How to create email template with images in Outlook

This tutorial simplifies creating Outlook email templates (365, 2016, and earlier versions) with images, covering desktop, new Outlook, and web apps. Using templates saves time and ensures consistent, visually appealing emails.

Adding images enhances newsletters, company updates, or personal messages. This guide provides step-by-step instructions for creating professional-looking templates.

• Create Outlook email templates with images
• Add images to new Outlook and web app templates
• Create shared email templates with images

Creating .oft Templates (Classic Outlook)

This section details creating traditional .oft templates with images in classic Outlook (including Outlook 365, 2024, 2021, 2019, and earlier).

Step 1: Compose a New Email

Open classic Outlook and create a new email. Write your content, formatting text (font, size, color) as needed.

Step 2: Insert an Image

1. Position your cursor.
2. Go to the Insert tab and select Pictures.
3. Choose your image source (This Device, Mobile Device, Stock Images, or Online Pictures).
4. Resize and reposition the image using the formatting options.

Step 3: Save as a Template

1. Click File > Save As.
2. Select *Outlook Template (.oft)**.
3. Name your template and click Save.

Step 4: Using Your Template

1. Go to Home > New Items > More Items > Choose Form.
2. Select User Templates in File System.
3. Choose your template and click Open.
4. Customize and send.

This process creates reusable, visually rich email templates.

Tips:

• Add background images for enhanced design.
• Save templates to a shared OneDrive folder for team collaboration.

Adding Images to New Outlook and Web App Templates

While new Outlook and web app templates prioritize text, you can add small images.

Step 1: Access the My Templates Pane

1. In a new message, go to the Message tab and click Apps. (If not visible, click More options (...) > Apps).
2. Click My Templates.

Step 2 & 3: Create a New Template and Add an Image

1. Click Template.
2. Name your template and add content.
3. Insert images using copy/paste (or Insert > Pictures then copy/paste from the email body).

Step 4 & 5: Save and Use Your Template

1. Click Save.
2. Access and use the template via the My Templates pane.

Important: New Outlook and web apps have a 32KB template size limit. Use small, lightweight images.

Creating Shared Email Templates with Images

Shared Email Templates offer a superior solution for all Outlook versions.

1. Insert Picture: Use the Insert Picture button in the Shared Email Templates pane.

2. Choose Image Source: Select from OneDrive, SharePoint, a URL, user profile, or Azure AD.

3. Customize (Optional): Resize, add hyperlinks.

4. Personalize (Optional): Add dynamic details.

5. Save: Save your template.

Insert templates by double-clicking or using the Paste button.

Images update automatically when the originals change in OneDrive or SharePoint. Consider downloading Shared Email Templates from Microsoft AppSource. Create stunning, personalized email templates easily!

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