates within the My Templates group. Just like before, open the side panel, click +Template, enter the title and content, and save.

Then, whenever you're writing or replying to an email, you can open the My Templates panel and Insert text with a single click over the corresponding title. Outlook will paste that content into the message body where your cursor is located.

It's worth noting that My Templates has a limit of storage total of 32 KB Among all the templates, there are many options, so it's advisable to avoid extremely long paragraphs or signatures. If you need graphics, attachments, or complex templates, it's best to use the .oft file or the Email Templates feature.

Quick Parts: Reusable blocks within classic Outlook

In addition to templates themselves, classic Outlook offers another very powerful way to standardize text and designs: quick elementsThey function as content blocks that you can save once and then insert into any message with a couple of clicks.

To create a Quick Part, open a New email Then write the content you want to save (this can include formatting, images, tables, etc.). Select the part you want to convert into a block with your mouse and make sure only that section is selected.

Next, locate the button in the top toolbar. quick elementsClick and choose the option “Save selection to a quick parts gallery”. A window will open where you must fill in several fields: Name, Gallery, Category, Description, Save in, and Embed options.

El Name This serves to identify the block and is what Outlook will use to display it in the list, ordered alphabetically. The Gallery defines what type of content is saved (it's usually best to stick to the default) and the Category acts as an organized subfolder, with "General" being the most common setting.

In the countryside Keep in It's important to ensure that the NormalEmail.dotm file is selected, as this is the global template Outlook uses for emails and guarantees that these Quick Parts will be available in future emails. emailsFinally, in Options you decide whether you want the block to be inserted as new content, to replace the selected text, or to be placed in a separate paragraph.

Once saved, to use a Quick Part simply place the cursor in the body of the email and, from the corresponding tab, open the Quick Parts menu and choose the desired blockOutlook will instantly insert the content with all its formatting.

Reply to and compose emails using templates

Having a template library loses much of its appeal if you can't then integrate them well into your daily workflow. Outlook offers several ways to Apply those templates to both new emails and replies quite quickly.

To send a new message based on an .oft template, we have already seen that you can use the option Choose form From Home > New Items > More Items, select “User Templates in the File System”. The message opens with the template content; simply adjust the text, add recipients and a subject, and send.

If you want to use a template reply to an existing emailA typical strategy in classic Outlook is to use Quick Steps and mail rulesSelect the message you want to reply to, open it in the reading pane or a separate window, and from the Home or Message tab, apply the Quick Step you've configured with a reply template. Then, simply make any necessary adjustments and send.

In the new Outlook and Outlook on the web, the most straightforward way to work is to use the add-in. my templatesWhen writing a reply, open More options (…) and choose My templates or Message > View templates, depending on your interface. In the side panel, click on the text you want to insert, and Outlook will insert it. It hits right where your cursor is..

Remember that My Templates cannot be automatically filled The To, CC, and Subject fields, and attachment management, are not included. Their function is to speed up the message body. If you need emails that are sent with everything configured, the safest bet is still .oft files or email templates.

When you want to send the same content to a large number of recipients, personalizing names, surnames, company, or other data, Outlook falls somewhat short. In that case, the feature comes into play. Word Mail Merge, which allows you to use your Outlook calendar, a database, or an Excel spreadsheet to generate hundreds of personalized emails at once.

Professional signatures in Outlook: templates, gallery, and customization

In addition to message templates, Outlook allows you to work with highly elaborate email signatures These are automatically inserted when you send or reply. A well-crafted signature reinforces your professional identity, makes you more memorable, and condenses your contact information into a small space.

Microsoft offers a signature template gallery that you can download in WordAfter downloading the file, open it in Word, choose the signature design that best suits you, select all its elements and copy them.

Next, you open Outlook, create a new mail Then you paste the signature into the body of the message. There you can customize the text. photograph or logofonts and colors, and add links to your website and social media profiles so that every time you send an email, those links are just a click away.

Once you're happy with it, select the entire signature again, right-click, and copy. Then, in the message window, go to the Message tab, Include group, and click on Signature > SignaturesClick on New, give it a name (for example, "Company" or "Personal") and paste the copied content into the Edit signature box.

Below the signature editor, click on Save and then click OK. From that moment on, you can specify whether you want that signature to be automatically applied to new emails, replies, and forwards, or only insert it manually when you need to, always from the Signature menu in the compose window.

Signatures can be edited as many times as you like: simply return to the Signatures window, select the one you want, and edit text, images or linksYou can also have several signatures (for example, a more formal one and a more informal one) and choose which one to use depending on the recipient.

Using Outlook add-ins for templates and signatures

Outlook add-ins significantly expand the options for working with templates, signatures, and smart contentMy templates are just one of them; there are many more for different scenarios.

When installing an add-in in the new Outlook, this It also appears in other versions associated with the same account, for example in Outlook on the web. In other words, the installation is in your mailbox, not just on a specific device.

Add-ins are validated by Microsoft (including those from the Office Store), and the first time you run them, They will ask for your consent. If they need access to your data, most of them only read the information in the specific message you're working on, so their scope is quite limited.

If the My Templates button doesn't appear in your Outlook, you can open a compose window, go to More appsSelect Add app and search for My Templates to install it. If it still doesn't work after that, your organization's administrator may have The add-on has been disabled. from the Exchange admin center.

In corporate environments, other add-ins are also used to manage centralized signatures, insert legal banners, or even to generate automated emails based on IA From meetings or forms, as is the case with external tools like Noota, which transform meeting summaries into pre-structured emails using customized templates; if you're interested in development, you can learn how to create add-ins for Office that integrate that logic.

Sync and share templates across devices and shared mailboxes

If you work with Outlook on multiple devices (PC, laptop, mobile, web), it makes sense that you'd want have your templates available everywhereHowever, not all template types sync the same way.

The .oft templates that you create and save from classic Outlook are stored in the local disk of the teamThis means that, by default, they don't appear on other computers or in Outlook web. To move them, you either manually copy them to another machine or save them to a cloud folder (OneDrive, Google Drive, etc.) and open them from wherever you need them.

Conversely, cloud-based functionalities such as Quick Parts (linked to the NormalEmail.dotm template) and the My Templates add-on Yes, they can function as shared elements within the Microsoft 365 ecosystem, as long as you use the same account and work in environments that load that configuration.

In the specific case of shared mailboxes in the new Outlook for Windows, the availability of templates created with My Templates depends on whether the shared mailbox has been promoted to full accountIf you haven't been promoted, the templates you create will only be visible to you; other users who access that mailbox will not have access to them.

If the shared mailbox has been upgraded to a full account and other users also open it as a full account in the new Outlook, the templates created there Yes, they are shared and editable by everyone.However, they will not be available if that mailbox is opened from other platforms or as a non-promoted account.

Something similar happens in Outlook on the web: if you access a shared mailbox from the same tab Your main mailbox, and the templates you create with My Templates, will be linked only to your user account. However, if you open that shared mailbox using the "Open another mailbox" option in a separate tab or window, the templates created there will be visible to anyone who accesses the mailbox in the same way.

Download external HTML templates for use with Outlook

Outlook does not include a large catalog of Pre-designed templates for visual campaignsNewsletters or marketing communications are not the same as with Word, Excel, or PowerPoint. That's why it's common to use external services that provide ready-to-use HTML templates.

Platforms like Stripo, Envato, Tabular, Freepik or Template.net They offer hundreds or thousands of email designs, many of which are compatible with Outlook. Some are free; others are paid or freemium. They typically allow you to edit the design using drag-and-drop editors, customize colors, fonts, and blocks, and then export the result in HTML or as an Outlook-ready file.

Stripo, for example, has a very visual editor and more than 1,600 templates that you can adjust to your brand image and then integrate with Outlook (both app and web) through direct integrations or by exporting the HTML. This resolves many of the limitations of the Outlook editor when creating elaborate designs.

Other sites like Envato or Template.net are geared primarily towards corporate environments, offering professional designs for newsletters, company announcements, event invitations, and formal communications. They typically require registration and sometimes a subscription, but in return they offer... highly polished and versatile templates.

Services like Tabular or graphic resources like Freepik also allow you to download HTML templates adapted to different email clients. In all cases, it's advisable to check the declared compatibility with Outlook and run tests, because this client is particularly particular about certain HTML and CSS styles and properties.

A very common approach is to use these platforms to design the visual basis of the message, export the HTML, and then Paste it into an Outlook template (whether .oft or Mail Templates) to reuse it as many times as needed, combining it with custom fields or variable texts.

Outlook templates versus Gmail and other platforms

If you use Gmail in addition to Outlook, it's normal to wonder if you can reuse the same templates in both servicesThe short answer is no, not directly.

Gmail has its own template system (long known as "standard replies") that you can activate in the advanced settings. It allows you to design templates from scratch, even with Custom HTMLHowever, it does not offer a native mechanism for importing templates from Outlook or other clients.

The usual approach, if you want to use the same design in Gmail, is rebuild the staff There: paste the HTML if you have it, adjust the styles so they look good in Gmail, and save it as an internal template. There are Chrome extensions which add more template and automation features to Gmail, bringing it closer to a more professional use similar to Outlook with add-ins.

Beyond templates, Gmail also offers other forms of automation, such as Suggested quick answers based on the content of incoming mail or the auto-responder (holiday reply), which sends a standard message for a defined period of time without the need to configure complex templates.

In any case, even if you can replicate styles and structures, each platform has its own tools, limitations, and way of managing content, so it's advisable to try Outlook templates and Gmail templates as separate systems, although conceptually they solve the same problem.

With all these options on the table, from .oft templates and the Mail Templates feature to add-ins like My Templates, Quick Parts, custom signatures, and external HTML templates, Outlook offers you a very complete arsenal for Automate repetitive emails, maintain a consistent professional image, and share resources across teams and devices.Mastering these elements not only saves you hours of work, but also transforms your inbox into a much more strategic tool than a simple message box.