Kutools Templates- Create and Manage Templates in Outlook Effortlessly

Intuitive User Interface ✨

Kutools features a clean and intuitive interface that makes it easy to locate and use the templates you need. Its user-friendly layout streamlines the entire email-writing experience.

Powerful Management Tools ⚙️

Kutools offers advanced management options, allowing you to quickly delete, rename, and categorize templates. Batch management is also supported, greatly improving efficiency and convenience.

Diverse Content Insertion Options 🖼️

Beyond plain text, Kutools supports inserting images, tables, and graphics, enabling you to create richer, more professional-looking emails with improved visual appeal.

Effortless Editing and Maintenance ✏️

You can update template content at any time—edit text, replace images, or adjust formatting—without affecting existing categories or other templates. All changes apply instantly, keeping your template library organized and up-to-date.

Import and Export Templates 🔄

Kutools allows you to import and export templates, making it easy to back them up or migrate them across devices and Outlook versions—offering greater flexibility and data security.

The Template pane is divided into two main sections, designed to help you efficiently organize and access your frequently used content.

1. Category Section (Upper Area)

This section displays and manages all built-in template categories, such as Checkbox, General, and Signature, as well as any custom categories you have created.

Within this area, you can:

• Add new categories or rename existing ones
• Move categories up or down to adjust their display order, keeping frequently used categories within easy reach
• Delete categories you no longer need
• Supports bulk import and export of templates, making it easy to back them up, migrate them, or share them across different devices.
• Refresh the template list, ensuring that the latest updates are displayed instantly.
• Use the search box to quickly locate specific templates

2. Template Content Section (Lower Area)

This area displays all templates under the currently selected category in a clear and intuitive layout, allowing you to quickly identify each template’s content and efficiently choose and insert the one you need.

Within this area, you can:

• Add new templates
• Edit existing templates by updating text, images, or formatting
• Delete templates you no longer use
• Sort the templates in the list in ascending or descending order to help you locate the content you need more efficiently.
• Adjust the thumbnail display size for clearer viewing
• Enter edit mode to manage templates in bulk

Together, these two sections provide a well-structured and highly efficient template management environment, helping you create, organize, and reuse content with ease while significantly improving your email drafting workflow.

Tip:

The Template pane in Outlook supports both the reading pane and pop-up windows for new messages, replies, and forwards. When you click the Template button, all four types are enabled by default. Additionally, you can choose where you want the Resource pane to appear automatically. To do this, click Kutools > Template drop-down list, and then select the desired pane or window for the Template pane to appear.

Creating a New Template

1. Select the content that you will save as template. And then click button, see screenshot:
   
2. In the New Template dialog box:
   (1) Enter a name for the new template in the Name box;
   (2) Then, specify a category for locating the new template from the drop-down list. You can directly create a new category by clicking New Category button and then adding your category name.
   (3) Click the Add button.
   
3. The template has been created at once. You can preview it in the Resource Library pane. See screenshot:
   

Using a Template in Your Email

Once a template is created, you can access it from any email composition window at any time. Whether you are composing a new message, replying, or forwarding an email, simply click the template to instantly insert its content.

1. Click the location in the message body where you want the template content to be inserted.
2. In the Resource Library pane, select the category that contains the template you want to use, and then click the template to insert it directly into your email.
   

Tip:

You can insert the template entry as "Rich Text", "Plain Text", or a "Picture" by selecting your preferred option from the drop-down list of the template entry.

Delete or Rename a Category

Select the category item that you want to delete or rename, click the drop down in the category list box, select Delete Category or Rename Category you need.

Note: Deleting a category will permanently remove all templates contained within it. Make sure you no longer need these templates before proceeding.

Delete or Rename a Template

In the template content section, you can rename or delete individual templates. Simply select the template, click the drop-down button next to it, and choose Rename to assign a new name or Delete to remove the selected template.

Tip:

If you want delete all template entries under a Category, click drop down in the list box ribbon, and choose Clear All.

Export Templates

If you want to back up your templates or share them with others, you can export selected templates or an entire category as a template package file.

Click the drop down in the category list box, and choose Export Template, in the Export Template dialog box, click the button to select a destination folder to save the exported file. Then, click OK.

The exported package can be imported on any other device or shared with your team.

Import Templates

When you have a template package file, you can import it directly into your template library.

Click the drop down in the category list box, and choose Import Template, in the Import Template dialog box, click the button to select the file that you want to import. Then, click OK. The templates will be automatically loaded into the appropriate category and become immediately available.

Adjust Category Order

Select the category you want to move in the category section. Click the Move Up or Move Down icons to reposition it. The order updates instantly—no additional confirmation required.

Adjust Template Order

You can also rearrange the templates within each category:

▶️ Sort Templates in Ascending or Descending Order

In the Templates list box, Click the or button to sort the templates. The list will be instantly rearranged in ascending or descending order based on the template names.

Note: Once the templates are sorted in ascending or descending order, manual repositioning by dragging will no longer be available.

▶️ Adjust Template Order by moving up/ moving down

1. In the Templates list box, click the Edit button, select the template you want to move.
2. Click the Move Up / Move Down or Page Up / Page Down icons to reposition it. The order updates instantly, no additional confirmation required.
   
3. After moving the template position, click Down to exit edit mode.

In the Category list box

Search Templates:

Allows you to quickly locate a template by typing keywords. As you enter text, the list will automatically filter and display only the templates that match your search criteria, helping you find what you need more efficiently.

Refresh :

Reloads the category and template list to ensure all updates—such as new templates, renamed items, or changes made on other devices—are displayed immediately. This keeps your template library synchronized and up to date.

In the Template list box

Enable Floating Preview :

Displays a floating preview window when you hover over a template. This lets you view the full content of the template without inserting it, making it easier to identify the template you want to use.

Enable New Preview Mode :

When this feature is enabled, clicking a template will open a preview and editing window, allowing you to view, modify, or insert the template. When the feature is turned off, clicking a template will bypass the preview window and insert the template content directly into the email.

Enable List Pane Preview :

Shows a preview of the selected template directly in the pane, allowing you to browse templates more conveniently without opening additional windows.

Increase Font Size / Decrease Font Size:

These two options allow you to increase or decrease the font of the template names as you need.