Quickest Way to Open Outlook Templates

Microsoft Outlook is a powerhouse when it comes to managing emails, appointments, and tasks. For professionals who rely on sending repetitive emails—such as customer service reps, HR personnel, or sales teams—Outlook templates are a major time-saver. However, navigating to those templates every time can be tedious if you're not using the fastest methods.

In this article, we’ll explore the quickest ways to open Outlook templates, making your email routine faster, smarter, and more efficient.

What Are Outlook Templates?

Outlook templates are pre-formatted email messages that you can reuse. These templates can include fixed subject lines, message body text, attachments, and even recipients.

They are typically saved in the .OFT (Outlook File Template) format and are a perfect solution when you need to send similar messages on a regular basis—like meeting requests, sales pitches, status updates, or onboarding instructions.

Why You Need a Faster Way to Open Outlook Templates

The traditional way to open a template involves multiple steps:

1. Click New Items > More Items > Choose Form.
2. Change the “Look In” dropdown to “User Templates in File System”.
3. Select your template and click Open.

While this works, it’s far from efficient—especially if you use templates daily. Thankfully, there are faster methods available.

Quickest Ways to Open Outlook Templates

Here are several methods to quickly open your Outlook templates:

Create a Desktop Shortcut to the Template

One of the easiest ways to open your templates is by creating a desktop shortcut.

How to Do It:

1. Locate your template file (.oft) on your computer.
2. Right-click the file and choose Send to > Desktop (create shortcut).
3. You’ll now see a shortcut on your desktop.
4. Double-clicking it will open the template directly in Outlook.

Pro Tip: You can also pin this shortcut to your taskbar or start menu for even quicker access.

Use Quick Access Toolbar in Outlook

The Quick Access Toolbar (QAT) in Outlook allows you to add shortcuts to frequently used commands, including templates.

How to Set It Up:

1. Open Outlook.
2. Go to File > Options > Quick Access Toolbar.
3. Choose All Commands from the dropdown menu.
4. Scroll and select Choose Form.
5. Click Add >> and then OK.

Pin Templates Using Macros (Advanced)

For tech-savvy users or those in IT roles, using a macro can be a game-changer.

Sample Macro to Open a Template:

How to Use:

1. Press Alt + F11 to open the VBA editor in Outlook.
2. Paste the code above and replace the file path with your template’s location.
3. Press F5 to test it or assign it to a button in your ribbon.

Use Outlook Quick Steps

If your template includes just the message text and not a full .oft file, you can use Quick Steps:

1. Go to the Home tab.
2. Click on Quick Steps > Create New.
3. Name your Quick Step (e.g., “Sales Template”).
4. Choose New Email as the action.
5. In the Text section, enter your message body.
6. Click Finish.

Add Templates to Ribbon or Custom Tab

1. Go to File > Options > Customize Ribbon.
2. Create a new tab or select an existing one.
3. Choose Choose Form from the commands list.
4. Add it to your custom group.

Use Third-Party Add-ins

There are several Outlook add-ins designed to simplify the process of managing and launching templates. Tools like:

• Template Phrases for Outlook
• Quick Templates by MAPILab
• AbleBits Email Templates

These allow you to manage, categorize, and insert templates with just a few clicks or keyboard shortcuts.

Which Method Is Best?

Method	Best For	Speed
Desktop Shortcut	Beginners, general users	★★★★☆
Quick Access Toolbar	Intermediate users	★★★☆☆
Macros	Advanced users, IT staff	★★★★★
Quick Steps	Simple templates	★★★☆☆
Ribbon Customization	Frequent template users	★★★★☆
Add-ins	Teams with heavy use	★★★★★

Time-Saving Tips

• Organize templates in folders: Keep a “Templates” folder on your desktop or documents folder for easy management.
• Name templates descriptively: Use names like “Client Follow-Up.oft” or “Welcome Email.oft” for clarity.
• Use templates with rules: You can automate replies using templates when specific conditions are met via Outlook Rules.

Final Thoughts

If you send similar emails daily or weekly, Outlook templates can dramatically reduce the time and effort spent typing repetitive messages. But the real productivity boost comes from knowing how to access those templates quickly.

Whether you prefer a simple desktop shortcut, a customized Outlook interface, or automated macros, these solutions can help you open templates in seconds instead of minutes.

Start with the easiest method (like a shortcut or Quick Access Toolbar) and explore advanced options like macros or add-ins as your needs grow.